Make sure that any grades you have in the grade book within Canvas have been downloaded or transferred to the grade book in TAC PRIOR to the end of the current grading period.  

Once the course is concluded these grades will disappear from the Canvas grade book.

If you have a student that has not finished their work for your course, make sure they clear the incomplete by the end of the course conclusion date, or by the last day of grades for the end of the year.  

If at the end of a course and the student will not be finished by the course conclusion date, other arrangements will need to be made with the teacher or campus administrator.  

• Using the tool in Course Settings will allow you to save a file export package of your Course outside of Canvas.  

• This export can be stored on your computer or in your Google Drive.  It is not a working file, it is a digitally encrypted file format (.imscc) and can NOT be opened up on your computer.  

• It must be imported back into Canvas into a class shell or sandbox.

How to Export a Course

1. Go into the course

2. Go to settings

3. From the menu on the far right choose "Export Course Content" 

4. Make sure "Course" is selected

5. Create Export 

6. Wait for it to run completely (larger courses take longer)

7. When it says "Your content has been exported" and the whole bar is blue, REFRESH the page

8. Look for a link to load at the top of the page the might say something like"New Export" or "Export from 1 minute ago"

9. Click it. It will download a large jiberish file onto your device. You can then save that file into a folder or safe file storage of choice. 

10. If desired, these files can be uploaded and saved in Google Drive, just be aware you will not be able to preview them there. 

Video or website help: 

• How to Export Course Content Video

• Export Course Content (from Canvas)

• Canvas Clinic Instructions

Student data can be downloaded in several areas of a course in addition to the Gradebook. The Learning Mastery Gradebook has an export of student Outcomes. Quizzes include Statistics with both student analysis and item analysis reports. Stats can be downloaded per quiz, not course.

During Summer 2025 the district will be deleting any ROSTERED/SIS GENERATED courses that are dated DURING the 2022-2023 school year. It is imperative that IF you desire to save the content of any previously rostered course from the 2022-2023 school year you need to create a copy or export of it before your last contract day in May 2025 (see instructions in the above section). 

This will NOT IMPACT your manually created copies (AKA - Sandboxes, Previously Saved Content)!! BUT we do want to continue to clean those up! Please see the next section for info on course copy clean up. 

We are CONTINUING our mission to decrease the Canvas Clutter! We need everyone's help! 

Delete any courses that no longer serve you in your current/future role(s). 

Only keep the most recent versions if you have multiple.

Go through the copies of courses that you have made and evaluate which ones serve you still. Take a moment to prioritize.

Things to consider:

• Is it really old?? 

• Is this something I am currently teaching OR will teach in future? 

• Are there multiple copies of the same course? 

• Would I be comfortable having a saved course export on file and removing them from Canvas?

  • This would ensure you have your content for future use

  • BUT it would not be taking up space on your dashboard or course list (see the section above titled "Exporting Your Course" for directions)

Still trying to figure out which courses are copies and which aren't? Previously rostered or SIS generated courses cannot be deleted by the teacher. To see if you can delete a course follow these instructions: 

1. 1. 1. Go to course settings

      2. Look to the far right. If you see the option "Delete this course" it is likely a copy, sandbox, or manually created course and it CAN be deleted. 

      3. For those courses that you cannot delete, the menu to the far right in settings will NOT have "Delete this course" as an option. 

      4. See the images below for what to look for. 

• Rename your copied courses (if Canvas allows you to) with a similar naming convention to better organize them. 

• Utilizing details like course name, semester or trimester used, and year used will be crucial! 

  • • • Example: *Biology A - T2 - 2024

• PRO TIP: Putting an “*” asterisk at the start will pop them towards the top of the list when searching AND keep them together.

• Delete any course copies that no longer serve you by following the instructions below. 

How to DELETE a Course copy or manually created course

• Go into the course

• Go to settings

• From the menu on the far right choose "Delete this course" 

• A second screen will appear to MAKE SURE you DO want to permanently delete the course. READ IT

• Click "Delete Course"

• When it is gone, you'll be sent back to your Dashboard and a small "SUCCESS" message will appear across the top. 

Videos and Website Help:

• How to delete a course (from Canvas)

• How to delete a course video

IMPORTANT: IF YOU SHARE A SANDBOX WITH OTHER TEACHERS, PLEASE COMMUNICATE WITH THEM BEFORE DELETING!!! WHEN ONE TEACHER DELETES THE COURSE IT PERMANENTLY DELETES FOR EVERYONE!!! If you would simply like to be removed, have one of the other teachers (or your EdTech coach) remove your access. 

• Courses found on your Dashboard that are published and visible are called favorites...or "starred" courses.

• You may want to remove completed courses from your dashboard view...or "un-star" them.

• These courses can be removed from your dashboard by clicking on the star under next to the course title in the "All courses" list view. 

• Filled in stars ✭ will appear on the dashboard. Hollow stars ✩ will not appear on the dashboard.

• Refer to this resource for more information.

After evaluating the relevance of your Google Drive files, you can delete files that are outdated, irrelevant, or incomplete by following these instructions.

Look at these tips for organizing your Google Drive. 

• Use a naming convention: Keep file names short, simple, and meaningful. You can also add a date, use hashtags, or numbers.

• Color code folders: Use colors to label folders so you can easily identify the type of file.

• Create folders and subfolders: Folders help you keep track of files and find them quickly.

• Drag and drop files: You can drag and drop files into folders.

• Add descriptions: You can add descriptions to files and folders. To do this, right-click the file or folder  Click File Information   Details . Scroll to the bottom of the side panel and add your description.

• Use the Star feature: Star important files and folders to quickly access them. To do this, right-click the file or folder  Click Organize   Add to starred .

We highly recommend creating a backup of the files on your laptop at the end of each year. Laptops have a limited life span; when they die, your files go with them. 

To ensure you have all of your needed files from your device, please follow these new directions for creating a backup: 

Video directions

Step-by-step directions 

If your inbox needs a cleanse, but you're unsure how to go about it, you can click here to follow some simple instructions for accessing OLD emails and deleting them in bulk. 

If you are leaving HEB or changing roles within HEB, please leave any files or folders that might help those taking your place. 

We ask that you utilize the Shared Drives in Google Drive to do this. 

1. In Google Drive, click Shared Drives on the left-hand navigation menu.

2. Locate the appropriate campus folder you can access and go into it. 

3. Observe the existing file organization and follow it, if your department/content/role already has a folder in existence. 

   1. If there is no existing folder for your content, please create one that is accurately and efficiently labeled using your name and the course taught. 

   2. If there is an existing folder, go into it and create a folder with your name and an accurate content title. 

4. Move the folders and files over into your newly created spot in the Shared Drive

Important: To move a file, you must have permission to move the file from the source to the destination. Otherwise, the file won’t be moved. A shortcut is created in the destination folder instead.

There are multiple ways to move items to a file or folder. You can do this while you access an item on:

• The main window

• The left panel

• Google Drive search results

Tip: If you move folders with a lot of files or subfolders, it takes time for you to find the changes.

Manually move to a folder

1. On your computer, go to drive.google.com.

2. Right-click the item you want to move.

3. Click Organize  > Move .

4. Select or create a folder.

5. Click Move.

Drag to a folder

1. On your computer, go to drive.google.com.

2. Drag the item you want to move.

3. Move the item over the folder and release it.

Tip: To move items into any folder in Google Drive, go to the left panel.

For those who will be leaving the district at the conclusion of the school year, but you want to keep tabs on files you've created, there are (printable) steps to completing that are linked here. 

Archive old classes in Go Guardian by following these instructions.

Go to "Pending" on the left and claim your newly rostered courses. 

• If you created a manual remind group (not rostered) that people joined with a code, you will have to manually archive it. 

• Rostered Remind groups will automatically archive. 

• Archiving Help Document