Education Colleagues:
There are different approaches for off-boarding ArcGIS Online users (students graduating, faculty and staff retiring or leaving the institution).
We often get asked for advice on how best to off-board and what to communicate.
I am taking the liberty to share an example from a fellow institution, University of Michigan, on their practice. Thank you Peter Knoop. Below is the current text of an email they send to everyone in the ArcGIS Online organization a few weeks before the end of each semester. Feel free to think of similar approaches for your institution.
*Note that the links in the email referring to an FAQ (Google Doc) that will not work outside of the University of Michigan. The relevant sections are excerpted and pasted at the bottom.
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You are receiving this email because you used ArcGIS Online, StoryMaps, GeoPlanner, or some other part of the Esri ArcGIS platform at the University of Michigan during the past year.
Graduating students or those otherwise leaving the University of Michigan.
After graduating or leaving the University, you will no longer be able to login; however, your content will not be immediately deleted. (Access for students not enrolled over Spring/Summer but returning in the Fall will continue as usual.)
If you want to maintain access to ArcGIS and your content, like Web Maps and StoryMaps, then you need to transfer the content from your U-M ArcGIS Online account to another ArcGIS Online location.
You have several options:
If you need help determining what to do with your content, assistance with the various transfer options, or have other questions about ArcGIS, please feel free to contact us at xxx@umich.edu <your GIS support email>.
You may also find the answers you need in our FAQ.
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Subset of questions from the FAQ...
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The general terms of the Esri Education Institution License cover functionally unlimited use for university-related academic purposes (teaching and research). Use for university-related administrative purposes is covered as well, but under slightly more restrictive terms (please contact xxx@umich.edu <your GIS support email> for more details.)
Our license covers nearly all products included in the Esri ArcGIS platform. It also covers installation on personally owned devices, as long as you are using it for university-related business, including self-education.
Additional information on permitted use can be found in the Rubric for Determining Permitted Uses under the Esri Education Institution License Program.
If you have any questions or concerns regarding licensing, for any component of the Esri ArcGIS platform, please contact xxx@umich.edu <your GIS support email>.
Graduating students typically lose access a couple weeks after graduation.
Your access is tied to your role at the University of Michigan. As long as you have at least one role as an active student, staff, faculty, or sponsored affiliate, then your University of Michigan account will remain authorized to use ArcGIS.
You can check your role(s) by looking yourself up in MCommunity.
Please contact xxx@umich.edu <your GIS support email>for assistance.
Ask a U-M faculty or staff member collaborating with you on the project to sponsor you for access. They can request MCommunity Sponsorship for your uniqname at no cost.
You may only use your access to ArcGIS as a Sponsored Affiliate for the purposes of working on U-M projects.
You will still be able to access content, if you shared that content publicly with Everyone, even after you can no longer login.
You will not be able to access content whose sharing is limited to private or with a group.
Yes, if you shared content with a group, then other members of the group will still be able to access that content as they were before, as long as they remain active members of the University.
Yes, anyone can access publicly shared content without having to login.
Not through U-M. You can obtain your own ArcGIS for Personal Use organization for professional development purposes, and it includes licensing for Pro and Desktop, as well as other ArcGIS components.
Please use the ArcGIS Online Ownership Transfer Request form to indicate what content needs to be transferred, and to whom it should be transferred. You can organize your content in a folder in ArcGIS Online to simplify identifying what content needs to be transferred.
See the ArcGIS for Personal Use website for details.
If you need assistance transferring content to a Personal Use organization, please contact xxx@umich.edu <your GIS support email>.
Most ArcGIS Online content can be transferred using ArcGIS Online Assistant, however, one notable exception is ArcGIS StoryMaps. For assistance with content that cannot be transferred via ArcGIS Online Assistant, please contact xxx@umich.edu <your GIS support email>.
If you need assistance transferring content to another ArcGIS Online organization, please contact xxx@umich.edu <your GIS support email>. You may also need to contact the administrators of the destination organization.
Most ArcGIS Online content can be transferred using ArcGIS Online Assistant, however, one notable exception is ArcGIS StoryMaps. For assistance with content that cannot be transferred via ArcGIS Online Assistant, please contact xxx@umich.edu <your GIS support email>.
The content you have stored in ArcGIS Online, such as Web Maps, StoryMaps, Feature Layers, etc., will not be deleted immediately when you leave the University.
While we cannot guarantee your content will kept at all after you leave the University, our plan is to only delete content when:
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