Enterprise Instructional Technology Systems Compliance Procedures


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).

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Definitions

Definitions for terms used in this article
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.

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Requirements

  1. 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).
  2. 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.
  3. 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.
  4. 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.
  5. 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.
  6. 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.

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Roles and permissions details

ELMS-Canvas | Student Roles

Students roles and permissions in ELMS-Canvas
Categories Student WL-Student S2-Student No S2-Student
View announcements check mark button check mark button check mark button check mark button
View list of participants in a course check mark button check mark button check mark button check mark button
View discussions check mark button check mark button check mark button check mark button
Create discussion threads check mark button check mark button check mark button check mark button
Create Web conferences check mark button check mark button check mark button check mark button
Create student collaborations check mark button check mark button check mark button check mark button
Post to discussions check mark button check mark button check mark button check mark button
Message individual course members check mark button check mark button check mark button X
Message the entire class check mark button check mark button X X


ELMS-Canvas | Instructional Roles

Instructors roles and permissions in ELMS-Canvas
Categories Teacher Co-Instructor TA Course Manager Designer Guest Instructor Observer Grader
View all student groups ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 
View list of participants in a course ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 X 

 

 ✅

 
View discussions ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 X 

 

 ✅

 
View announcements ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 X

 

 ✅

 
Create discussion threads ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 X 

 

  X

 
View Web conferences ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 X 

 

  X

 
Create student collaborations ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 X

 

  X

 
Post to discussions ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 X

 

  X

 
Message individual course members ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 X

 

 ✅

 
Message the entire class ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 X 

 

 ✅

 
View user login IDs ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 X

 

 ✅

 
View user primary email address ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 X 

 

 ✅

 
View and link questions bank ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 X 

 

 ✅

 
Add/edit/delete course content ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 X 

 

 X 

 
Add/edit/delete groups ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 X 

 

  X

 
Add/edit/delete pages ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

  X

 

 X 

 
Add/edit/delete course files ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 X 

 

 X 

 
Add/edit/delete assignments and quizzes ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 X 

 

 X 

 
Add/edit/delete rubrics ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 X

 

 X 

 
Add/edit/delete course calendar events ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 X 

 

 X 

 
View/make comments on submissions ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 X 

 

 ✅

 
Moderate discussions ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 X 

 

X

 
Add/import/edit/delete learning outcomes ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

 X 

 

 X 

 

X 

 
View course usage reports ✅

 

 ✅

 

 ✅

 

 ✅

 

 ✅

 

  X

 

 X 

 

 X 

 
View analytics pages ✅

 

 ✅

 

 ✅

 

 ✅

 

  X

 

 X 

 

 X 

 

 ✅

 
View all grades ✅

 

 ✅

 

 ✅

 

 ✅

 

  X

 

  X

 

 X 

 

 ✅

 
Read SIS data ✅

 

 ✅

 

 ✅

 

 X 

 

  X

 

 X 

 

  X

 

 ✅

 
Edit grades ✅

 

 ✅

 

 ✅

 

 X 

 

  X

 

 X 

 

  X

 

 ✅

 
Select final grade for moderation ✅

 

 ✅

 

 X 

 

  X

 

 X 

 

 X 

 

 X 

 

 X 

 
Manage Course State ✅

 

 X 

 

 X 

 

 X 

 

 X 

 

 X 

 

 X 

 

  X

 

 

ELMS-Canvas and UMD Open Catalog | Administrative Roles

Administrative roles and permissions in ELMS-Canvas
Permissions Enterprise Executive Deputy Manager Researcher
View announcements checked checked checked checked checked
View list of participants in a course checked checked checked checked checked
View all student groups checked checked checked checked checked
View course usage reports checked checked checked checked checked
View course content checked checked checked checked checked
View and link question banks checked checked checked checked checked
View analytic pages checked checked checked checked checked
Add/import/edit learning outcomes checked checked checked checked checked
Add/edit/delete Course files checked checked checked checked checked
Add/edit/delete assignments and quizzes   checked checked checked checked checked
View courses list checked checked checked checked checked
View statistics checked checked checked checked checked
Manage storage quotas checked checked checked checked X
Act as a participant in a course checked checked checked checked Xnot checked
Blueprint courses (create/edit/associate/delete) checked checked checked checked X
Undelete courses checked checked checked checked X
View course changelogs checked checked checked checked Xnot checked
View grade changelogs checked checked checked checked X
View all grades checked checked checked checked Xnot checked
View user login IDs checked checked checked checked Xnot checked
View user primary email address checked checked checked checked Xnot checked
View quizzes submission logs checked checked checked checked X
Message individual course members checked checked checked checked X
View discussions checked checked checked checked checked
Create/post/moderate discussions   checked checked checked checked X
Add/edit/delete course content checked checked checked checked X
Add/edit/delete alerts checked checked checked checked X
Add/edit/delete groups  checked checked checked checked X
Add/edit/delete pages  checked checked checked checked X
Create Web conferences checked checked checked checked X
Create student collaborations checked checked checked checked X
Add/edit/delete rubrics checked checked checked checked checked
Add/edit/delete courses checked checked checked checked X
Add/edit/delete course calendar events checked checked checked checked X
Add/edit/delete global announcements checked checked checked X Xnot checked
Manage account settings checked checked checked X Xnot checked
Manage user login details checked checked checked X Xnot checked
Add/remove Observers checked checked X X X
Message the entire class checked checked checked X X
Enable/disable feature options  checked checked checked X X
Add/edit/delete Learning Tools Interoperability (LTI)  checked checked checked X Xnot checked
Read SIS Data checked checked checked X X
Manage Catalog checked checked X X Xnot checked
Add/remove Teachers, Designers, and TAs checked checked X X X
Select final grade for moderation checked checked X X Xnot checked
Add/delete course sections  checked checked Xnot checked Xnot checked Xnot checked
Manage webhooks checked Xnot checked Xnot checked Xnot checked Xnot checked
Manage permissions checked Xnot checked Xnot checked Xnot checked Xnot checked
Manage developer keys checked Xnot checked Xnot checked Xnot checked Xnot checked
Manage SIS data checked Xnot checked Xnot checked Xnot checked Xnot checked
Import SIS data checked Xnot checked Xnot checked Xnot checked Xnot checked
Add/remove administrators checked Xnot checked Xnot checked Xnot checked Xnot checked
Generate observer pairing codes for students checked checked Xnot checked Xnot checked Xnot checked
View grades audit trail checked Xnot checked Xnot checked Xnot checked Xnot checked
Edit grades checked checked Xnot checked Xnot checked Xnot checked
Add students to courses checked Xnot checked Xnot checked Xnot checked Xnot checked
Add/remove students from courses checked X X X X

 


Administrative roles and permissions in ELMS-Canvas for Open Learning Administrators
Permissions Executive
Add/edit/delete alerts checked
View analytics pages checked
View announcements checked
Message the entire class checked
Message individual course members checked
Add/edit/delete course calendar events checked
Add/edit/delete course content checked
View course content checked
Undelete courses checked
View course changelogs checked
View grade changelogs checked
View courses lists checked
View course usage reports checked
View discussions checked
Create/post/moderate discussions   checked
Edit grades checked
Select final grade for moderation checked
View all grades checked
View all student groups checked
Add/edit/delete Learning Tools Interoperability (LTI)  checked
Add/import/edit/delete learning outcomes checked
Add/edit/delete assignments and quizzes  checked
Add/delete course sections checked
Add/edit/delete courses checked
Add/edit/delete groups  checked
 Add/edit/delete pages checked
View and link question banks checked
View quizzes submission logs checked
Add/edit/delete rubrics checked
View statistics checked
Manage storage quota checked
Create student collaborations checked
Add/remove Observers checked
Add/remove Teachers, Designers, and TAs checked
Generate observer pairing codes for students checked
View list of participants in a course checked
View user login IDs checked
View user primary email address checked
Create Web conferences checked
Blueprint courses (create/edit/associate/delete) checked
Add/edit/delete global announcements checked
Enable/disable feature options checked
Read SIS Data checked
Manage Catalog checked

 

ELMS Management Tool - EMT | Administrative Roles

Roles available in specific EMT tools.
Category 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

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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

Campus office and their responsibilities for review procedure
Office Responsibilities
Division of Information Technology
  •  Provide oversight and management access to enterprise instructional technology systems at the institutional level.
  • Manages the approval process and integrates all third-party tools with ELMS-Canvas.
  • Provides support and training as required and requested.
  • Takes and resolves complaints about these procedures.
  • Periodically initiates a review and approves the necessary revisions of these procedures.
Office of the Registrar
  • Approves administrative roles and permissions for credit-bearing courses.
  • Reviews role and permissions exception requests for credit-bearing courses.
ELMS Data Steward/Manager
  • Approves administrative roles and permissions for non-credit-bearing courses.
  • Reviews and approves exception requests for administrative access for non-credit-bearing courses.
  • Collects, maintains, defines, disseminates and manages data related to ELMS-Canvas.
ELMS, EMT, and UMD Open Catalog DIT Administrator
  • Grants access to users.
  • Annually audits access at the designated account levels.

 

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Resources

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Help

Contact Division of Information Technology about these procedures, complaints, training or technical assistance, and request for exceptions.

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History

Issued / Approved by the IT Council and the ELMS/CANVAS Data Steward on 06/27/2019.

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