Enrollment and Access

Introduction

Access to a non-public Canvas course requires an active enrollment in the course. Most student and teacher enrollments are created automatically from ARIES, but others can be added manually.

For student access, the course must also be published, and the current date must be between the course start and end dates.

Permissions to perform different actions in Canvas (e.g. view or edit content and grades) depend on the user’s role in the course (Student, Teacher, etc.)

Daily Update Schedule for Enrollments

Student Enrollment Add/Drops and Teacher Assignments are updated several times daily, from ARIES to Canvas. (Changes entered into ARIES are included in the following batch update.)

Monday-Saturday: ~6:10 a.m., 12:10 p.m., 4:10 p.m.
Sunday: ~1:30 p.m., 6:30 p.m.

Student Enrollments

Students wishing to take a CSU course for academic credit must register in RAMweb.
These student enrollments are added systematically to Canvas in less than 12 hours.

Instructors, please DO NOT add “Students” to your Canvas course unless:

  1. they are finishing a grade incomplete,
  2. they are using a senior citizen visitation privilege

View Student Activity for Financial Aid Recipients

Instructors, to help determine the last date of academic participation for a financial aid recipient using Canvas activity:

First, try this (most students are hidden in “Prior Enrollments”):

  1. From within your Canvas course, click People, then click the “More” icon (3 vertical dots) on the top right to select “View Prior Enrollments”.
  2. Click the student’s name, and use the links under “More About This User” to view activity.

If the student is not in “Prior Enrollments”, then:

  1. Login with your eID at Re-enroll My Student.
  2. Complete the three fields, and click “Re-enroll Student”.
  3. Click the new link to see the student in your Canvas course, and use the links under “More About This User” to view activity.

To enter the last participation date, follow the instructions at Office of Financial Aid for Enrollment Verification.

Students Incompletes

Students who are finishing a grade incomplete must be manually enrolled.

Role Permissions

In Canvas, these roles have the following permissions:

Role Content Copy content to
other courses		 Grades Interact with
Students		 Enroll
users
Teacher Edit ✔ Manage ✔ ✔
Assistant Teacher Edit ✔ Manage ✔
Designer Edit ✔ Can email students
Teaching Assistant (TA) View Manage ✔
Student View View their own ✔
Observer View

Teacher vs. Assistant Teacher, Designer, TA Enrollments

All teaching assignments in CSU’s Information System, ARIES, are systematically added as “Teacher”.

To enable students to distinguish between Teachers and assistants, manually enroll your support people as: Assistant Teacher, Designer, or TA.

Users and Enrollments in Canvas Require Active eID

Users must have an active CSU eID account to be enrolled in an academic Canvas course.

When a user’s eID expires, the user account and their enrollments are removed from Canvas.

Note: When faculty and staff leave CSU, the employment end date in the HR system closes their access to ARIESweb and Canvas. Please allow time for faculty to complete grading and submit final grades before their end date.

Role Canvas Enrollment Removed
Student 365 days after student’s last class
Faculty, Staff, Associate The day after employee’s separation from CSU or the Appointment End Date.
For faculty, please set their end date so it allows time for submitting final grades.

Manually Enroll Others

For current or future courses:

  1. In the course navigation, click People, +People, enter the eID, select the role, and submit.
  2. This will send an email invitation to the person so they can accept the role in your course.

For courses where the “End date” has passed, and the “+People” button is grayed out, there are two extra steps:

  1. In the course navigation click on “Settings”, uncheck the box below the “Ends” date, scroll to the bottom and click “Update Course Details”.
    Now you can enroll as above.
  2. To reactivate the End date, go back to “Settings”, check the box below the “Ends” date for “Users can only participate…”, and click “Update Course Settings”.

Limit Privileges to Section

Visitor Enrollments

Instructors can provide temporary visitor access to a Canvas course for users without a CSU eID.

  • For visitor access less than 30 days, such as a guest lecturer, use a “Visitor Account”, contact your college/area Canvas Coordinator for details.
  • For visitor access 30 days or longer, your department must sponsor the user for a CSU Associates eID account:
    1. Work with your department HR staff to sponsor the associate. See Unit 12 of CSU’s HR Guide.
    2. The associate activates the eID account.
    3. Add the associate’s eID into the Canvas course: People > +People >Enter the eName and role > submit.

Senior Citizen Enrollments

Per CSU’s Senior Citizen Visitation Privilege, citizens age 55 and older may visit Colorado State University resident instruction classes on a space-available basis at no cost.

Adding Senior Citizens to Canvas

If the instructor uses Canvas, the senior citizen can have access to the course in Canvas by following these steps:

  1. The senior citizen gets permission from the instructor and completes the Senior Citizen Class Visitation Request Form
  2. The instructor/department sponsors the senior citizen as an ‘associate’ to get an eID. That is, the department HR staff creates an “Associate” account for the citizen. Associate HR Info
  3. The citizen goes to https://eid.colostate.edu/ to activate their eID.
  4. The instructor manually adds the citizen’s eName as a student in the Canvas course:
    1. In your Canvas course > People > + People > enter the eName, select Student role and section > Next > Add Users > Done.
    2. This will send an email to the senior citizen, inviting them to the class, with a link to Canvas.