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.)

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.

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
  1. Drops before the first day of class are deleted from the course, because it is not necessary to keep data on students who drop before courses start.
  2. Drops from the first day of class onward are set to “Concluded” status.
    • These students cannot see the link to the course, and have no access to materials or communications.
    • Dropped students are hidden by default for instructors in People and Grades, but are available to instructors under “Prior Enrollments”.
    • All Summer sessions are treated as part of one big Summer semester; drops on or after the first day of summer semester in mid-May are set to “Concluded”.

Instructors can view grades and activity for “Concluded” students in their course any time.
Steps:

  1. In the course, from People, use the gear icon to select “View Prior Enrollments” (on the right side).
  2. Click on the student’s name.
  3. Click the “Grades” or “Access Report” buttons (on the right side).

Or

  1. From the Gradebook, use the gear at top right to toggle on/off “Show Concluded Enrollments”.
  2. Search or filter for the student.

Students who do a University Withdrawal are removed from Canvas.

Instructors, need to provide a student’s last date of participation to CSU’s Office of Financial Aid?

  1. Send a quick request to re-add a withdrawn student to your course.
  2. Include:
    • Student Name:
    • Student CSU ID:
    • Course Number:
    • Course CRN:
  3. The student will be re-added in a “concluded” state.
  4. Then to view the student activity,
    1. In the course, from People, use the gear icon to select “View Prior Enrollments” (on the right side).
    2. Click on the student’s name.
    3. Click the “Grades” or “Access Report” buttons (on the right side).

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

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

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 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.

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

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.

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.