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2016
jen@kolodner.com

Spring Cleaning

Posted by jen@kolodner.com Jun 13, 2016

Springtime cleanup at my organization generally consists of:

  1. Removing participant access to completed courses
  2. Holding “lessons learned” meetings with colleagues in order to build better courses for the upcoming program year
  3. Building new program courses and training materials
  4. Enrolling new students

Outcomes

  1. Removing access to participants in completed courses this year included an investigation into whether it is better to unenroll individual participants, set participants to inactive status , or set a course close date. This investigation took into account the effects of each method on student/teacher access and reporting through APIs.  We reviewed articles in the Canvas Community and tested many options in our accounts.
  2. We held Lessons Learned meetings in February and identified issues including:
    1. Need for more granular teacher permissions to allow facilitators to view student submissions but not be able to adjust rubric scores provided by teachers.
      1. Unfortunately, not available in Canvas at this time.
      2. Need for more rubric functionality as our program rubrics build from left to right with 1 (lowest) to 4 (highest) whereas Canvas rubrics build from highest to lowest. This mismatch has caused confusion.
        1. Unfortunately, not available in Canvas at this time.
      3. Need for additional training resources
        1. Identified several possible methods for meeting this need.
      4. Challenges in uploading video files greater than 500 MB
        1. Still struggling with this issue since most options are very expensive.
      5. Need to explore alternative assessment formats
        1. Identified several possible methods for meeting this need.
  3. This year, spring cleanup also included rolling out the new Canvas UI and updating all program-specific training materials to reflect the changes to the interface and our implementation of it moving forward.

 

What did you do to recruit them to your informal focus group?

I have specific team representatives that I meet with on a regular basis, so these were the people with whom I worked.

 

When did you hold your meet-up? And how many people showed up?

We held meetings during our regularly scheduled meeting time.

 

What successes did they have with Canvas at the end of the year?

Many of our instructors/students had a great deal of success with Canvas and were able to access course content, submit assignments, and communicate with their colleagues without difficulty.There is no specific "end of year" process that was too challenging.

 

What challenges did they experience with Canvas at the end of the year?

End of the year challenges were the same as "rest of the year" challenges with rubric scoring and video uploads. The addition of the new UI was an obstacle for our training development team, as we had difficulty finalizing screen shots without having yet turned on the new UI except in the Test environment.

 

How did the feedback change or not change some of your resourcefulness around 'spring cleaning' and year-end-close-out in Canvas?

In the past, we offered students a way to download course content files as a batch process but after our discussions, our program teams indicated they did not want students to be able to download this proprietary content. We adjusted our technical support to meet this expectation.

 

How are you going to party this summer?

Brief moment of patting ourselves on the back, and jumping right back into creating/enrolling courses for the next program year which begins... now.

 

 

 

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LZ_HEADERGRAPHIC_FA2015.PNGAfter our first year using Canvas it was time to do a little cleanup. Our College migrated to Canvas from ANGEL on June 1, 2015, one year ago. We basically shut off ANGEL and turned on Canvas overnight. Although it wasn't as simple as it sounds, the process was well organized, and went, for the most part, according to plan. Summer courses went well as instructors adapted to the new LMS. The fall semester was the test, was this going to work? We migrated about 150 unique courses for the summer and another 200 unique courses for the fall 2015 semester with very few hiccups.

 

All was going well until November. Our college was one of the small number of instances that were affected by the queuing issue. While we were in the process of migrating our content, occasionally imports would get stuck in queue. We were told this was normal and to ignore it. Well, as it turns out, it wasn't normal, and on November 13th, an engineer at Canvas found something stuck in the queue path, and removed the item. This caused all of those imports that were stuck in queue to immediately begin importing. Within 12 hours we received reports from instructors that their content had reverted back to the original import, or there were duplicate modules, quizzes, and content. Basically, about 150 of our live courses and 30 of our master templates were a mess. After working closely with Canvas for about 3 weeks we were able to get this somewhat cleaned up, but every now and then we found unreported issues. So for us, it was essential that we get our content cleaned up this spring.

 

With the new LMS, our focus both during the migration and after, was to communicate well with instructors and students. We developed protocol, and guided both instructors and students to proper reporting sites. Our goal was to centralize the reporting of issues in Canvas. Our Instructional Design team has used this information to guide us in what improvements to make in our course.

 

What did you do to recruit them to your informal focus group? When did you hold your meet-up? And how many people showed up?

We didn't have a meet up as many of our instructors aren't local, and those that are teach more face to face courses. We used our LMS help form responses to guide us in what cleanup and changes needed to be done. The recent migration to Canvas has allowed us to improve our communication channels. We have improved our methods of communication and have seen an increase in instructor interaction with the online department.

 

What successes did they have with Canvas at the end of the year?

We have heard from both students and instructors that they felt very comfortable with the new LMS. I believe the most beneficial feature of Canvas is the ease of use. Students and instructors were able to learn the new system painlessly. While our initial training was well attended, instructors began exploring and figuring things out for themselves. I think the greatest success in the use of Canvas was the ease of the transition.

 

What challenges did they experience with Canvas at the end of the year?

I am pleased to report that there weren't any major challenges due to Canvas. We still have some improvements to make on the process of posting grades. We piloted automatic grade posting from Canvas in December 2015, but decided that we needed more programming on our end to make it work more efficiently with our student information system. Our IT/programming people are busy with higher priorities right now, and, as this would be a new feature for us, we are being very cautious.

One challenge that instructors encountered, though many weren't aware of it, was that students were accessing their content from the "to do" list on their dashboard, and not actually entering the course. During the fall semester we received reports of students being confused due to lack of instructions. After looking into this, we found that in many cases, the students were only using the "to do" list, and never saw the course schedule or the list of assignments in each module. We began changing the settings in many courses so that students were required to do things in the course.

 

How did the feedback change or not change some of your resourcefulness around 'spring cleaning' and year-end-close-out in Canvas?

Based on the feedback provided in our LMS help form, we devised a plan to update/cleanup all of our master templates. We began with the master templates used in the summer, and continued with the remaining fall templates. The feedback helped guide us to make improvements to our Orientation Quiz in each course so that students would be guided better in where to find answers about the course. We also added settings in every online and hybrid course which required all students to view the course schedule, complete the orientation quiz, and participate in the Introduce Yourself discussion before they could access any content in the course.

We also used this time to clean up duplicate files, quizzes, modules and content caused by the queuing issue in November.

 

How are you going to party this summer?

As we are just completing our first year with Canvas, we won't be able to party this summer, but I hope to party next fall. We will continue with our spring cleanup for our courses that will go in the fall. We have a large number of courses on our development list that we will need to monitor and make sure that updates are done to them as well. I am just thankful that last summer is over, and our instructors have embraced Canvas!