Compliance Procedures: Enterprise Instructional Technology Systems


In this article

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.
  5. ELMS Enterprise Analytics (ELMS-EA).

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Definitions

Definitions for abbreviations and 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-Canvas 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-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.
Third Party Tool Software/application integrated with ELMS-Canvas.
SIS The UMD student information system.


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Requirements

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Roles and permissions details

ELMS-Canvas | Student roles


Breakdown of student permissions in ELMS-Canvas by role.

Student WL-Student S2-Student No S2-Student
View Announcements
View list of participants in a course
View discussions
Create discussion threads
Create Web conferences
Create student collaborations
Post to discussions
Message individual course members Not permitted.
Message the entire class Not permitted. Not permitted.

ELMS-Canvas | Instructional roles

Breakdown of instructional permissions in ELMS-Canvas by role.

Teacher Co-Instructor TA Course Manager Designer Guest Instructor Observer Grader
View all student groups
View list of participants in a course Not permitted.
View discussions Not permitted.
View announcements Not permitted.
Create discussion threads Not permitted. Not permitted.
Create Web conferences Not permitted. Not permitted.
Create student collaborations Not permitted. Not permitted.
Post to discussions Not permitted. Not permitted.
Message individual course members Not permitted.
Message the entire class Not permitted.
View user login IDs Not permitted.
View user primary email address Not permitted.
View and link questions bank Not permitted.
Add/edit/delete course content Not permitted. Not permitted.
Add/edit/delete groups Not permitted. Not permitted.
Add/edit/delete pages Not permitted. Not permitted.
Add/edit/delete course files Not permitted. Not permitted.
Add/edit/delete assignments and quizzes Not permitted. Not permitted.
Add/edit/delete rubrics Not permitted. Not permitted.
Add/edit/delete course calendar events Not permitted. Not permitted.
View/make comments on submissions Not permitted.
Moderate discussions Not permitted. Not permitted.
Add/import/edit/delete learning outcomes Not permitted. Not permitted. Not permitted.
View courses usage reports Not permitted. Not permitted. Not permitted.
View analytics pages Not permitted. Not permitted. Not permitted.
View all grades Not permitted. Not permitted. Not permitted.
Read SIS data Not permitted. Not permitted. Not permitted. Not permitted.
Edit grades Not permitted. Not permitted. Not permitted. Not permitted.
Select final grade for moderation Not permitted. Not permitted. Not permitted. Not permitted. Not permitted. Not permitted.
Select final grade for moderation Not permitted. Not permitted. Not permitted. Not permitted. Not permitted. Not permitted. Not permitted.

ELMS-Canvas and UMD Open Catalog | Administrative roles

Breakdown of administrative permissions in ELMS-Canvas and UMD Open Catalog by role.

Enterprise Executive Deputy Manager Researcher
View announcements
View list of participants in a course
View discussions
View all student groups
View course usage reports
View course content
View and link question banks
View analytic pages
Add/import/edit/delete learning outcomes
Add/edit/delete course files
Add/edit/delete assignments and quizzes
View courses list
View statistics
Manage storage quotas Not permitted.
Act as a participant in a course Not permitted.
Blueprint courses (create/edit/associate/delete) Not permitted.
Add/edit/delete courses Not permitted.
Undelete courses Not permitted.
View course changelogs Not permitted.
View grades changelogs Not permitted.
View all grades Not permitted.
View user login IDs Not permitted.
View user primary email address Not permitted.
View quizzes submission logs Not permitted.
Message individual course members Not permitted.
Create/post/moderate discussions Not permitted.
Add/edit/delete course content Not permitted.
Add/edit/delete alerts Not permitted.
Add/edit/delete groups Not permitted.
Add/edit/delete pages Not permitted.
Create Web conferences Not permitted.
Create student collaborations Not permitted.
Add/edit/delete rubrics Not permitted.
Manage course state Not permitted.
Add/edit/delete course calendar events Not permitted.
Add/edit /delete global announcements Not permitted. Not permitted.
Manage account settings Not permitted. Not permitted.
Manage account settings Not permitted. Not permitted.
Manage user login details Not permitted. Not permitted.
Message the entire class Not permitted. Not permitted.
Enable/disable feature options Not permitted. Not permitted.
Add/edit/delete Learning Tools Interoperability (LTI) Not permitted. Not permitted.
Read SIS Data Not permitted. Not permitted.
Add/remove Observers Not permitted. Not permitted.
Manage Catalog Not permitted. Not permitted. Not permitted.
Add/remove Teachers, Designers, and TAs Not permitted. Not permitted. Not permitted.
Select final grade for moderation Not permitted. Not permitted. Not permitted.
Add/delete course sections Not permitted. Not permitted. Not permitted.
Manage Webhooks Not permitted. Not permitted. Not permitted. Not permitted.
Manage permissions Not permitted. Not permitted. Not permitted. Not permitted.
Manage Developer Keys Not permitted. Not permitted. Not permitted. Not permitted.
Manage SIS data Not permitted. Not permitted. Not permitted. Not permitted.
Import SIS data Not permitted. Not permitted. Not permitted. Not permitted.
Add/remove administrators Not permitted. Not permitted. Not permitted. Not permitted.
Generate observer pairing codes for students Not permitted. Not permitted. Not permitted. Not permitted.
View grades audit trail Not permitted. Not permitted. Not permitted. Not permitted.
Edit grades Not permitted. Not permitted. Not permitted. Not permitted.
Add/remove students from courses Not permitted. Not permitted. Not permitted. Not permitted.

ELMS Management tool-EMT | Administrative roles

ELMS-EA tool (In development)

The platform is still in development and roles and permissions are to be determined.

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Procedures

Exceptions

Requests for exceptions to these procedures should be directed to the DIT (itsupport@umd.edu), 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 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 the DIT and the Office of the Provost.

Responsibilities

This table defines which groups and individuals are responsible for what tasks.
Position/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 and UMD Open Catalog DIT Administrator
  • Grants access to users.
  • Annually audits access at the designated account levels.

Resources

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Contact

Who to contact about what and how.
Subjects Office Telephone Email/URL
About these procedures Division of Information Technology 301.405.1500 itsupport@umd.edu
it.umd.edu 
Complaints Division of Information Technology 301.405.1500 itsupport@umd.edu
it.umd.edu 
Training or technical assistance Division of Information Technology 301.405.1500 itsupport@umd.edu
it.umd.edu 
Requests for exceptions Division of Information Technology 301.405.1500 itsupport@umd.edu
it.umd.edu 

History

Issued and approved by the IT Council and the ELMS-Canvas Data Steward on 06/27/2019.

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