Google Workspace accounts for those leaving the school district (students and staff) will be deleted once ties with CPS are severed and you will no longer have access to your Google files.
There are two ways to save pertinent files:
- Downloading them directly to a personal computer / external storage.
- Or transferring files to a personal Google account.
Plan sufficient time and file storage space for file downloads and transfers. There is no way to determine the length of time this will take. The length of time is dependent upon the size of the files / folders being downloaded.
How long do you have to transfer your Google files?
Students graduating or leaving the district will have 7 calendar days from the last official day of school to transfer anything they would like to retain from their CPS Google Workspace accounts.
Faculty and staff leaving the district will have 7 calendar days from their last day of employment to transfer anything they would like to retain from their CPS Google Workspace accounts. Each employee will receive notification from DTI as to the exact date his or her account will be disabled.
Option #1: Download Folders to Personal Computer / External Storage
This process of downloading files to a personal computer / external storage should be completed at home.
- Log into your CPS Google Workspace account and go to Drive.
- Organize your files into manageable folders.
- Right-click the appropriate folders and select Download.
- In the bottom right corner, a window will open stating the folder is being zipped.
- Once the folder is zipped, you will receive a message to save the file. The file should be saved to a location such as your personal computer or external storage.
Option #2: Google Transfer to Personal Google Account
You will need a personal Google account prior to starting this process. Most personal Google accounts only include 15 GB of total storage so be aware of your storage needs.
- Log into your CPS Google Workspace.
- In the URL bar, navigate to the Google Transfer link: https://takeout.google.com/transfer.
- Enter your personal Gmail account; this will be the location to which your files will be transferred.
- Click Send Code to receive the verification code.
- Check your personal email for a confirmation to request your code. Follow all of the prompts to get the verification code.
- Once you receive the code, go back to the Google Transfer area of your school account and type the code in the Verify your destination account space provided.
- Click Verify.
- Select what you would like to transfer by toggling the buttons on or off (ex: Drive, Gmail). Click Start Transfer.
- You will see a screen that gives you the option to View History. Nothing else is pertinent and nothing else will happen on this screen.
- You will receive notifications in both your school and personal email accounts when the transfer has been completed.
- Large transfers may take some time; start early.