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End of Year FAQ | Tips from your K12 CSM team

jkremer
Instructure
Instructure
2 0 2,670

Congratulations on making it to the end of what has likely been one of the most challenging years in education! As the CSM team begins to get questions from Canvas Admin about what they need to be doing to prepare for the end of the year, we decided to put together resources and answers to our most commonly asked questions and share them with our beloved Admin team. See below for those resources and answers and please reach out to your CSM team if you have any follow-up questions. We're here to support you!

General Resources:

 

What happens at the end of the year?

  • Course concludes per the dates on your terms page
    • Make sure to adjust the student and teacher access dates on your terms page prior to the end of term to ensure teachers and students have access as late they need to.   
  • Teachers have read only access. They cannot adjust content and grades, but as long as they stayed enrolled in the course they will still be able to export the course content
  • Student access will be determined by your settings page. You can restrict students from accessing past content by checking "Restrict students from accessing courses after end date” in your account settings.
  • All concluded courses that have not been favorited will be removed from a users dashboard but they can be accessed in past enrollments.

 

Are there procedures to follow to wrap up the year?

  • Take a look at your terms page to confirm access dates reflect the access that teachers and students need. Do teachers need longer access for grading? If so, adjust their access in the terms page accordingly.
  • Confirm whether you want students to have access to past courses. If you'd like them to have access, don't check the "Restrict students from accessing courses after end date" in your settings page. If you would like to prevent access, just check that setting.
  • Inform Instructors on how they should save their content from past courses prior to the course being concluded.
  • Set a plan for what you'd like to accomplish for Canvas next year and how you will train teachers to support them in achieving these goals.

 

How long will I be able to access content from past courses? 

  • Access dates to courses will be driven by the dates in your terms page. If teachers need to have access to courses beyond the dates listed in the terms page, you can extend dates by role type from the terms page. 
  • Teachers will have access to their past course content (course goes to read only but they can export content) if they remain enrolled in the course as the teacher of that course. 
  • Student access will be determined by your settings page. You can restrict students from accessing past content by checking "Restrict students from accessing courses after end date” in your account settings.

 

Should I export course content at the end of the year?

  • It is best practice to save content from past courses. There are a couple of ways to do this, we suggest deciding on one as an admin team and advising teachers as such. See below:
    • Canvas Commons is really cool (kind of like cloud storage), but this is probably most intuitive for teachers

 

 

When we start next year will teachers and/or students who are no longer in our SIS going to have accounts automatically deleted?

  • Those users will only be deleted if your SIS sends a "deleted" status for those users. In most cases, districts do not do this in order to preserve their data.
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