The document provides guidance on the appropriate use of cloud storage and sharing platforms for student work and photos. In Case 1, it finds that a teacher's use of Dropbox for storing classroom photos is acceptable if access is password protected, photos are deleted at the end of the year, and the teacher reviews Dropbox's privacy policy annually. Case 2 examines sharing class e-books on Google Drive and finds it is appropriate if only parents have access, files are deleted at year-end, and educational merit is communicated to parents. The document emphasizes clearly explaining the purpose and benefits of technology tools used for student work.

1. Case Study
Storage vs Sharing

2. As a classroom teacher I’m constantly taking photos of students
and their work for documentation purposes. I have a classroom
AUP and the GSCS media release form for each child. Moving
between my home computer, work desktop/laptop, iPad, and
digital cameras, I've found that using Dropbox is the easiest way
for me to upload and sync everything. I make sure my Dropbox
account is password protected and I have managed the privacy
settings so that only I have access to the photos… am I allowed
to do this???
Case 1: Photo Storage using Dropbox

3. Consider the following 3 big questions:
1. Accessibility? You’ve reasonably managed the access by others to your account
through the privacy settings of dropbox. You are not going to share the link or
photos with anyone else. Only you have access to the photos.
2. Erasability? Providing, at the end of the year, all the photos are erased from
your dropbox account.
3. Ownership? You review dropbox’s privacy agreement annually. In Dropbox’s
own words, “Your Stuff is yours.” https://www.dropbox.com/privacy#terms
Using Dropbox would be acceptable.

4. Dear Parents/Guardians, DATE…
Students and teachers have been using our class iPads to create various E-Books showcasing student work
and activities throughout the year. These books contain samples of everyone’s work plus photos/videos of the various
field trips and activities that we’ve done this year. We would like to begin sharing these books through the use of our
student’s Google Drive accounts. This would be an easier and more convenient way of sending you these wonderful
keepsakes!
Once the class e-book is loaded into Google Drive, only parents/guardians of students in the classroom will
get an invitation to view the book. It is not on a public site. The only people that have access to these books would be
the parents of students in our class! We will ask that you only share these books with your immediate family. As
always, please do not share this E-Book on any social media outlet as it contains photos of students and their work.
We see great value in creating digital student books. We can provide you with curriculum outcomes and
indicators related to the activity, see student progress, and students are able to be reflective learners. All student
work will be deleted from my Google Drive at the end of the year.
Case 2: Private/Division Approved Apps Photo
Sharing

5. Consider the following questions:
1. Who has access to the info?
2. Erasability of the info?
3. Do you own it?
Educational merit & awareness is documented
in the note going home. Parent/Guardian
signature not required on the note, assuming
Part 2 of the GSCS Media Release Form is
signed.

6. Dear Parents/Guardians, DATE…
Students and teachers have been using our class iPads to create various E-Books showcasing student work
and activities throughout the year. These books contain samples of everyone’s work plus photos/videos of the various
field trips and activities that we’ve done this year. We would like to begin sharing these books through the use of our
student’s Google Drive accounts. This would be an easier and more convenient way of sending you these wonderful
keepsakes!
Once the class e-book is loaded into Google Drive, only parents/guardians of students in the classroom will
get an invitation to view the book. It is not on a public site. The only people that have access to these books would be
the parents of students in our class! We will ask that you only share these books with your immediate family. As
always, please do not share this E-Book on any social media outlet as it contains photos of students and their work.
We see great value in creating digital student books. We can provide you with curriculum outcomes and
indicators related to the activity, see student progress, and students are able to be reflective learners. All student
work will be deleted from my Google Drive at the end of the year.
**This note is one example of your ongoing communication with students and
parents throughout the year.**
1. Accessibility 2. Erasability 3. Ownership

7. And, does it answer the key question
you should always ask yourself…
Why are you using this specific tool
and what is the educational merit of
the tool?

8. Dear Parents/Guardians, DATE…
Students and teachers have been using our class iPads to create various E-Books showcasing student work
and activities throughout the year. These books contain samples of everyone’s work plus photos/videos of the various
field trips and activities that we’ve done this year. We would like to begin sharing these books through the use of
Google Drive. This would be an easier and more convenient way of sending you these wonderful keepsakes!
Once the class e-book is loaded into Google Drive, only parents/guardians of students in the classroom will
get an invitation to view the book. It is not on a public site. The only people that have access to these books would be
the parents of students in our class! We will ask that you only share these books with your immediate family. As
always, please do not share this E-Book on any social media outlet as it contains photos of students and their work.
We see great value in creating digital student books. We can provide you with curriculum outcomes and
indicators related to the activity, see student progress, and students are able to be reflective learners. All student
work will be deleted from Google Drive at the end of the year.

9. The ebook is really much more than a
wonderful keepsake.
The entire process builds parent/guardian
capacity and awareness around their own
understanding of privacy and cloud
technologies while providing a window into
the day to day education of their child.