Difference between revisions of "Canvas and FERPA"

Revision as of 11:00, 11 March 2025

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.

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, request from PaCE, or for Access Services/Accessibility purposes

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.
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.

For any questions, please contact Registration and Records or Academic Technologies.

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 help.evergreen.edu with pertinent details (e.g. which site are they to be added to; person's name, Evergreen email; which role)

Observer (needs read-access - ability to view most content at site, view Announcements, download files)
TA (almost same permissions as the Teacher role - program assistant, SIT, workshop facilitator)
Teacher (needs full edit access - e.g. faculty, instructor)

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.
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.

How to Request Adding Program Assistants/TAs or Faculty to Your Canvas Site

To have a Program Assistant/TA added, or another faculty member, please submit a request to Academic Technologies via 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 LMS Access Exception Request via help.evergreen.edu.

@@ Line 9: / Line 9: @@
 ** 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
+** people who have been added manually either by faculty request, request from PaCE, 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.
+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:
-For any questions, please contact [https://www.evergreen.edu/offices-services/registration-and-records Registration and Records]
+* A program that runs Fall, Winter, and Spring quarters will be provisioned three Canvas sites, one for and specific to 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.
+* '''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] or [https://help.evergreen.edu Academic Technologies].
+=== 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)
+* Observer (needs read-access - ability to view most content at site, view Announcements, download files)
+* TA (almost same permissions as the Teacher role - program assistant, SIT, workshop facilitator)
+* Teacher (needs full edit access - e.g. faculty, instructor)
+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.
+* 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.
+===== 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].