People in Canvas Courses

How do I enroll people in my course?

For enrollments to automatically and officially appear in Canvas, they must be added in the registrar’s system (MyAccess). However, in some cases instructors may want to manually (and unofficially) enroll people in their courses. For example, when a TA or co-instructor needs access to a course, but does not need to appear in the course catalogue nor report final grades in MyAccess.

Note:  

  • Before manually enrolling people in your course we recommended you see the list of course roles and permissions, and select a role that’s appropriate for the person or people you are enrolling.
  • Once you’ve manually enrolled people in your course they will need to accept the enrollment before they can access your course. They will receive an email in their Georgetown inbox, as well as a pop-up invitation in Canvas where they can accept the enrollment. The People page in your course will present the newly enrolled person(s) as having “Pending” status until they have accepted the enrollment.
  1. Access your course in Canvas and click on the People button on the course menu.
    click the people button
  2. Click on the +People button at the top right of the page.
    click the plus people button
  3. On the ‘Add People’ pop-up window, enter the NetID@georgetown.edu email address of the person you want to enroll. If the NetID@Georgetown.edu cannot be found, please try the person’s First.Last@georgetown.edu email (students do not receive first.last email addresses).

    Note: If you are enrolling multiple people or people in bulk, we recommend selecting the ‘Login ID’ button rather than ‘Email Address’ button on the Add People window. This will remove the requirement of including the @georgetown.edu after each NetID. Then, simply enter the NetIDs separated by a comma, or by pressing enter/return on your keyboard.

    enter email address of person
  4. Select the appropriate Role (e.g. Student, Teacher, etc) for the person(s) you are enrolling. See our list of Canvas course roles and permissions for more information.

    Note: If you are enrolling multiple people at the same time they will all inherit the same role selected.
  5. Optional: If your course is not cross-listed you can skip this step. However, if your course has several sections that have been cross-listed into a single course, you can use the Section drop-down menu to specify the section you want to enroll the person(s). This can be especially helpful when manually enrolling co-instructors and TAs, as section limitations allow them to only see and grade students in their same section(s). Enrolling the person(s) into the parent section will allow them to see and access all content and student activity in the course.
  6. Click the Next button at the bottom of the ‘Add People’ pop-up window. The system will confirm the NetID(s) entered are correct, and will display their first and last name for your review.
  7. Click the Add Users button to complete the process.
    click the add users button

    The People page in your course will present the newly enrolled person(s) as having “Pending”status. The pending status will be removed once the they have accepted the enrollment.
    pending enrollment

How do I remove people from my course?

Official student and instructor course enrollments via the Registrar’s system (MyAccess) will populate automatically in Canvas. As a result, an instructor CANNOT remove official enrollments from a course site. Only if someone has been manually enrolled in a Canvas course can they be manually removed from the course.

Note: Students that drop a course in MyAccess will be unenrolled automatically from the course site. Changes in MyAccess are not immediately reflected in Canvas and will be present in Canvas within 6-9 hours (but no later than the next business day).

How do I remove a manual enrollment from a course?


Can I organize the Photo Roster by section?

Yes. Access the Photo Roster in your Canvas course and select the section number from the drop down menu at the top of the page. If the option to select a different section does not exist then there is only one section in the Canvas course site.


How do I add pronouns to my Canvas account?

You can select personal pronouns to add to your Canvas account. Personal pronouns display after your name in multiple areas in Canvas including: assignment peer review page, comment fields (speedgrader), discussions, announcements, Canvas inbox, people page and group page(s).

Set or change your personal pronouns in Canvas:

  1. Login to Canvas
  2. Click Account (above the dashboard button)
  3. Click Settings
  4. Click Edit Settings (right side of the page)
  5. Select the pronoun from the drop-down menu
  6. Click Update Settings

Note:

Most integrated tools in Canvas (also called LTI, external, or third-party tools and apps) including New Quizzes and New Analytics do not currently support displaying pronouns. Selecting a pronoun within Canvas will not affect other university systems. You will have to go to other platforms, such as Zoom or MyAccess, and set your pronoun preferences in those systems as well.

For information or feedback about the available pronoun options in Canvas, please contact: oads-team@georgetown.edu


What are the differences between the various course roles in Canvas?

Student

Student permissions are restricted, but they have enough permissions to access and interact with course content. Specifically, students are permitted to view announcements, files, submit assignments, send inbox (email) messages to instructors and students,  create/post/view discussions, create collaborations, and view people in the course. 

Unofficial Student 

This role has exactly the same permissions as the regular Student role.  It can be used to manually enroll a student in a course, rather than having the student officially enroll via MyAccess. This role is typically used for unofficial auditors or guest students. There are certain cases where using this custom role is necessary, such as when a student officially enrolls in a course, then drops it, and then needs to be manually added back to the Canvas course.

Student No Messaging

This role implicitly is another kind of “unofficial student” that mostly maintains the same permissions as the regular Student role, except it restricts the following permissions pertaining to the student initiating certain types of in-course communication and messaging:

  • Cannot send inbox (email) messages to instructors or students 
  • Cannot use the Collaborations tool
  • Cannot view people in the course 

Teacher 

The Teacher role grants a user course admin permissions, giving them control over their assigned course or courses. However, this role is prevented from manually adding and deleting third-party course apps and tools.

Unofficial Teacher

This role has exactly the same permissions as the regular Teacher role.  It can be used to manually enroll a teacher in a course, rather than having the teacher officially enroll via MyAccess. This role is typically used for unofficial auditors, co-instructors or guest instructors. There are certain cases where using this custom role is necessary, such as when a teacher officially enrolls in a course, then drops it, and then needs to be manually added back to the Canvas course.

TA

The TA role has permissions similar to the Teacher role, but has the following course permission exceptions and restrictions:

  • Can create Zoom Conferencing Meetings
  • Cannot cross-list (combine) course sections
  • Cannot publish, conclude, or set start/end dated for a course 
  • Cannot set final student grades
  • Cannot set course rubrics
  • Cannot add/remove Teachers, TAs, and Designers 

CNDLS Course Admin

The CNDLS Course Admin is based on the TA role, but has the following course permission exceptions:

  • Can create Zoom Conferencing Meetings
  • Can cross-list (combine) course sections
  • Can publish, conclude, or set start/end dated for a course 
  • Can create, edit, or set course rubrics
  • Can add/remove Teachers, TAs, and Designers 

CNDLS GA Admin

This role has permissions similar to the CNDLS Course Admin except it further restricts the following course permissions:

  • Cannot view, edit, or set student grades
  • Cannot add/remove Students, Teachers, TAs and Designers
  • Cannot view list of people in the course 

Designer

The Designer role has permissions similar to the Teacher role, but has the following course permission restrictions: 

  • Cannot create Zoom Conferencing Meetings
  • Cannot view, edit, or set student grades
  • Cannot view course statistics, user activity, and student interaction reports 
  • Cannot add/remove Teachers, TAs, and Designers 

Faculty Assistant

This role has is based on the TA role, except it has the follow course permission exceptions and restrictions:  

  • Can create Zoom Conferencing Meetings
  • Can cross-list (combine) course sections
  • Can publish, conclude, or set start/end dated for a course
  • Cannot view course statistics, user activity, and student interaction reports 
  • Cannot view course groups 
  • Cannot create, edit, or set course rubrics
  • Cannot view, edit, or set student grades
  • Cannot view or link quiz question banks

Program Admin

The Program Admin role is based on the Teacher role, but has the following course permission restrictions: 

  • Cannot create Zoom Conferencing Meetings
  • Cannot create course content (add files, assignments, quizzes, discussions, pages, etc.)
  • Cannot add/remove Students, Teachers, TAs, and Designers 
  • Cannot cross-list (combine) course sections
  • Cannot publish, conclude, or set start/end dated for a course 
  • Cannot edit or set student grades (can view grades)
  • Cannot create or edit course groups
  • Cannot create, edit, or set course rubrics   
  • Cannot reply to discussions  
  • Cannot send inbox (email) messages to instructors or students 
  • Cannot use the Collaborations tool

Program Admin and Content

The Program Admin and Content role is baed on the Designer role, but has the following course permission exceptions and restrictions:  

  • Can view student grades 
  • Cannot create Zoom Conferencing Meetings
  • Cannot edit or set student grades
  • Cannot view course statistics, user activity, and student interaction reports 
  • Cannot add/remove Students, Teachers, TAs, and Designers 
  • Cannot send inbox (email) messages to instructors or students 
  • Cannot cross-list (combine) course sections
  • Cannot publish, conclude, or set start/end dated for a course 
  • Cannot create or reply to discussions
  • Cannot create or edit course groups
  • Cannot create, edit, or set course rubrics   
  • Cannot use the Collaborations tool

Observer

The Observer role can be linked to a specific student user enrolled in a course. 

  • Observers have the fewest course permissions and can only view course content. 

The authoritative Instructure documentation for all course role permissions can be found at the following links:


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