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Give instructor access to the Grading History after the course ends

Give instructor access to the Grading History after the course ends

Currently, once a course reaches its end date for instructor access, instructors no longer have access to the grading history in the course.  According to support, this is intended behavior because the Instructors are only set to have access to make changes in their courses until the end of the term date.  There are situations where instructors need to review the grading history for grade challenges and grade changes, but currently cannot without the admin changing the Teacher end date setting.
32 Comments
curtain
Community Participant

Yes, this is a valid and important detail.  Instructors need to review that history (among other details) to handle administrative tasks with grade challenges, accreditation, athlete and developing scholar reporting, etc.    I am generally on-board with the Canvas idea of 'locking' down past courses into a read-only state but there are areas like grading history that they are needlessly restricted from useful data that they do not need to be to stay with the 'read-only' paradigm.

chriscas
Community Champion

Agreed!  I am also fully on board with the read-only state for concluded courses, but there are definitely too many things that disappear in concluded courses...  Why can't assignments still have the link to SpeedGrader in the right-column?  Why are unpublished files invisible to teachers?  Why don't the "download submissions" links in SpeedGrader work?  In my opinion, all content and features should be available to teachers in concluded mode, just the ability to make any changes to the course should be restricted.  Instructure at least made all of the tool menus available in concluded mode, which was a good change, but a lot of work in individual areas still needs ot be done (in my opinion).

biray
Community Champion

This idea will be open for voting on June 3, 2015. Smiley Happy

Sylvia_Ami
Community Contributor

I have a question - in the Term settings, under "Teachers can access from ____ to ____", if the account admin set the end date is set to let's say, 1 month after the term end date, will that allow teachers to access everything in the course an an additional month?  What do most colleges set as the end date a teacher can access a course?  What if a teacher has given a student an official "incomplete" (which could allow the student up to one year to submit coursework)?  How is that handled vs. the term end date access settings?

 @Robbie_Grant ​  How long do you propose the Grade History be available to teachers after a course end?  Indefinitely? I propose at least one year.

Thank you.

Robbie_Grant
Community Coach
Community Coach

 @Sylvia_Ami ​,

We remove access to our courses 2 years and 1 week after the semester they were taught in ends.  By state law, we have to have access to the data for at least 2 years.  So 2 years would be my recommendation.


Robbie

Sylvia_Ami
Community Contributor

Thank you for responding  @Robbie_Grant ​

So does that mean in the term settings, you set "Teachers can can access from ___ to ___" with the end date 2 years+1 week after the term end date?  Do you do this manually each term or is running a script more efficient?

-Sylvia

Robbie_Grant
Community Coach
Community Coach

 @Sylvia_Ami ​,

No, we set the access dates for Teachers starting the day we load the courses until 1 week past the time grades are available for students.  This is typically 10 days after the end of the semester.  This is something that we do manually (to set the from date) and scripted to set the end date.

Robbie

SethBattis
Community Contributor

While currently fielding a parent inquiry regarding grades after the term ended… I am inclined to agree that this would be a useful change!

millerjm
Community Champion

We are still in our pilot/implementation phase.   When we were told "read only" in both our implementation and in the documentation, to us that meant "read everything change nothing." 

We were excited about the fact that teachers would not be able to mess up edit their content and grades but still be able to access grades, activity, etc. 

Having access to grading history is needed in case of "why did I get X grade?" questions from students. 

Having access to student activity and analytics for current and past enrollments is NECESSARY for federal financial aid, since many times faculty are asked for a last date of attendance, or the College is audited and needs to provide data. 

Putting this data in the hands of the faculty is imperative!  We were very disappointed to see that they don't have access to anything except for final grades in the course. 

BROEKERC
Community Participant

Faculty need to have read only access to this data.  Please vote up.

david_langston
Community Member

One other reason to allow faculty have read-only access to past records

is for writing recommendations -- especially when the recommendation asks

for information on particular skills, level of improvement, and ability to

handle specific materials.

hoovenl
Community Participant

This is critical for online students. If they do their degree completely online, our interactions through Canvas are the only thing we can base a recommendation on. I would like to see not only their grade, but any work they submitted.

jap98y
Community Participant

YES - for our campus, grades are not due to the Registrar until the Tuesday following the last Friday of Final Exams. Instructors need at least a week after the term officially ends to access the course and enter grades. It's not over just because it's over.

jcaraway
Community Participant

This would be a most welcome feature! We currently have to send excel gradebooks in with our grade submissions (to keep on file in the event of a grade being contested.) I can only imagine the wild amount of variation and clutter that piles up in the spreadsheets. Having continued access to the grades (even as read-only) would be a huge boon to both faculty and the admins who have to handle the stored gradebooks. It may also push more faculty to use Canvas if it becomes the preferred method of storing grades for the state-mandated period.

marcy_goodfleis
Community Participant

We don't have access to grading history???  This will not work - there are times we need to change grades (Incomplete grades, or other issues) and we need to have the gradebooks as references.  This one is urgent!

hue334724
Community Member

Im kinda new here and have no idea to do things here ...

jcaraway
Community Participant

Welcome to the fold! I'm a bit new here too, but maybe I can provide some guidance. Hopefully you've had a chance to poke around by now. If you're looking for technical support, your best bet is the chat support feature in your Canvas homepage.

This section of the forums is for voting on suggested improvements or modifications to the Canvas system. We can make suggestions in another section which then are looked over by moderators(?) and then put up for vote by Canvas users here. Ones that break 100 votes within the allotted time frame are pushed forward to the development team who then work out how to implement that feature. Essentially, this is how the Canvas development team acquires feedback.

The nice part about this is we can discuss the features and amend the suggestions, adding in our own perspectives and experience. Feel free to join the discussion here or in other suggestions.

jcaraway
Community Participant

New developments: our administration is now requiring that all of our faculty use Canvas by next semester. It's going to be very important that we have access to that grade history if we intend to use this as our gradebook system (which we need to maintain for up to 5 years for auditing purposes; we also allow up to 1 year to request grade changes.)

cholling
Community Champion

While our university policy states that faculty need to retain submitted assignments, papers, exams for 1 month following the end of the term, faculty (particularly graduate faculty) often state that they receive requests from students they had in class 5 years previously who are seeking recommendation letters for graduate or doctoral programs. Needless to say, the faculty can't remember the specifics of one student from 4 years earlier and the promptness quality of their work and their interactions with peers in the course.

cwruck
Community Champion

Hey Folks,

I did a little research into this and my initial findings are that it's extremely complex and difficult to add this permissioning. I'm going to keep digging and enlist the help of some engineers to see if there's a simpler way to solve this problem. I can definitely see the need for a resolution here. Thanks for bringing it up.