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Using Google docs to Facilitate Teaching and Learning An Instructional Leader’s Guide White Paper Diane T. Powell
[email protected] July 2011
(https://docs.google.com/?tab=mo&authuser=0&pli=1 - home)
(http://www.google.com/google-d-s/b1.html)
This white paper was written as an assignment for Dr. Marshall G. Jones's EDUC 651 class at Winthrop University, Rock Hill, SC. All rights reserved by the author. Permission is granted to use this white paper provided the user notifies the author in writing prior to use.
White Paper
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Educators, like other professionals, must function in today’s technology revolution by collaborating with colleagues. There is an ever-present need to share, access, and edit information with ease. Public school education, unlike other professions, has strict limitations within school policies on technology usage. However, technology products have evolved and companies have developed free and secure solutions for collaboration. This white paper focuses on a technology product offered by Google, entitled Google Documents or Google docs, for short. It will examine the ways instructional leaders can use Google docs to facilitate teaching and learning. While there will be links to help teachers use Google docs in the classroom, this white paper is targeted to instructional leaders, administrators, and other educational professionals looking to implement Google docs for faculty and staff use.
(http://blogs.educationau.edu.au/jtravers/2008/09/24/replacing-strategic-planning-with-teacher-collaboration/)
What is Google docs Google docs allows a person to share documents, presentations, images, and spreadsheets with multiple individuals through the Google internet platform. Once given access rights by the original creator, users can read and edit the same file at the same time online. Updates are made immediately. Since the editing and viewing are done online, there is the ability to save the file to a hard drive to access when offline.
History of Google docs Google docs was a combination of two programs, Writely and Google Spreadsheets. Writely was available to users in 2005, then the company that developed it was bought by Google. During this time, Google was developing Google Spreadsheets, which was available in 2006. In a combination of these two technologies, Google docs was launched in 2007, four years ago, and continues to evolve today. (http://en.wikipedia.org/wiki/Google_Docs)
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How to Access Google docs Access to Google docs requires an internet connection and a Google account. Registering for a Google account automatically generates a Gmail account. To register for a Google account/Gmail, go to http://mail.google.com. Click on the button in the bottom right corner, “Create an account >>.”
(http://gmail.com)
Once in Gmail or for those already with a Gmail/Google account, access Google docs by clicking on “Documents.”
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Some organizations and schools restrict access to Gmail, so access Google docs by going directly to http://docs.google.com. Enter your Google account information to log in or create an account from this page.
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Google docs can also be accessed from the Google homepage: http://www.google.com. Click on “more” in the top left menu. Scroll and select “Documents.”
(http://www.google.com)
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Cost Google offers its products as a free service, which includes one gigabyte (GB) of storage space. Google docs is included in this suite of products. Additional storage can be purchased, which can be shared between Google products. Below are > 1 GB storage plans; prices do not include applicable taxes and fees: • • • • • • • • •
One gigabyte (GB) of storage space is free.
20 GB - $5/yr 80 GB - $20/yr 200 GB - $50/yr 400 GB - $100/yr 1 TB - $256/yr (1 TB = 1024 GB) 2 TB - $512/yr 4 TB - $1024/yr 8 TB - $2048/yr 16 TB - $4096/yr
(http://picasa.google.com/support/bin/answer.py?hl=en&answer=39567)
Learn How to Use Google docs Below is a list of tutorials to aid in using Google docs. http://edutech.msu.edu/online/GoogleDocs/GoogleDocs.html Lessons via step-by-step directions accompanied by screen shots on how to use the Google docs technology: Lesson 1: Creating a Google Account Lesson 2: Creating and Working with a New Document Lesson 3: Working with your Documents Lesson 4: Sharing, Collaborating and Publishing a Document Lesson 5: Printing and Copying a Document http://docs.google.com/support/bin/answer.py?hl=en&answer=49008 Never used Google docs? Go to this site to get an overview on the basics of the technology. This website lists what can be done with three of the files types that can be shared: documents, spreadsheets, and presentations. It also gives specific help via a getting started guide and access to a 3-minute video for each of the three files types. The videos explain the benefits of using the product with an example as an illustrative whiteboard demonstration.
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Tutorial Sites on how to use Google docs
http://docs.google.com/support/bin/topic.py?topic=15114 This is the help site for Google docs by Google. Refer to this site if there are issues or questions about how to use the technology. The following topics are linked on the site to get specific help with: Your Documents List Getting Started Editing Documents Sharing Collaborating and Publishing Uploading and Exporting Fixing a Problem More Using Google Docs This website also has help links for Google Spreadsheet, Google Presentations, Google Drawings, and Google Cloud Connect. http://www.youtube.com/docs For visual learners, go to this You Tube Google docs channel. It hosts videos giving step-by-step directions on how to share and collaborate, as well as videos in how to use documents, spreadsheets, presentations, forms and drawings in the Google doc platform. Like other You Tube sites, see how many times a video has been viewed; read and make comments on the site. http://www.google.com/support/forum/p/Google+Docs?hl=en If you want to post a question or have a question, go to this Google docs help forum. English-speaking people from all over the world use this site to post questions and answers related to Google docs. There is a breakdown of Product categories and Topic Categories or search all of the discussions by key words. Product Categories: Spreadsheets Presentations Documents Documents List Drawings Cloud Connect
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Topic Categories: How do I…? Formatting Importing & Exporting Sharing Report a Problem Docs Community Off-topic forum
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How Other Educators Use Google docs The websites below provide examples of how other educators are using Google docs. https://groups.google.com/group/google-for-educators?pli=1 This is the discussion group for educators hosted by Google. Google posts information to keep educators abreast of new happenings and allows educators to get ideas on how to use Google docs in a variety of areas: Google in the Elementary, Google Docs on iPads, Current Events, etc.
Websites to share with teachers on how to use Google docs in the Classroom
http://www.youtube.com/watch?v=rj2vsjRQ4g8 Using Google docs in the classroom to promote real-time education In a ten-minute presentation, a college professor at a design school gives an overview of Google docs and walks through the program, step-by-step. He also discusses the docs he uses, the sharing features, and the benefits he receives from using the technology. http://www.youtube.com/watch?v=v4Ik-ooveAo&feature=related Managing Google Docs with your classroom A 58-minute Webinar demonstrates Google docs. Start at minute 3:00, as there are technical difficulties in the beginning of the Webinar. There is an overview in sharing, naming and filing when using Collections (folders), as well as how to sort and share files. Participants call in with questions and answers are provided by the experts. http://www.youtube.com/watch?v=urrvY0YQWE4&feature=related Google Docs Tutorial for Teachers A teacher in California gives tips for teachers on how to use Google docs with students in this 4½-minute presentation. If searching for a quick overview on how to get started with creating, sharing, and saving a document and presentation, begin with this video. http://www.youtube.com/watch?v=ygv8W7yQ1aY Google Docs: Writing in the Classroom This colloquial video shows how to use Google docs in the classroom. A demonstration shows how to view the log to see who and how long students are using Google docs. Another example shows how to use the Comments for peer editing and review.
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Knowles and Gagne` Synergies Since this white paper focuses on how instructional leaders can use Google docs to facilitate teaching and learning with faculty and staff, it is important to look at Malcolm Knowles’ adult learning theory entitled andragogy. He states four andragogical principles:
Malcolm Knowles & Robert Gagne`
Adults need to be involved in the planning and evaluation of their instruction. Experience (including mistakes) provides the basis for learning activities. Adults are most interested in learning subjects that have immediate relevance to their job or personal life. Adult learning is problem-centered rather than content-oriented.
(http://www2.selu.edu/Academics/Faculty/nadams/etec630&665/Knowles.html)
Knowles’ four principles align to Robert Gagne` Conditions of Learning events when providing instruction or professional development (PD) to faculty and staff. Google docs helps to solve learning related problems for adults (as noted with more details below) in the areas of Information Presentation, Engaging Learners, Guided Learning, and Assessment. Information Presentation = Adult learning is problem-centered rather than content-oriented When presenting information about Google docs to faculty and staff, the key will be to highlight the solutions to the problems listed below. The professional development could be guided by solving each of the problems when learning how to use the technology. Engaging Learners = Adults are most interested in learning subjects that have immediate relevance to their job or personal life The problems listed below are of immediate relevance to any teacher’s job working in a school focused on collaboration. Therefore, the engagement for these adults in the school building will be fostered by the solutions provided. Guided Learning = Experience (including mistakes) provides the basis for learning activities In order to structure the professional development for teachers to learn Google docs effectively, they must experience the technology first-hand. It will be purposeful for faculty to be logged into computers in a lab to get everyone registered with a Gmail/Google account. Tutorials and videos listed in this white paper can aid in demonstrations. Assessment = Adults need to be involved in the planning and evaluation of their instruction In utilizing a backwards design model, experienced teachers and novice users should be included in the PD structure and evaluation/assessment. Diane T. Powell
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Google docs: Helping to Solve Learning Related Problems As stated multiple times by Dr. Marshall Jones, “The only reason to use technology in teaching and learning is to solve a problem. If it doesn’t solve a problem, it isn’t worth our time.” Below are common problems and solutions Google docs provides to aid in the engagement of faculty and staff when guiding their learning. Common Collaboration Problems Finding a time to meet to work on the same document in the same location
Google docs Solution Provides opportunity for multiple users to collaborate on the same document at the same time or on their own time One keeper of all the information Information resides on Google’s platform; everyone on the team has access with internet connection. Limitations on access when using school 24 hours, 7 days a week, 365 days a year public drives access from any computer with internet access in and outside of school Some team members uncomfortable giving Able to edit files via online in own setting input in a group setting where one may feel most comfortable One person dominates discussion All are able to give input at various times or the same time Users can see who and how many times individuals contributed to the document Excessive use of paper for revisions All edits are completed online and revisions are saved Running out of time when meeting together Able to reconvene online at each team member’s leisure to contribute the collaboration/discussion Emailing versions of documents back and All files and revisions are accessible online forth to colleagues Unwanted users accessing documents on a Control who views and edits docs school’s public drive A separate copy of the same document Share the same docs with up to 200 shared with many different individuals. individuals within the school, district, country, world Multiple people making revisions and one Able to view edits simultaneously when person having to compile all of the edits. logged on at the same time When working on the same document in Ability to chat with other editors at the same separate locations, each person has a time when working on the same document. separate copy and must talk on the phone or not at all when revising.
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Alignment to NETS Standards The International Society for Technology in Education (iste) developed the National Educational Technology Standards (NETS) for teachers, students and administrators. While Google docs aligns to many of the NETS-S (Student) and NETS-T (Teacher) standards, this White Paper focuses on an instructional leader’s utilization with faculty and staff, thus aligning to the NETS-A (Administrator) standards. NETS-A: The skills and knowledge school administrators and leaders need to lead and sustain a culture that supports digital-age learning, builds a vision for technology infusion, and transforms the instructional landscape. (http://www.iste.org/standards.aspx)
NETS-A Standard
Google docs promotes NETS-A by…
Standard 3 Excellence in Professional Practice Educational Administrators promote an environment of professional learning and innovation that empowers educators to enhance student learning through the infusion of contemporary technologies and digital resources. Educational Administrators: a. allocate time, resources, and access to ensure ongoing professional growth in technology fluency and integration. b. facilitate and participate in learning communities that stimulate, nurture and support administrators, faculty, and staff in the study and use of technology.
c. promote and model effective communication and collaboration among stakeholders using digital-age tools.
…allowing teachers to enhance their professional learning community through online collaboration. …continuous development of the product for administrator and teacher exploration and discovery. …providing an online platform for savvy users to lead professional development on using the technology. …increasing effectiveness and efficiency in sharing, accessing, and editing documents, spreadsheets, drawings and presentations. …empowering administrators and teachers to explore and find alternative educational uses for Google docs.
d. stay abreast of educational research and emerging trends regarding effective use of technology and encourage evaluation of new technologies for their potential to improve student learning.
(http://www.iste.org/standards/nets-for-administrators/nets-foradministrators-sandards.aspx)
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NETS-A: The skills and knowledge school administrators and leaders need to lead and sustain a culture that supports digital-age learning, builds a vision for technology infusion, and transforms the instructional landscape. (http://www.iste.org/standards.aspx)
NETS-A Standard
Google docs promotes NETS-A by…
Standard 2 Digital Age Learning Culture Educational Administrators create, promote, and sustain a dynamic, digital-age learning culture that provides a rigorous, relevant, and engaging education for all students. Educational Administrators: a. ensure instructional innovation focused on continuous improvement of digital-age learning.
…helping to establish an internet sharing platform as a norm for collaboration within the school culture. …providing a virtual environment for faculty and staff to engage in learning with colleagues with the school building and out in the world.
b. model and promote the frequent and effective use of technology for learning.
…allowing teachers to explore innovative ways to utilize the technology with students to improve learning and with parents to improve communication.
c. provide learner-centered environments equipped with technology and learning resources to meet the individual, diverse needs of all learners.
…constantly evolving to provide opportunities for faculty and staff to find innovative ways to utilize the technology with colleagues, students, and parents.
d. ensure effective practice in the study of technology and its infusion across the curriculum. e. promote and participate in local, national, and global learning communities that stimulate innovation, creativity, and digital-age collaboration. (http://www.iste.org/standards/nets-for-administrators/nets-foradministrators-sandards.aspx)
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Environmental Factors Instructional leaders should consider the following environmental factors when implementing this technology in a school:
Collaborative culture of professional learning communities Access to the Internet Unrestricted access to Google docs on the district network Individuals acquire a Gmail/Google account Focused time to read, process and comment on shared information at home or at school Collaborative planning time during the school hours Guided professional development (PD) to learn how to effectively use Google docs and follow-up PD to share ideas and resources School district standards and policies for what is appropriate to share between colleagues via Google docs
The Affordances of Google docs It is imperative an instructional leader is mindful of these affordances when implementing this technology.
Benefits Provides an online tool for multiple users to access and edit the same document. Eliminates need for one person to keep all of the information. Use as a supplement to collaborative planning time to house and edit docs. Global technology accessible to anyone in the world, as docs can be translated into over 50 languages Ability to publish docs online with an individual Google address or to a blog A technology that solves many collaborative sharing problems.
Drawbacks Must have an internet connection to access files. Google docs accessible at school. Files are duplicated if users save docs to a hard drive. All users must have a Gmail/Google account Inability to monitor all edits in real-time Only 50 people can edit a document, spreadsheet and drawing at the same time Only 10 people can edit a presentation at the same time
Conclusion Google docs is an online platform for faculty and staff to share and edit documents. These documents could be meeting minutes, agendas, lesson plans, and student data. Sharing can happen between varieties of professional learning communities within the building, including the Administrative team. Such teams may share feedback on the school improvement plan, updates to school data, input on a presentation, and creating the school map. In today’s technology revolution, instructional leaders must stay abreast of free tools available to improve the efficiency of collaborative communities. Diane T. Powell
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