Well done, Admin! — looks like you made it through another unusual school year and now it’s time for landing (sigh of relief*).
Looking back at the year, we can all agree that digital classrooms were the big life raft for K-12 school districts amid extended school closures and remote learning operations.
For most of our customers that meant an increased reliance on Google Classroom and EdTech tools — leaving a little more digital clutter to be sorted out at the end of the school year.
To help K-12 Google Workspace admins make end of year Google Classroom tasks breezier we’ve created the below list.
This will help you wrap things up nicely for the year, and pave the way for next year’s Google Classroom preparations — Two birds, one rock, huh!
Now, let’s dive straight in as I hear summer vacation bells drawing in closer…
Transfer Google Classroom ownership first
This is one of the very first tasks you’ll want to look after as it can cause Orphaned Google Classrooms.
Orphaned Google Classrooms occur when a teacher’s account (owner account) is deleted and its Classrooms are automatically left behind in the domain.
These Classrooms then become ‘student owned’ spaces where students can share unchecked content, have unmonitored conversations, etc.
To prevent this from happening, always transfer Ownership of Google Classrooms you’d like to keep before deleting the teacher’s account.
That way you’ll retain these Classrooms, without having them become a problem later on.
Best Practice: It’s better to suspend leaving teachers’ accounts (rather than delete them) at the end of the year. This gives you more time to check their owned Classes and transfer Google Classroom ownership more easily later on.
Find and archive (or delete) unused Google Classrooms
Now it’s Declutter time.
Start by running a complete scan of all Classrooms on your domain, then:
- Audit all active Google Classrooms, specifically those you believe are no longer needed, and archive them to make room for new ones.
- You’ll also want to check other Classes that may not be serving any purpose but still lie there idly on your domain, and delete them.
(These can include: provisioned or unspecified Classrooms, Classrooms belonging to previous years, or Classrooms that haven’t been used for a very long time.)
Best Practice: Before archiving Classes at the end of the year make sure to include the school year as part of the Class name (Ex: 20-2021-G9-Bio). This will help you easily identify archived Classes from year to year.
Pull out Final grades and Performance Insights
At the end of the school year K-12 admins usually need to look after different Google Classroom grading tasks from a technical side.
That may include manually exporting grades at your district, or pulling out granular insight on Classwork, avg. Class grades, assignments, etc.
Taking care of these talks as quickly as possible helps speed up things for your district and allows you to close up other pending Google Classroom tasks faster.
Use the Students Submission Summary tab in Classroom Insights to see the overall grade for all submitted assignments for any particular Classroom — You can also check students’ performance across all of their Google Classrooms from there.
Audit Google Classroom Drive folders
With the amplified use of Google Classroom it’s not uncommon for associated Google Drive folders (auto-created by Classroom when a Class is added) to clutter up teachers’ MyDrives.
These folders contain all assignments created and materials uploaded by teachers, as well as any work turned in by students.
While their Classes may have ended for this school year, such folders can become very valuable for teachers (especially new joiners) next year (serving as exemplary work).
One good way to help teachers get rid of Drive clutter while preserving important files within these folders is by transferring ownership of important files and moving them to a Shared Drive on your domain.
Afterwards teachers can choose to delete any remaining files or folders in their ‘MyDrives’ if they wish.
Best Practice: Ensure all student work is returned before archiving any Classroom. This will transfer ownership to students and files won’t clutter up teachers’ Google Drives.
Do a quick Classroom Calendar Clean-up
Finally, you may want to keep your teachers’ Calendars nice and clean for the new school year by clearing up any old Classroom Assignment Calendars associated with classes you archived.
That way their Calendars won’t be clogged with Classes they don’t really teach anymore.
Well Admin, that’s it from us today. We hope you’ve found this piece useful and wish you a nice and chill summer break 🌞
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