We've received clarification from the Registrar's office related to students' FERPA rights in online course sites that involve more than one enrollment section.

• If your students will have occasion to regularly see each other in the same physical classroom or collaborate (physically or online) with each other across sections during the semester, the sections can be combined in Carmen.
• If you teach several sections of the same course but the students do not interact with each other in a physical classroom or online, the courses cannot be merged in Carmen.

Courses that include combined sections in the Registrar's system are automatically combined in Carmen. Examples of courses like this include lectures with labs and/or recitations, courses that are cross-listed across two or more departments, or courses with students in different programs / careers.

We will merge courses upon instructor request only after the instructor affirms that they will provide opportunities for students to collaborate across sections in the Carmen course.

If it becomes necessary for us to separate merged courses, student submissions and grade data will become inaccessible for the sections that are removed from the "parent" course.

You can review the University's FERPA policy online.

Once a course's term end date has passed, the course will have read-only access. This means that a course is not available for:

• Adding participants
• Submitting assignments
• Posting discussions
• Uploading files
• Grading
• Any other action-based task within a course

Prior to the term end dates, you can override the term date for a particular course by setting your own course dates.

If you want to add an instructor to a past course so they can preview or copy your instructional content, we recommend that you copy your material into a forum course. This will help ensure compliance with FERPA regulations.

If you do need to add an instructor to a past course, please have the instructor of record for the original course email carmen@osu.edu with a brief explanation for why the access is needed. Include the username of the person to be added and a date by which the course should return to read-only status.

All CarmenCanvas courses need to be published in order for students to view content. Additionally, all items placed within a course including pages, files, assignments, and modules must also be published for students to view the content.

You may need to set your course home page before seeing the option to publish your course.

If you add items to a module, by default your module items are unpublished and therefore unavailable to students. You must publish each individual item in a module so students are able to access the materials.

The course status is located in the right-hand sidebar of your course homepage. Unpublished items will have a circle with a strikethrough in the middle. Published items will have a circle with a checkmark in the middle.

Image

Canvas does not use the language release conditions, though you can search the Canvas Community for similar functionality using requirements and prerequisites.

To control when students are able to view and access certain content, organize your content using Modules. Then, you can do the following:

1. Once content has been added to a module, you can edit the Module to select what content is required for the completion of the module. See How do I add requirements to a Module? for step-by-step instructions.

2. When more than one module exists, the next modules allow you to add prerequisites to select which modules must be completed prior to being allowed access. See How do I set up prerequisite Modules? for step-by-step instruction.

Each assignment must be given a point value. However, you can choose to display the grade for each assignment as a percentage, letter grade or other. See How do I add details to an Assignment? and scroll down to Select Grading Type. If you prefer only percentage grades, it may be helpful to give all assignments the same point value.

You may also like to review: 

• How do I view my students' total grades as a point value instead of a percentage in the Gradebook?
• How do I add a grading scheme to an Assignment?

Proctorio is rated for S4 data. See the university's Institutional Data Policy for more detail. The S4 rating is because students are expected to scan their BuckID.

What Proctorio data is stored on the Canvas servers?

All Proctorio data is stored on Proctorio's Microsoft Azure servers. All exam information remains within Canvas.

Proctorio does not store student's personally identifiable information. It uses Canvas APIs to pull the student information from Canvas. Proctorio does not have access to view student attempts. Only the instructors or admins in the course in Canvas, with the proper credentials, have access to these recordings.

Why am I allowed to use a Google account to store a Proctorio profile? I thought Ohio State did not have a relationship that allows us to use Google accounts.

If you choose to use a saved Proctorio profile that links to your Google account, there is no personally identifiable Ohio State information or data stored directly to the account. All of the data is immediately encrypted and moved to Proctorio servers and is only available in the Proctorio Gradebook when someone clicks the View Proctorio Gradebook link from the quiz page. The Google account just acts as a pass-through mechanism.

Enrollment Information

 In general, user information from the Registrar's Student Information System flows into CarmenCanvas, usually by the next day.

• Every night, automated programs gather data about all enrollment transactions (student adds, drops, section changes; changes to instructors, TAs, and Graders) from the Registrar. That information is combined with Human Resources data about new users and name changes and is repackaged into a format that can be read by Carmen. Our programs then feed the data into Carmen. The process usually completes at around 6:30 AM, depending on how much enrollment data needs to be uploaded.

• Because this process involves multiple systems, there are occasional glitches. As a general rule, if an enrollment record is not correctly processed the first night, it will be completed during the next night's process. In some cases, we may re-run all or part of the enrollment process during the day.

Faculty Center Roster and Carmen People List

The People list in a Carmen course is based directly on the course rosters from the Registrar. However, if there is ever any question about who is in or out of a course a as student or instructor a the roster in the Faculty Center should be considered authoritative.

• It is quite easy for an instructor to add people to the Carmen People list who do not show up on the Faculty Center roster. Changes made to the People list in Carmen do NOT flow back upstream to the Registrar. Any manual changes to the Carmen People list that contradicts SIS data will be overwritten.

• Information about student rank, paid status, major, plans to graduate, and other details are not displayed in Carmen.

Final Grades

Final Grades are the only situation in which data moves from Carmen to the Faculty Center. There are significant differences between how enrollment data moves into Carmen and grade data moves out.

• Final Grades are transferred from Carmen to the Faculty Center on a voluntary, course by course basis, by instructors. Using Carmen to calculate final grades and transfer them to the Faculty Center is entirely optional.

• Once grades are transferred from Carmen to the Faculty Center, the instructor must go into the Faculty Center to review the grades, take care of any Incompletes or EN grades, and finalize the process by posting the grades.

The Observer role in CarmenCanvas allows a person to monitor the performance of specific individuals in a course. We are using the Observer role in Carmen to enable advisors from the Student Athlete Support Services Office (SASSO) to audit the academic progress of student athletes.

Anyone who appears as an observer in a CarmenCanvas course is an authorized advisor from SASSO. Each Observer is directly associated in CarmenCanvas with athletes for whom they are responsible.

See the Roles in Carmen article for more information on the Observer role. 

If you are being prompted for an access code when attempting to take a quiz with Proctorio enabled, there could be a couple of reasons:

1. You have not installed the Proctorio extension. In this case, you simply need to install the Chrome extension.

   Caution

   Proctorio only works with Google Chrome.

2. You have installed the Proctorio extension, but for some reason, Chrome is not recognizing that it is installed. If this is the case, there might be several reasons why Chrome is not recognizing the extension:

• You have an anti-virus program or firewall on your computer that is blocking the extension. Try disabling or uninstalling those programs.

• Mac computers have a built-in Firewall. Turning that off temporarily, for the duration of the quiz, may resolve the issue.

• If disabling the firewall or removing the anti-virus program does not work, you will want to try uninstalling the Proctorio extension then reinstall the extension.

• If none of those options work, then the next step would be to uninstall Chrome and then re-install Chrome.

If you continue to have issues with Proctorio, you can contact Proctorio support 24/7 at (866)-948-9087.

Students trying to take a quiz in LockDown Browser (LDB) receive the error "Could not retrieve exam settings. Please ask your instructor to verify the exam settings on the LockDown Browser dashboard."

This message displays when the LDB dashboard is opened for the very first time for a course. It's a courtesy message to let the instructor know that they haven't yet performed this action on that particular course. It might be that the quiz was copied from a course offered in a previous semester or it a quiz in a course with Blueprints enabled.

Until the LDB dashboard is opened for the copied course by the instructor, the course is not recognized by the LDB servers and all the LDB specific settings (including the iPad option) will not be in effect.

Instructors should go into the course and click on the LDB dashboard from the course navigation. Instructors do not need to take any further action beyond clicking on the LDB dashboard.

CarmenCanvas has a 50MB file quota on user files. If you are trying to upload a file and receive the message Error: file size exceeds quota, you might have reached your user file storage quota.

To view files and see how much of your storage you've used, see the Canvas article How do I view my user files as a student?

We recommend downloading and backing up your files to OneDrive or another storage tool, then deleting some of your files to free up space.

See the Carmen file quota guide for more information on file storage limits.

If the course on your Carmen landing page has a different section number or class number than the one you registered for, your course may have been combined with other course sections. You will access the course from the Carmen landing page using the link the instructor has designated as the main course section. There are several reasons why a course may have combined sections. The most common are:

1. Recitation or Lab section combined with Lecture You may have registered for a lab or recitation course, but often the associated lecture course is the one that will appear on the Carmen landing page as the main course for the combined sections. This is often the case for Biology and Chemistry courses.

2. Merged courses Your course may have been merged with other course sections at the request of your instructor for instructional purposes. This is often the case for very large courses such as Business or Psychology. You will still see a course listing on the Carmen landing page for the section you enrolled in, but it will not be active. You can use the landing page filter options to hide unpublished course sections.

3. Cross-listed courses If the course on your Carmen landing page has a different department than the one you registered for, it might be a cross-listed course. This is a course that is offered under more than one departmental heading. Cross courses are generally indicated in Buckeyelink when you register. For example, you may have registered for a History course but it appears on the landing page as a Law course if it was a History of Law cross-listed course.

Students who drop a course appear in the People list in CarmenCanvas as inactive.

Image

Instructors can tell which students are inactive when viewing the People page, Discussions and the Gradebook.

An inactive student cannot access course content, but their enrollment remains so instructors can gauge and report on the grades and activity level of students who have dropped a course.

If a student drops a course before it begins, they will be removed. If they have not been removed by the end of the second week of the course please send an email tocarmen@osu.edu(link sends email).

For more information see Inactive Students in Carmen. 

If you are trying to upload or change your profile picture in CarmenCanvas but nothing is happening, you may have reached your 50 MB file storage limit.

To view files and see how much of your storage you've used, see the Canvas article How do I view my user files as a student?

We recommend downloading and backing up your files to OneDrive or another storage tool, then deleting some of your files to free up space.

See the Carmen File Quotas guide for more information on file storage limits.

Issue

Students may have issues accessing course content in the Canvas Student app. Those issues include: 

• A ‘User authentication' error is displayed, even after logging on. 
• Modules that are visible when logged on to CarmenCanvas using a web browser are not visible in the Student app.
• Inability to load some or all courses that they should have access to. 

This problem is caused by a lack of compatibility between the Canvas Student app and Ohio State’s login methods. 

Workaround

The Canvas Student app has an option to log in by scanning a QR code. Logging in with a QR code fixes many issues in the Canvas Student app and provides the optimal user experience. Students will need to use a second device (computer, smartphone, tablet) to access the QR code in Carmen in a web browser. 

1. Ensure your operating system and the Canvas Student app are both up to date. It also helps to restart your mobile device. 
2. In a web browser on a second device, log in to Carmen and access your QR code. 
3. On your mobile device, log out of the Canvas Student app, then click on the QR Login option below the Find my school button. 
4. Click Next on the pop-up that appears, then use the mobile device to scan the QR code displayed on your computer. 

If you still have issues, take a screenshot of the error and email it with a brief description to carmen@osu.edu. 

Issue

Users are unable to access full CarmenBooks functionality through the Canvas Student app. Engage is not currently designed to be fully supported within the Canvas Student app. Engage is intended to be accessed within a web browser.

Workaround

Students should launch Engage from Canvas using a web browser so that they can access all of the features within Engage.

If users would like to use Engage for offline reading, then this would be best supported through the Unizin Read app.

Issue

Because of a Chrome update, some users are getting an error when a Zoom recording is linked within a module in Carmen.

Workaround

 The solution is to have the recording open in a new tab.

Instructors can enable this option for all students: when adding the link to a module, check Load in a new tab.

Alternatively, any individual student can do it by right-clicking on their mouse and selecting Open link in new tab.

Issue
In early April, some students reported that images weren't showing up or loading properly in their Carmen courses.

This is due to Apple releasing Safari updates that put limits on embedded resources from third-party sites. Those updates affected the mechanism that Canvas uses to securely host and transmit uploaded files, including images.

Canvas is actively investigating solutions to this issue, but a timeline is not yet available.

Workaround

• For users who have access to another browser like Chrome, Firefox, or Edge, those browsers do not experience this issue. Using one of these alternative browsers is the recommended solution.
   
• For users who only have access to Safari, temporarily disabling the Prevent cross-site tracking option in the browser privacy settings will restore Canvas functionality. We recommend users only disable this option temporarily while using Canvas, and then re-enable it before using other sites. To turn off Prevent cross-site tracking: 
  •  Go into Settings, select Safari from the left menu.
  • Under the Privacy & Security section, toggle off Prevent Cross-Site Security. 
    To see the changes, you might need to Clear History and Website Data once after toggling it off. You can also choose to use the Private Browser to see the changes if you do not want clear your website data. 
    For more information see Apple support's article Prevent cross-site tracking in Safari on Mac.

Issue 

Students may see an error message when they try to submit a file for an assignment. This happens most often in assignments with restricted file types but has happened with other submissions as well. 

Canvas is actively investigating solutions to this issue, but a timeline is not yet available. 

Workaround 

Instructors 

To fix this issue for the time being, instructors can either disable the Restrict Upload File Types setting in the assignment, or refrain from enabling it in the first place. 

Students 

If a student encounters an error while trying to upload a file for an assignment submission, they can use their OneDrive account to circumvent the issue.  

1. Go to https://office365.osu.edu and click Log in to Microsoft 365. 
2. Enter your OSU email address and click Next. 
3. Enter the password for your email account and click Sign in. Authenticate with Duo if prompted. 
4. Once the Office 365 landing page loads, look to the icons on the left side of the page. Click on the cloud icon for OneDrive. 
5. Upload your submission files, it does not matter where you place it in your files, nor what permissions it's given. 
6. Return to your assignment in Carmen. Instead of clicking on the Upload File box, click the More Options button just below it. 
7. Click on the Office365 tab in the window that pops up (log in if prompted), check the box next to your file and click Attach File. 
8. Once the file has uploaded, click Submit. 

Occasionally the errors persist even after following the above steps. If that happens, access the assignment from a separate device and repeat steps 7 & 8. If the error persists after that and time allows, wait 24-hours and try again. 

Issue

Due to browser updates related to cookie settings, some content embedded into CarmenCanvas may no longer work if the content requires authentication. In particular, Mediasite content that was embedded by pulling the code from MyMediasite will not authenticate properly.

Workaround

Instructors

To fix the issue at the source, instructors can either:

• Re-embed the content using the Mediasite/Canvas integration -- this is the best practice solution

• Provide students with direct links OR

• Remove authentication from the presentation (but, this should only be done when analytics and security for that video are not a concern)

If you have other authenticated content embedded in iframes, you may need to reach out to the vendor for their suggested workarounds.

The student workaround below will also allow other affected content to load but is best as a temporary measure.

Students

As a temporary workaround to view the content, students can change browser settings to allow for the cookies to work -- but bear in mind these settings have implications for the entire internet.

Change Chrome settings

1. In Chrome's address bar, go to chrome://flags

2. In the Search flags search box, type samesite.

3. Set SameSite by default cookies to Disabled.

4. Set Cookies without SameSite must be secure to Disabled.

Change Firefox settings

Firefox has not yet started forcing this behavior, but there is also a workaround available for Firefox if needed:

1. In the Firefox address bar, go to about:config

2. In the Search preference name search box, type samesite.

3. Set network.cookie.sameSite.laxByDefault to false.

4. Set network.cookie.sameSite.noneRequiresSecure to false.

Change Safari settings

1. In Safari, open Preferences.

2. Click Privacy.

3. Under Cookies and website data select Allow from websites I visit.

There are a number of reasons you may not be seeing your course on the Carmen landing page. See the most common suggestions below: 

• Just added? Remain calm! Added or dropped courses process overnight.
• Not Created? It is up to your instructor to decide if and when to use Carmen. 
  Caution

  Courses are only visible within the Canvas mobile app once the course is Created and Published by the instructor. Learn more about your course list.

• Unpublished? Check with your instructors -- they decide when to make content available to you.
• Wrong section number? If the course section is different than what you registered for, your instructor might have merged the course! Check out more on merged courses.
• Check your filters.
• Confirm your course enrollment in BuckeyeLink.