Central School Structure - Google

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Teacher Shared Drive

This 'shared drive' will be open to all staff working at the school in a teaching and administrative capacity.

Casual staff or pre-service teachers on professional experience may be granted contributor or commenter/view-only access to this drive.

Whole School Folder

Purpose

This top tier folder is used to store, create and share files and documents relevant to all staff within the school. Files and documents in this shared drive are often required beyond a single academic year.

This shared drive is broken into 11 sub-folders. The 4 examples shown are General, School Events & Activities, Technology Support and Media (optional Media Library).

Annual Faculty Folders

Purpose

These top tier folders are separate whole faculty folders for teaching and learning content.

They will be the main top tier folders for class teachers and support staff.

They are broken into top tier faculty folders then course sub-folders.

The faculty/course folders will hold the majority of the teaching, learning and collaborative documents used with each faculty or learning group.

Each faculty group will have the same sub-folder structure as shown.

Note –

Each bullet point represents a new sub-folder. For example, whole School folder contains 5 sub-folders.

*Due to privacy policies that outline requirements for storage and management of documents and personal information, it is crucial that additional permissions and accessibility granted (beyond the Active Directory) to the following shared drives be reviewed on a regular basis.

Principal Shared Drive

Permissions to this shared drive is controlled through 'Active Directory' as it currently is on your ET4L server, but can be granted to staff operating within relieving principal capacities and/or specific executive staff as requested by the Principal.

Purpose

The Principal folder will be used be on an ongoing basis for storage and management of collaborative files and documents required by the Principal.

Executive Shared Drive

Permissions to this shared drive is controlled through 'Active Directory' as it currently is on your ET4L server, but can be granted to staff operating within relieving executive capacities and/or part-time executive staff by the Principal.

Purpose

The executive folder will be used be on an ongoing basis for storage and management of collaborative files and documents required by members of the executive team.

Office Shared Drive

Permissions to this shared drive is controlled through 'Active Directory' as it currently is on your ET4L server, but can be granted to staff operating within relieving capacities and/or part-time office staff by the Principal.

Purpose

This folder should be used on an ongoing basis for storage and management of files and documents required by members of the administrative team. It may contain confidential documents relating to staff and/or school operations.

Archiving

Contents within your whole school cloud storage will continue to be created and increase overtime. There will be many files and/or folders that can be archived as they no longer need to be readily available (such as files that refer to a single year or event). There are two different ways to archive files within your file space, which one you choose will likely depend on the way you have set up your Google Shared Drives.

Archive using annual folder

Within your 'Teacher' Shared Drive, it is likely you will have a year folder e.g. Teaching & Learning 2021 which you can archive/hide and create a new one for the next calendar year. Note this method allows for swift and easy archiving but may require extra steps to set up the next iteration. It is a good idea to assign a staff member to maintain archiving where applicable.

💡 Keep an empty (template) hierarchy in your Google Shared Drive to easily re-create the folder structure for a new calendar year.

Archive within perpetual folder

Within your 'Teacher' Shared Drive you may not want to re-create a new annual faculty folder together with all sub-folders within. In this case you would create 'archive' folders deeper within your folder system and archive within each course, content area or topic by term and year. For example:

This shows how you would archive the content within a HSIE Geography folder by Term and Year.

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