Google / Gmail Access for Leavers

[BFCIT]

Hi all,

 

Quick question, a member of staff has approached me asking if we can continue giving our year 11 and year 13 leavers access to their school gmail accounts after they have left for for a couple of months. Does anybody else do this? I can't see anything in the Google terms and conditions.

 

Thank you.

[NB9457]

It won't be in Google's terms and conditions as it's nothing to do with them really, it's down to the school and their policies. I imagine it's something you'd have to discuss with SLT and the person in question wanting this, are there any security risks and what not.

[ITGURU]

We have on-site exchange however we always leave the Year 11 accounts open until the end of August so they can be emailed about exam results etc.

on the 1st September each year they are disabled.

[caffrey]

I always leave 11+13 open too, I just make sure I remove them from mailing lists etc.

[6Foot2]

Students: Remove their access as soon as we are told they have left (Often months after the event )

 

Staff: Remove their access unless they request a period of continued functionality. We allow this on the condition that they message us when they no longer need it.

[pcstru]

Quick question, a member of staff has approached me asking if we can continue giving our year 11 and year 13 leavers access to their school gmail accounts after they have left for for a couple of months. Does anybody else do this?

I'd say no. You have no agreement with them or their parents to abide by any school rules and you have no way to enforce those rules. If they were being bullied or groomed via that account (or using it to bully students at your school), the school would be at risk of financial (they would be liable) or reputational damage. The best way to manage that risk is simply avoid it in the first place.

[fiza]

We leave their G Suite accounts enabled until October half term. This gives them enough time to sort things out with applications etc which they may have made using their school accounts. They can use Google Takeout to take their files/emails with them.

[mjk]

I spoke to Google about this at BETT.

Their recommendation was to setup an 'alumni' domain which is separate from the rest of the college. You can then give them accounts for life and disassociate them from your primary domain.

I've not actually got around to this yet so would be interested to hear anyone else who has implemented it.

[fiza]

I spoke to Google about this at BETT.

Their recommendation was to setup an 'alumni' domain which is separate from the rest of the college. You can then give them accounts for life and disassociate them from your primary domain.

I've not actually got around to this yet so would be interested to hear anyone else who has implemented it.

 

Would the Alumni domain still be free for education establishments?

[mjk]

Would the Alumni domain still be free for education establishments?

Google said we can create as many accounts as we like. They cited some of the large US universities that have tens of thousands of accounts free of charge.

[Passat1983ICTech]

have you got a policy that say when they leave school that after the last exam the accounts will be close on that date or dates we do this and we pre warn them as well

[ITGURU]

have you got a policy that say when they leave school that after the last exam the accounts will be close on that date or dates we do this and we pre warn them as well

 

No Policy, but SLT Request!

[BFCIT]

Thank you for all of your responses. Still not 100% sure on the direction we should go in but definitely some food for thought, in particular the alumni option, its just how we ensure we meet safeguarding obligations.