Community

cancel
Showing results for 
Show  only  | Search instead for 
Did you mean: 

Inactive enrollment status for withdrawn students

Inactive enrollment status for withdrawn students

  This idea has been developed and deployed to Canvas

 

We are a new Canvas customer and still in the implementation phase.  We are struggling to find a system that would allow us to completely remove the ability for a student to access a site but allow the instructors to view the activity.

 

Due to Federal financial aid policies, our financial aid office needs the last date of attendance for students who withdrew themselves from classes in 2013-2014.  This has put a huge burden on our faculty and our elearning department, who must research this last date of attendance on behalf of the faculty because the students are no longer enrolled in the class in the LMS. We need to be able to empower our faculty and academic deans to be able to go into the courses and be able to easily figure out what a student did during the semester, what grades were earned, and any communication that occurred during the course.  These issues are not unique to our institution – because it is a federal financial aid issue, it probably affects most higher-ed institutions in the US.  We have spoken to a number of other institutions using Canvas and so far everyone has had the same dilemma.

 

Currently, there are the following enrollment statuses documented and easily available in Canvas, according to the SIS API documentation:

  1. Active
  2. Deleted
  3. Completed

 

There was a related posting in the old community from January 29, 2015 from Scott Finkeldei:

39478_2015-04-22_16-55-09.png2015-04-22_16-55-09.png

 

In the full API documentation available at:  https://canvas.instructure.com/doc/api/all_resources.html , There seems to be a few other states that can be chosen for an enrollment.  I cannot find any other information about the “inactive” status. When I used SIS import to change an enrolled student to “inactive,” it was successful and changed the state to "inactive."  However, the user disappears from the roster and gradebook in the course.

39473_withdrawn1.pngwithdrawn1.png

 

I did some testing, and this is what happened with the Completed and Inactive states:

 

Completed:  Student still had access to some parts of the course, and could post new discussion messages.  The student could see assignments and submissions.  It also logged activity when accessing the course with the “completed” status.  The instructor was able to see the student’s activity accurately under “View Prior Enrollments.”  I attempted to create a new section with a past date on it and checking the boxes to not allow access.  This removed the ability for the student to access the course but the activity reports did not appear correctly because technically the course was only running for one day.

39474_withdrawn2.pngwithdrawn2.png39475_withdrawn3.pngwithdrawn3.png

The completed students also show in the Gradebook if “show Concluded enrollments” is chosen. 

39476_withdrawn4.pngwithdrawn4.png

 

Inactive:  Student had no access to anything in the course, as desired.  The student did not appear under “View Prior Enrollments” but the activity did show up in the admin screen under the user details for Page Views.

39477_withdrawn5.pngwithdrawn5.png

We would like to limit ALL access to the course for the “inactive” student like seems to be happening now, but leave this activity and gradebook data in the course for the instructor to see. This would greatly simplify the process of obtaining the Last Date of Attendance.

 

  Comments from Instructure

 

For more information, please read through the Canvas Production Release Notes (2016-01-09)

People

Inactive Enrollment Type

83 Comments
snugent
Community Member

I agree! This is sorely needed! We currently delete students who drop mid-semester so all of their information is removed from the course so instructors do not have access to this information. They must come to us to add the student back in the course just so they can see the data. There are several reasons why it is necessary to have this inactive role.

  • Student drops but was doing quite well in the course. Now the instructor wants to review the student's work and contact the student to find out why they dropped.
  • Instructor doesn't record assessment data for student before the student is removed from the course and now needs to view the student's work in course.
  • Student files a complaint after they drop a course and administrators need to review the student work in the course.
scottdennis
Community Team
Community Team

Hello Joni,

Thank you for taking the time to submit to the feature ideas forum.

I just now updated your idea submission to the queue that will open for vote on May 5th.

Cheers,

Scott

mlattke
Instructure
Instructure

This feature is so desperately needed.  We have a virtual program and students have a 28 day grace period in which to drop a course with no penalty, so we have many students pick up courses, do work, and, then drop within the first four weeks.  We still need to keep their work around for the record (or in case they decide to rejoin later) but don't feel right "deleting" them -- even though technically if you bring them back, you can see their work.  So we conclude them and then you can't tell the difference between a student who completed and a student who dropped.  For the purpose of looking at analytics, it makes it really hard to use the data.  We HAVE to have a status between active and deleted.   The description in this request is stellar and describes the issue perfectly.

striglej
New Member

Yes, Yes, Yes. 

Having to conclude an enrollment and then go back in and add them back when I want to see their progress is a royal pain.  A toggle that allowed to switch between showing and hiding concluded enrollments would be perfect.  That way, if you want to see them in the gradebook you can and if you don't you wont.

chriscas
Community Member

YES!!!  I've been bringing this up to my CSM almost every time we talk.  I even brought it up to some developers at InstructureCon last year.  I think adding a status is probably a big undertaking, but we really would like to see this implemented as well.

kevin
Instructure
Instructure

This comes up all the time.  As others have already mentioned, there are many situations where a student should not have access to the course anymore but the teacher or admins need to view the work and activity.

hvaughn
Community Member

Instructors often complain when they notice students they have withdrawn continuing to access the course, even if the access is read only. 

scottdennis
Community Team
Community Team

Just FYI, there is a similar, although not identical request over at

millsj
New Member

We sorely need this at the very least to manage drops.

sullivana
New Member

I agree - especially on the Last Day of Activity side for financial aid purposes.  A general report that could be pulled per term would be useful for a last day of activity occurence. 

cms_hickss
Community Member

I think for me, the difference between these two requests is that I don't want to disable or deactivate the user/student as a whole. I just need the students to appear as "inactive" and show in the "prior enrollments" for the courses they have either dropped or withdrawn from.

It's possible that a student will withdraw only from one class but still be active in his/her other four classes some of which might still be in that same sub-account.

cms_hickss
Community Member

This was one of the items our previous LMS did that we really miss in Canvas. Especially with the financial aid policies as a student's last day of activity might not be the same if they are withdrawing from multiple courses. Also, the grade at time of withdrawal is important (passing/failing).

lstephens
New Member

Very relevant issue for our school.  @millerjm ​, you offer a good solution to the problem that occurs whenever students withdraw from classes.

csalazar
Instructure
Instructure

Thank you for the detailed research that has been done around this issue (  @millerjm  ). I have a developer that will be research the implications of making small changes and using the "inactive" status that is already in the code to support this use case. I will provide an update to this discussion when I have more information about the feasibility of that solution.

KAilsa_Rowan
New Member

We need this too. Ideal would be to see the student in the gradebook, perhaps showing a grade of "dropped" or "withdrawn". We need to still be able to see the student's activity at the instructor and managed account level. But the student should not have access to the course, particularly to discussions. Right now our choices are to make it look like the student was never there or to allow the student ongoing access.

buffy_matthews
Community Member

This is definitely something that is needed! Our faculty and admin still need the ability to see student data for that particular class, but the student does not need access. This is a common request from my faculty.

229780
New Member

I agree. This is a huge issue for us. Blackboard and D2L already do this and we had become accustomed to it. Right now, we have to manually add students after they have been withdrawn if there are any issues. I would vote a thousand times in agreement if I could.

jenniferpassman
New Member

I'm curious to find out how many of you are using Banner SIS and what enrollment status is in the XML. 

smccaskill
New Member

Yes, I would like to have this feature added

zowada-a
Community Participant

We would love to see this feature, as currently anyone we have who withdraws disappears, and that causes a lot of problems as several people have stated above.