Enterprise Instructional Technology Systems Compliance Procedures


In this article

Purpose

The University of Maryland (UMD) offers different enterprise-wide instructional technology systems to support instructors in their fulfillment of UMD'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 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 Learning.
  3. ELMS Management Tool (EMT).
  4. Third-party tools integrated into ELMS-Canvas.
  5. ELMS Enterprise Analytics (ELMS-EA).

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Definitions

Definitions for terms used in this article
Term Definition
ELMS-Canvas 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 Learning UMD’s learning management platform for delivery of non-credit instruction to both UMD and non-UMD users.
ELMS-EA The institutional ELMS-Canvas enterprise analytics platform used by instructors and staff to access and analyze Canvas usage data.
ELMS-Canvas Organization Space Non-term-based ELMS-Canvas course space for delivery of non-credit materials to UMD users.
Panopto This tool is accessed via ELMS-Canvas or from the stand-alone application, allows instructors to capture audio and/or video recordings of lectures within classrooms or from their personal computers.
Third-Party Tool

Software and applications integrated with ELMS-Canvas.

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 user data for which they have an assigned role (for example, 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-Canvas 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-Canvas 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 DIT.
  4. Upon a specific request, individuals may be granted access to course information and 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 and applications with any instructional technology system must be reviewed for FERPA, IT security and accessibility compliance and approved by the ELMS-Canvas data steward/manager. Integrations are implemented and managed by designated staff in DIT.
  6. ELMS-Canvas information requires active management of risks, vulnerabilities and threats. Information stored on Canvas is classified as Moderate (Level 2) by the University of Maryland's Data Classification Standard. Unauthorized access, use, disclosure, or loss is likely to have adverse effects for individuals, groups, or the University, but will not have a significant impact on the University. These adverse effects could include but are not limited to social, psychological, reputational, financial, or legal harm. 

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Roles and permissions details

ELMS-Canvas student roles

Students roles and permissions in ELMS-Canvas

Permissions

Student WL-Student S2-Student No S2-Student
View announcements checked checked checked checked
View list of participants in a course checked checked checked checked
View discussions checked checked checked checked
Create discussion threads checked checked checked checked
Create web conferences checked checked checked checked
Create student collaborations checked checked checked checked
Post to discussions checked checked checked checked
Message individual course members checked checked checked not checked
Message the entire class checked checked not checked not checked

ELMS-Canvas instructional roles

Instructors roles and permissions in ELMS-Canvas

Permissions

Teacher Co-Instructor TA Course Manager Designer Guest Instructor Observer Grader
View all student groups checked checked checked checked checked checked checked checked
Learning Tools Interoperability LTI - add checked checked checked checked checked checked

Learning Tools Interoperability LTI - delete checked checked checked checked checked checked

Learning Tools Interoperability LTI - edit checked checked checked checked checked checked

View list of participants in a course checked checked checked checked checked checked not checked checked
View announcements checked checked checked checked checked checked checked checked
View web conferences checked checked checked checked checked checked not checked not checked
Create student collaborations checked checked checked checked checked checked not checked not checked
Message individual course members checked checked checked checked checked checked not checked checked
Message the entire class checked checked checked checked checked checked not checked checked
View user login IDs checked checked checked checked
checked not checked checked
View user primary email address checked checked checked checked checked checked not checked checked
View and link questions bank checked checked checked checked checked checked not checked checked
Add/edit/delete course content checked checked checked checked checked checked not checked not checked
Groups - add checked checked checked checked checked checked not checked not checked
Groups - delete checked checked checked checked checked checked not checked not checked
Groups - manage checked checked checked checked checked checked not checked not checked
Create pages checked checked checked checked checked checked not checked not checked
Delete pages checked checked checked checked checked checked not checked not checked
Update pages  checked checked checked checked checked checked not checked not checked
Course files - add checked checked checked checked checked checked not checked not checked
Course files - delete checked checked checked checked checked checked

Course files - edit checked checked checked checked checked checked

Assignments and Quizzes - add checked checked checked checked checked checked not checked not checked
Assignments and Quizzes - delete checked checked checked checked checked checked

Assignments and Quizzes - edit checked checked checked checked checked checked

Add/edit/delete rubrics checked checked checked checked checked checked not checked not checked
Add/edit/delete course calendar events checked checked checked checked checked checked not checked not checked
View/make comments on submissions checked checked checked checked checked checked not checked checked
Discussions - create checked checked checked checked checked checked

Discussions - moderate checked checked checked checked checked checked

Discussions - post checked checked checked checked checked checked

Discussions - view checked checked checked checked checked checked not checked checked
Add/import/edit/delete learning outcomes checked checked checked checked checked not checked not checked not checked
Change course visibility checked checked checked checked checked checked
checked
View course usage reports checked checked checked checked checked
not checked not checked
View analytics pages checked checked checked checked not checked not checked not checked checked
View all grades checked checked checked checked not checked not checked not checked checked
Read SIS data checked checked checked not checked not checked not checked not checked checked
Edit grades checked checked checked not checked not checked not checked not checked checked
Select final grade for moderation checked checked checked not checked not checked not checked not checked not checked
Courses - conclude checked

   checked



Courses - publish checked

   checked



Courses - reset checked

   checked



ELMS-Canvas and UMD Open Learning 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
Item Banks - manage account checked checked checked checked
View course usage reports checked checked checked checked checked
View course content checked checked checked checked checked
Courses - change visibility 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
Outcome proficiency calculations  checked checked checked checked checked
Outcome mastery scales  checked checked checked checked checked
Course files - add checked checked checked checked checked
Course files - delete checked checked checked checked checked
Course files - edit checked checked checked checked checked
Assignments and Quizzes - add checked checked checked checked checked
Assignments and Quizzes - delete checked checked checked checked checked
Assignments and Quizzes - edit 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 not checked
Act as a participant in a course checked checked checked checked not checked
Blueprint courses (add/edit/associate/delete) checked checked checked checked not checked
Undelete courses checked


not checked
View course changelogs checked checked checked checked not checked
View grade changelogs checked checked checked checked not checked
View all grades checked checked checked checked not checked
View user login IDs checked
checked checked not checked
View user primary email address checked
checked checked not checked
View quizzes submission logs checked checked checked checked not checked
Message individual course members checked checked checked checked not checked
Discussions - create checked checked checked checked not checked
Discussions - moderate checked checked checked checked
Discussions - post checked checked checked checked
Discussions - view checked checked checked checked checked
Add/edit/delete course content checked checked checked checked not checked
Add/edit/delete alerts checked checked checked checked not checked
Groups - add checked checked checked checked not checked
Groups - delete checked checked checked checked not checked
Groups - manage checked checked checked checked not checked
Create pages checked checked checked checked not checked
Delete pages checked checked checked checked
Update pages checked checked checked checked
Create web conferences checked checked checked checked not checked
Create student collaborations checked checked checked checked not checked
Add/edit/delete rubrics checked checked checked checked checked
Courses - add checked checked checked checked
Courses - conclude checked checked checked checked not checked
Courses - delete checked


not checked
Courses - publish checked checked checked checked not checked
Courses - reset checked checked checked checked
Courses - manage / update checked checked checked checked
Course Templates - create checked checked checked checked
Course Templates - delete checked checked checked checked
Course Templates - edit checked checked checked checked
Add/edit/delete course calendar events checked checked checked checked not checked
Add/edit/delete global announcements checked
checked not checked not checked
Manage account settings checked checked checked not checked not checked
Manage user login details checked checked checked not checked not checked
Users - manage observers checked checked checked

Message the entire class checked checked checked not checked not checked
Feature Previews - enable / disable checked
checked not checked not checked
Feature Previews - view checked
checked

Learning Tools Interoperability LTI - add checked checked checked not checked not checked
Learning Tools Interoperability LTI - delete checked checked checked

Learning Tools Interoperability LTI - edit checked checked checked

Read SIS Data checked
checked not checked not checked
Add Observers to courses checked checked
not checked not checked
Remove Observers from courses checked checked


Manage Catalog checked
not checked not checked not checked
Add Teachers to courses checked checked not checked not checked not checked
Remove Teachers from courses checked checked


Add Designers to courses checked checked


Remove Designers from courses checked checked


Add TAs to courses checked checked


Remove TAs from courses  checked checked


Select final grade for moderation checked checked not checked not checked not checked
Course sections - add checked checked not checked not checked not checked
Course sections - delete checked checked


Course sections - edit checked checked


Manage webhooks checked not checked not checked not checked not checked
Manage permissions checked not checked not checked not checked not checked
Manage developer keys checked not checked not checked not checked not checked
Manage SIS data checked not checked not checked not checked not checked
Import SIS data checked not checked not checked not checked not checked
Add/remove administrators checked not checked not checked not checked not checked
Generate observer pairing codes for students checked checked not checked not checked not checked
View grades audit trail checked not checked not checked not checked not checked
Edit grades checked checked not checked not checked not checked
Add students to courses checked not checked not checked not checked not checked
Remove students from courses checked



Users - manage students in courses checked



Users - moderate content checked
checked checked
Users - allow administrative actions in courses checked checked



Administrative roles and permissions in ELMS-Canvas for Open Learning

Permissions

Executive
Add/edit/delete alerts checked
View analytics pages checked
View announcements checked
Conversations - send messages to entire class checked
Conversations - send messages to individual course members checked
Add/edit/delete course calendar events checked
Add/edit/delete course content checked
View course content checked
Change course visibility checked
Undelete courses checked
View course change logs checked
View courses lists checked
View course usage reports checked
Discussions - create checked
Discussions - moderate checked
Discussions - post checked
Discussions - view checked
Edit grades checked
Select final grade for moderation checked
View all grades checked
Grades - view change logs checked
View all student groups checked
Item Banks - manage account checked
Learning Tools Interoperability LTI - add checked
Learning Tools Interoperability LTI - delete checked
Learning Tools Interoperability LTI - edit checked
Add/import/edit/delete learning outcomes checked
Assignments and Quizzes - add checked
Assignments and Quizzes - delete checked
Assignments and Quizzes - edit checked
Course files - add checked
Course files - delete checked
Course files - edit checked
Course Sections - add checked
Course Sections - delete checked
Course Sections - edit checked
Course Templates - create checked
Course Templates - delete checked
Course Templates - edit checked
Courses - add checked
Courses - manage checked
Courses - conclude checked
Courses - delete checked
Courses - publish checked
Courses - reset checked
Groups - add checked
Groups - delete checked
Groups - manage checked
 Create Pages checked
 Delete Pages checked
 Update Pages checked
Outcome mastery scales  checked
Outcome proficiency calculations  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 Designers to courses checked
Remove Designers from courses checked
Add Observers to courses checked
Remove Observers from courses checked
Add TAs to courses
checked
Remove TAs from courses
checked
Add Teachers to courses
checked
Remove Teachers from courses
checked
Users - allow administrative actions in courses checked
Generate observer pairing codes for students checked
Users - manage students in courses checked
View list of participants in a course checked
View user login IDs checked
View user primary email address checked
Web Conference - Create checked

ELMS Management Tool - EMT administrative roles

This section is intended to clarify EMT administrative roles available in specific EMT tools.

Roles available in specific EMT tools.

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

Panopto administrative roles

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Procedures

Exceptions

Requests for exceptions to these procedures should be directed to DIT which will coordinate the response to the exception with the Office of the Registrar and the ELMS-Canvas data steward/manager or both.

Review

The designated officer in DIT will initiate a review and necessary revisions of these procedures at least once every three years. The review process will include designated individuals from DIT 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-Canvas 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-Canvas, EMT, Panopto, and UMD Open Learning 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 (DIT) 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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