Is it possible to see the grades of students that had enrollments to a course before being deleted?
I'm not sure if we're speaking the same terminology, but a deleted enrollment is not the same as a concluded or an inactive enrollment. Canvas has a document Canvas Enrollment Status Comparison that explains the difference.
In particular, says "Deleted enrollments are students whose entire enrollment has been removed from a course. Students do not have any record of participation in the course. Users with admin permissions can include deleted enrollments when generating reports in Account Settings."
I'm going to answer the question as if you actually meant "deleted" in the technical sense, not just deleted as in "gone from the course", which could be deleted, concluded, or inactive depending on how your school has things set up.
If you enroll the student with an active status that they will get added back with any previously completed work intact. We rely on this for students who get dropped in the first two weeks (who are deleted) vs students dropped after that (who are concluded, but inactive might be an option). If it's been more than a week, we've gone into our beta instance to reinstate a student who had been deleted (not concluded) so that they didn't get any notifications or see the course in their list and then we can get access to their grades and other work.
If you really did mean "concluded" or "inactive", then there are less extreme measures (like checking a box) for viewing their information.
I think it depends on when they were deleted, but you should be able to go to Grades and click on the gear icon (upper right) and click on "Show concluded enrollments." I know when I do this I can see the students that were dropped from my course and their grades.
Thank you for your answer.
I was unclear in the original question, I did not mean how to retrieve information when the the enrollment is deleted, but how to retrieve the infomration when the student is deleted from Canvas. However I think your answer still applies as the enrollment is also deleted. It is necessary to go to the beta installation to retrieve the user to be able to get the grades.
In our case, this situation can happen when a teacher wants to get information regarding grades of the previous semester but the student is no longer a student in the institution. Since user information is sincronized with sis_imports, and only current users are imported to Canvas, student from previous semesters might be deleted.
For me, this is an ongoing issue. Because we are using Canvas for compliance courses, and as we all know, that is not what Canvas was designed for, students can enroll and unenroll in my classes at will. I actually need to know if they competed a course or not, but it is not a simple trick to know if a person actually needs a given course, at least until the next lab audit, when we find someone working with things they are not officially trained for.
This is helpful, though, at least in the case of a person claiming to have completed a course. I have started requiring people to register through our HR system, which is extra work for me, but they let me know if a person started but failed or did not finish so I can follow up.
Thanks for the tip!
Which report shows deleted enrollments? The Canvas Default Accounts Report PDF did not indicate.
The Provisioning and SIS Export reports support deleted objects. When you click Configure next to them, there is a checkbox at the bottom to "Included deleted objects."
Thank you, James Jones.
I ran a report of all possible parameters for both Provisioning and SIS Export and included deleted objects, and none of the reports showed the deleted enrollments.
I manually added a student to a test course and then removed them. Do they need to have had submission or participation in the course for their deleted enrollment to show in a report?
I'm not sure what's happening. I configured the SIS Exports report to give me the Enrollments CSV for the current term with deleted objects included.
You can see that the status=deleted is definitely there.
Do you know if the method of creating or deleting the enrollment or if the student's participation in the course matters? Or how the course was created? Or anything that would cause these deleted enrollments not to show? The only thing different is I chose 'Default Term' in my report.
The first graphic is the report I ran (twice), the second is before I removed one of the student's from the course, and the third is after removing the student.
The student participation shouldn't matter. Most of our deletes are from students who dropped the course before the class ever began. Some are from people who dropped within the first 10 days of the course before our census date as after the census date, we conclude the enrollment so there's still a record of it. Some are from students who are placed into a special section of the course pending completion of our Canvas orientation. After that orientation is completed, they are deleted from that section and placed into the proper section, even if that happened after the census date.
I also ran the provisioning report for all terms and in that enrollments.csv file, we have statuses of active, concluded, deleted, inactive, invited, and rejected. We do have some students who were "deleted" manually through the web interface as there is no SIS ID for those sections to do it automatically.
One thing that might be causing an issue is what term your courses are in. If you're putting your courses into terms, which I highly recommended, then there may not be any courses in your default term. Default term is not the same as current term. Default term is the term things get put into when you don't specify a term. However, your first image says you did it for all terms, not just the default term.
Your last two images look the same except that line 8 from the second one is missing in the third. That doesn't necessarily mean anything as Canvas often does not sort the data. However, my provisioning report appeared to be sorted by the canvas_enrollment_id, so row 8 missing might be meaningful in this case. You may want to search for that particular canvas_enrollment_id to make sure.
I am not an institutional level account admin, thus I do not have the ability to create terms. My office is sort of a satellite entity to my institution that serves only a small percentage of students and all of the terms in that institutional level account are use throughout my institution. It may be helpful, but for now, I can manage.
The data I shared earlier was from a test account. I ran the same report, to also include deleted objects, on a much larger account that has definitely had its fair share of deleted enrollments. It still does not show deleted enrollments in the export. In my export, I see: active, concluded, inactive, invited, and rejected. I do not have the permission to do an enrollment get using the API. I get the " "message": "user not authorized to perform that action" " message.
Line 8 of the first spreadsheet image is the user I removed before running the report that is shown in the second spreadsheet image.
Are my permissions preventing me from seeing these deleted enrollments? Other than the API, how can I check this enrollment?
It certainly sounds like we're getting into a permissions issue. I looked at the code for the SIS enrollment report, but don't speak Ruby well enough to follow all of what is going on. I couldn't find anything in the PDF documentation of the roles to see where ability to see deleted accounts was limited. The closest I came was in the API documentation for listing enrollments: "note: Currently, only a root level admin user can return other users' enrollments. A user can, however, return his/her own enrollments." However, "deleted" is listed as one of the enrollment states and you're able to see the other enrollment types, so I'm not sure how relevant that is.
One way, outside of pouring through all of the code, to determine if it's a permissions issue would be to get a root-level admin to run the report and see if there are deleted objects in there. If there are, then the case for being a permissions issue is strong. If they don't have any deleted objects either, then you should stop looking for them.
Retrieving data ...