Creating a manual FERPA release

Tags ferpa

When a vendor does not have a FERPA agreement with the University, student consent is required before the product can be used in any instructional setting. Instructors need to inform students and obtain permission for use. Quizzes for each university have been created and shared in Canvas Commons.. These quizzes can be used for notification and collecting student responses.

⚠️ Note: You must initiate the IT Compliance process to gain approval for your software. The use of a manual FERPA release is permitted only if approved by IT Compliance. 
Note: If a student disagrees with allowing access, they must contact the instructor to discuss alternatives for class participation.

Setting up the FERPA Release survey quiz in Canvas

Importing a quiz from Canvas Commons

  1. Log in to Canvas. From the Canvas navigation menu, select Commons (See Fig. 1).
  2. Select Filter. In the flyout menu that appears, add checkmarks to designate grade/levels of Undergraduate and Graduate.
  3. Under the heading Shared With, select University of Missouri System (See Fig. 1). 
  4. In the search box, enter FERPA (See Fig. 1).
    Image from Canvas Commons highlighting the Commons link in the master navigation menu, the filter icon and selections to use, and the search box. The image also displays the four quizzes that display when the filters and search options are utilized.
    Figure 1: Filtering Canvas Commons to show the FERPA quizzes
     
  5. Four classic quiz results will display (See Fig. 1).
  6. Choose the quiz from the appropriate campus and open it by selecting the title.
  7. Select Import/download (See Fig. 2).
    Image from Canvas Commons indicating where the Import/Download option is for the quiz.
    Figure 2: Selecting Import/Download
     
  8. From the flyout menu that appears, search for a course or select a course option that displays.
  9. Select Import into Course (See Fig. 3). 
    Image from Canvas Commons showing the course selection and import options to import the quiz into a specific Canvas course.
    Figure 3: Importing the quiz
     
  10. A message will display confirming that the import has been initiated. It may take some time to update in the course (See Fig. 4).
     
    Figure 4: Image of the successful import banner

Preparing the survey quiz in Canvas

  1. In Canvas, open the course to which the quiz was imported from Canvas Commons.
  2. Open Quizzes from the course navigation menu and locate the imported survey quiz.
  3. Select the FERPA Release quiz title to open it.
  4. Select Edit.
  5. Verify the following:
    1. The university website link provided in the quiz description works for the respective campus.
    2. The Quiz Type is set to Graded Survey.
    3. The score is set to 0 (zero) points.
    4. The box next to Let students see their quiz responses is checked. 
    5. Open the first question and update the text placeholders for course name and number, faculty name and software name (twice).
  6. Add assignment dates to ensure students have completed the quiz before being introduced to the software. 
  7. Save and publish the quiz.
  8. Ensure the students can access the quiz in a module or other location.

Utilizing reports 

Instructors can see quiz survey results after one or more users have taken the survey.

  1. In Canvas, open the course in which the survey quiz was available.  
  2. Open Quizzes from the course navigation menu.
  3. Select the FERPA Release quiz and then select Survey Statistics.
  4. Select Student Analysis along the top of the Quiz Summary page.
  5. A CSV download will be created, which can be opened outside of Canvas, to display a tabular representation of each student's answers.

Canvas campus and vendor resources

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