Canvas - Managing Course Access with Publishing and Dates
In Digital Learning Environment (DLE), instructors determine when students can access Canvas courses through a combination of 1) publishing status and 2) term, course, and section dates.
For a good overview of the subject, see the What are the different states of a Canvas course and How do term dates, course dates, and section dates work in Canvas guides.
Publishing status and term, course, and section dates interact with the user's course role to grant users one of three possible levels of course access:
- No access: The user can't open the course site.
- Read-only access: With read-only access, anyone with a Student role can view Published content but can't submit assignments. Read only access for someone with a Teacher, TAs or Designer role means that they can see published and unpublished course content and student work, but cannot edit the course content or grades.
- Read/Write access: Read/write access allows Students to fully participate in the course: viewing Published content, submitting assignments, and taking quizzes (subject to the settings of individual assignments or modules). Read/write access for the Teacher, TAs and Designer roles allows them to update the course, including the dates for the course.
Students have no access to a Canvas course until the Teacher publishes it
. This is true no matter how the term, course, and section dates are set. On the course homepage, the instructor should click Publish
If an instructor sets a course or section start date and publishes the course before that date, students may have no access, read-only access, or read/write access depending on the settings
chosen on the Course Dates or Section Dates menus (below). On the start date, students will get read/write access.
Instructors can also control access to specific parts of courses by publishing or setting dates for individual Modules
or content items such as Assignments
In Canvas, every course has three levels of start and end dates:
- Term dates set the default start dates and the final end dates for all courses in an academic period
- Course dates can override the start dates set for the term, but not the end date
- Section dates override course start and end dates, but not term dates
Campus Canvas Admins should review the following documentation on the UWSA DLE Sharepoint site (restricted access; login required):
Term start dates determine the earliest that a user can have read-only or read/write access to a course. Term end dates determine the latest that a user can have read/write access.
Root level Canvas administrators set up term dates long before an academic term begins. Term dates in Canvas differ from the dates in the campus Student Information System (PeopleSoft) so that students and instructors have time to prepare before the semester and to wrap up afterward. When the term reaches the end date, all course enrollments are automatically set to Concluded. This makes the course read-only for Teachers and Students.
The term dates in Canvas are set up to accommodate most of the needs identified. If there is a reason that more time is needed for students to access a course for a term due to an incomplete, the term dates can be updated by a root level admin using the change request process.
Term Setup in Canvas
Campus Canvas Administrators can use UWS's custom Terms Tool
to see the start and end dates for their campus's Canvas terms.
Many DLE institutions have adopted standardized Canvas term dates, making them easier to predict and manage across institutions. Term start dates are typically set to "Whenever," meaning that users can access courses before the term begins. Term end dates are typically set to roughly 6 months after the end date in PeopleSoft.
DLE term dates frequently follow this pattern:
Term starts whenever and ends July 31
Teacher read/write access begins whenever and ends July 31
Student, TA and Designer read/write access begins at term start and ends February 15
Term starts whenever and ends June 30
Teacher read/write access begins whenever and ends June 30
Student, TA and Designer read/write access begins at term start and ends January 15
Term starts whenever and ends November 30
Teacher read/write access begins whenever and ends November 30
Student, TA and Designer read/write access begins at term start and ends June 15
Term starts whenever and ends February 28
Teacher read/write access begins whenever and ends February 28
Student, TA and Designer read/write access begins at term start and ends September 15
UWEX terms and terms with a month in the title
These follow a different set of patterns. Consult your local Canvas admin.
This means that Teachers have read/write access to their courses as soon as they're created in Canvas, and that read/write access lasts until the end date of the term. After the end date of the term, Teachers have read-only access to their courses.
These term settings also mean that students have read/write access to their courses as soon as instructors Publish them
, unless instructors sets course or section dates (below). After the end date of the term, Students have read-only access to their courses.
Course or section dates have to fall within the overall start and end dates of the term.
To set course start and end dates, go to the course Settings page, set a course start and end date, and choose whether or not to check three boxes:
- Students can only participate in the course between these dates
- Restrict students from viewing this course after end date
- Restrict students from viewing this course before the start date.
Checking the "Restrict students from viewing this course" boxes will set students to no access
outside of the course start and end date. If those are not checked, then the "Students can only participate" box will determine if students have read-only
e access outside of the course start and end date. See the How do I restrict student access to a course before or after the course dates?
guide for more information.
Course dates are blank in new courses unless instructors set them manually. Course dates are not sent through the PeopleSoft integration. If section dates are set, they override course dates.
Section dates override course dates and restrict student access within the limits set by term dates (above). Course sections can be moved from term to term and course to course. Different sections within each course can have different start and end dates.
Section dates default to the course start and end dates, if those are set. If an instructor wants to set section dates, they must enter them manually. Section dates are not sent through the PeopleSoft integration.
As discussed in Course Dates (above), no matter what section dates are set, students have no access to the course materials until an instructor Publishes the course. Students may have no access, read-only access, or read/write access to a course if it is Published before the section start date, depending on the course and section settings chosen by the instructor. See the "Limit Student Participation" section of the How do I change the start and end dates for a course section as an instructor?
How it all Fits Together
For a good example of why instructors might set course and section dates in Canvas, and how those dates interact, see the following Canvas guide: