Small 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 6 sub-folders. The 4 examples shown are Teacher Admin, Events & Activities, Technology Support & Media.

Teaching & Learning

Purpose

This top tier folder is a separate whole school folder for teaching and learning content.

It will be the main shared drive for class teachers and support staff.

This shared drive is broken into Term folders and will have the same sub-folder structure, containing KLA, resource and assessment folders.

💡 Adding 'KLA' to the beginning of a folder name allows for grouping of like content for improved navigation.

Note –

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

*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 on an ongoing basis for storage and management of collaborative files and documents required by the Principal.

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 as requested 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 sensitive and confidential documents relating to staff, students 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 that 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 delegate 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 folder together with all sub-folders within. In this case you would create an 'archive' folder within your Teaching & Learning folder called 'Z-Archive' (putting 'Z' allows this folder to be sorted to the bottom of your list of folders as it is only needed occasionally). All previous Terms/Years of teaching and learning content would be moved here.

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