Transitioning Network Access

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 Once they are no longer active members of the community, an EXIT Email Notification (Employees, Employees who are Alumni, Emeriti, or Students) is sent, and access to network-based services is removed per our network access policy.

Luther has policies in terms of intellectual property and ownership of data. See http://www.luther.edu/copyright/policy/ 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, LIS has provided detailed information on a variety of topics. Click on the topic of interest to learn more.

  1. Norse Mail

    If you are an alumnus, an emeritus, or a student who is transitioning to an alumnus, your Norse Apps account will remain available to you. Otherwise, upon exit from Luther, your Norse Apps account will be deactivated. In order to not lose important Norse Mail messages, you should transfer the messages prior to deactivation using one or more of the below procedures.

    Note: When your Norse Apps account is deleted, all of your Norse Mail messages will be lost.

    Forwarding

    The easiest way to ensure that emails 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 emails 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 mail 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.

    Thunderbird/IMAP

    If you have many emails that need to be saved, forwarding them all individually can be tedious and time-consuming. In this case, consider using Thunderbird to transfer many emails at once. Following the instructions at the bottom of Norse Mail Training, open both your Norse Mail account and the email account of the intended recipient in Thunderbird. If this other email account is owned by someone else, you will need him or her present to enter their login and password information. Once both accounts are open, you can drag and drop emails from one account’s inbox to the other’s. To select multiple emails, use CTRL+Click or use SHIFT+Click to select a range of emails. Contact the LIS Technology Help Desk (helpdesk@luther.edu, 563-387-1000) for assistance with setting up Thunderbird.

    Ongoing Forwarding

    If you are an alumni or an emeritus, you will keep your Norse Mail account even after leaving Luther. However, you may want to use another email address as your primary address, while still being able to access messages sent to your luther.edu address. If this is the case, you may want to forward your Norse Mail to another account, either temporarily or permanently. To set up email forwarding:

    1. Click on the Settings link found in the top right corner of the Norse Mail page.
    2. Click on the Forwarding and POP/IMAP tab.
    3. Click the button to Forward a copy of incoming mail.
    4. Enter the email address to which messages are to be forwarded.
    5. Select your choice from the dropdown list whether to keep, archive, or delete the Norse Mail.
    6. Click the Save Changes button found at the bottom of the page.

    Note that while you will not have to log into Norse Mail to see your messages, you will still have to comply with the LIS security policy and change your Norse Key password every six months.

  2. Norse Docs

    If you are an alumnus, an emeritus, or a student who is transitioning to an alumnus, your Norse Apps account will remain available to you. Otherwise, upon exit from Luther, your Norse Apps account will be deactivated. In order to not lose important files in Norse Docs, you must transfer the files prior to deactivation.

    Note: When your Norse Apps account is deleted, all Norse Docs files you own will disappear, even if others were previously sharing them.

    Some of the Norse Docs files you own may be important files that need to be preserved. There are various options for transitioning your Norse Docs files including transferring ownership, inviting others to share the documents, or exporting one or more files. Which option, or options, you select depends upon your situation.

    Transfer Ownership

    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 Docs files to ONE person, LIS can do this for you. Contact the LIS Technology Help Desk for this request.

    To see a list of the files that you own, log into Norse Docs and select Owned by me in the menu on the left side of the screen. The right side of the screen will change to only show those files that you own. Open the document you wish to transfer, then click the “Share” button at the top right. The new owner must be included in the list of shared users. Each person with access can be listed as “Is owner,” “Can view,” and “Can edit.” Select the “Is owner” option from the drop-down menu next to the name of the new owner.

    After you’ve finished transferring ownership of your Norse Docs, click on the All items link on the left side to view all your files again.

    Share Files

    To share a file with another person, open the doc, and then click on the Share button in the upper right hand corner. Or, click on the File tab and select Share…

    At the bottom of the ‘Sharing settings’ window, under ‘Add people,’ type the email addresses of your collaborators and click Share & save to share your work with others. You can add a single person or a mailing list. To the right of the list of names you can select Can view or Can edit from the drop-down menu. If you’d like to add a message to your invitation, click Add message, enter text, and click Share & save.

    Norse Docs Sharing Settings

    If you wish to share several files at once, click the check box next to each file you want to share. On the right-hand side of the screen, click Share…, and then choose Share…. You will arrive at the ‘Sharing settings’ screen shown above (see above for instructions from this point).

    Export Files

    Another option is to export Norse Doc files and then save them in some other medium. To export files, log into Norse Docs and click on the link All items on the left side of the window. Next click on the check box next to each file you want to export, then choose Download… from the menu on the right side of the screen. You will arrive at the screen shown below.

    Norse Docs Convert and 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 Docs will export all the selected files 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. See H Drive Removal for Graduated Seniors for some possible storage suggestions.

  3. Norse Calendar

    If you are an alumnus, an emeritus, or a student who is transitioning to an alumnus, your Norse Apps account will remain available to you. Otherwise, upon exit from Luther, your Norse Apps account will be deactivated. 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

    Go to Settings > Calendars. Under the list of “My Calendars”, click on the link to the sharing settings of the calendar you wish to transfer (this link will either read Shared: Edit settings or Share this calendar). If you currently share the calendar with the intended new owner, simply set their access permissions to Make changes AND manage sharing. If the intended owner doesn’t currently have access to the calendar, add them to your sharing list with the access permissions set to Make changes AND manage sharing.

    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, such as Microsoft Outlook, 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. See Norse Calendar Training for details on how to import calendars into Google Calendar.

  4. Norse Groups

    If you are an alumnus, an emeritus, or a student who is transitioning to an alumnus, your Norse Apps account will remain available to you. Otherwise, upon exit from Luther, your Norse Apps account will be deactivated. 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.

  5. Norse Sites

    If you are an alumnus, an emeritus, or a student who is transitioning to an alumnus, your Norse Apps account will remain available to you. Otherwise, upon exit from Luther, your Norse Apps account will be deactivated. 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.

  6. KATIE Content

    Emeriti

    Emeriti retain normal access to katie and their katie courses for as long as their katie courses remain available (currently two years plus one term).

    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.

  7. Files Stored on Network Shares (H Drive/T Drive)

    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. See Data Backup Training for instructions on how to copy your files onto a CD.

    Troubleshooting

    If some of your files are too big to transfer using the above methods, or if you encounter other problems, contact the LIS Technology Help Desk (helpdesk@luther.edu, 563-387-1000) for assistance.

  8. Library Materials

    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”.

  9. LIS Equipment

    Faculty, staff, and students must return any LIS 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 LIS Technology Help Desk at x1000 or email helpdesk@luther.edu to have your equipment picked up.

  10. Discounted Hardware and Software

    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 https://www.luther.edu/helpdesk/services/employeebenefits/ 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.

    Luther College students can purchase hardware and software, including Microsoft and Adobe products, at discounted pricing. See https://www.luther.edu/helpdesk/newstudent/, particularly the questions “If I buy a computer, what type should I buy”, and “What else will I need to buy”?

    Other benefits, such as the LIS Used Technology Equipment Auction, continue to be available to faculty, staff, and students after leaving Luther.

  11. Request for Extension of Network Access

    Faculty, staff, and students with a valid reason to retain an active account may request an extension for their account to remain active in its current state. Complete the information on the form below and click submit. Your request will be reviewed by LIS and you will be contacted with a decision within 3-5 business days. Faculty and staff requests for extensions longer than 1 month require approval by the Director of LIS and 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.