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Applications that allow you to connect and share information with people across The New School community.

• Office 365
• Online Meeting Platforms
• Zoom Web Conferencing

Equipment and technical assistance for faculty and administrators presenting media in classrooms, conferences and meetings.

• Large Scale/High Profile Events. Venue Leasing, Theatrical Performances
• Screenings of Documentaries and Full Length Films (DCP, Blu Ray, DVD)
• Small Scale Academic or Public Event without Specialized Technology

The New School provides access to Google services for productivity, communication, and collaboration via Google Workspace for Education.

• Adobe Creative Cloud for Students
• AWS (Amazon Web Services)
• Cloud Desktop
• Drop Box
• Equipment Center
• Gartner Research Portal
• Laptop Printing
• Printing
• Qualtrics
• Scanning
• Technology Labs

• Employee Guides
• Laptop Choice Program
• Network Share Drives
• Printing (Office)

• Information Security Handbook
• Information Security Policies and Standards
• Multi-factor Authentication
• Secure File Transfer (Secure Send)
• Virtual Private Network (VPN) for Faculty & Staff

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Help Contacts

Fall 2024 Session August 21 - December 15
Monday - Friday 8:30 a.m - 7:30 p.m. Closed (Saturday, Sunday, and university-observed holidays) Email: itcentral@newschool.edu
646.909.4357 or dial HELP (4357) from a campus phone. Walk-in Support
71 5th Avenue, Floor 9
(Entrance on 5th Avenue between 14th & 15th street) Monday - Friday
10:00 a.m. - 4:00 p.m.

66 West 12th Street, Room 303 Hours:
8:00 a.m. - 10:00 p.m. (Mon - Fri)
9:00 a.m. - 5:00 p.m. (Saturday) 212.229.5300 x2310
Email: eventsit@newschool.edu

55 West 13th Street, Room 921 Fall 2024 Hours:
August 26 - December 15, 2024
Monday: 8:30 a.m. - 10:00 p.m
Tuesday: 8:30 a.m. - 10:00 p.m
Wednesday: 8:30 a.m. - 10:00 p.m
Thursday: 8:30 a.m. - 10:00 p.m
Friday: 8:30 a.m. - 10:00 p.m
Saturday: 10:30 a.m. - 7:00 p.m
Sunday: Closed Closed August 31, September 2, November 27-December 2 646.909.4556

For specific questions about the AWS Educate program or guidance on AWS services, contact AWS Customer Support.

Student Lounge, 45 Rue Saint Roch Hours:
11:30 a.m. – 12:30 p.m. / 5:30 p.m. - 6:00 p.m. (Mon - Thur)
11:30 a.m. – 12:30 p.m. (Fri)
Email Parsons Paris Adobe Creative Cloud support.

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Managing a Shared Drive

Google Shared Drives is a shared space where teams can easily store, collaborate on, search, and access their files anywhere, from any device. Shared Drives are best suited for use by department groups, student organizations, university committees, and other collaborative work.

Unlike files in the standard Google Drive, files in a Shared Drive belong to the team instead of an individual. Even if members leave, the files stay exactly where they are so your team can continue to share information and get work done.

To request a shared drive, please fill out this Shared Drive Request form.

Once you have a shared drive set up, use these helpful getting started guides from Google to get started:

• Adding/Removing Members and Managing Access Levels
• Adding Files and Folders
• Managing Files and Folders
• Sharing and Collaborating in Shared Drives

On this page

• How Storage Works for Shared Drives
• How to move files to a shared drive
• How to move files out of shared drives
• How to create a shortcut link to a file in a shared drive
• How to remove access to files and folders in shared drives
• Understanding shared drive member permissions
• How to manage members of a shared drive

How Storage Works for Shared Drives

Google Shared Drives offers the ability to create and share files directly in the Shared Drive or create shortcut links to files stored in other Google Drive locations. The distinction between where these files are stored is important to recognize when it comes to storage.

Files created and saved directly in a Google shared drive consume the storage allotted to the shared drive. Files linked in the shared drive via a shortcut to a document elsewhere consume storage of the account where that file is located. For example, if a staff member creates a file in their individual Google account (i.e. they’ve saved it in their “My Drive” folder), the file consumes the individual’s storage. If that individual creates a shortcut link in the shared drive to the file, the file will still be consuming their individual storage. If, however, the individual had created and saved the file in the shared drive directly, the file would then be consuming the storage allotted to the shared drive account.

Google indicates which files are stored directly in a shared drive folder vs. files that are linked via a shortcut.

Files that are stored in a shared drive consuming shared drive storage do not have an arrow included in the document icon. Other indicators:

• Includes last modified information
• Includes file size

Files that are stored in an individual’s drive and are not consuming shared drive storage have an arrow included in the document icon. Other indicators:

• Does not include last modified information
• Does not include file size information

Example of files stored in a shared drive vs a shortcut link:

How to move files to a shared drive

Individual files can be moved to a shared drive so that the shared drive becomes the owner of the file. Please note that moving files to a shared drive will consume shared drive storage space.

1. Right -click on the file name
2. Select Move to
3. Select shared drives and choose the shared drive folder you want to move the file to
4. Select move here once you’ve selected the folder location you want to move the file to

How to move files out of shared drives

Only Managers of shared drives are able to move files and folders out of the shared drive to My Drive or another shared drive.

Move files to another shared drive
To move files from one shared drive to another, you need Contributor, Content manager, or Manager access in the destination shared drive. To move folders from one shared drive to another, you need Manager access in the destination shared drive.

1. Right -click on the file name
2. Select Move to
3. Click the arrow (back) button to see list of shared drives
4. Select shared drive destination
5. Click Move Here

Move files to My Drive
Just like moving files into shared drives, access privileges on files and folders are reassessed when they’re moved out of a shared drive. If a file or folder is moved out of a shared drive to My Drive within the same organization:

• The shared drive’s sharing settings no longer apply and the file’s original sharing settings take effect. Some users might gain or lose access. For example, you have a file in the Sales team shared drive, and all members of the Sales team have Viewer access to the shared drive and the file. The document was also directly shared with five Sales team members to give them Editor access. If the file is moved out of the Sales team shared drive, most of the Sales team loses their access, but the five people it was directly shared with still have Editor access.
• File-level restrictions stay in place unless specifically changed or removed from the file. For example, if a file owner sets their file to prevent downloading, copying, and printing, it stays like that after it's moved out of a shared drive, even if those actions are allowed by the new location.

1. Right -click on the file name
2. Select Move to
3. Click the arrow (back) button twice to see list of Google Drive locations
4. Select the My Drive destination
5. Click Move Here

How to create a shortcut link to a file in a shared drive

As an alternative to moving files to a shared drive, members of a shared drive also have the ability to create shortcut links to documents outside of the shared drive. Please note that shortcut links in a shared drive do not consume space in the shared drive. Instead, these files consume the storage of the account where that file is located. This also means that if the account where the file is stored belongs to an individual that is leaving or is no longer at the university, the file will be deleted and will no longer be accessible to the shared drive.

1. Right -click on the file name
2. Select Add shortcut to drive
3. Select shared drives and choose the shared drive folder you want to add the file’s shortcut to
4. Select Add Shortcut once you’ve selected the folder location you want to add the shortcut to

How to remove access to files and folders in shared drives

Just like in My Drive, you can remove someone’s access to a file or folder in a shared drive that’s directly shared with them. For details, go to Unshare files or folders [links to Google support] . However, all members of the shared drive can still at least view the file or folder. To remove access for shared drive members, you need to move the file or folder out of the shared drive, which requires Manager access.

Understanding shared drive member permissions

• All members of a shared drive can view all files and folders in the shared drive.
• Members may have more permissions, such as comment or edit access, depending on what access level they have.
• Members with Manager access (also called “shared drive managers”) and Google Workspace admins can add other people as members and set their access level.

For a complete list of what each access level allows, review the following table:

* In Google Drive for desktop or files in the Chrome OS Files app, Contributor access gives only read access to files. To allow users to create, upload, and edit files in a shared drive in Google Drive for desktop and Chrome OS, give the user Content manager or Manager access.

** Administrators or Managers can prevent Content managers from sharing folders.

How to manage members of a shared drive

Add members to a shared drive
Requires Manager access

1. On your computer, go to drive.google.com.
2. In the left column, click Shared drives and double-click one of your shared drives.
3. At the top, click Manage members.
4. Add names, email addresses, or a Google Group.
   • By default, new members will be Content managers. They can upload, edit, move, or delete all files.
5. To change the role for a new member, select a role from the dropdown.
6. To choose to notify new members of their access, click Notify people.
7. Click Send.

Remove members of a shared drive
Requires Manager access

Members who are Managers can change what other members can do.

1. On your computer, go to drive.google.com.
2. At the left, click Shared drives and double-click one of your shared drives.
3. At the top, next to the name of your shared drive, click the Down arrow .
4. Click Manage members.
5. To the right of the person you want to change, click the Down arrow .
6. Select a role or Remove.
7. Click Save.

See members of a shared drive

1. On the left, click a shared drive.
2. Under the shared drive name, click the number of members.

Change member's access to a shared drive
Requires Manager access

1. On the left, click a shared drive.
2. At the top, next to the shared drive name, click the Down arrow Manage members .
3. Next to a member’s name, click the Down arrow and select a new access level.
4. Click Done .