The University of Wisconsin System Digital Learning Environment (DLE) uses a formal Change Request process to manage requests to create new Canvas user roles or change the permissions of existing Canvas user roles.
There are two types of roles: course-level roles and admin roles. The current set of available roles are described here: Canvas - Course Level Roles and Canvas - Account Level Roles. Every role which exists in the DLE is available across the entire DLE; campuses can't request institution-specific roles which would only be available to users from their institution.
The Change Request process to create a new or modified role follows:
A campus Canvas institutional administrator should:
1) Go to the DLE SharePoint site and find a blank copy of the Change Request document.
2) Fill out the Change Request document and save it locally to avoid overwriting the master copy in the SharePoint site.
3) Go back to the homepage of the DLE SharePoint site and click Change Request in the left-hand navigation.
4) In the Change Request folder, click Upload in the menu at the top of the page.
The DLE Team will review the Change Request for completeness and then pass it along to the Roles & Permissions workstream, a team made up of different institution representatives who understand Canvas and the way Canvas permissions work. That team will review the request to make sure there is not another suitable role that already exists. They then create and test the new role. If it works as intended and the workstream doesn't discover any issues, it will recommend the new or modified role for approval.
Final authority to approve or reject requests rests with the DLE Service Owner in the UWSA Office of Learning and Information Technology.
Before the new or modified role is implemented, the Roles & Permissions workstream will update the following DLE KnowledgeBase (KB) articles to include the new or modified role: Canvas - Course Level Roles Description and Canvas - Account Level Roles Description. If other documentation is needed, the Roles & Permissions workstream will add it to the DLE KB.
When they get notification that the new or modified role has been approved, the UWSA DLE Team will change the settings in Canvas (Admin > Permissions) to create or modify the role.
The UWSA DLE Team will notify interested users and create a record of when the changes were made by posting an announcement of the changes in the DLE KB News. Users who wish to be automatically notified of announcements on the DLE KB News can follow its RSS feed.
The UWSA DLE Team audits admin-level roles on a yearly basis, removing users who are no longer employed at their institutions, and confirming with the remaining users that they still need the level of permissions that they have.
Course roles in Instructional (Student Information System-based) courses are controlled by term dates so students and instructors are automatically moved from their role access to read-only access on a specific timeline after the end of the term. Manually created courses do not have a formal audit process; the course instructor should review the users enrolled and address any inconsistencies.