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Archiving classes for the new academic year Follow

By default, archiving begins annually in late June/early July for the Northern Hemisphere and late December for the Southern Hemisphere. If your school has specific archiving requirements, please contact the Hāpara Support team to discuss these.

 

In this article

Overview: What is archiving?

Hāpara Teacher Dashboard, Highlights and Workspace show classes that are currently being taught in a school or school district. At the end of semesters or academic years, classes that have ended should be archived so that new classes can be added.

A full archive can be performed — archiving all current classes in Hāpara — or a partial archive, where you specify a list of classes to archive. The latter is useful at the end of semesters if you have courses that only run for one semester.

This document describes what archiving does from the teacher and student perspectives, how to run the archiving process, and what to do when starting a new academic year.

 

How does archiving affect teachers and students?

From a teacher's perspective:

  • The completed year's classes are no longer visible in Hāpara, and an error is displayed when logging in to Hāpara Teacher Dashboard or Highlights.
  • Hāpara Highlights will no longer be available for the classes that have been archived.
  • If your domain uses Hāpara Workspace, teachers can still access it directly, but Workspaces will no longer organized by class. They can be found under Owned by me or Shared with me.
  • If classes were manually loaded with a class/subject folder option selected, all class and student content will still be accessible through Google Drive. Teachers maintain edit rights to their class folders, so they can navigate through the Shared with me section of Drive to locate archived class and student folders.

    Screen Shot 2024-11-08 at 10.18.55 AM.png
From a student's perspective:
  • The previous year's classes will no longer appear in the dropdown filter in Student Dashboard.
  • If your domain uses Hāpara Workspace, any active Workspaces will move to the bottom of the Student Dashboard Workspace tab. These will show in a collapsed list until (1) the Workspaces are archived by the teacher, (2) the students are removed from the Workspace or (3) the Workspace is unpublished by the teacher.
  • Any documents attached to a Workspace will still be available to the student in the Workspace folder in Drive. Once a Workspace is archived by the teacher, this work will be available in an Archived folder.  
  • If classes were manually loaded with a class/subject folder option selected, student subject folders will be renamed to include the academic year suffix.
    Screen Shot 2024-11-08 at 11.10.18 AM.png
  • Student subject folders will be removed from their My Drive folder and remain accessible through a My Archive folder, found in Shared with me.
  • The My Archive folder contains a folder for each academic year, and those folders contain student subject folders for the corresponding years.

    Screen Shot 2024-11-08 at 10.49.31 AM.png
  • Write access will be changed to 'read-only' access for student subject folders. Any existing docs in the student subject folders will remain as is (- ie: no doc permissions will be changed).

 

How to run archiving

Leading up to the new school year, our archiving team will send out an archiving email to school Hāpara administrators. This email will contain a link to our archiving form where you can provide the date in which you'd like end-of-year archiving to run. Our team will then take care of the rest and send you an email to let you know once archiving has completed and your domain is ready to load data for the new school year. 

 

If you would like to run a partial archive at the end of the school semester, please reach out to our support team support@hapara.com. Our archiving team will be more than happy to help. 

 

Setting up for a new academic year

Once archiving is complete, no classes will be shown in Hāpara Teacher Dashboard, Workspace, Highlights or Student Dashboard.

You'll now ready to load classes for the new academic year. Please see our Heading back to school with Hāpara, and our Administrator refresher article for help setting up new classes or to book a session with our Implementation team. 

 

Deleting historical class groups

As part of the archiving process, we do not delete old class groups, so over time you may find now unused class Google Groups in your domains.

The main reason we do not automatically delete these groups is in order to maintain the yearly class hierarchy. Additionally, many schools continue to use these historical groups to email students from past classes.

However, we also appreciate good housekeeping. You may delete the old groups once archiving has been completed if you do not wish to keep them. If you'd prefer to just delete all historical groups or delete a bulk lot of groups, please submit a support request. Advise which groups you’d like to delete, and we'll be happy to help with this.

 

 

 

 

 

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