Canvas and FERPA - Revision history

Irishb at 00:44, 26 March 2026

2026-03-26T00:44:58Z

Irishb at 22:48, 22 September 2025

2025-09-22T22:48:38Z

Irishb at 18:22, 12 March 2025

2025-03-12T18:22:09Z

Irishb at 19:10, 11 March 2025

2025-03-11T19:10:06Z

Irishb at 18:19, 11 March 2025

2025-03-11T18:19:42Z

Irishb at 18:02, 11 March 2025

2025-03-11T18:02:42Z

Irishb at 18:00, 11 March 2025

2025-03-11T18:00:43Z

Irishb: Created page with "{{Canvas|lead= For Faculty and Staff - the following FERPA guidelines regarding protections around student data and the appropriate use of Canvas are administered through coll..."

2025-03-11T17:44:25Z

Created page with "{{Canvas|lead= For Faculty and Staff - the following FERPA guidelines regarding protections around student data and the appropriate use of Canvas are administered through coll..."

New page

{{Canvas|lead=
For Faculty and Staff - the following FERPA guidelines regarding protections around student data and the appropriate use of Canvas are administered through collaborative monitoring by Registration and Records, the Deans Area, and Academic Technologies/OIT.
|content=

=== Site Visibility and Who Has Access ===
* Evergreen's Canvas sites are private by default, they are NOT visible to the public.
* A program or course Canvas site is visible/available to
** the faculty and students who are officially associated with the program/course as determined by the Curriculum Area and Registration
** anyone in the position of Dean for purposes of site review
** IT/Acad Tech staff who have been assigned Canvas admin access to provide support
** people who have been added manually either by faculty request or for Access Services/Accessibility purposes

=== Appropriate Use of Canvas Sites by Multi-term Programs ===
Students in multiple term programs can be allowed to see other students in the program for the term in which they are officially registered but not for terms during which they have not been or are not registered. Allowing someone access to class information (rosters, student papers, etc.) in Canvas for a time period in which a they are not registered can violate students' rights to privacy by sharing protected information.
For any questions, please contact [https://www.evergreen.edu/offices-services/registration-and-records Registration and Records]

|sidebar=
'''Related:'''
*[[Canvas for Students]]
*[https://canvas.evergreen.edu/enroll/X9GKRT Canvas for Faculty (Canvas Course)]
----

{{Canvas Guide Topics}}
----
{{Canvas Help}}
}}

[[Category:Canvas]]

← Older revision		Revision as of 00:44, 26 March 2026
Line 21:		Line 21:


−	'''Students in multiple term programs can be allowed to see other students in the program for the term in which they are officially registered but not for terms during which they have not been or are not registered.''' Allowing someone access to class information (rosters, student papers, etc.) in Canvas for a time period in which a they are not registered can violate students' rights to privacy by sharing protected information.	+	'''Students in multiple term programs can be allowed to see other students in the program for the term in which they are officially registered but not for terms during which they have not been or are not registered.''' Allowing someone access to class information (rosters, student papers, etc.) in Canvas for a time period in which they are not registered can violate students' rights to privacy by sharing protected information.

@@ Line 53: / Line 53: @@
 ==== Manually Adding Users to a Curricular Canvas Site ====
-To avoid possible FERPA mishaps, faculty do '''not''' have the ability to add users at their curricular Canvas sites. (It may appear to work, but it doesn't. See below for details.)
+To avoid possible FERPA mishaps, faculty (themselves) do '''not''' have the ability to add users at their curricular Canvas sites. (It may appear to work, but it doesn't. Please see below for details.)
@@ Line 63: / Line 63: @@
 The Canvas "Student" role is reserved for people who are officially registered for an offering.
-* Canvas will seem to allow you to add people, but if that person is not associated with the offering via Banner, the add won't stick, they will get bumped out.
+* Canvas "lets" you add people in the "Student" role, but if that person is not registered or associated with the offering via Banner, the add won't stick, they will get bumped out.
 * Because the Canvas "Student" role is tied with Banner, even IT staff are not able to add people in the "Student" role to a Canvas site connected with the auto-enrollment system.

@@ Line 2: / Line 2: @@
 '''For Faculty and Staff''' - The following FERPA guidelines regarding protections around student data and the appropriate use of Canvas are administered through collaborative monitoring by Registration and Records, the Deans Area, and Academic Technologies/OIT.
 |content=
 === Site Visibility and Who Has Access ===
@@ Line 65: / Line 67: @@
-===== How to Request Adding Program Assistants/TAs or Faculty to Your Canvas Site =====
+==== How to Request Adding Program Assistants/TAs or Faculty to Your Canvas Site ====
-[http://helpwiki.evergreen.edu/wiki/index.php/Program_Assistants_and_TAs_in_Canvas To have a Program Assistant/TA added], or another faculty member, please submit a request to Academic Technologies via [https://help.evergreen.edu/ help.evergreen.edu].
+* [http://helpwiki.evergreen.edu/wiki/index.php/Program_Assistants_and_TAs_in_Canvas To have a Program Assistant/TA added], or another faculty member, please submit a request to Academic Technologies via [https://help.evergreen.edu/ help.evergreen.edu].
-===== How to Request Adding a not-yet-registered Student to Your Canvas Site =====
+==== How to Request Adding a not-yet-registered Student to Your Canvas Site ====
 If you have a student who is committed to registering for your program/course but they are experiencing an issue/delay with registration, please submit an [http://helpwiki.evergreen.edu/wiki/index.php/LMS_Access_Exception_Process_for_Faculty LMS Access Exception Request] via [https://help.evergreen.edu/ help.evergreen.edu].

@@ Line 1: / Line 1: @@
 {{Canvas|lead=
-'''For Faculty and Staff''' - the following FERPA guidelines regarding protections around student data and the appropriate use of Canvas are administered through collaborative monitoring by Registration and Records, the Deans Area, and Academic Technologies/OIT.
+'''For Faculty and Staff''' - The following FERPA guidelines regarding protections around student data and the appropriate use of Canvas are administered through collaborative monitoring by Registration and Records, the Deans Area, and Academic Technologies/OIT.
 |content=
@@ Line 12: / Line 12: @@
-=== Appropriate Use of Canvas Sites by Multi-term Programs ===
+=== Appropriate Use of Canvas Sites by Multi-Term Programs ===
 Canvas sites are provisioned per term.
@@ Line 25: / Line 25: @@
 * A program that runs Fall, Winter, and Spring quarters will be provisioned three Canvas sites, one for each term.
 * Enrollment, as determined via registration, may fluctuate from quarter-to-quarter, with each quarter's enrollment being specific to each term's Canvas site.
 This means
 * the Fall site needs to be used for Fall-only
 * the Winter site needs to used for Winter-only
 * the Spring site needs to used for Spring-only
 In other words - a Fall site should not be extended to use for the Winter term in lieu of using the actual Winter site provided, etc.
@@ Line 37: / Line 40: @@
 * confusion for students
 * if content is changed/deleted at a site being used for a different term, this impacts students who were rightfully registered for the original term of the site
 For any questions, please contact [https://www.evergreen.edu/offices-services/registration-and-records Registration and Records] or [https://help.evergreen.edu Academic Technologies].
@@ Line 43: / Line 47: @@
 === Appropriate Use of Canvas by Any Program or Course ===
 ==== Manually Adding Users to a Curricular Canvas Site ====
 To avoid possible FERPA mishaps, faculty do '''not''' have the ability to add users at their curricular Canvas sites. (It may appear to work, but it doesn't. See below for details.)
 Requests to have someone added to your site in any of the following Canvas roles may be submitted via [https://help.evergreen.edu help.evergreen.edu] with pertinent details (e.g. which site are they to be added to; person's name, Evergreen email; which role)
@@ Line 61: / Line 67: @@
 ===== How to Request Adding Program Assistants/TAs or Faculty to Your Canvas Site =====
 [http://helpwiki.evergreen.edu/wiki/index.php/Program_Assistants_and_TAs_in_Canvas To have a Program Assistant/TA added], or another faculty member, please submit a request to Academic Technologies via [https://help.evergreen.edu/ help.evergreen.edu].
 ===== How to Request Adding a not-yet-registered Student to Your Canvas Site =====
-If you have a student who is committed to registering for your program/course but are experiencing an issue/delay with registration, please submit an [http://helpwiki.evergreen.edu/wiki/index.php/LMS_Access_Exception_Process_for_Faculty LMS Access Exception Request] via [https://help.evergreen.edu/ help.evergreen.edu].
+If you have a student who is committed to registering for your program/course but they are experiencing an issue/delay with registration, please submit an [http://helpwiki.evergreen.edu/wiki/index.php/LMS_Access_Exception_Process_for_Faculty LMS Access Exception Request] via [https://help.evergreen.edu/ help.evergreen.edu].

@@ Line 1: / Line 1: @@
 {{Canvas|lead=
-For Faculty and Staff - the following FERPA guidelines regarding protections around student data and the appropriate use of Canvas are administered through collaborative monitoring by Registration and Records, the Deans Area, and Academic Technologies/OIT.
+'''For Faculty and Staff''' - the following FERPA guidelines regarding protections around student data and the appropriate use of Canvas are administered through collaborative monitoring by Registration and Records, the Deans Area, and Academic Technologies/OIT.
 |content=
@@ Line 13: / Line 13: @@
 === Appropriate Use of Canvas Sites by Multi-term Programs ===
-Multi-term programs are provisioned a separate Canvas site for each term of the program. (We are not able to provide single Canvas sites that span multiple terms.) For example:
-* A program that runs Fall, Winter, and Spring quarters will be provisioned three Canvas sites, one for and specific to each term.
+Canvas sites are provisioned per term.
 * Enrollment, as determined via registration, may fluctuate from quarter-to-quarter, with each quarter's enrollment being specific to each term's Canvas site.
-* '''Students in multiple term programs can be allowed to see other students in the program for the term in which they are officially registered but not for terms during which they have not been or are not registered.''' Allowing someone access to class information (rosters, student papers, etc.) in Canvas for a time period in which a they are not registered can violate students' rights to privacy by sharing protected information.
+This means
 For any questions, please contact [https://www.evergreen.edu/offices-services/registration-and-records Registration and Records] or [https://help.evergreen.edu Academic Technologies].

@@ Line 8: / Line 8: @@
 ** the faculty and students who are officially associated with the program/course as determined by the Curriculum Area and Registration
 ** anyone in the position of Dean for purposes of site review
-** IT/Acad Tech staff who have been assigned Canvas admin access to provide support
+** Academic Technologies (IT) staff who have Canvas admin access to provide technical and instructional support
 ** people who have been added manually either by faculty request, request from PaCE, or for Access Services/Accessibility purposes