Google Apps 4 Education How 2.0?

GClass Folders

Creating gClass Folders

Google Apps for Education (GAFE) allows teachers to create shared folders with a class that includes read and edit folders as well as student turn-in folders by using Aspen to extract needed data. Students and teachers can access this anywhere in the world with an online connection. This acts much like the Student Common drive, creating folders with specific rights for students. Note: This is designed for teachers to do for their classes. It is not designed for one user to set up classes for the entire school. Log into Google and Aspen before you start these steps. You will need both of them open for the following directions; you will flip back and forth between them.

Download and Update GClass Folders v2 Google Sheet into your Google Drive
1. Click on the Google tab you opened. You are going to add a file called gClass Folders v2.1.2 to your Drive in Google. You need this file to create turn-in and other folders for students in a quick way. Locate the file from the Google Drive DoDEA Template Gallery by typing the following URL in the address bar: https://docs.google.com/templates. It should be visible. Click on Use this template as shown below.

2. Select Use this template and it will open. The file will be saved into your Drive, like below.

Daren Schuettpelz & Dolores McDowell-Schaffer SY2013-2014 Find more GAFE assistance @ http://sis.bdso.eportalnow.net/google-apps-for-education-gafe.html

Google Apps 4 Education How 2.0? GClass Folders 3. Select the gClassFolders menu at the top and choose Initial Settings

4. Select OK to authorize the script on the first pop-up and Accept the security settings on the next.

Daren Schuettpelz & Dolores McDowell-Schaffer SY2013-2014 Find more GAFE assistance @ http://sis.bdso.eportalnow.net/google-apps-for-education-gafe.html

Google Apps 4 Education How 2.0? GClass Folders 5. Go back and click on Initial Settings again. This will bring up another pop-up. Select Single Teacher Mode and adjust the naming convention. I suggest leaving everything as is and click Save at the bottom. If you make changes, you cannot change these settings later.

Leave these settings the way they are and click Save.

Daren Schuettpelz & Dolores McDowell-Schaffer SY2013-2014 Find more GAFE assistance @ http://sis.bdso.eportalnow.net/google-apps-for-education-gafe.html

Google Apps 4 Education How 2.0? GClass Folders The spreadsheet will be formatted with the column headings needed for the procedure. You will be importing some of this data via a Field Set in Aspen (gClass Folders field set) . You will notice that there are column headings in A-N. Do not change them! Note: Do not change the templates column headers.

6. Switch to Aspen. Click on the Students tab and make sure all of your students are listed. Click on the Field Set icon and choose gClass Folders. This will change the screen to show 3 columns of information. Next click on the Filter icon and look for/click on BAV Smart Import Teacher/Period. If you do not see it, you have to add it from a list of filter options to before you can do Step 6. See the bullets below for this extra step. Click on the Filter icon and then click on Manage Filters. A pop-up box will appear. Choose New at the bottom of the box. There are many filters available. Click on the drop-down arrow and choose the 4th line down (which currently says BAV No Registered) to get to the BAV Smart Import Teacher/Period filter. Click in the round button in front of the filter and then OK. (NOTE: BAV Teacher/Period is not the same as BAV Smart Import Teacher/Period) The pop-up will go back to the list and you will the added filter at the bottom of your list. Click the Close button. It will now be available to you as long as you use Aspen. Go back to Step 6 above and follow the directions.

7. A pop-up with appear. By filling it out correctly, it will pull information for students in a particular period for a particular teacher. Complete it as needed using the screenshot below as a model. After you click Submit, the Aspen screen will change to just show students from that particular period.

Daren Schuettpelz & Dolores McDowell-Schaffer SY2013-2014 Find more GAFE assistance @ http://sis.bdso.eportalnow.net/google-apps-for-education-gafe.html

Google Apps 4 Education How 2.0? GClass Folders 8. Click on the Printer icon in Aspen and choose the CSV option. Open the file that is created. 9. Highlight/select the information in columns A, B, and C, but not the column names/headings. Copy it. (Hold down Ctrl and click C on the keyboard to copy) 10. Click back on the gClass file in Google. 11. Click in cell A2 and paste the information so that it is in the first three columns of information under the respective headings. (Hold down Ctrl and click V on the keyboard to paste) 12. In Column D, type in the name of the class as you would like it to show in Google, for example World History 9 Period 4. Fill this information down. 13. Skip column E. 14. In Column E, type in your Google email address and fill the information down the column. 15. Do nothing in the rest of the columns. 16. Click on gClassFolders menu (at the top) and select Create new folders and shares

17. Wait while this process finishes. You will notice columns are being completed automatically. When it is done, you will get the following prompt:

Click OK

Daren Schuettpelz & Dolores McDowell-Schaffer SY2013-2014 Find more GAFE assistance @ http://sis.bdso.eportalnow.net/google-apps-for-education-gafe.html

Google Apps 4 Education How 2.0? GClass Folders 18. Your new class folder will now appear in your Drive folder list. Click on the Drive tab on the Google login page to see this.

19. Inside the Class folder teachers will see Assignment Folders (student turn in folders), Edit, Teacher, and View. a. Edit All students can edit documents in this folder b. Teacher Only viewable by the Teacher c. View Read only access for students

20. You can erase the data from your copy of the gClassFolders v2.1.2 template in your drive (leave the column headings) and repeat steps 6-17 to do this for your other classes. Before working in Aspen again, be sure to click on the Filter icon and switch back to Students in My Classes so that you will have your whole list of students on the screen.

Daren Schuettpelz & Dolores McDowell-Schaffer SY2013-2014 Find more GAFE assistance @ http://sis.bdso.eportalnow.net/google-apps-for-education-gafe.html

Google Apps 4 Education How 2.0? GClass Folders

Assignment Folders Teacher View

1. Inside the Assignment folders teachers will see a folder for their periods they set up

2. Open the class folder to see the student turn in folders

3. The teachers can also access the different folders using the file structure menu under the drive menu

Daren Schuettpelz & Dolores McDowell-Schaffer SY2013-2014 Find more GAFE assistance @ http://sis.bdso.eportalnow.net/google-apps-for-education-gafe.html

Google Apps 4 Education How 2.0? GClass Folders

Assignment Folders Student View

1. When students login, they will see their class folder in the Shared with Me section of their drive folders

2. Please have the students select all class folders and drag them to their My Drive section.

Congratulations! You now have an online folder system to share, collaborate, and turnin work from anywhere with an internet connection on almost any internet device!

Daren Schuettpelz & Dolores McDowell-Schaffer SY2013-2014 Find more GAFE assistance @ http://sis.bdso.eportalnow.net/google-apps-for-education-gafe.html