This article is for administrators who want to enroll students in Canvas. Ensuring compliance with FERPA policies is crucial which is why administrators must follow specific steps and checks before granting access.
Faculty members follow different processes and do not require the steps outlined below. They can be enrolled into courses with instructor approval.
Article Overview
1. Identify the Student
A student can be identified if they possess a horizon email within Canvas.
2. Receive Department Chair’s Approval
If someone from the Department Designee list has made the request, they are exempt from these Department Chair approval checks. Please see the list of Department Designees who have been pre-approved by their Department chairs.
For the list of Department Chairs and their respective departments, see here.
3. Confirm the Role and Permissions
Communicate with the instructor to determine the appropriate Canvas role. Ask about the specific abilities required (basic access, announcement privileges, grading permissions, content editing).
Available Canvas Roles
Student: Appears in the Gradebook, regular student access.
SA (Student Assistant): Basic student access, can send announcements, and view unpublished course content.
Grader: Can view and grade student submissions but cannot edit/add/remove course content.
TA (Teaching Assistant): Can edit/add/remove course content, send announcements, and grade/view student submissions.
4. Enroll the Student Based on Their Role
See the Canvas guide on how to add people to a course.
5.1. Receive Department Chair’s Approval
5.2. Enroll the Student
Ensure the "Can interact with users in their section only" box is checked
6.1. Receive Department Chair’s Approval
6.2. Enroll the Student
7.1. Receive Department Chair’s Approval
7.2. Check Data&FERPA Training has been Completed
Use this tool to check if the student has completed Data&FERPA training
You will need the students EmplID (9 digit number with leading zeroes). This can be retrieved within Canvas.
If the training is incomplete, inform the requester and direct them to Data&FERPA training.
7.3. Enroll the Student
By following these steps, admins can efficiently enroll students in Canvas while adhering to FERPA policies and ensuring the appropriate role and permissions are assigned.
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