Posted in Google Classroom, Mastering Your Google Drive, Quick Tech Tips

Easily Access Google Classroom Materials in Google Drive

Did you know that the materials you use in Google Classroom are easily accessible right in Google Drive? As soon as you create a class in Classroom, a new folder called “Classroom” magically appears in your Drive. Within that folder you will find subfolders with the name of each class you have created. Any time you create an assignment in Classroom, a corresponding folder with assignment name appears as well. What you will find in those folders will be the work that you have assigned to your students in whatever stage of completion it happens to be on any given day. You will also find any external files (not Google products) or attachments you have used with the different assignments.

Students have the same structure in their Drives as well. Once they join their first Classroom, they will now have a Classroom folder with subfolders titled with the name of the class. Unfortunately, their materials are not organized by assignment, they are just loosely placed in the folder for their class. The good thing about this folder is that their materials will now follow them from year to year, even after they leave your class and move on to a new teacher. What an excellent way to track personal growth!

Accessing these materials is a simple process for both you and your students. There are two ways to do this:

Option One:

  1. Go to Google Drive
  2. Locate the “Classroom” folder
  3. Open the “Classroom” folder, locate the folder for a specific class and view the materials inside

 

Option Two:

  1. Go to Google Classroom
  2. Click on the Folder icon on the bottom of the tile for the chosen class.

 

Students have an even better option where they can see all of their assignments and the status of all of those assignments with a simple click of a button.

  1. Go to Google Classroom
  2. Click on the icon on the bottom of the tile that looks like a person


A special note about document ownership: The way the materials in Google Classroom work are based on ownership. When you create the assignment, you are transferring ownership of the item to the students so that they can work on it. When they turn that assignment back into you, they lose ownership of that item to you. This means the student is UNABLE TO SEE ANY COMMENTS ON THE DOCUMENT OR MAKE ANY CHANGES TO THE DOCUMENT while the teacher is the owner. You must use the “Return” feature in Classroom to give ownership of the document back to the students so that it once again belongs to them and follows the student instead of the teacher. Watch this video for a better explanation and example of how this works.

Posted in G-Suite for Education, Mastering Your Google Drive, Quick Tech Tips

Quick Tech Tip – Create in Google Drive

Do you want to be the master of your Google Drive? Do you want to conquer it and make it your b…. uh, make it supremely organized and easy to use?

Well, if you do, STOP creating materials on the docs, slides, or forms outside of Drive and START creating them in Drive itself. As I have been working with different people, I have noticed that many of them click on the waffle and select Docs or Slides from the apps manager to create or access materials. This can create confusion because whatever you just created gets dumped in your Drive in an unspecified location. Also, when you use the waffle to go to docs.google.com or slides.google.com, the default setting is “Owned by anyone” which means that any item created by someone in the district with shared rights will show up there. Way too much stuff for the average user to have to wade through.

A better option would be to actually create right in Google Drive. An even better option would be to navigate to the folder you will eventually put the item in any way and create right there. Watch this short video to see how this is done:

Posted in G-Suite for Education, Mastering Your Google Drive

Use the Google Team Drive Feature for maximum teacher collaboration

For years, teachers working within the G Suite for Education environment have been able to collaborate and share resources with one another by using the share features embedded in Google Drive.  This system works really well until somebody changes grade levels, leaves the district or a new team member comes aboard.

This is why I am so in love with the new “Team Drive” feature that was released last spring. Google’s Team Drive creates a shared work space where team members have access to shared files and folders. Members of the team drive can create right within the drive or they can copy or move materials from their personal drives into the team drive. Materials that are created or placed in the team drive become property of the drive rather than the individual, so there is never the worry that you will lose access to a document if a member of your team leaves. Even better is that when you gain a new team member, you can easily add them to the drive and give them immediate and full access to shared materials.

Team Drive is an excellent place for teachers to collaborate and create materials. A master document or assignment can be created in the team drive, but then each teacher can make a copy of it and move that copy into their own drive in order to personalize it for their students. The original remains untouched for future use, and teachers always know where to go to find a clean copy.

Here are some additional suggestions for items that should live in a team drive:

  • curriculum guides
  • curriculum materials
  • benchmarking materials
  • common assessments
  • meeting agendas and minutes
  • team goals
  • student goals
  • student data
  • field trip forms
  • parent contact forms
  • special event planning

Create a Team Drive

  1. Open Drive
  2. On the left, find and click the link for Team Drives
  3. At top, click New
  4. Name your team drive

create-a-team-drive-e1503329868235.pngAdd Members and Set Permissions

When you add a new member to your team drive, that person is automatically given full permissions to be able to upload, edit and delete files as well as add other members. You can tailor permissions for each member as you add them or even after they have been added.

  1. Click on the Add Members link
  2. Type in the name of the person you wish to add – you may only add members that are already part of your G-Suite domain. Unfortunately, you cannot create Team Drives with educators from other districts
  3. Set your desired level of permission by clicking on the arrow below their name
  4. Write a quick message to let them know you are adding them to the group or just click Send to get the ball rolling.

adding-members-to-team-drives.pngCreate or Add Materials to the Team Drive

Screenshot 2017-08-21 at 12.22.26 PMNow that you have created the Team Drive, it will function in relatively the same manner as your personal drive. You, or any member of the team, can create folders or any other item from G-Suite apps within this drive. You can also upload files from other locations on your computer, including your personal drive, by using the File Upload link under the New button. An even easier way to populate the team drive is to drag and drop files from your drive into the team drive. Unfortunately, you are still unable to move an entire folder into the team drive, but you can select all of the items in the folder and move them over in the same way you would move items around in your own drive (contact me if you are unsure of how to do this).

Team Drive Etiquette – or How Not To Make Your Team Hate You

If you are working in a team drive and want to personalize any of the materials, be sure to first make a copy of the item and then move it into your own drive before you make any changes!

Additional Features or How-to Guides for Google’s Team Drive

If you would like to learn more about the many aspects of adding and controlling team members, creating and deleting materials, or any of the other fine points of team drive, please contact me to set up some one-on-one coaching time. If you prefer to be a self-directed learner, here is an excellent resource from the G Suite Learning Center – Get Started with Team Drives.