Approval process for Faculty Admin and Grade Faculty Admin Canvas Roles

Security and access control for roles which have access to our students’ assessments and grades are of the utmost importance to the Learning and Teaching Systems team (LATS). Accordingly, LATS has an annual audit process which includes reviewing and renewing approval for all roles with elevated permissions across Canvas and UTS Open.

2025 Authorised access form https://forms.office.com/r/aXYW2rLTHv
Revoke access form https://forms.office.com/r/PKfuq2wLT3

Bulk approval

In mid-December 2024 we will contact you, providing you with a list of staff in your area who currently have the elevated role in Canvas, due annually for expiry after January 31 2025. In the email, you will receive a link to the 2025 online form so you can share it with those who require the extension of their access for another year, until January 2026. We recommend you contact all the individuals and provide them with the 2025 online form link.
Faculty staff will have until January 17th 2025 to submit the individual form for your bulk approval.
After your staff members start their online submission with us, we will be collecting their request and will contact you again on January 20 2025. The subject of the email will be “Approval of Faculty Admin and Grade Faculty Admin roles in Canvas for 2024”.
New staff members will be able to use the same form to request elevated access for the first time.
We will ask ADTLs to update the spreadsheet to approve each individual request by entering YES under the “Approve” column, and return the form to us by January 31st. Please note, staff whose renewal approval is not received will have their access revoked after January 31, 2025, automatically.
Requests can be rejected by stating NO in the “Approve” column cell.

Circumstantial change and access removal

If any staff member who has elevated access to Canvas or any other applications in the learning and teaching eco system,
A. decides to study at UTS,
B. will no longer hold the same position,
C. has resigned from their role,
D. due to any other reason they no longer require their elevated access to the Canvas eco system,
this is the responsibility of the individual staff member to submit the revoke access form, or of their supervisor to ensure, prior to their departure from their active role.
Revoke access form https://forms.office.com/r/PKfuq2wLT3

Ad hoc approval

After January 17th 2025, any new request for FA and GFA will automatically generate an email to ADTLs.

The subject of the email will be “New request for Faculty Admin and Grade Faculty Admin roles in Canvas for 2025”. Attached to this email will be a list of all the form submission requests made by staff in their faculty to date, including those previously approved.
New requests will be identifiable by having a blank cell in the “Approve” column list.

Important: Staff who are studying as a student in Canvas

Please note that due to the sensitive data accessible to FA and GFA roles, staff who are studying as a student in Canvas will not be granted elevated access to any Faculty or School in which they are studying, within 6 months before or after their planned or completed study.

The form includes information about the responsibilities and obligations of staff in the use of these roles, the auditability of their actions, and questions to enable them to submit information about their study plans.

For those staff we will highlight the column related to the below question if the answer is Yes.
“Current/Recent student at UTS, or UTS College?”