Canvas: Site Access for Faculty Reviews

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Instructors who are up for contract renewal or promotion may need to share course materials from past terms with a review committee. This article outlines a few different approaches to sharing these materials.

Sharing course syllabi via the Course Hub

Some review processes only ask for access to syllabi. Instructors can upload course syllabi to the Course Hub and make them viewable to the public.

Sharing past term Canvas course materials via ePub

Alternatively, instructors can download ePub versions of Canvas sites to share with the faculty review committee members. Short for "electronic publication", ePub is an e-book file format that uses the ".epub" file extension. ePub format is supported by many e-readers, and compatible ePub reader software is available for most smartphones, tablets, and computers.

Sharing current term Canvas course materials and data

The review process may require that the committee members have access to a Canvas site for a course that is currently being taught. In this case, instructors should inform students that you are under review and the committee members will have access to the Canvas site for observation. Committee members will need to be granted a role in the Canvas site based on the needs of the review.

  • Canvas guide: How do I add users to my course?

    • Add review committee members with the role of Assessment/Viewer if they will need to see grades.

    • Add the review committee members with the role of Student if seeing grades is not necessary.

Sharing past term Canvas course curricular materials as a Canvas archive

If a review process requires evidence of course curriculum from previous terms beyond, an archive copy of a Canvas site can be created by request. An archive copy of a Canvas course does not include any student data. As the instructor you will be able to grant access to these versions of your Canvas sites as needed.

More About Student Privacy

For clarifications about faculty responsibilities in protecting student educational records, please visit the links below:


Article ID: 695
Fri 2/23/24 4:35 PM
Mon 3/11/24 9:58 AM

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FERPA regulations apply when adding individuals to a course where they can see student information. Make sure you only add people to your course who have “an educational need to know.” You can learn more about FERPA here. Questions about FERPA can be directed to the Registrar.
As an instructor, there are times when you may need or want to share access to a Canvas site. someone to be able to see how you structure your course or you want to share the content for other reasons, you have two options. If you want to keep things in Canvas, then you’ll want to request an archive copy of your site. You may prefer to export your course in ePub format if your goal is less about the Canvas experience, request and ARCHIVE Canvas site and copy your content.

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Canvas is Middlebury's main learning management system. It provides tools to create online course sites that enable course communications, forums, assessments, file sharing, and other activities.