End of the Year 

Google Drive Clean-Up Tips 

• Clean out old files - sort by “last opened by me” and consider deleting anything you have not opened in the last year. 

• Create top level folders - move documents and subfolders into these folders. 

• Color code your folders - right click and choose “change color”

• Shared with me files - add important files and folders to your drive by right clicking on it, choosing “Add shortcut to Drive” and then placing them in the folders/subfolders you choose. 

Canvas Clean up

Every time you have copied a course, you have probably left all the old modules, assignments, pages, etc. You don’t need all these extra copies, and they are likely confusing you when you create current content. Delete all the old stuff and start fresh in August! At the very least you could label the old items as "OLD" and then you will know what you shouldn't import in August when new courses become available. 

Canvas Closeout

After a VBCPS course has ended (according to the VBCPS Calendar), students and staff have access to the corresponding Canvas Course for a short grace period to allow teachers time to collect make-up work and finish grading.  After this grace period, the Canvas Course is then “concluded.”  

When a Canvas course has ended “concluded”, it is placed in a read-only (archived) state. Read-only means that a course is not available for submitting assignments, posting discussions, uploading files, grading (to include grade passback), or any other action-based task within a course. This means all scores of assignments are locked on the conclusion of the course. 

Important Dates Listed Below (pending)

Concluded courses will be placed in the Past Enrollments area under the Canvas courses menu.  You can access these courses by clicking the Course button on the left navigation, selecting All Courses (you may need to scroll to the bottom), and continue scrolling to see Past Enrollments.   

When a course has concluded by default, 

Teachers can

• no longer edit any materials in the course. 

• see both published and unpublished material but can no longer edit these settings. 

• copy Modules, Pages, Assignments, Quizzes, and discussions to other courses. 

• links and text headers are not able to be copied. 

Students can 

• see assignments and submitted work but will not be able to submit any new work.

• will not see any data for Quizzes by default Canvas removes this content. 

• can not respond to any posts or discussion boards

If a student needs to complete work past the conclude date, this work will need to be completed outside of Canvas. Update Synergy scores following the normal process for updating grades past the grade post date. In order to update the score in Synergy for a Canvas grade passback assignment, the Gradebook Manager will need to toggle the third party read only switch off, adjust the grade, and then toggle back on. 

Mastery Connect For 4x4 and Semester Classes 

Teachers should Archive Mastery Trackers 

*If teachers do not archive their trackers, students will have access to whatever the settings were for said assessments. Therefore, when an assessment was set so students could see the assessment and answers, they would still be able to see the assessment and answers. When archived, teachers still have access to the data if needed for end of the year data.

** Trackers will be auto archived at the end of the school year for all year long courses. 

Google Transfer

Staff who will not be returning to VBCPS may want to transfer their Google Drive contents to a personal Google account. Directions can be found here. The transfer process could take a few hours, please plan accordingly. 

CANVA

For Students

Students who want to take their designs to the next chapter of their lives after they graduate or leave the organization will need to download their designs individually (see link) or in bulk (see link) and re-upload to a personal Canva account. This downloading step is required for students, as they are usually prevented by our Restricted Sharing feature from sharing a design with their personal email address.

For Teachers

Teachers who are leaving the organization and changing their email address may either follow the downloading instructions above, or may in some cases transfer designs by following these instructions and sharing them to a personal account.

https://www.canva.com/design/DAGkQBFJuTM/VSxe6wZwa5y09VCdB5LyZQ/view?utm_content=DAGkQBFJuTM&utm_campaign=designshare&utm_medium=link2&utm_source=uniquelinks&utlId=hdda4daf8b7#2 

and https://docs.google.com/document/d/1BMNVL30Iz7FCLjAkhWVIpNmTvZTmLbW9Wtz9Riiu4l4/edit?usp=sharing 

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