Guidance on your camp's folder structure and how to organize materials for your team and scholars. Use this to understand where to store slide decks, recordings, and resources, and how to keep your digital workspace organized throughout camp.
Folder Structure Overview
Your Google Drive folder is pre-structured to make your life easier. Use the Team Folder for internal materials, the Scholar Folder for resources you want scholars to access, and keep Quick Links updated daily. The more organized you are from Day 1, the smoother your camp will run.
Your camp's main folder is divided into two subfolders with different permissions:
Team Folder Contents
📂 Instructor Slide Decks
What's in it: One "Mainframe Slide Deck" for each day of camp (Days 1-10)
What are Mainframe Slides? Comprehensive presentation decks that cover your entire camp day from start to finish in a single presentation. Instead of juggling multiple slide decks for brain breaks, lunch, lessons, and closing circles, you run your entire day from one deck.
Your job: Customize each Mainframe deck by adding your lesson slides and adjusting for your camp's schedule. See How to Customize Mainframe Slides below.
📂 All Collaboration Meetings
What's in it: Pre-populated meeting templates for your collaboration meetings
Meeting types included:
- Pre-camp whole team collaboration meeting
- Pre-camp role-specific meetings (Instructors/VCC, House IAs, etc.)
Your job: Use these templates during collaboration meetings to take notes, assign action items, and document decisions.
📂 House Folders (💻 Virtual camps only)
What's in it: Empty folders for each House (House A, House B, etc.)
Purpose: Each House's IAs can store House-specific materials like:
- Opening/Closing Circle slides
- Culture of Tech slides
- Brain Break or review session materials
- Capstone project resources for their House's groups
Your job: IAs should organize their House materials here so they're easy to find and share with co-IAs.
📂 Lesson Recordings (💻 Virtual camps only)
What's in it: Empty at the start—VCC uploads recordings here after each day
Purpose: Store all Zoom recordings from camp so scholars can review lessons they missed or want to revisit.
Your job (VCC): At the end of each day, download recordings from Zoom Cloud and upload them here. See VCC Guide for detailed instructions.
📄 After Party Scheduling Sheet (💻 Virtual camps only)
What it is: A spreadsheet for scheduling which IAs/VCCs lead the After Party each evening.
Your job (VCC): Customize the dates/times, then share with IAs so they can sign up for shifts.
📄 Daily Agenda
What it is: Your team's hour-by-hour schedule and operational hub for all 10 days of camp
Your job: Customize daily by adding lesson details, resource links, team coordination notes, and timing adjustments. See Daily Agenda Guide for detailed instructions.
📄 README
What it is: A one-stop reference document with all your camp-specific information
When it's added: ~1 week before camp starts
What's in it:
- Virtual camps: Zoom account logins/passwords, meeting links, Airtable tracker link
- In-person camps: Camp site/location host details, travel/housing reservations, expense policies
Your job: Review it thoroughly before Day 1 and bookmark it for quick reference.
Scholar Folder Contents
📂 Slide Decks (Scholars' Version)
What's in it: Empty at the start—Instructors add scholar-facing slide decks here daily
Purpose: Share lesson slides with scholars (without speaker notes) so they can review content
Your job (Instructors):
- Make a copy of each lesson's slide deck from your Mainframe
- Remove speaker notes and any team-only content
- Save the clean version here
- Decide whether to share before or after each lesson (based on scholar needs)
📂 Capstone Project Materials
What's in it: Empty at the start—Scholars add their capstone project documents here
Purpose: Centralized storage for all capstone-related materials
Documents scholars will create:
- Individual Final Project Design Journal
- Group Final Project Design Journal
- Pitch Party Slides
- Demo Day Slides
Your job: During capstone kickoff, direct scholars to create/store their project documents in this folder.
📂 Content Collection
What's in it: Empty at the start—Content IAs and scholars add photos/videos here throughout camp
Purpose: Collect camp memories, screenshots, photos, and videos for storytelling and community building
Your job (Content IAs): Upload daily content following the guidance in Content Capture. Scholars can also add their own photos/videos if they want.
📄 Quick Links
What it is: A living document with all essential links and daily announcements for scholars
Purpose: Give scholars one place to find everything they need—curriculum site, Zoom links, slide decks, recordings, daily resources
Your job (Instructors/VCC): Update this daily with:
- Links to that day's slides, recordings, and practice activities
- Any announcements or reminders
- Resources for homework or extensions
See the Quick Links guide for detailed instructions.
How to Customize Mainframe Slides
Mainframe slides are pre-populated in your Team Folder > Instructor Slide Decks, with one deck for each day of camp. Here's how to make them yours:
Watch the Video Walkthrough
[Embedded video: 3-minute walkthrough of customizing Mainframe Slides]
Step 1: Review Your Schedule
Open your Daily Agenda and find the schedule for the day you're customizing. Compare it to the Mainframe Slides for that day. Identify:
- What lesson slides need to be added
- What activities are missing from the template
- What template slides you don't need
Step 2: Add Technical Lesson Slides
Find the "Technical Lesson" placeholder slide(s) in the Mainframe deck.
Option A: Link to External Slides
- Add a link on the placeholder slide to your lesson slide deck
- Use this if you prefer to present from a separate deck
Option B: Embed Slides Directly
- Copy and paste your lesson slides directly into the Mainframe deck
- Delete the placeholder slide
- Tip: If you embed multiple lessons, add a Table of Contents slide at the beginning with links to each section for easy navigation
Step 3: Add or Remove Activities
Add missing elements:
- If your Daily Agenda includes extra brain breaks, integrations, or special activities not in the Mainframe template, create new slides for them
- Include clear instructions and expectations for scholars
Remove unused slides:
- Delete any template slides that don't correspond to activities in your day's schedule
- Examples: If you're not doing a certain brain break or integration, remove those slides
Step 4: Final Check
Go through your Mainframe deck and verify:
Every moment of your camp day has a corresponding slide
All technical lesson content is added (linked or embedded)
Activity instructions are clear for scholars
Slides are in the right order matching your Daily Agenda
Speaker notes (if you use them) are only in the Team Folder version, not the Scholar version
Step 5: Create Scholar Version
Once your Mainframe deck is finalized:
- Make a copy of the deck
- Remove ALL speaker notes and team-only content
- Save the clean version in Scholar Folder > Slide Decks (Scholars' Version)
- Share the link in Quick Links so scholars can access it
Best Practices for Keeping Drive Organized
✅ DO
- Use descriptive file names (e.g., Day 4 - JavaScript Functions)
- Delete old drafts
- Check sharing settings
- Update Quick Links daily
- Create subfolders when necessary
❌ DON’T
- Put team-only materials in Scholar Folder
- Create duplicate folders
- Forget to remove speaker notes for scholars
- Let it get messy—spend 5 minutes at the end of each day to tidy up
Frequently Asked Questions
Q: Can scholars see anything in the Team Folder?
A: No. The Team Folder is only shared with your instructional team.
Q: Should I share the Scholar Folder link with scholars on Day 1?
A: Yes! Add it to Quick Links and Slack so scholars always know where to find resources.
Q: What if I accidentally delete something important?
A: Check your Google Drive trash. You can restore deleted files within 30 days. If you need help, contact Lucy Han or Awa Goodwin on Slack.
Q: Can I reorganize the folder structure?
A: You can add subfolders within the existing structure, but don't delete or rename the main Team/Scholar folders—this could break permissions.
Q: How often should I update Quick Links?
A: Daily! Add each day's slides, resources, and announcements so scholars always have current info.
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