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:
- Enterprise Learning Management System (ELMS-Canvas).
- UMD Open Catalog.
- ELMS Management Tool (EMT).
- Third-party tools integrated into ELMS-Canvas.
- 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
- 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-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.
- 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 DIT.
- Upon a specific request, individuals may be granted administrative 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-Canvas data steward/manager. Integrations are implemented and managed by designated staff in DIT.
- 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
- 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.
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
- 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-Canvas 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.
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. |
| Manage Course State |
✅ |
Not permitted. |
Not permitted. |
Not permitted. |
Not permitted. |
Not permitted. |
Not permitted. |
Not permitted. |
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.
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
- 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.
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
History
Issued and approved by the IT Council and the ELMS-Canvas Data Steward on 06/27/2019.
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