Small School Structure - Teams

Click Here - Editable Folder Structure Template

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 for any communication relating to whole school organisational or administrative topics. It can be reserved as a whole staff announcement space if desired.

Files

This channel is used to store, create and share files and documents relevant to all staff within the school. Files and documents in this channel are often required beyond a single academic year. This file space is broken into 6 sub-folders. The 4 examples shown are Teacher Admin, School Events & Activities, Technology Support & Media.

Teaching & Learning Channel

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.

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 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.

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 may replace all internal office group emails).

Files

This channel should be used on an ongoing basis for storage and management of files and/or 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).

It is beneficial to use schoolwide naming conventions when labelling folders and archiving spaces. This provides consistency across the school and assists when searching for content. Creating a Z-Archive folder within various topic or content areas provides a designated area for storing legacy content that may be needed as a reference but not on a regular basis.

Archive using annual folders

Within your various channels, you may 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 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 Stage 1 English folder by Term and Year.

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