User Enrollments & Updates

ALL ENROLLMENTS

All enrollments into Canvas Academic Learning Management System (Not the Continuing Education Version) must have an institutional domain account. For users with no domain account (for example smithj40@uthscsa.edu) used for an email or PeopleSoft account, the sponsoring department should contact Accounts Management at 567-7777 or go to the IMS Self Service Portal.

The table presents an overview of the enrollment and associated training and documentation requirements for the various Canvas Roles. Please scroll down below the table for details.

UT Health Role	Requested Canvas Role	Required Training	Certification or documentation	Official Course Enrollment	Academic Support Course (ASC or Unofficial) Enrollment
Faculty	Instructor with Full editing & course management permissions	ONLINE - eTraining-Welcome to Canvas course	https://uthealthsa.sharepoint.com/HR/Pages/Training-&-Development.aspx Links to an external site. Search for Canvas Click on AU Proficiency Quiz for Teachers and TA Roles (WBT) After passing score is displayed - Click SAVE & CLOSE to get credit for completion	Department PS Admin. must go to PS/Student Administration/Curriculum Mgmt/Meetings LMS (Canvas) roles - enter role as Instructor in the PeopleSoft system	Instructor must complete the Canvas ASC User Access Form located on the Master forms Links to an external site. web page. Submission instructions/requirements located on the form.
Faculty	Auditor (read only)	None	None	Department PS Admin. must go to PS/Student Administration/Curriculum Mgmt/Meetings LMS (Canvas) roles - enter role as Auditor in the PeopleSoft system	Instructor must complete the Canvas ASC User Access Form located on the Master forms Links to an external site. web page. Submission instructions/requirements located on the form.
Staff	Teaching Assistant (TA) with Full editing & almost all course management permissions	ONLINE - eTraining-Welcome to Canvas course.	https://uthealthsa.sharepoint.com/HR/Pages/Training-&-Development.aspx Links to an external site. Search for Canvas Click on AU Proficiency Quiz for Teachers and TA Roles (WBT) After passing score is displayed - Click SAVE & CLOSE to get credit for completion	Department PS Admin. must go to PS/Student Administration/Curriculum Mgmt/Meetings LMS (Canvas) roles - enter role as TA in the PeopleSoft system	Instructor must complete the Canvas ASC User Access Form located on the Master forms Links to an external site. web page. Submission instructions/requirements located on the form.
Staff	Teaching Assistant2 (TA2) with Full editing & almost all course management permissions except no access to gradebook	ONLINE - eTraining-Welcome to Canvas course.	https://uthealthsa.sharepoint.com/HR/Pages/Training-&-Development.aspx Links to an external site. Search for Canvas Click on AU Proficiency Quiz for Teachers and TA Roles (WBT) After passing score is displayed - Click SAVE & CLOSE to get credit for completion	Department PS Admin. must go to PS/Student Administration/Curriculum Mgmt/Meetings LMS (Canvas) roles - enter role as TA2 in the PeopleSoft system	Instructor must complete the Canvas ASC User Access Form located on the Master forms Links to an external site. web page. Submission instructions/requirements located on the form.
Staff	Auditor (read only)	None		Department PS Admin. must go to PS/Student Administration/Curriculum Mgmt/Meetings LMS (Canvas) roles - enter role as Auditor in the PeopleSoft system	Instructor must complete the Canvas ASC User Access Form located on the Master forms Links to an external site. web page. Submission instructions/requirements located on the form.
Students	Student - full participation in the course.	Attend Canvas Student Orientation or online orientation	Completed exercises and final quiz in orientation course	Automatically through PS	Instructor must complete the Canvas ASC User Access Form located on the Master forms Links to an external site. web page. Submission instructions/requirements located on the form.
Special Student	Student Tutors (read only)		School Associate Dean completes Special Permission Form and emails completed form to the offices of the Vice-President for Academic Affairs (Dr. Mok). The email should be cc'd to the Canvas Administrator (dorrycott@uthscsa.edu).		Instructor must complete the Canvas ASC User Access Form located on the Master forms Links to an external site. web page. Submission instructions/requirements located on the form.
Special Faculty / Admin / Accreditation Reviewer.	Auditor (Read Only)	none	If outside the University, School Associate Dean creates request to 1. set up a domain account 2. School Associate Dean completes Special Permission Form and emails completed form to the offices of the Vice-President for Academic Affairs (Dr. Mok) The email should be cc'd to the Canvas Administrator (dorrycott@uthscsa.edu).

CANVAS ROLES

Instructor - is listed on the course page and in the course as a INSTRUCTOR and has full permission to build, design, edit and manage (grade) entire course.

Teaching Assistant (TA) - has full permission to build, design, edit, grade and almost all management permissions for the course.

Teaching Assistant2 (TA2) - has full permission to build, design, edit, and almost all management permissions for the course, but has NO access to the gradebook.

Student - has permission to view all course content published by Instructor or TA, participate in course activities and view their own grades.

Auditor - has permission to view all course content published by Instructor or TA, but cannot participate in course activities (discussions, quizzes, surveys etc. )

TYPES OF ENROLLMENTS based on Course Type

OFFICIAL COURSE Enrollments - an official course has a course number and name assigned by the Registrar, and the students receive official course credit on their transcript.

ALL Enrollments into official courses for Faculty, Staff, Teaching Assistants and Students are managed through the PeopleSoft system.

ACADEMIC SUPPORT COURSE (ASC) Enrollments - ASC courses are not official courses, rather they are courses that support the HSC mission: for example special task forces, student or faculty committees, groups, or learning societies. There is no charge to use Canvas for these courses.

If faculty wish to develop an ASC course they should complete and submit the CANVAS Development or ASC Course Request Form found in the Master Forms list at (http://uthscsa.edu/business/forms.shtml Links to an external site.) -- completed form must be emailed to IMS-ServiceDesk@uthscsa.edu and cc'd to registrarLMS@uthscsa.edu.

If Faculty of an ASC course wish to enroll users into an ASC, they should complete the Canvas-ASC-User-Access-Form.xlsx found in the Master Forms list (http://uthscsa.edu/business/forms.shtml Links to an external site.) and per instructions on the form, they must be emailed to IMS-ServiceDesk@uthscsa.edu and cc'd to registrarLMS@uthscsa.edu.

TRAINING/Enrollment REQUIREMENTS

FACULTY who need a Canvas INSTRUCTOR role and STAFF who need a Teaching Assistant (TA) role with full editing permissions must:

Complete either the Blackboard (the legacy LMS discontinued Jan. 1, 2016) or the eTraining Welcome to Canvas open online training course (Click HOME from this page or go to https://uthscsa.instructure.com/courses/1) . It will take you 1-2 hrs. to review the course.
Post training go to UT Health Learns (https://uthealthsa.sharepoint.com/HR/Pages/Training-&-Development.aspx Links to an external site. ) Search for Canvas - Click on the IMS Canvas: AU Proficiency Quiz for Teachers and TA Roles (WBT). After passing the quiz, click on SAVE & CLOSE to get credit for completion.
Post completion of quiz, faculty and staff must notify their Departmental PeopleSoft administrator (usually the department or school administrator or academic coordinator) to request enrollment into an LMS (Canvas) role as Instructor or TA.
1. This is a separate field in PeopleSoft.
The PS Administrator in your department must go into the PeopleSoft system (Student Administration/Curriculum Management/Meetings tab - look for Maintain schedule of classes) and change the Canvas role to either
1. Instructor – must have completed The Canvas Proficiency Quiz
2. Teaching Assistant (TA) must have completed The Canvas Proficiency Quiz
3. Auditor (auditor can only be either staff or faculty) – do not need any training.
PS/CANVAS enrollment files are updated every business day between 8 and 8:30 am.
Just because you are enrolled into PS as a course director, and or were enrolled in previous semesters, faculty & staff must confirm enrollment into their Canvas roles every semester.
When access is critical, after training is completed, and PS entries are made please contact Anna Dorrycott per email (dorrycott@uthscsa.edu) and tell her you have critical enrollments in course #’s and request that she rerun enrollment files.

STUDENTS - all students will be directed to complete either a face-to-face Canvas New Student Orientation during student orientation or an online version of the orientation course as directed by their faculty member.

Students in Official Courses are enrolled automatically through the PeopleSoft system. Students must register for each course as a student or an auditor. If students login to Canvas and cannot see their courses in Canvas, they should check with the Office of the Registrar phone (210) 567-2621 or email the registrars@uthscsa.edu to check the status of their registration. Students should click on Courses, and then All Courses and scroll down for Past or Future Courses. Students may never be enrolled as Instructors.

Students enrolled in ASC courses have no training requirements, but should follow directives of the course director.

SPECIAL ENROLLMENTS such as Student Tutors, Administrative Reviewers, Accreditation team members, may be enrolled into official courses as Auditors (READ-ONLY - student with completed status). Special students, for example the FAME program students who need to be able to fully participate in courses may be granted full student status. In these cases the School Associate Dean completes Special Permission Form and emails completed form to the offices of the Vice-President for Academic Affairs (Dr. Mok). The email should be cc'd to the Canvas Administrator (dorrycott@uthscsa.edu). Approval and enrollment forms (Canvas ASC User Access Form found on the list of master forms at http://uthscsa.edu/business/forms.shtml Links to an external site. ) must be emailed to IMS-Service Desk and cc'd to registrarLMS@uthscsa.edu.

Contact the Canvas Administrator (dorrycott@uthscsa.edu) for the Special Permissions form.

For all other user Enrollment questions: contact the IMS Service Desk at 210-567-7777