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Chapter 5: Folder Structure for Schools

Edumaps

Overview

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Goal of This Pinboard

  • This pinboard helps school admins build a sensible folder structure for the school.
  • After this pinboard, you will know:
    • how folders and subfolders are used
    • which structure is practical for schools
    • how subject conferences and projects are organized
    • when a map is better than a folder
    • how to avoid uncontrolled growth
  • Basic idea: A good folder structure makes important information easier to find.
  • ⚙ start
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Why Structure Is Important

  • Without a clear structure, many individual maps quickly emerge that are difficult to find later.
  • A good structure helps with:
    • teaching materials
    • subject conferences
    • projects
    • training courses
    • school organization
    • media and device lending
    • information for the teaching staff
  • Goal: Teachers should be able to find content without having to search for a long time.
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Folder or Map?

  • Use folders if you want to collect several maps by topic.
  • Use maps if specific content, tasks, information, or materials should be presented.
  • Examples:
  • SituationRecommendation
    German departmentFolder
    Collection of materials on fairy talesMap
    Project day 2026Folder or map
    Schedule for project dayMap
    Training courses for teachersFolder
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Basic Structure

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Recommended Main Folders

  • For many schools, a simple main structure is suitable:
    • Teaching Staff
    • Subject Areas
    • Classes and Year Groups
    • Projects and Events
    • Training
    • School Organization
    • Media and Technology
    • Templates and Examples
  • It is better to start with a few clear folders than with too many subfolders.
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Example: Subject Areas

  • A Subject Areas folder can contain subfolders such as:
    • German
    • Mathematics
    • English
    • Natural Sciences
    • Social Sciences
    • Art and Music
    • Sports
    • Languages
    • Computer Science
  • Each subject folder can contain subject conference maps, collections of materials, or teaching examples.
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Example: School Organization

  • A School Organization folder can contain:
    • substitution information
    • project days
    • parents' evenings
    • internal training courses
    • media concept
    • data protection information
    • templates
    • checklists
  • Note: Sensitive information should not simply be shared publicly via link.
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Example: Templates

  • A Templates folder saves a lot of time.
  • Possible content:
    • template for a teaching unit
    • template for a project map
    • template for parent information
    • template for training
    • template for a subject conference
    • template for booking
    • template for lending
  • Teachers can copy and adapt templates.
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Creating Folders

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Create a New Folder

  • Steps:
    1. Open the Maps and Folders section and click Folder.
    2. If necessary, switch to the appropriate existing folder.
    3. Create a new folder.
    4. Give the folder a clear name.
    5. Save the folder.
  • Tip: Use understandable names instead of internal abbreviations.
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Using Subfolders Sensibly

  • Subfolders are helpful if an area would otherwise become too large.
  • Example:
    • Subject Areas
      • German
      • Mathematics
      • English
    • Projects
      • Project day 2026
      • School festival
      • Media week
  • Attention: Too many levels make navigation more difficult.
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Moving Maps into Folders

  • If a map is in the wrong area, it can be moved to a suitable folder.
  • Typical cases:
    • A private preparation should go into a subject folder.
    • A training map should go into the training folder.
    • A template should go into the templates folder.
    • A project map should go into the project folder.
  • Note: A map can be in any number of folders. In Edumaps, it is linked; it is not the physical map itself. Removing a map from a folder also does not delete the map, only the link. The same applies to folders inside folders.
  • Recommendation: Tidy up regularly, especially after project phases.
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Naming Conventions

  • Consistent names help with finding things again.
  • Good examples:
    • German – Subject Conference 2026
    • Project Day 2026 – Schedule
    • Class 7a – Learning Materials
    • Training – AI in the Classroom
    • Template – Teaching Unit
  • Less helpful:
    • New
    • Test
    • Material
    • Map 1
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Collaboration

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Subject Conference Folder

  • A separate folder is particularly useful for subject departments.
  • Contents can include:
    • minutes
    • collections of materials
    • annual planning
    • assessment rubrics
    • links and media
    • shared teaching projects
  • Practical idea: Each subject department gets a folder and a start map with the most important links.
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Project Groups

  • Project groups often need temporary workspaces.
  • Examples:
    • media concept
    • school festival
    • project week
    • Erasmus project
    • digitalization team
    • exam preparation
  • After completion, the folder can be moved to a results folder.
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Teaching Staff Area

  • A “Teaching Staff Area” folder can bundle central information.
  • Possible contents:
    • homepage for teachers
    • training offers
    • internal guides
    • templates
    • frequent links
    • contacts
    • technical notes
  • Important: Check in advance who is allowed to see and edit this area.
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Keeping Things Organized

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Do Not Put Everything in One Folder

  • A single large collection folder quickly becomes confusing.
  • Better:
    • a few clear main folders
    • thematic subfolders
    • descriptive names
    • templates separated from finished content
    • archive old projects
  • Key idea: A good structure does not come from many folders, but from clear decisions.
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Archive Instead of Deleting

  • Not every old material has to be deleted.
  • If necessary, create an Archive folder.
  • Suitable for:
    • old project days
    • completed training courses
    • former annual plans
    • old templates
  • This keeps active areas clear without losing content.
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Regular Maintenance

  • Plan fixed times to maintain the structure.
  • Suitable times:
    • start of the school year
    • mid-year change
    • after project weeks
    • before major training courses
    • before the CSV school year change
  • Check the following:
    • Are folders still up to date?
    • Are maps in the right area?
    • Is there duplicate content?
    • Are old test maps still necessary?
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Checklist

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Start Checklist

  • ☐ Define main folders for the school
    ☐ Create subject areas
    ☐ Create a templates folder
    ☐ Plan the teaching staff area
    ☐ Define project folders
    ☐ Define naming rules
    ☐ Clarify responsibilities
    ☐ Remove or archive old test content
    ☐ Test the structure with some teachers
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Typical Mistakes

  • Avoid these mistakes:
    • too many subfolders at the beginning
    • unclear names such as Miscellaneous
    • mixing private and school-wide content
    • granting editing rights too broadly
    • leaving test maps permanently visible
    • not defining responsibility for maintenance
  • Tip: Start small and expand the structure as needed.
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Next Step

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