Transitioning Network Access
Faculty, staff, students, and alumni have access to network-based services while they are active members of the Luther College community. Once they are no longer active members of the community, an EXIT Email Notification is sent, and access to network-based services is removed per our network use policy.
Luther has policies in terms of intellectual property and ownership of data. See https://www.luther.edu/library/copyright for more information. Faculty and staff should work with their colleagues and/or supervisor to assure management of critical Luther-owned data is transferred appropriately prior to their departure.
In order to assist faculty, staff, and students in the transition away from Luther College resources, ITS has provided detailed information on a variety of topics. Click on the topic of interest to learn more.
Upon exit from Luther, your Norse Apps account will be deactivated, unless you are an emeritus. In order to not lose important Norse Mail messages, you should transfer the messages prior to deactivation using the procedure shown below.
Note: When your Norse Apps account is deleted, all of your Norse Mail messages will be lost.
Forwarding Individual Messages
The easiest way to ensure that email messages aren’t lost when your account is deactivated is to forward them to a different account, owned either by you or by someone else. Important Luther-related email messages that may need to be accessed in the future should be forwarded to your replacement, your supervisor, or other appropriate faculty/staff member.
If you currently have no other email accounts to forward your messages to, you can create a Gmail account at http://mail.google.com. The advantage of creating an account with Gmail is that the functionality is nearly identical to that of Norse Mail, and you will already know how to perform tasks such as setting up filters and labels.
Upon exit from Luther, your Norse Apps account will be deactivated, unless you are an emeritus. In order to not lose important files in Norse Drive, you must transfer the files prior to deactivation.
Note: When your Norse Apps account is deleted, all Norse Drive files you own will disappear, even if others were previously sharing them.
Some of the Norse Drive files you own may be important files that need to be preserved. There are various options for transitioning your Norse Drive files including transferring ownership, exporting one or more files, or moving them to a Team Drive. Which option, or options, you select depends upon your situation.
Transfer Ownership
Select Owned by me in the dropdown menu at the top of the screen to view all the files you created. These are the files that will be deleted when your account is removed.
If the new owner is known, you can transfer the files to the appropriate faculty or staff member. If you don’t know who to give the files to, transfer them to your department head or supervisor.
Note: If you want to transfer ownership of ALL of your Norse Drive files to ONE person, ITS can do this for you. Contact the ITS Technology Help Desk for this request.
For details on transferring ownership, see Make someone else the owner of your file
Export Files
Another option is to export Norse Drive files and then save them in some other medium. To export files, log into Norse Drive and select the file(s) to download. Next right-click and choose Download.
You can choose a different file format for each type of file exported, though you will probably want to select Microsoft Office formats whenever possible. Click the Download button, and Norse Drive will export all the selected file(s) to a compressed .zip file, which you can save on your computer. You’ll then want to transfer either all the files in the .zip file or just the .zip file itself to some sort of personal storage.
Team Drives
Faculty, staff, and students now have the “Team Drive” option available at drive.luther.edu. Team Drives are similar to shared network drives in that all members of a department have access to the files stored there. Team Drives may be created for whole departments, members from various departments, or for working groups. Faculty, staff, and students may create and manage Team Drives as needed.
According to Google, “As businesses have adopted Google Drive, a new focus has emerged: teams. Teams move fast, they grow, they shrink, they’re rebuilt. In order to keep pace, a new capability called Team Drives redefines the model, shifting from a focus on the individual user to a focus on the team. Content ownership and sharing are managed at the team level, and new roles give more granular control over team content. Team Drives help streamline teamwork from end-to-end, from onboarding a new team member (add her to the team and she instantly has access to all of the work in one place) to offboarding a departing team member (remove him from the team and all of his work stays right in place), and everything in-between.”
For additional information, see Get started with Team Drives and Manage Team Drives. Contact the Technology Help Desk with questions.
Upon exit from Luther, your Norse Apps account will be deactivated, unless you are an emeritus. In order to not lose important Norse Calendars, you should transfer ownership of the calendar(s) prior to deactivation using one or more of the below procedures.
Note: When your Norse Apps account is deleted, all Norse Calendars you own will disappear.
Creating a Google Account
Norse Apps is based on the Google Apps for Education suite. Many items stored on your Norse Apps account, including calendars and documents, can be easily preserved by transferring them to another Google account. To create a non-Luther Google account, go to https://mail.google.com.
Transferring Ownership of a Calendar
Steps for transferring ownership of calendars are available at Transfer Google calendars or events.
After transferring the calendar to a new owner, you should unsubscribe from it. Under Settings > Calendars, click the Unsubscribe link for the calendar you transferred. This will remove your access to the calendar without deleting it. Note that you cannot unsubscribe from your primary calendar (the calendar that came with your Norse Apps account); if you wish to keep your primary calendar, you will have to export it using the procedure below.
Note: If you are a designate for someone (have edit privileges for their calendar) and created events on their calendar, those events will remain and they will be able to edit them after your account is deleted.
Exporting Your Calendars
You may wish to export your calendars to another program rather than transfer them to another Norse Calendar user. To do so, go to Settings > Calendars. Under the list of your calendars, click the Export calendars link. You will then have the option to save a ZIP file to your computer. This ZIP file contains all of the calendars you own in ICAL format. The ICAL-formatted calendars can then be imported in Microsoft Outlook, Google Calendar, or most other calendar programs.
Upon exit from Luther, your Norse Apps account will be deactivated, unless you are an emeritus. In order to not lose important Norse Groups, you should transfer ownership of the group(s) prior to deactivation using one or more of the below procedures.
Note: When your Norse Apps account is deleted, all Norse Groups you own will disappear, even if others were previously sharing them.
Creating a Google Account
Norse Apps is based on the Google Apps for Education suite. Many items stored on your Norse Apps account, including sites and calendars, can be easily preserved by transferring them to another Google account. To create a non-Luther Google account, go to https://mail.google.com.
Unrestricting Access to Group
If the intended new owner does not have a Luther email address, you may need to change the access settings of your group. To do so, go to the group home page, click on Group settings on the right side of the page, then click the Access tab. Under “Who can join?”, make sure that Anyone can join is selected.
Transferring Ownership of a Norse Group
To transfer ownership of a Norse Group, make sure that the intended new owner account is currently a member of the group (if not, see Norse Groups Training for details). Then, from the group’s homepage, click on Management tasks, followed by the Manage members tab. Click the check box next to the new owner’s entry in the table, then change the Set membership type dropdown menu to Owner and click OK. You may also want to change your membership type to “Manager” or “Member” via the same procedure.
Unsubscribing from a Group
After transferring ownership to a different account, you may wish to unsubscribe your Luther account from the group. You can do that via the Unsubscribe button after clicking the Edit my membership on the right side of the group home page.
Upon exit from Luther, your Norse Apps account will be deactivated, unless you are an emeritus. In order to not lose important Norse Sites, you should transfer ownership of the site(s) prior to deactivation using one or more of the below procedures.
Note: When your Norse Apps account is deleted, all Norse Sites you own will disappear, even if others were previously sharing them.
Creating a Google Account
Norse Apps is based on the Google Apps for Education suite. Many items stored on your Norse Apps account, including sites and calendars, can be easily preserved by transferring them to another Google account. To create a non-Luther Google account, go to https://mail.google.com.
Transferring Ownership
To transfer ownership of a site, first go to its home page. Then, go to More Actions > Manage site. Select the Sharing tab on the left side of the page. Make sure that as owners is selected for the “Invite people to your site” option, type in the email address of the intended new owner, and click the Invite these people button.
Copying to Google Sites
If you have transferred the site to a non-Luther account, you will want to copy the entire site off of the Luther domain to enable easier access. To do so, log into the site by going to https://sites.luther.edu, clicking on Sign in with a different account, typing in your Gmail address and clicking Go, and then finally logging in with your Google account. Once in the site you want to copy, go to More actions > Manage site > General > Copy This Site. You can then input a new name and URL for the group, which will be hosted on Google Sites and not Norse Sites. After ensuring that Copy Site Members is checked and inputting the CAPTCHA, click the Copy Site button. You can now access the group at https://groups.google.com.
NOTE: Any other site members must log into the new copy of the site at https://groups.google.com as well.
Instructors
Instructors are strongly encouraged to backup any courses they wish to preserve and download the associated zip file while still affiliated with Luther. Under special circumstances and with permission from appropriate Academic and Administrative authorities, backups may be made available post-termination.
Students
Students are strongly encouraged to create their own portfolio of work artifacts while still affiliated with Luther College as a student. Best efforts are made to maintain at least three years of student-related KATIE content. Under special circumstances and with permission from appropriate Academic and Administrative authorities, student content may be made available post-termination.
Note: At no time will information be made available that violates the confidentiality standards of Luther College.
Upon exit from Luther, you will no longer be able to use your Norse Key to access files on Luther network shares (such as H and T drives), unless you are an emeritus. In order to not lose important files you currently have stored on the Luther network, you must transfer the files prior to deactivation.
Note: Luther-owned documents must remain at Luther and not be taken with you when you leave campus. You should only be transferring personal documents, such as academic papers, from the Luther network shares.
Online File Storage
Important files stored on your H drive (home network share) can be copied to another network location such as the U drive (departmental network share). By doing this, others in your department will have access to the files.
For personal files, such as academic papers, there are a number of online file storage services that serve the same purpose as Luther’s network shares. Google Docs, nearly identical to Norse Docs, is one such service. You can upload your files to Google Docs, then either download them to another computer or just leave them stored on Google Docs indefinitely.
Email Attachments
An easy way to transfer a few files, particularly when needed by those outside your department, is to transfer your files via email. Simply attach any important files stored on your H drive (home network share) you wish to pass along to your colleagues to an email. After the sending the email, the recipient can then download the attached files onto their computer or H drive.
You can also send any personal files, such as academic papers, to yourself. Unless you are transitioning to alumni status or are an emeritus, you shouldn’t send this email to your Norse Mail address, as you will be unable to access Norse Mail after leaving Luther. Use another email service, such as Gmail, instead.
Physical Storage Media
You can also transfer your files to some physical storage media, such as a CD or USB flash drive.
Troubleshooting
If some of your files are too big to transfer using the above methods, or if you encounter other problems, contact the Technology Help Desk (helpdesk@luther.edu, 563-387-1000) for assistance.
Any library materials currently checked out to you (including interlibrary loan materials) must be returned to Preus Library prior to the end of your employment or your last day of class. Faculty leaving who are granted Emeriti status maintain library privileges and should simply make sure their library account is up-to-date prior to the end of their employment.
For a listing of your interlibrary loan items, go to https://www.luther.edu/library and login to “My.InterlibraryLoan”.
For a listing of other materials checked out to you, go to https://www.luther.edu/library and login to “My.Library”.
Faculty, staff, and students must return any ITS equipment prior to leaving campus.
For faculty, staff, and students, this includes any AV carts, laptops, projectors, cameras, or other technology items checked out through the Circulation Desk in the library. These items should be returned to the Circulation Desk.
For faculty and staff, this includes your computer, monitor, keyboard and mouse. Contact the Technology Help Desk at x1000 or email helpdesk@luther.edu to have your equipment picked up.
As employees of an educational institution, faculty and staff at Luther College enjoy a number of technology-related benefits. For example, certain hardware and software can be purchased at a discount for personal use. Some of these benefits expire when your employment with Luther ends so you will want to take advantage of them prior to leaving Luther. See our Employee Benefits page for more information.
If you are a faculty or staff who has participated in either our Microsoft Work at Home (WAH) or Home Use Program (HUP), remember that software must be deleted at the conclusion of your employment with Luther.
Some benefits, such as the Used Technology Equipment Sale, continue to be available to faculty, staff, and students after leaving Luther.
Supervisors and department heads may request an extension for an employee account to remain active in its current state. Complete the information on the form below and click submit. The request will be reviewed by ITS and you will be contacted with a decision within 3-5 business days. Requests for extensions require approval by the Executive Director of ITS and/or the appropriate VP. Note: If you are completing this request for your own account, please enter your information. If you are completing this request in order for someone else’s account to remain active, please enter their information.