Embedded Files
Google Workspace is a department endorsed storage platform which enables any user to store and manage files and documents from the convenience of one or more devices. It is accessible within browsers and as application-based software across a range of devices and operating systems.
To learn more about Google Workspace, visit the T4L Website or Google Support Pages.
Folder Structures
Folder Structures
If you would like to use Google Workspace as your preferred platform to access your school files anywhere, anytime, similar to accessing Faculty drive on your ET4L server, select your context below to explore possible folder structures for your school within Google Drive.
It is important to note that every school will differ in the setup of their file storage spaces. There is no one-size fits all model, and schools are strongly encouraged to customise their file structures to best suit the operational needs of the school and staff. Each of the following examples are guides and possible templates to assist you, and your school, in the initial decisions when setting up your new cloud storage platform. Suggested folders are not inclusive, nor limited to, every folder currently existing within your faculty drive on your ET4L server or required folders for future use.
Click on the context below that best describes your school to explore some suggested whole school folder structures.
Note that this content is a suggested structure based on the work and school experiences from the Digital Support Team members. It will be up to staff at your school to implement any of the suggestions and create the appropriate Shared Drives and folders of your choosing.
Simplified structure to suit smaller school (e.g. Teaching Principal, less than 100 students)
Permissioning
Permissioning
Provisioned Google Workspaces
If you are operating in a Google Workspace that has been provisioned to you by the Department of Education, permissions will be automatically applied according to current IDM (Identity Management) access protocols. e.g. Principals will have full access and rights to all areas including office and executive folders, class teachers will only have access to whole school folders.
How permissions work in schools
Automatic Permissions
IDM (Identity Management) the role you are currently employed under determines your access i.e teachers have standard access, executives and SAMs have higher access, and principals have full access.
Manual Permissions
Additional permissions can be granted and/or requested via the following.
AMU (Access Management Unit) How to use AMU
MMA (Manage My Access)
MSA (Manage Staff Access)
School-created Google Workspaces
If you are operating in a Google Workspace that your school has created, you will need to manage permissions manually. Additional permissions can be granted to access various Shared Drive spaces. Once a user has been granted permission, they have access to all folders within the drive. Some additional restrictions can be applied to individual users.
Manager – Full control - manage content, people and settings
Content manager – Add, edit, move and delete files
Contributor – Add and edit files
Commenter – Can view and comment
Viewer - Can view only
Recommended permission structure
Manager – Principal and senior executive/SAM
Content Manager – All teaching and admin staff
Contributor – Pre-service (prac) teachers/long term casuals
Commenter/Viewer - Casual staff
💡 IMPORTANT 💡
It is highly recommended to have at least 2-3 managers within your school's Shared Drive to ensure continuity in access to content and permission modifications. Small schools and/or Teaching Principals may choose to add their Director of Educational Leadership (DEL) as an additional Manager of their Shared Drive.
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