Introduction

Note: This decision map can also be found in Guru, along with sample emails for many if the situations. The map is sufficiently complicated that we wanted to include it here as well.

You've received a request from a faculty member to add someone to their course. Depending on that course, who they want to add, and in what role, this can run up against FERPA (Family Educational Rights & Privacy Act) restrictions. For example, we can't add Teachers or Managers to live courses with CRNs and students, because that violates the students' right to restrict who has access to their information and schedules. Similarly, students cannot be added to Development shells in the Student role, because it could lead to a misunderstanding about whether they work they do in that shell is for credit, which can be detrimental to their Financial Aid later on.

Use the decision map below to determine whether we can carry out the request. Sometimes there will be exceptions, but these will always be permitted by the faculty member's Department/Division Chair and/or the Registrar. If you are unsure, check with Adrienne or Michael.

Decision Map

Note: In all situations, the owner of the shell or their department/division head must have requested the add. If someone is requesting that they be added to another instructor's shell, we must receive confirmation from the owner of the shell before we add the requestor.

The course has a CRN and…
- If the person will be a TA, Student Assistant, Grader, or Lab Preparator, Teaching Observer, send them this form: https://forms.gle/LJNUmPyRziSaP33L7
  - Note that only people with student emails (number at the end - aallardtwong17) can be added as TA's, Student Assistants, or Graders.
  - People with staff/faculty emails (no number after their name - allardtwonga) can be added as Teaching Observers or Lab Preparators.
- They want to add a teacher…
  - To share information -> They will need to set up a DEV shell, copy the course into that shell, and then they can manually add the person to the DEV. (send tutorials as necessary)
  - To teach or co-teach the course -> that person will need to be listed in Banner through the Registrar’s office, and then they will be automatically added once Banner and Canvas sync. If this doesn’t happen shortly, have them send confirmation from the Registrar’s office and we can add them.
- If the course is from a previous term...
  - We can add people as Teaching Observers to courses from the term immediately prior to the current one.
  - No other role can be added to old live courses. If the person is looking to share content with a colleague, recommend they create a DEV shell and copy the course into it, then add that person.
- They want to add someone from ODS (Office of Disability Services) - we inform them that ODS handles enrolling its employees into courses and forward the email on to ODS.
- They want to add a student -> The student needs to be registered through Wolfweb or the Registrar’s office. Once they are registered, they will be automatically added to the course once Banner and Canvas Sync.
The course does not have a CRN (is a DEV shell or housed in Organizations & Departments)-> They or whoever is a Manager in that course should be able to add others via the +Add button on the People page. Double check that someone is listed as a Manager and let them know they have that ability. You may also add the person they're requesting if you want.
- Do not add people with student email addresses in the Student role to DEV courses. Any other role is permissible.