Central School Structure - Teams

Single Team

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Teaching & Learning Channels

Posts

All essential teaching and learning-based communication happens here. It should be checked regularly, as you would with your emails (this may replace all internal emails).

Files

This channel is the main shared file storage space for class teachers and support staff. The files section in this channel 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.

Whole School Team

This 'School Team' will include all staff working at the school in a teaching and administrative capacity.

General Channel

(default channel for every team)

Posts

The 'General Channel' is where (Team Owners) selected staff, admin or executive can post whole school announcements or updates. Restricted posting in the general channel is optional and must be enabled via the ‘manage channel’ settings.

💡 See ‘How-To’ for changing general channel permissions.

Files

Most files and folders within General have restricted or ‘read-only’ access for general staff. Only executives, administrative and/or select staff should be able to edit documents.

Faculty Channels

These will be separate faculty-based channels for the teaching and learning content of each faculty.

Optional –

These can be created as private channels to ensure that only selected staff have access to respective channels and/or faculties in which they are associated with within the school. For example, teaching members of the English faculty will only be added to the English Faculty Channel for access to files and/or document specific to English.

Posts

All essential faculty-based communication should take place within this channel. It should be checked regularly as you would with your emails (this may replace all internal faculty group emails).

Files

Each Faculty will have their own channel. All files associated with teaching and learning are stored here including collaborative programs and resources.

Optional –

This is useful for individual staff to store and edit ongoing teaching programs which allows for transparency and easy access by supervisors and additional teachers of the class, grade and/or stage.

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 teams channels be reviewed on a regular basis.

Principal Channel

(Private Channel)

Permissions to private channels are manually managed by the school. Owners of this channel can grant access for staff operating within relieving principal capacities and/or specific executive staff as requested by the Principal.

Files

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

Optional –

Principals may choose to add their DEL as an owner or a member of this channel.

Executive Channel

(Private Channel)

Permissions to private channels are manually managed by the school. Owners of this channel can grant access for staff operating within relieving executive capacities and/or specific executive staff as requested by the Principal.

Posts

All essential executive communication should take place within this channel. It should be checked regularly, as you would with your emails (this should replace all internal executive group emails)

Files

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

School Admin Channel

(Private Channel)

Permissions to private channels are manually managed by the school. Owners of this channel can grant access for staff operating within relieving capacities and/or specific executive staff as requested by the owners of this channel.

Posts

All essential office communication should take place within this channel. It should be checked regularly as you would with your emails (this should replace all internal office group emails).

Files

This channel 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 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 teams and respective channels.

Archive using annual folders

Within your various channels, it is likely that you will have a year folder (e.g. 2021) which you can archive/hide and create a new one for the following calendar year. Note this method allows for swift and easy archiving but may require additional steps to complete 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) folder hierarchy in the General channel to easily re-create the folder structure for a new calendar year via SharePoint.

Archive within perpetual folder

Within your various channels, you may not want to re-create a new Annual folder together with all sub-folders within. In this case you would create 'archive' folders deeper within your folder system and archive within each KLA, 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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