I created this quick screencast as a way to help those that are organizing files and folders that have been shared with them in their Google Drive. I hope you find it helpful. Enjoy!
I was recently asked by my good friends as EasyBib if I would provide a free webinar about Google Drive and best practices around its use in the classroom. I have a presentation I have given many times in the past called, “Creating Even More with Google Drive”. This is a version of that which covers some Google Drives basics, tips and tricks for teacher and student use, as well as apps to connect to your Google Drive for tasks such as graphing, photo editing, and video editing. I always enjoy getting to present face to face and virtually; and while I present Google Apps for Education topics frequently they aren’t always recorded and published for on-demand viewing at a later time. I want to thank Emily as EasyBib for taking the time to arrange this webinar and make it available for watching for those that couldn’t attend live.
I hope you find it beneficial of your time. Enjoy!
Full disclosure: I did not receive compensation for this webinar.
One of the most common questions teachers have had lately is regarding the best way to have students share work with them and vice-versa via Google Drive. In my opinion this is the best feature of Google Apps for Education; the ease of sharing and collaborating with your fellow teachers and students. It really simplifies your workflow and we aren’t confined to emailing attachments back and forth or accessing items via a network drive that’s only accessible at school.
When you’re wanting to use Google Docs/Drive with students, figuring out which workflow works best for you is one of the biggest challenges. How to access something I want students to turn in to me? How do I put a file out there for my students to have access to? I wanted to share a couple ways that teachers in my district have been doing that. I know they aren’t the only ways it can be done but teachers have had a lot of success with them.
“Out of the box” Sharing
Teacher creates the folder and manages the sharing – The sharing features that are already built in to Google Drive are very handy. I’ve had some teachers that have found it useful to create a folder and then share that entire folder with their students. This gives students access to the folder, they can then move it to their “My Drive” work space, and can then place any necessary documents in that folder that they need to have access to. If you’re going to go this route I would recommend creating a class folder and then creating a folder for each student inside of that. This brings up an important digital citizenship conversation at this point that needs to happen. At this point your students will be able to access each others’ folders. If this were to become an issue you would need to go to the sharing settings for each individual folder and take each student off except for the student whose folder it is. Then your students will see the class folder, and inside that they will only see their folder. This option can take a while depending on how many students you have but it’s a one-time setup at the start of a school year or each semester.
Student creates the folder and shares with you – This is the option that I usually suggest for students in grades 3 through 12. I would have the student create a folder and they share the folder with you. I would strongly encourage to create a standard naming convention you’d like all your students to use when they create the folder (ex. Name followed by 2013-14, hour 2, American History etc.). The teacher could even take it a step further and ask students to create more folders inside that folder (ex. subject folders or a folder called ‘work to turn in”, etc.). This option puts the student as the owner of the folder and it can easily become a digital portfolio of their work for that school year.
Google Scripts is a part of Google Apps that I can always find something new to learn about. If you don’t know what Google Scripts are, they are additions you install on a Google Spreadsheet to create various automated functions. One of those scripts is called gClassFolders; which is one of the most popular scripts out there for teachers to use.
Like I said before, a script is something you install on a Google Spreadsheet. So what a teacher would do is set up a normal Google Spreadsheet with all of their students’ information on it. This would be their email address, Name, class, hour, etc. Whatever identifying information you’d like to have for each student. Then you will need to run the gClassFolders script. If you go to this spot on their site you can make a copy of their Google Spreadsheet that’s already ready to go or you can watch their video tutorial that explains how to install the script yourself.
So once you set up the spreadsheet and run the script, it automatically creates folders for you and all of your students with the appropriate sharing permissions applied. It looks something like this:
As you can see above it automatically makes a folder for the subject, and inside that folder there are assignment folders for each student to turn in their work (private only to you and them), a place to put documents that the whole class can edit and a place to put documents that the whole class can view. There’s also a teacher folder that’s just for you. All the sharing and folder creation is done from one place (Google Spreadsheet) that you manage.
While I know these are the only ways to have a successful workflow in Google Drive, these have been very beneficial to many teachers. The first couple are usually what teachers start with once they have a good grasp on using Google Docs and then move to something like gClassFolders that’s a bit more advanced.
If you have any other favorite ways to manage student work please share them in the comments section!