{"id":8456,"date":"2023-04-24T09:46:57","date_gmt":"2023-04-24T13:46:57","guid":{"rendered":"https:\/\/blogs.swarthmore.edu\/its\/?p=8456"},"modified":"2023-04-24T09:46:58","modified_gmt":"2023-04-24T13:46:58","slug":"disappearing-student-work-not-again-how-to-avoid","status":"publish","type":"post","link":"https:\/\/blogs.swarthmore.edu\/its\/2023\/04\/24\/disappearing-student-work-not-again-how-to-avoid\/","title":{"rendered":"Disappearing student work (Not again! How to avoid)"},"content":{"rendered":"\n

For folks who use Google Drive, Drop-Box or other similar tools to store and collect content from students and each other, we\u2019d like to bring to your attention a sometimes overlooked inconvenience\u2026 If you have asked students to share content with you by sharing files from their own Google accounts, or by placing them into folders you provide in your personal Google Drive or similar space, then you may be in danger of losing access to that material once the student\u2019s account is removed from the College\u2019s systems after they graduate! This is specifically a problem with Google Drive files that the student shared with you personally, and that you access in your “My Drive<\/strong>” space in Google Drive. You can tell by looking at the \u201cOwner<\/strong>\u201d listing of any files you\u2019re worried about within Google Drive. If that owner is not you, you could lose access!<\/p>\n\n\n\n

To solve this, you have several options. First, you can download anything you are worried about to your own computer. (Don\u2019t use Google Drive for Desktop for this, that\u2019s not the same thing!). By downloading the files to your computer, you break the link between the student \u201cowner\u201d of the material and your copy, safely saving them on your own computer. They should then also be backed up by the College\u2019s CrashPlan backup system too. (And if you haven’t tested the backup of your College computer, that’s another step you should do ASAP! (Instructions here: https:\/\/kb.swarthmore.edu\/display\/PS\/CrashPlan+on+your+Computer<\/a>)<\/p>\n\n\n\n

Second, you can make a copy of the shared files to your personal Google Drive. Search Google Drive for \u201cfrom:\u201d. Select all the documents you wish to save, and right-click (or control-click) on them to choose Make a Copy<\/strong>. This will copy the selected files permanently to your Google account and make you the \u201cOwner<\/strong>\u201d of the copy.<\/p>\n\n\n\n

Third, you can move it to a departmental or research Google Shared Drive<\/a> space. \"\"Such spaces are the replacement for Google drive spaces that used AODocs, which ITS has been transitioning away from, throughout this Spring 2023 semester. Doing this ensures that the ownership of the file is Swarthmore College\u2026 These drive spaces will have a prefix on the name in square brackets, like\u00a0[BIOL]<\/strong>\u00a0or\u00a0[ECON]<\/strong>, or\u00a0[PSYC]<\/strong>. Similarly, if you have a Google Shared Drive<\/strong> space set up for your lab that\u2019s outside your personal Drive space, you can similarly have students put the content in a folder you\u2019ve shared there. If you don\u2019t already have a research lab Google Shared Drive<\/strong> space, and you\u2019d like to request one, please contact the Help Desk (support@swarthmore.edu<\/a>, x4357), or you can\u00a0fill out the\u00a0Google Shared Drive Folder request form<\/a>\u00a0to get one. We strongly recommend that you have a research space set up, if you regularly collect digital files from students. It\u2019s not just good for this purpose, but can be a great resource for sharing critical files with your lab group in a common place, without having to send email constantly!<\/p>\n\n\n\n

Lastly, of course, if you use Moodle<\/strong>, having students upload work to your Moodle<\/strong> course will continue to be a good option, but those courses are organized on a semesterly basis. You can still download a backup of your course yourself (you don\u2019t need our help)! Instructions are here:\u00a0How do I export or backup a course from Moodle?<\/a>.<\/p>\n\n\n\n

If you\u2019re worried about losing any student work that has been shared with you via Google Drive<\/strong>, please don\u2019t hesitate to contact the Help Desk (x-4357,\u00a0support@swarthmore.edu<\/a>), and we\u2019ll be happy to help you figure it out!<\/p>\n","protected":false},"excerpt":{"rendered":"

For folks who use Google Drive, Drop-Box or other similar tools to store and collect content from students and each other, we\u2019d like to bring to your attention a sometimes overlooked inconvenience\u2026 If you have asked students to share content … Continue reading Disappearing student work (Not again! How to avoid)<\/span><\/a><\/p>\n","protected":false},"author":55,"featured_media":8290,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[117,113,138,12],"tags":[90],"class_list":{"0":"post-8456","1":"post","2":"type-post","3":"status-publish","4":"format-standard","5":"has-post-thumbnail","6":"hentry","7":"category-email-calendaring-and-collaboration-tools-project","8":"category-facultystaff","9":"category-google-apps","10":"category-tips","11":"tag-featured","13":"fallback-thumbnail"},"jetpack_featured_media_url":"https:\/\/blogs.swarthmore.edu\/its\/wp-content\/uploads\/2023\/01\/GoogleDriveIcon-1.png","jetpack_sharing_enabled":true,"jetpack_shortlink":"https:\/\/wp.me\/ph2nPL-2co","_links":{"self":[{"href":"https:\/\/blogs.swarthmore.edu\/its\/wp-json\/wp\/v2\/posts\/8456","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/blogs.swarthmore.edu\/its\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/blogs.swarthmore.edu\/its\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/blogs.swarthmore.edu\/its\/wp-json\/wp\/v2\/users\/55"}],"replies":[{"embeddable":true,"href":"https:\/\/blogs.swarthmore.edu\/its\/wp-json\/wp\/v2\/comments?post=8456"}],"version-history":[{"count":3,"href":"https:\/\/blogs.swarthmore.edu\/its\/wp-json\/wp\/v2\/posts\/8456\/revisions"}],"predecessor-version":[{"id":8460,"href":"https:\/\/blogs.swarthmore.edu\/its\/wp-json\/wp\/v2\/posts\/8456\/revisions\/8460"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/blogs.swarthmore.edu\/its\/wp-json\/wp\/v2\/media\/8290"}],"wp:attachment":[{"href":"https:\/\/blogs.swarthmore.edu\/its\/wp-json\/wp\/v2\/media?parent=8456"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.swarthmore.edu\/its\/wp-json\/wp\/v2\/categories?post=8456"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.swarthmore.edu\/its\/wp-json\/wp\/v2\/tags?post=8456"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}