College logistics
Organize course files at the end of a semester
Go course by course. Keep final versions, instructor feedback and the references you may need later, and decide where each type of file will live. Before saving or sharing anything, check the course's sharing rules and look for files with other students' private information.
A text to start with
I'm closing out [semester] for these courses: [course list]. Files I have: [file types and where they are now]. I want to keep [what I want to keep] and store it in [location, such as a drive or folder]. Draft a folder structure and a table listing each file's course, type, final version, feedback and source. Flag files that might contain private information or that the course restricts sharing.
Example request. Change the details to fit your situation.Course file inventory
Semester: [ ] Course: [ ] File name and type: [ ] Final version confirmed as submitted: [ ] Instructor feedback saved at: [ ] Source or reference: [ ] Storage location: [ ] Contains other students' names or private details (yes or no, describe): [ ] Course sharing rule, quoted: [ ] Decision (keep privately, share, delete): [ ] (Repeat the block above for each file.) Who can access this folder: [ ] Files deleted and reason: [ ] Questions for the instructor: [ ]
Sharing limits and private data
Look for group project files, peer review comments, class rosters, grade spreadsheets and emails that include other students' names or contact details. Those may need to stay private or be deleted instead of stored or shared. Reread each syllabus for rules on posting or distributing course materials, including lectures and exams, and note exceptions. Make sure the file you label final is the submitted version and that feedback is saved beside it. Check that any cloud folder you plan to use is not shared with people who should not see these files.
Ask another agent to check the result
Check this file inventory against each course's stated sharing rules. Flag any file that may contain other students' private information, such as group work, peer comments or rosters. Check that each file labeled final is the submitted version and has feedback stored with it. Quote the entry you are flagging.
File, verify and note what you removed
Create the folders, move the files and open a few at random to confirm they are the right versions. Keep a short list of anything you deleted and why. If a course has no stated sharing rule and you are unsure, ask the instructor before posting anything beyond your own storage. Recheck folder sharing settings once everything is in place.