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Employees that intend to retire and wish to complete this application need to have an official retirement date (e.g. effective date of separation from service) on record with the Human Resources department. Please contact the Human Resources Office at (716) 673-3434 if you need any assistance with your official retirement date. 

Why are we issuing approved Emeritus new eServices accounts? 

Data breaches occur on a daily basis, originating from both within and outside of higher education institutions. They can cost millions of dollars to attempt to resolve and a nearly unimaginable amount of damage to the reputation of an institution.  

As an institution of Higher Education operating in New York State, The State University of New York at Fredonia (“Fredonia”) is committed to securing and protecting the information within its possession and complying with all required Federal, State, and Local regulatory requirements. Such requirements include but are not limited to the National Institute of Standards and Technology (NIST) 800-171, NIST 800-53, and SUNY Procedures 6900. These requirements define and provide guidance on how best to classify and protect electronic identities and digital assets. 

To meet the various above-listed security regulations, Fredonia, like many public and private higher education institutions, is required to take additional security steps in protecting access to systems and services used to store private (category II) and restricted data (category III). These measures will help protect Fredonia’s electronic assets and reduce the chance of private or restricted data loss while supporting the open, information-sharing needs of our academic culture while upholding the Emeritus agreement quantified in HARP.

What should I expect when the University issues me a new eServices account?

• 30 days prior to the date of official separation, ITS will create new eServices account using the following format:

 <first initial><middle initial><last name> eServices name… Example: Sally Jessica Smith = sjsmith@fredonia.edu 

NOTE: the above-referenced format is not guaranteed as there may be issues with the email address already in use by another user. 

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How is my Emeritus status going to impact my eServices account?

• Emeritus will need to continue to protect their eServices account with Multi-factor Authentication. For assistance, please contact the ITS Service Center (716) 673-3407 or its.servicecenter@fredonia.edu.
• Emeritus will need to remove any University regulated data from their email, Google Drive and U-Drive that they no longer have a business need to access.

What is considered “personal” data (e.g. email messages, documents, etc.)?

“Personal data” is considered any media (messages, documents, pictures, etc.) that are owned by you and is not University-owned Category II - Private or Category III - Restricted data. Data that is considered “faculty owned” such as “creative work, research, or intellectual property” that does not contain University-owned Category II - Private or Category III - Restricted data is considered personal data.

How long does the University keep the contents of my old account after the new account has been issued?

The University will disable the old account after 30 days from the effective date of separation and then delete the account and its content after 6 months from the date it was disabled.

Does the University offer me the ability to use Multi-Factor Authentication (MFA) with my new email account? 

Yes, all Emeritus must use the campus-provided Duo MFA service to protect the new account. 

How do I prepare to transfer my personal data to my new account? 

Organize your Gmail messages

Search for and label your personal mail to transfer to the new account.

• Log on to Gmail and organize your personal messages in labels. If you need to perform a search on all mail in your account, do the following:
• Go to the Inbox and drop down the search window
• Enter the search criteria for messages that you want to find in the “Has the words” field
• Make sure “All mail” is selected in the Search field and press the Search button
• When the search is complete, label all hits by dropping down the select window and clicking all. With all messages selected, select the Label icon and choose a label that contains only personal messages or create a new label if necessary.

Organize your Drive

Search your drive for personal files and move to folders.

• Log on to Google Drive and organize your personal files in folders.
• Create a folder
  • On the left, click New  Folder.
  • Enter a name for the folder.
  • Click Create.

• Move a file or a folder
  You can move an item from anywhere in Google Drive: the main window, the left panel, or search results.
  • Right-click the item you want to move.
  • Click Move to…
  • Choose or create a folder, then click Move.

Note: If you move folders with a lot of files or subfolders, it might take some time for you to see the changes.

• Drag to a folder
  • Click and hold the item you want to move.
  • Move the item over the folder and release it.

Tip: Use the left panel to move items into any folder in Google Drive.

Share Department data

If you have files that need to be made accessible to your department or office, create a Shared drive(s) and move those files to the shared folders, adding members to the drive to give them access as necessary.

• A shared drive is a shared space where:
  Members of a shared drive share ownership of any files and folders.
  If someone leaves the shared drive, any files they added will stay.
  You can still share files with a link or invite.
• You can share, search, and organize files in shared drives like your own files in your Drive.
• You can move files into shared drives the same way you would in your own Drive.  You may not be able to move files owned by other people.
• When you share files with someone outside of your shared drive, they can find the files under "Shared with me."
• If a file is saved in a shared drive, you can't organize it in more than one folder.

How do I transfer my personal data to my new account? 

Download your Google data

Important: If you download your Google data, it doesn’t delete it from Google’s servers. 

You can export and download your data from the Google products you use, such as your Email, Documents, Calendar, Photos, YouTube videos, Sites, etc.

Step 1: Select data to include in your download archive

• Go to the Download your data page. Google products that have your data are automatically selected.
• Under "Select data to include", if you don’t want to download data from a product, uncheck the box beside it.
• Scroll down the list of services and verify the content format and data included. You must only download your personal data, messages, and documents.
  • Calendar: select the "Image RemovedAll calendars included" button and make sure that only your personal calendar is selected
  • Drive: select the "Image RemovedAll Drive data included" button, uncheck the "Include all files and folders in Drive" check box and press the "Deselect all" to clear all checkboxes. Select only the folders that contain your personal files.
  • Mail: select the "Image RemovedAll Mail data included" button, uncheck the "Include all messages in Mail" check box and press the "Select all/Deselect all" to clear all checkboxes. Select only the labels that contain your personal mail.
  • Find and click to select your personal content as indicated above and press OK
    
• Select Next step.

Step 2: Customize your archive format

• Keep the defaults for Export type, File type, and Archive size.

• Delivery method: Send download link via email
  Google will email you a link to download your Google data archive.

Step 3: Get your Google data archive

• Select Create export.

• In the email that arrives, select Download archive.

• To download your Google data, follow the steps on the screen.

When your archive is created by using one of these options, Google will email you a link to its location. Depending on the amount of information in your account, this process could take from a few minutes to a few days. Most people get the link to their archive the same day that they request it. 

Click on the links in the message to download your exported data files. Most likely you will have multiple zip files that you will need to unzip to access the folders containing your content. Your content will be saved in individual folders depending on the services you requested to export. You will have one week to retrieve your archive(s).

Import mail to a new Gmail account

Now that you have the MBOX file created, downloaded, and extracted, you need to download Mozilla Thunderbird and the ImportExportTools add-on to process the MBOX file. This will allow importing the MBOX to Gmail or extracting to a local folder. 

1. Download and install Mozilla Thunderbird (free download available here: https://www.thunderbird.net/en-US/download/)
2. Once Thunderbird is installed, navigate to Tools > Add-Ons to install the ImportExportTools add-on. If you don’t see the Tools menu, hit the ALT button on the keyboard to display it. 
3. Once you are in the Add-Ons screen, click Extensions and search for the “ImportExportTools” add-on. Click to install it in Thunderbird.
4. The Add-On installation will restart Thunderbird once completed. 
5. After Thunderbird restarts, create a new folder in your Local Folders node. 
6. Now right-click choose ImportExportTools > Import mbox file.
7. The Files mbox import dialog box opens. Here you choose the import way. For importing directly to a folder you have created, select the first option, Import directly one or more mbox files works. There are various other options here to handle the import of the MBOX files that may be useful as well.
8. Browse to the location where you extracted the downloaded MBOX file that was unzipped and choose it. 
9. After choosing the downloaded and extracted MBOX file, you will see the emails downloaded from Gmail appear in your folder created.

Import contacts into a new GSuite account

 Import the contacts from your data transfer (.vcf extension in the contacts folder)

1. On your computer, go to Google Contacts, then sign in with your other Gmail account.
2. At the left, click Import.
3. Click Select File.
4. Choose your .vcf file(s) from the data transfer
5. Click Import.

Import files/folders into new Google Drive

Your exported files/folders are In the Drive folder from your Takeout export. You can upload files into private or shared folders.

1. On your computer, log in to your Google Drive at http://docs.fredonia.edu.
2. At the top left, click New   File Upload or Folder Upload.
3. Choose the file or folder you want to upload.

Import events into new Google Calendar

After you've exported your events (Calendar folder from Takeout export), you can import them into Google Calendar. 

1. Sign in to the Google Account where you want to import.
2. Open Google Calendar.
3. At the top right, click Settings Settings.
4. At the left, click Import & Export.
5. Click Select file from your computer and select the file you exported. The file should end in ".ics".
6. Choose which calendar to add the imported events to. By default, events will be imported into your primary calendar.
7. Click Import.

If you have a .zip file, find it on your computer and open it. You'll find .ics files for each of your calendars. Take the individual files out of the .zip file, and import each .ics file individually.

Notes:

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Move your site to a new GSuite account

You can move a classic site to your new Fredonia GSuite account.

Step 1: Share the site with your other account

If you're an owner of the site, follow these steps:

• On a computer, open the site you want to move in classic Google Sites.
• At the top, click Share.
• Under "Invite people," add your work, school, or other group email address.
• Next to your email address, choose "Is owner."
• Click Send.

Step 2: Make a copy of the site

• On a computer, open the site you want to move in classic Google Sites.
• Click More actions Manage site.
• Click Copy this site.
• Next to "Site name," enter a name for the new site.
• At the top, click Copy.

You now have 2 copies of the site. You or the original owner can delete the site at the old web address so there’s only one site.

Please contact the ITS Service Center if you need assistance at (716) 673-3407 or its.servicecenter@fredonia.edu.

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