ICT Services 4 Education
Google's own terms and conditions can be found
NSIX email accounts (and associated apps) are only provided whilst a staff member is employed at or a student is in full time education at a School/Academy/Trust. At the time employment or full time education ceases and their details are marked as such in the school’s MIS (Management Information System), it will trigger the deletion process of the account. It is the individual’s responsibility to move any content they wish to keep before this happens, ensuring that the retention of this content is authorised by the school they are leaving and in line with the school's GDPR policy.
If a student moves to a new school which also uses NSIX accounts, their account will remain active and they can continue using it. This includes all content associated with the account, whether owned by, or shared with the account, via applications such as Drive or Classroom.
If a staff member moves to a new school which also uses NSIX accounts their NSIX account will NOT be transferred to the new school. When a staff member ceases employment at a school and their details are marked as such in the school’s MIS (Management Information System), it will trigger the deletion process of the account and it will be suspended 1 week later and scheduled for deletion at a later date. The staff member will be given 1 weeks’ notice prior to the suspension of their NSIX account. It is the individual’s responsibility to move any content they wish to keep before this happens ensuring that the retention of this content is authorised by the school they are leaving and in line with the school's GDPR policy. The staff member will be set up with a new NSIX account if they move to a new school which also uses NSIX accounts.
When a staff member/student moves or leaves, it is the responsibility of the school whom they are leaving to ensure that they are removed from any application that they are associated with i.e. classes on Google Classroom, shared content on Google Drive etc. This will prevent un-authorised access of data.
Email accounts are to be used for education purposes only and not for inappropriate purposes or for sending large amounts of SPAM. Any accounts found to be doing so will be suspended immediately.
Maximum storage of Google Drive is as follows: Individual = 600GB / Shared = 700GB
Every effort should be made by anyone issued with an account to keep the password safe and not share it with anyone else. If using a shared device you must remember to log out of the account and also close the browser you are using.
If an account is configured on a personal device it should be password or pin protected to ensure the account is not accessed by unauthorised parties, especially in the event of it being lost.
Unless Groupcall Xporter is enabled, a School/Academy is required to send us up to date pupil and staff data from their MIS via a tab file, as outlined
. Even if there are no updates, we will still require up to date tab files every calendar month.
Failure to provide these files will result in the suspension and deletion of accounts.
Tab files will always need to include a full export of all pupils and all staff who require Google NSIX accounts.
If a School/Academy no longer wishes to use the email accounts then they need to notify us in writing immediately so that ICT Solutions can remove the accounts and any associated staff and pupil data which is held on our Identity Management System. It will be your responsibility to move any data associated with the accounts and must be completed by the date you wish to cease the contract.
Each School/Academy must have a nominated e-safety officer. A copy of any email which is sent or received by a NSIX email account which is flagged up by the e-safety process will be sent to the designated e-safety officer(s) for the school the account is affiliated to. You may wish to make users aware of this fact. Staff and pupil data needs to be kept up to date so that all accounts are affiliated to the correct school.
The e-safety monitoring can be disabled for staff accounts if requested in writing by the Head/Principal/Chair of Governors. However, all pupil accounts must have monitoring enabled.
It is a school’s responsibility to ensure that ICT Solutions are notified if their designated e-safety monitor changes. Email address for any amendments is –
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