Canvas Implementation Refresher for Admins

October 2023

Canvas Instances

Production and Beta

Release Schedule

User Roles & Permissions

Course Level Roles

• Student�In Canvas, the Student role is most commonly used to enroll users who will participate in a course for course credit.�
• Teacher�In Canvas, the Teacher role is used to enroll users responsible for course creation, instruction, and management. �
• Teaching Assistant (TA)�In Canvas, the Teacher Assistant role is most commonly used to enroll individuals who will work with and support a teacher in a course and who do not need to earn course credit.

• Designer

In Canvas, the Designer role is used to enroll users responsible for course creation and management. In general, users with the Designer role have permissions that allow them to create and curate course content and view course usage data.�

• Observer

In Canvas, the Observer role can be used to enroll parents, mentors, and guests who would like to participate in a Canvas course but do not need to earn course credit. Observers have limited permissions that allow them to see what is going on in a course without interrupting the flow of daily course communication.

Account Level Roles

• Admin

In Canvas, the Admin role is the administrator role. Users assigned the Admin role oversee and manage an institution's Canvas account or a Canvas sub-account within an institution.

Admin permissions allow users to manage terms, create courses, view and moderate enrollments and content for all courses within an account, and view course and account data data.

Additionally, Admins can direct communication within an account and its courses.

Permissions

• Administrators have access to the permissions page to decide what each standard or custom course or account level role has permission to do. �
• Root account admins have the ability to lock permissions at the root account if they do not want them changed in any sub-accounts. �
• Sub-account admins have the ability to customize permissions for their sub-account if those permissions are unlocked. �
• Role & Permission Guides

Custom Roles

Course Level

• Permissions are initially set based on one of the 5 standard course level roles, then are customized based on what an account admin wants the custom role to be able to do. �
• Once permissions have been finalized, then roles can be assigned by enrolling a user in a course with the custom role.

Account Level

• All permissions are off by default. The admin creating this role will enable the permissions this custom account level role should have.�
• Once permissions are decided upon, root account admins can assign users this custom role type either at the root account level or within a specific sub-account. �
• This type of role is popular for users who need to see account level information but do not need as much access as a root account Canvas admin.

Authentication

Canvas Local Authentication

• This is the native to Canvas login option for users. �
• They have the ability to set and reset their own passwords.�
• Canvas Support can assist with any troubleshooting needs for this authentication method.

Single Sign-On Options

• Admins can configure an SSO in Canvas.
• Most commonly one SSO method is configured but multiple can be added.�
• Supported SSO’s include:
• LDAP, Google SAML, ADFS, Azure, CAS, OKTA, and Shibboleth�
• Instructure Support cannot provide assistance with password resets - this is managed by the internal team that oversees the SSO.

Authentication Resources & Discovery Pages

• Tacking Common Canvas Technical Questions Webinar & Resource Handout�
• Admin Authentication Guides�
• How to configure or remove authentication
• LDAP
• Google SAML
• ADFS
• Azure
• CAS
• OKTA
• Shibboleth

• A Discovery Page allows a Canvas admin to provide a location that displays links to the appropriate Canvas login URLs for various types of users.�
• Discovery Pages are a great solution if you have more than one authentication method for your users and want to direct them accordingly.

Data Provisioning

CSV Files

• CSV files can be used to streamline data provisioning.
• CSV files that can be used in Canvas include:
• Users
• Accounts
• Terms
• Courses
• Sections
• Enrollments
• Group Categories
• Groups
• Group Membership
• Crosslist (xlist)
• User Observers
• Logins
• Admins
• Change SIS ID’s

SIS Imports

• Instructure supported SIS Integrations can be viewed here. �
• If your SIS is not a supported integration, you can provision your data into Canvas using CSV’s via a SIS Import or via the API.
• Some automation for this is available and we’ll discuss that on the next slide. �
• SIS data (courses, users, enrollments, etc.) can be uploaded through the SIS Imports link in Account Settings. SIS data is only accessible at the account level and cannot be added to sub-accounts.�
• These guides provide more information on the SIS Import process or you can check out the video linked on this slide.

SFTP Servers / API Automation

SFTP Server

• We can set-up an SFTP server or “Secure File Transfer Protocol” to automate your data provisioning processes if your Student Information System is not one of the Instructure supported options. �
• This allows you to have your CSV data files run on a regular cadence automatically. �
• If you are out of implementation already, there is a cost associated with setting this up so please reach out to your CSM for details.

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REST API Automation

• Data is imported through Canvas CSV files or via our REST API (Resource Page Here)
• Automation
• Custom API script
• If you have questions related to using the API option, please contact your CSM Team. We are happy to assist with as many questions as we can but if your needs fall outside of our technical scope of knowledge, we do have a Technical Consulting Team that you buy purchase consulting hours to work with.

Branding

Theme Editor

• The Theme Editor in Canvas allows admins to customize the colors, images, and login screen (if using Canvas Local Authentication). �
• You can use one of the theme templates to start your branding or build your own custom template within the Theme Editor. �
• The Theme Editor allows you to preview your changes before applying them in your Canvas instance.

CSM Tip: Branding can be customized by sub-account if � the root account admins allow it in account settings.

Custom Code: CSS / JS

• Within the Theme Editor, admins do have the option to add custom CSS and JavaScript files in Canvas to further customize the Canvas environment.�
• While it is possible to utilize custom CSS and JavaScript within Canvas, it is important to note that this functionality is not officially supported. This means that if there are any updates or changes to the Canvas platform that affect your custom code, your team must be able to troubleshoot or update your CSS/JS.�
• In light of this, we strongly recommend having a knowledgeable individual within your organization who can take ownership of maintaining the custom CSS and JavaScript.

Settings & Feature Options

Settings & Feature Options Highlights

• Feature Options�
• Available at the Account & Course Level.
• Course feature options can be enforced for an entire account, if necessary.�
• Admin Analytics - Online Attendance Report
• New Quizzes
• Microsoft Immersive Reader

• Account Settings�
• Allows Admins the ability to control and change multiple settings within your Canvas instance.�
• Restriction Settings
• Personal Pronouns
• Help Menu Options (+ Customizable Links)�

Feature Options

Settings

Account Reports

• Account Reports are essential tools for administrators to monitor, assess, and enhance the learning experience within their institution's Canvas environment. These reports empower data-driven decision-making and continuous improvement efforts.�
• Default reports included.
• Discover report configuration details in the "Canvas Default Account Reports" resource document.
• Custom reports available at an additional cost.

Support

Field Admin Role

• The Field Admin is the primary contact(s) at your institution for the Canvas Support team. The Field Admin has the ability to create, manage, and escalate Support cases via the Field Admin Console, and are the only users permitted access to the console. �
• The Field Admin will also have direct access to the Canvas Support team via phone, email, and live chat.�
• The Field Admin role is distinct and primarily related to Support matters, separate from the roles of Account Admin and Sub Account Admin.

Field Admin Console: Your Support Command Center

• The Field Admin Console serves as the central hub for Field Admins to initiate, oversee, and escalate Support cases to the Canvas Support team as required. Within this interface, Field Admin(s) can access case dashboards, generate reports, and develop macros for efficient case management.�
• For our Tier 1 Field Admins, this is also the space where you fill out, update, and maintain your Tier 1 Knowledge Base (KB).

Identifying Your Support Package

• To determine your organization's Support Package, consult your contract or feel free to contact your CSM team for clarification. �
• Canvas offers three Support Packages, including Tier 1 and Tier 1 (Faculty Only), 24x7 and Standard. Details for each package are on the following slides and can also be found here.

Tier 1 Support Package Highlights + Tier 1 (Faculty Only)

• Live chat, phone, or email/webform available 24/7/365
• HE: All users
• K-12: Faculty & staff
1. K-12 students and parents/observers do not have access to Canvas Support
• Quick access to support links in your Canvas Help Menu

Included:

• Number of Field Admin Licenses: 3
• Exclusive Customer Knowledge Base (KB) managed by Field Admin(s) to enhance Canvas Support interactions

Support Workflow:

• All cases are immediately routed to Canvas Support
• Support Agents reference Tier 1 Knowledge Base for case management
• Field admins can monitor and provide feedback within the admin console.

24x7 Support Package Highlights

• Field Admins enjoy exclusive, year-round support, available 24/7, 365 days a year.
• Field Admins have access to Canvas Support through Admin Console Live-Chat, a 24x7 Hotline, or Email.
• Field Admins act as the primary contact for their users and are responsible for escalating cases to Instructure Support Agents when required.

Included:

• Number of Field Admin Licenses: 3

Support Workflow:

• Only designated Field Admin(s) can directly reach out to Canvas Support via email, phone, or live-chat within the Field Admin Console.
• Support cases originating from instructors and students are first directed to the Field Admin(s) through the Field Admin Console.
• Field Admin(s) have the option to escalate cases to Canvas Support for further assistance if necessary.

Standard Support Package Highlights

• Field Admins have exclusive access to Canvas Support, available from 6 a.m. to 6 p.m. Local Time on Local Business Days.
• The Field Admin plays a crucial role as the primary point of contact for their institution's Canvas users and is responsible for escalating cases to Instructure Support Agents when required.

Included:

• Number of Field Admin Licenses: 1
1. Can be used as a shared email account to distribute support management responsibilities across multiple Canvas admins.

Support Workflow:

• The designated Field Admin is the sole individual authorized to directly engage Canvas Support via email, phone, or live-chat through the Field Admin Console.
• Support cases initiated by instructors and students are initially directed to the Field Admin within the Field Admin Console.
• If necessary, Field Admins can choose to escalate cases to Canvas Support for additional assistance.

Admin Support Console Demo

Training

Free Training Resources

• Growing with Canvas (Teacher Training) �A comprehensive five-module course that leverages Canvas Guides and Tutorial Videos to empower faculty with in-depth Canvas knowledge.�
• Passport to Canvas (Student Training) �An extensive nine-module course meticulously crafted to provide students, starting from middle school age and beyond, with the essential skills and insights for mastering Canvas.�
• Introducing the New Getting Started Experience for Admins

A collection of valuable resources designed to assist Admins.

Training Services Portal

• On-Demand Training Offerings available to Administrators & Faculty on a wide variety of topics
• Annual subscription
• Premium Package offers Live Webinar Trainings
• Flexible learning to accommodate busy schedules
• Completion rewards with Badges (80% score)
• Administrators have access to an Admin Dashboard for tracking and support
• Accessible through the Help Menu in your Canvas instance

Custom Training

• Live Virtual Webinars:
• Duration: 90 minutes with Q&A
• Recorded for future reference
• Limited to 50 participants for optimal learning experience�
• Canvas Foundations:
• Ideal for initial Canvas rollout
• Suitable for Admins, Educators, and ID faculty
• Link to suggested training agendas�
• Beyond Foundations:
• Targeted at faculty with basic Canvas proficiency
• Attendees should have a solid foundation in Canvas course tools
• Link to suggested training agendas

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• Onsite Trainings:
• Scheduled for two or three days
• Focuses on course building and design best practices
• Limited to 35 participants for optimal learning experience

Content Management Strategy

Course Template Feature

• Applicable at both the Root Account and Sub Account levels�
• A two-step process involving Course Settings and Account/Sub Account Settings�
• Templates integrated during course shell creation, whether through manual or SIS methods�
• No student enrollments in the main course, including ‘Test Student’�
• Instructors have the ability to edit content in the new course shell�
• Creating a course using a template functions in essentially the same way as copying a course

Establishing a Course Template – Part 1

COURSE SETTINGS

Establishing a Course Template – Part 2

ADMIN SETTINGS

ROOT ACCOUNT

SUB-ACCOUNT

Blueprint Courses

• Feature activation: Canvas Admin

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• A Blueprint Course, similar to a Course Template, establishes default design, content, and settings for multiple courses. However, it retains connections with its associated courses, enabling centralized management of course design and content.

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• No student enrollments in the primary course, including 'Test Student.'

​

• Instructors can modify UNLOCKED content in the linked course, but they cannot edit LOCKED content.

Establishing a Blueprint Course – Part 1

Establishing a Blueprint Course – Part 2

Canvas Commons

Summary: The Canvas Commons is a learning object repository that enables educators to find, import, and share resources. A digital library full of educational content, Commons allows Canvas users to share learning resources with other users as well as import learning resources into a Canvas course.

Benefits:

• Resource Sharing: Instructors can share their own course materials, assignments, and other content with the wider Canvas community or within their institution. This sharing culture encourages collaboration and reduces the need for recreating resources from scratch.
• Access to a Vast Library: Canvas Commons hosts a vast library of openly available resources. Instructors can search for and import materials that align with their teaching objectives, saving time and effort in content creation.
• Time Efficiency: Commons helps instructors quickly access resources they may not have the expertise or time to create on their own. This is particularly valuable for new instructors or those teaching in specialized fields.

Mobile Apps

Mobile Apps

• Mobile Apps for iOS and Android�
• Canvas offers dedicated mobile apps for Students, Teachers, and Observers.
• Observers are frequently used in K-12 settings but are gaining popularity in Higher Ed for roles such as academic advisors and accreditation.�
• Emphasizing that the mobile app offers a tailored mobile experience, these resources provide a comparison of the current functionality between the web version of Canvas and the Canvas Student & Teacher app.

Mobile App Design | Course Evaluation Checklist

Summary: Explore the Mobile App Design Checklist to optimize your Canvas course for mobile users. Understand the impact of mobile access on students' experiences and discover design principles with real-life examples.

Benefits:

• Enhance the mobile learning experience for �students.
• Share the checklist with colleagues for �collective improvement.
• Easily customize the checklist for your �institution's needs.

Upcoming Webinars & Helpful Resources

Global Priority Services Hub

Canvas Certified Technical Admin Program

• The Canvas Certified Technical Admin program is designed to provide technical admins the knowledge they need to ensure a successful setup, design, implementation, and ongoing maintenance of their Canvas instances.�
• 3 courses: 2 core courses and 1 elective
• CCTA FAQ �
• Graduates of the program have the benefit of being able to send support cases directly to our L2 Support Agents when necessary.

Technical Consulting Hours

• Technical Consulting is a set of services tailored to help you after your Canvas or Mastery Connect implementation. We consult with your technical end users to provide best practices for technical configuration, the API, and post-implementation authentication.

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