Accessing Curricular Canvas Courses

ECU limits access to a curricular course in Canvas to faculty and students registered to teach or take a course. Only the Instructor of Record may grant course access to ECU faculty, staff or external guests. The Banner system controls the student enrollments for curricular courses.

There will be occasions when faculty need to enroll additional course members to their course for the purposes of activities such as peer review, accreditation, sharing course content, or to host a guest speaker. The faculty member or an ITCS Canvas Administrator must add any additional course members, in order to ensure appropriate approvals and documentation are received. When faculty or ITCS Canvas Administrators add additional participants to a course, they must select the appropriate course role and ensure compliance with the provisions of FERPA.

If faculty need to invite a course member external to ECU, they must submit a Canvas Support ticket to via the Help Desk. Faculty can learn more about this process in the ITCS Service Catalog. Access to and use of Canvas is subject to the Academic Computer Use Policy and the Student Conduct Process. Per these policies, accessing individual faculty member’s computers to enforce university policies requires specific approval of the chancellor.

Only certain course roles contain privileges to view gradebook, student work or interactions protected by FERPA. According to FERPA, any information that is not considered Directory Information may not be disclosed to anyone except the student without prior written consent. For details about Directory Information, visit the Office of the Registrar’s FERPA page. There are exceptions to this rule. Institutions may release information from student records (that is not considered Directory Information) without prior consent to school officials with legitimate educational interest (e.g. one faculty member to another) and to Federal, State, and local authorities involving an audit or evaluation of compliance with educational programs (e.g. NCAA).

Below is a list of the most typical scenarios and recommendations for course roles, along with a brief description of the privileges assigned to each role. This list does not include technical support roles. Modifications of these role permissions and additional roles can be made on a case-by-case basis with the approval of the Registrar.

Course Roles

Role Purpose/Time Frame Permissions Process
Instructor

The person teaching or facilitating the class.

Time frame: Indefinite

Has access to all areas in the course. Instructor can add and remove guests from the course.

Banner controls student enrollments.

Instructor of Record is assigned in Canvas through the Banner Enrollment feeds.

 

Student

This course role is assigned to students enrolled in a class.

Time frame: Course Duration

Has access to grade book, course content, and assessments.

Please Note: An enrolled student in a course should never be elevated to a TA because of the additional privileges that role provides within the course.

Students are enrolled in a Canvas class through the Banner Enrollment feeds.
Chair Indefinite

This course role can be made available to a Department Chair for business purposes. Business purpose includes but is not limited to absence of instructor, grading, accreditation, and teaching review. Business purpose does not include access for an investigation into misconduct or to enforce policy which requires Chancellor approval.

Submit a Canvas Help Request

Documentation the faculty was informed should be retained by the Chair or administrator who accessed the course.

Course Reviewer

Course visitors who need access to course content, interactive tools, assessments, and users.

Time frame: May be assigned indefinitely or on time-limited basis. Time frame for access should be stated upon request. If requested access is time-limited, requestor must request extension. Otherwise, faculty may remove access once time frame has expired.

Has access to course content, tests, assignments, discussion forums, groups, and users.  Course Reviewer cannot edit or delete content and does not have access to the Grade Center. Submit a Canvas Help Request.
Content Reviewer

Course visitors who need access to course content, interactive tools, assessments, and users.

Time frame: May be assigned indefinitely or on time-limited basis. Time frame for access should be stated upon request. If requested access is time-limited, requestor must request extension. Otherwise, faculty may remove access once time frame has expired.

Has access to course content. A Content Reviewer cannot edit or delete content, view users, or access the Grade Center. Submit a Canvas Help Request.
Course or Content Reviewer

Reviewers for different levels of course review, for example, Peer Review.

Time frame: May be assigned indefinitely or on time-limited basis. Time frame for access should be stated upon request. If requested access is time-limited, requestor must request extension. Otherwise, faculty may remove access once time frame has expired.

See the Course Review and Content Reviewer sections.

Submit a Canvas Help Request.
Observer

Instructor can make specific areas within a course accessible to the Guest role(s).

Time frame: May be assigned indefinitely or on a time-limited basis. Decisions on time frame are left to instructor of record.

Users with the role of Observer have no access to the gradebook, or any content area that contains gradable items.

Instructor assigns if user is ECU Canvas user.

If  not an ECU Canvas user, submit a Canvas Help Request.

Teaching Assistant

To assist Instructor with developing, teaching or facilitating the class.

Time frame: May be assigned indefinitely or on a time-limited basis. Decisions on time frame are left to instructor of record.

Teaching Assistant has the same privileges as Instructor, except they cannot add or remove users from the course or elevate another user’s role.

Instructor assigns if user is ECU Canvas user.

If  not an ECU Canvas user, submit a Canvas Help Request.

Course Builder

A research assistant, instructional designer or an assistant with limited responsibilities.

Time frame: May be assigned indefinitely or on a time-limited basis. Decisions on time frame are left to instructor of record.

Has access to most areas of the course. The Course Builder role does not have access to the gradebook.

Instructor assigns if user is ECU Canvas user.

If  not an ECU Canvas user, submit a Canvas Help Request.

Guest Lecturer (non-ECU)

Class participants who are external to ECU.

Time frame: May be assigned indefinitely or on a time-limited basis. Decisions on time frame are left to instructor of record.

Has no access to the gradebook or any content area that has a gradable item. Submit a Canvas Help Request.
Learning Assistant

Learning Assistants help with interactive learning in the classroom.

Time frame: May be assigned indefinitely or on a time-limited basis. Decisions on time frame are left to instructor of record.

Has access to course content and discussions. Learning Assistants do not have access to the gradebook.

Instructor assigns if user is ECU Canvas user.

If  not an ECU Canvas user, submit a Canvas Help Request.

Special Considerations for Course Content Access

Course content developed by a faculty member can in most cases be made available to others for use in teaching a course.  For example, Faculty A develops a course while working at ECU and in the future Faculty B is assigned to teach the course.  In this example, the course content can be made available to Faculty B.

In this scenario, the faculty member who created the course should be asked to share the content or make the content of the course available.  ITCS Canvas Administrators can be contacted by the faculty member to assist with making the content available should assistance be required.

In the event the currently employed faculty member is not available or does not make the content available in the required time frame, the chair of the department is considered the custodian of this data and should put in a Canvas Help Request via the ITCS Help Desk to make the request for access to the course content. 

If the faculty member is no longer an employee, the chair of the department is considered the custodian of this data and should put in a Canvas Help Request via the ITCS Help Desk to make the request for access to the course content. 

As a condition of employment, EHRA Employees shall be deemed to have granted the University a perpetual, non-exclusive, non-transferrable, royalty-free license to use Traditional or Non-Directed Works and Sponsored or Externally Contracted Works owned by them for the University’s own education or research use, unless such license will impede scholarly publication or similar activities, or violate provision of a contract between the EHRA employee and a third-party. Any questions regarding usage should be directed to ECU's Copyright Officer and to the Copyright Regulation.

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Details

Article ID: 67578
Created
Wed 10/21/20 10:28 AM
Modified
Fri 9/3/21 9:55 AM