Creating a manual FERPA release

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.

Important: You must initiate the IT Compliance process to gain approval for your software. The use of a manual FERPA release may only be used if permitted 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 master 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. Under the heading Shared With, select University of Missouri System (see fig. 1). 
3. In the search box, type FERPA (see fig. 1).
   
   Figure 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. 
4. Four classic quiz results will display (see fig. 1). Choose the appropriate campus quiz and open it by selecting the title.
5. Select Import/download (see fig. 2).
   
   Figure 2: Image from Canvas Commons indicating where the Import/Download option is for the quiz. 
6. From the flyout menu that appears, search for a course or select a course option that displays, then select Import into Course (see fig. 3). 
   
   Figure 3: Image from Canvas Commons showing the course selection and import options to import the quiz into a specific Canvas course.
7. 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 banner that displays after successfully importing content from Canvas Commons.

Preparing the survey quiz in Canvas

1. In Canvas, open the course section to which the quiz was imported from Canvas Commons.
2. Open the Quizzes link from the course navigation menu and locate the imported survey quiz.
3. Select the title to fully open the quiz, and select edit.
4. Once open, verify the following:
   1. The university website link works for the respective campus in the quiz description.
   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 questions, update the text placeholders in the first question box  (Course name and number, Faculty name, software name [twice]).
5. Add appropriate assignment dates to ensure students have completed the quiz before being introduced to the software. 
6. Save any updates and publish the quiz, if needed.
7. Add to a module or location that students can access.

Utilizing Reports 

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

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

Canvas campus and vendor resources