Table of contents
Purpose
The University of Maryland offers different enterprise-wide instructional technology systems to support instructors in their fulfillment of the University of Maryland's teaching mission. These systems are managed by the Division of Information Technology (DIT) and used to create, manage, and deliver course content, communicate with students, monitor participation, analyze data, and assess students' academic performance. This document sets forth procedures to enable and/or restrict administrative, instructional, and student role-based access in compliance with the USM IT Security Standards, UMD Policy on Acceptable Use of Information Technology Resources, and applicable state and federal regulations. These procedures specifically apply to (1) Enterprise Learning Management System (ELMS) - Canvas, (2) UMD Open Catalog, (3) ELMS Management Tool (EMT), (4) third-party tools integrated into ELMS-Canvas, and (6) ELMS Enterprise Analytics (ELMS-EA).
Definitions
| Term | Definition |
|---|---|
| ELMS | UMD's enterprise learning management system (Canvas, since 2012) for delivery of credit-bearing and non-credit instruction materials to UMD users. |
| EMT | The ELMS Management Tool is used by instructors and staff to manage functionalities within ELMS and to integrate with other UMD administrative systems. |
| UMD Open Catalog | UMD's learning management platform for delivery of non-credit instruction to both UMD and non-UMD users. |
| ELMS-EA | The institutional ELMS enterprise analytics platform used by instructors and staff to access and analyze Canvas usage data. |
| ELMS Organization Space | Non-term-based ELMS course space for delivery of non-credit materials to UMD users. |
| Third Party Tool |
Software/application integrated with ELMS. |
| SIS | The UMD student information system. |
Requirements
- Students, staff, and faculty can authenticate into enterprise instructional technology systems using UMD credentials to access course information and/or user data for which they have an assigned role (student, instructional or administrative).
- For credit-bearing courses, all roles and permission levels are determined and approved by the UMD Office of the Registrar and the UMD ELMS data steward. Instructors and students are automatically enrolled based on the Student Information System (SIS) data. For non-credit-bearing courses, all roles and permission levels are determined and approved by the UMD ELMS data steward/manager.
- All courses, associated content, and data will be identified and deleted five years after the end of the academic year (June of each year). These will be identified and deleted by a system administrator in the Division of Information Technology.
- Upon a specific request, individuals may be granted g access to course information and/or user data. Although administrative roles do not expire, they are periodically audited and may be altered based on an individual's employment status.
- Adoption and integration of any third party software/application with any instructional technology system must be reviewed for FERPA, IT security, and accessibility compliance and approved by the ELMS data steward/manager. Integrations are implemented and managed by designated staff in the Division of Information Technology.
- ELMS-Canvas information requires active management of risks, vulnerabilities, and threats. Information stored on Canvas is classified as Category 3 (Elevated) by the University of Maryland's Data Classification Standards. The information is to be kept confidential as a matter of law, regulation or contractual obligation. The loss of confidentiality, integrity or availability of information could result in civil penalties and damages and/or have a significant adverse impact on UMD's mission, safety, finances or reputation. In the event of a breach of confidentiality, the university is required to notify individuals as prescribed in applicable laws and regulations.
Roles and permissions details
ELMS-Canvas | Student Roles
- Student - Students who are officially registered in a course section and is identified in the roster.
- WL-Student - Top five students who are waiting (waitlisted) to become officially registered in a course section until the end of the schedule adjustment period.
- S2-Student - Students who are officially registered in a course section. However, the instructor may choose to manage course permissions in EMT to only allow students to communicate individually with another student within a course.
- No S2- Student - Students who are officially registered in a course section. However, Instructor may choose to manage permissions in EMT to entirely restrict communication between students within a course.
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Student | WL-Student | S2-Student | No S2-Student |
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| View announcements |  |
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| View list of participants in a course | |
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| View discussions | |
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| Create discussion threads | |
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| Create Web conferences | |
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| Create student collaborations | |
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| Post to discussions | |
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| Message individual course members | |
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| Message the entire class | |
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ELMS-Canvas | Instructional Roles
- Teacher - Instructor of record as designated in SIS.
- Co-Instructor - Additional course instructor(s) as designated in SIS.
- TA - Teaching assistant as designated in SIS.
- Course Manager - Can oversee course content and monitor student progress.
- Designer - Staff responsible for building ELMS course content as designated by a course's Teacher.
- Guest Instructor - Temporary assignment to support course instruction.
- Observer - Can access course content but no student information.
- Grader - Can grade and enter scores in the grade book but does not have the ability to manage course content.
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Teacher | Co-Instructor | TA | Course Manager | Designer | Guest Instructor | Observer | Grader |
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| View all student groups | ✅
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| View list of participants in a course | ✅
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| View discussions | ✅
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| View announcements | ✅
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| Create discussion threads | ✅
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| View Web conferences | ✅
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| Create student collaborations | ✅
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| Post to discussions | ✅
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| Message individual course members | ✅
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| Message the entire class | ✅
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| View user login IDs | ✅
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| View user primary email address | ✅
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| View and link questions bank | ✅
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| Add/edit/delete course content | ✅
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| Add/edit/delete groups | ✅
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| Add/edit/delete pages | ✅
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| Add/edit/delete course files | ✅
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| Add/edit/delete assignments and quizzes | ✅
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| Add/edit/delete rubrics | ✅
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| Add/edit/delete course calendar events | ✅
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| View/make comments on submissions | ✅
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| Moderate discussions | ✅
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| Add/import/edit/delete learning outcomes | ✅
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| View course usage reports | ✅
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| View analytics pages | ✅
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| View all grades | ✅
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| Read SIS data | ✅
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| Edit grades | ✅
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| Select final grade for moderation | ✅
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| Manage Course State | ✅
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ELMS-Canvas and UMD Open Catalog | Administrative Roles
- Enterprise - Designated to configure settings and monitor activity in ELMS-Canvas at the institution level.
- Executive - Designated to manage settings of UMD Open Catalog at the unit level.
- Deputy - Designated to manage settings and monitor activity in ELMS-Canvas at unit sub-account level.
- Manager - Designated to support faculty with the use of ELMS-Canvas at the course level.
- Researcher - Designated to perform analysis of instructional activities and outcome data at the course level.
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Permissions |
Enterprise | Executive | Deputy | Manager | Researcher |
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| View announcements |  |
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| View list of participants in a course | |
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| View all student groups | |
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| View course usage reports | |
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| View course content | |
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| View and link question banks | |
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| View analytic pages | |
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| Add/import/edit learning outcomes | |
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| Add/edit/delete Course files | |
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| Add/edit/delete assignments and quizzes | |
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| View courses list | |
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| View statistics | |
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| Manage storage quotas | |
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| Act as a participant in a course | |
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| Blueprint courses (create/edit/associate/delete) | |
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| Undelete courses | |
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| View course changelogs | |
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| View grade changelogs | |
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| View all grades | |
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| View user login IDs | |
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| View user primary email address | |
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| View quizzes submission logs | |
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| Message individual course members | |
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| View discussions | |
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| Create/post/moderate discussions | |
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| Add/edit/delete course content | |
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| Add/edit/delete alerts | |
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| Add/edit/delete groups | |
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| Add/edit/delete pages | |
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| Create Web conferences | |
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| Create student collaborations | |
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| Add/edit/delete rubrics | |
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| Add/edit/delete courses | |
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| Add/edit/delete course calendar events | |
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| Add/edit/delete global announcements | |
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| Manage account settings | |
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| Manage user login details | |
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| Add/remove Observers | |
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| Message the entire class | |
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| Enable/disable feature options | |
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| Add/edit/delete Learning Tools Interoperability (LTI) | |
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| Read SIS Data | |
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| Manage Catalog | |
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| Add/remove Teachers, Designers, and TAs | |
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| Select final grade for moderation | |
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| Add/delete course sections | |
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| Manage webhooks | |
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| Manage permissions | |
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| Manage developer keys | |
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| Manage SIS data | |
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| Import SIS data | |
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| Add/remove administrators | |
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| Generate observer pairing codes for students | |
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| View grades audit trail | |
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| Edit grades | |
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| Add students to courses | |
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| Add/remove students from courses | |
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Permissions |
Executive |
|---|---|
| Add/edit/delete alerts | |
| View analytics pages | |
| View announcements | |
| Message the entire class | |
| Message individual course members | |
| Add/edit/delete course calendar events | |
| Add/edit/delete course content | |
| View course content | |
| Undelete courses | |
| View course changelogs | |
| View grade changelogs | |
| View courses lists | |
| View course usage reports | |
| View discussions | |
| Create/post/moderate discussions | |
| Edit grades | |
| Select final grade for moderation | |
| View all grades | |
| View all student groups | |
| Add/edit/delete Learning Tools Interoperability (LTI) | |
| Add/import/edit/delete learning outcomes | |
| Add/edit/delete assignments and quizzes | |
| Add/delete course sections | |
| Add/edit/delete courses | |
| Add/edit/delete groups | |
| Add/edit/delete pages | |
| View and link question banks | |
| View quizzes submission logs | |
| Add/edit/delete rubrics | |
| View statistics | |
| Manage storage quota | |
| Create student collaborations | |
| Add/remove Observers | |
| Add/remove Teachers, Designers, and TAs | |
| Generate observer pairing codes for students | |
| View list of participants in a course | |
| View user login IDs | |
| View user primary email address | |
| Create Web conferences | |
| Blueprint courses (create/edit/associate/delete) | |
| Add/edit/delete global announcements | |
| Enable/disable feature options | |
| Read SIS Data | |
| Manage Catalog | |
ELMS Management Tool - EMT | Administrative Roles
- Enterprise - Designated to configure EMT settings at the institution level.
- Manager - Designated for DIT staff to support users with the use of ELMS-Canvas at the institution level.
- Deputy - Designated to support users with ELMS-Canvas at the college/department level
- Support - Designated to support users with the use of ELMS-Canvas at the course level.
| Manager | Deputy | Support | |
|---|---|---|---|
| Combine Sections and Courses | Yes | Yes | No |
| Create Single Section Courses | Yes | Yes | No |
| Submit Grades | Yes | Yes | No |
| Manage Enrollments | Yes | Yes* | Yes |
| Manage Students | Yes | Yes | Yes |
| Coursemail | Yes | Yes | No |
| Create Organizations | Yes | Yes | Yes |
| Manage Organizations | Yes | Yes | Yes |
| Create Custom ELMS Spaces | Yes | Yes | No |
| Lookup Course Info | Yes | Yes | Yes |
| Lookup User Info | Yes | Yes | Yes |
| ELMS Reports | Yes | Yes | No |
| Manage Change Requests | Yes | Yes | No |
| View Admins | Yes | No | No |
| PI Bug | Yes | No | No |
| Canvas EDT | Yes | No | No |
| Publish/Manage Course Syllabus | Yes | Yes | No |
| View Syllabus Admins | Yes | Yes | No |
| Manage Sub Accounts | Yes | Yes | No |
| Manage Course Syllabus | Yes | Yes | No |
| Manage Students, Non-Term Based Courses | Yes | Yes | Yes |
*Roles limited to instructional colleague, guest instructor, observer, designer.
ELMS-EA Tool | In development
- The platform is still in development and roles and permissions are to be determined.
Procedures
Exceptions
Requests for exceptions to these procedures should be directed to the Division of Information Technology which will coordinate the response to the exception with the Office of the Registrar and/or the ELMS-Canvas data steward/manager.
Review
The designated officer in the Division of Information Technology will initiate a review and necessary revisions of these procedures at least once every three years. The review process will include designated individuals from the Division of Information Technology and the Office of the Provost.
Responsibilities
| Office | Responsibilities |
|---|---|
| Division of Information Technology |
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| Office of the Registrar |
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| ELMS Data Steward/Manager |
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| ELMS, EMT, and UMD Open Catalog DIT Administrator |
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Resources
- UMD Data Stewardship Overview.
- UMD Policy on Acceptable Use of Information Technology Resources.
- UMD Student Privacy (FERPA explained).
- UMD FERPA Training.
Help
Contact Division of Information Technology about these procedures, complaints, training or technical assistance, and request for exceptions.
History
Issued / Approved by the IT Council and the ELMS/CANVAS Data Steward on 06/27/2019.