Canvas and Kaltura FAQs

Listed below are some frequently asked questions (FAQs) about the University's new Canvas LMS and Kaltura VMS. We are updating this page regularly while the migration project is underway.

Need more information? We also have a range of guides covering Canvas LMS and Kaltura VMS which are available for staff and students.

For FAQs about the migration to Canvas and Kaltura and the project, please visit Project Evolve FAQs site.

Support

  • How do I stay up to date on what is happening with Canvas and the roll-out project?

    Project Evolve has a dedicated project web page that is continually being updated. The page includes information about the decision to move to Canvas, the benefits of Canvas, the staged plan to moving all subjects to Canvas, newsletters, and a list of frequently asked questions. We recommend visiting this page on a regular basis to keep updated on the project.

  • How do I get help?

    Canvas 24/7 phone support line (+61 3 8652 1805) and online chat are available to both University staff and students. You can also report a problem to Canvas. These supports are available in Canvas clicking on Support in the global navigation menu.

    Within Canvas Support there is also access to Canvas Community guides and 'walk-through' support. The walk-through feature provides real-time, on-screen, step-by-step guidelines for completing a task within Canvas. The search function allows you to input your query to search these guides and walk-through.

    We also offer a series of Canvas workshops and webinars for staff, as well as user guides for staff and students.

Managing subjects

  • Will my subjects be automatically published?

    No. Users will be required to publish their own subjects in the home page.

  • How do I publish my subject?

    Staff with the permission to control subject status (Subject Coordinator, Instructor and Subject Designer) can publish their subject in the subject Home Page sidebar.

    In Global Navigation, click Subject, then click the name of the subject. In the sidebar, click Publish.

    Students do not receive notification when your subject is published, but the subject will move from being listed in their Future Enrolments subject list, to their dashboard. You can send an Announcement if you wish to let them know their subject is now available.

    Once your subject contains a graded submission, you can no longer unpublish your subject and the Unpublished button will be unavailable.

    Publishing a subject
    Publishing a subject

    For role-specific details, including the equivalent position the Blackboard LMS, please refer to the table in Canvas staff guide: Adding staff to your subject: staff roles and permissions.

  • How do I publish the content in my subject?

    Modules present the content of your subject in a structured sequence. Modules create a linear flow of resources and activities for the students to access and complete. As a staff member in a subject, you can add Modules, add items to a Module, and manage Module settings. Each Module can contain files, discussions, assignments, quizzes, and other learning materials.

    Modules can be published (made visible to students) by clicking Unpublished content icon to the right of the item.

    Published items are marked by a green check symbol Published content in a module.

    Individual items in a module can be similarly published/unpublished. Please note, when you publish a Module, any previously unpublished individual Module items will automatically be published.

    For more information on module management, please refer to the Canvas Community Guide: Modules.

  • Will I get a notification when my subject is created in Canvas?

    No, you won’t get a notification when your subject is created in Canvas. The integration to StudentOne is set up so that when the subject is created in StudentOne, it is automatically created in Canvas.

    If you are added to the subject as a Subject Coordinator (as defined by the Handbook) via the integration, you do not receive any notification. The subject will appear in Subjects > All Subjects > Future Enrolments once created in StudentOne.

    If you are added to the subject via the Canvas interface by another staff member, you will receive notification you have been added to the subject.

    However, while we are in the migration process, staff will be added to their subjects and receive an email a few days before the migration consultation.

  • What does the ‘Subject Start Date’ and ‘Subject End Date’ mean?

    When a subject is Published, and the start date and end date range is current, the subject will display in the student’s dashboard.

    If a subject is Unpublished and the Subject Start date has passed, the subject goes into their Current Enrolments list in All Subjects but does not appear on the Dashboard and cannot be accessed.

    Otherwise, the subject will be listed in the Future Enrolments subjects list or Past Enrolmentssubject list in the All Subjects area depending on these dates.

    The Subject Start Date is based on the pre-teaching start date in StudentOne. If there is no pre-teaching Start Date, then the start date in StudentOne is used instead.

    The Subject End Date sets when the subject will move into a ‘Concluded’ state which means the subject then becomes read-only for all users (grades cannot be changed).

    By default, the Subject End Date is the assessment end date from StudentOne plus 6 weeks.

    Summary:

    Published Subject Unpublished Subject

    Accessible by students

    On dashboard

    Position in ‘All Subjects’ area

    Accessible by students

    On dashboard 

    Position in ‘All Subjects’ area

    No

    No

    Future enrolments

    No

    No

    Future enrolments

    Start Date

    Yes

    Yes

    Current Enrolments

    No

    No

    Current Enrolments

    End date

    Read only (Also read only for staff)

    No

    Past Enrolments

    (Becomes published)

    Read only (Also read only for staff)

    No

    Past Enrolments

  • Can I edit the ‘Subject End Date’?

    Subject Coordinators can update the Subject End Date under subject Settings>Subject details. It will set when the subject moves into a ‘Concluded’ state; the subject then becomes read-only for all users (grades cannot be changed).

    By default, the Subject End Date is the assessment end date from StudentOne plus 6 weeks.

    Subject coordinators can adjust the Subject End Date; however, it is preferable this is adjusted in StudentOne. Any changes to the Subject End Date in Canvas will be overridden by changes to dates or Subject Coordinator information in StudentOne.

  • Can I change the font?

    No, the Canvas font cannot be changed as it’s a fixed platform design element. By keeping the font consistent, Canvas is responding to the students’ desire to have a consistent LMS experience.

  • What is the banner tool and why should I use it?

    The banner tool lets you generate a banner specific for your subject with an image of your choosing. The aim of having a banner in every subject is to provide a consistent user experience for students across all their subjects.

    The banner is to be uploaded into your subject at the top of the subject ‘landing page’. The banner includes the subject name, subject code and a meaningful image.

Subject content

  • Where is the best place to put my student resources?

    Modules are used to organise subject content by weeks, topic, or whatever organisational structure works for your subject. It is best to put the relevant student resources in the appropriate week or topic module.

    With Modules, you are creating a one-directional linear flow of resources and activities for the students to access and complete. Once the module is created content items can be added.

    As part of the subject template, a Student Support module will be in your subject. Any additional items related to student support can be added to this module.

    For step-by-step instructions on how to create a page for student resources, please refer to the Canvas Community Guide: How do I add assignment types, pages, and files as module items?

  • Can I make folders in the modules?

    No. Canvas uses a module structure, not folders. Modules are used to organise course content by weeks, units, or whatever organisational structure works for your subject. With modules, you are creating a one-directional linear flow of resources and activities for the students to access and complete.

    For further information and instructions about how to best use the module feature, please refer to the comprehensive list of Canvas Community Module guides.

  • How does Lecture Capture show up in Canvas?

    Lecture Capture (Echo360) will be the same experience in Canvas as it is in Blackboard, with minimal changes expected for the user. Lecture Captures can be access via the Lecture Capture link in the subject menu (coming soon).

    Location of Lecture Capture in a Canvas subject
    Location of Lecture Capture in a Canvas subject

  • What is the best way to put lecture slides into Canvas?

    There are three options available to add lecture slides to your subject outlined below, commencing with the recommended approach.

    1. Lecture Capture link (recommended)

    Adding your slides alongside the associated Lecture Capture recording not only provides students with a better experience; it means students can view the slides within the Lecture Capture link during your lecture and take personalised notes during the lecture. These notes are private to the student and cannot be viewed by staff or fellow students. For more information, view the Lecture Capture guide, Taking Notes in Class.

    To add lecture slides into the Lecture Capture link in your subject:

    1. Click on the Lecture Capture link in your subject
    2. Find the relevant lecture recording or scheduled recording in your classes list
    3. Click +Add Presentation for that lecture
    4. Upload the lecture slides file (PPT or PDF)
    5. Advise students in the subject information that lecture slides will available via the Lecture Capture link.

    Other options include:

    2. Single Canvas Page for all lecture slides

    Create a lecture slides Canvas page and add all lecture slides files to this single page.

    3. Multiple Canvas pages, one for all lectures within a given module or week

    Create a lecture slides Canvas page for each module (week or topic) and include on the page all appropriate lecture slides files for each week/topic on the page.

  • How does Readings Online work in Canvas?

    Within the Canvas subject menu there is a link to Readings Online. The Readings Online link is set up the same way it to was done in Blackboard.

    Location of Readings Online in a Canvas subject
    Location of Readings Online in a Canvas subject

    For assistance on setting up your Readings Online link please visit the Readings Online Library information page and the Readings Online user guide.

  • Can I embed links to individual Readings Online in a page?

    In a Module you can add an External Tool link to Readings Online but this links to the full list of readings within Readings Online.

    Readings Online have advised that linking to an individual reading from within a Canvas page will be coming soon (in 2020).

  • Is the subject handbook link in my subject?

    No. Subject Handbooks links are not automatically populated in each subject. Instead, you can copy and paste the link manually into the Subject Overview page of your subject.

    However, investigation are underway to have Handbook links added into the Subject Overview page.

  • What content is automatically populated in the Subject Overview?

    There is some template content you can edit or remove as needed from the Subject Overview page.

    At the bottom of the page in the Subject Summary area is an automatically generated list of all the subject assignments.  This includes all the Assignments, graded Quizzes and graded Discussions that have been published in your subject. Assignments will be listed in due date order.

    This Subject Summary list cannot be edited directly or removed from the Subject Overview page.

    The Assignments are weighted by group table will display your Assignment group weightings if these have been set up in your subject (recommended).

  • If I import the Canvas calendar into my personal calendar, will my personal events sync back to the Canvas calendar?

    No, it is not possible to import calendars in the Canvas Calendar and any exported Canvas calendars will not sync back to personal calendars or updates to Canvas.

    It is possible to export the Canvas Calendar feed into an external calendar app such as Outlook, iCal, and Google Calendar.

    For step-by-step instructions on how to feed an external calendar into the Canvas Calendar, refer to the Canvas Community Guide: How do I view the Calendar iCal feed to subscribe to an external calendar as a student?

Assignments and Gradebook

  • How do I set up a Canvas assignment that utilises Turnitin?

    There are two ways a Canvas assignment can be set up with the Turnitin functionality:

    1. As a Canvas assignment with Turnitin added as an external tool. This is called Turnitin LTI and provides full Turnitin functionality.
    2. As a Canvas assignment with the Plagiarism Review selected to generate a Turnitin similarity report. This allows you to use all the other features of Canvas Assignments (group submissions etc.) but while still having the advantages of Turnitin similarity checking.

    For step-by-step instructions for both options, please refer to the Canvas staff guide: Turnitin in Canvas Assignments guide.

  • Is ‘Turnitin Assignments by Groups’ functionality available in Canvas?

    Unfortunately, the Turnitin Assignments by Groups functionality is not currently available for Canvas assignments using Turnitin LTI (Turnitin as an external tool).  Future releases of the Turnitin LTI may provide this functionality.

    For Canvas assignments setup with Turnitin Plagiarism Review, SpeedGrader can be viewed by Sections or Groups. If Sections or Groups are set up the subject, markers can view and grade just their Section or Group.

    For step-by-step instructions for setting up assignments in Turnitin using Plagiarism Review or Turnitin LTI, please refer to the Canvas staff guide: Turnitin in Canvas Assignments Guide.

    For setting up Sections refer to Canvas staff guide: how to manage sections in your subject.

  • How do I use a Canvas Grade Posting Policy and a Turnitin LTI Release Date together to control the release of grades to students?

    If you create a Grade Posting Policy in Canvas to control when students see their marks, it doesn't apply to Turnitin LTI (as it's an external tool).

    You will need to make sure your 'Feedback Release Date' in Turnitin is set to an appropriate date, otherwise student grades may be released prematurely.

  • Do students receive a confirmation email when submitting to a Turnitin LTI Canvas assignment?

    No. Unlike how Turnitin Assignments worked in Blackboard, students do not receive an email confirmation that they have successfully submitted to Turnitin that includes the submission ID.

    Please advise students to download their Turnitin Submission ID Receipt once they have successfully submitted by:

    1. Click on the Assignment link in the subject
    2. Select the relevant Assignment name
    3. Click the Download Digital Receipt button
    Digital receipt
    Student downloading digital receipt for Turnitin LTI submission

  • How do I hide assignment grades from students and release them when I am ready?

    The Grade Posting Policy for your subject controls whether grades are revealed as soon as they are entered, or whether you control when grades are revealed.

    For you to control when grades are released the Grade Posting Policy needs to be set to ‘Manual’ in the Gradebook settings before you enter marks. The assignment grades are then hidden by default and you can release them when you wish.

    While the assignment grades are hidden, students can make comments on their submission but cannot view the grades, your comments or rubric feedback. They will have a message in the interface: ‘Grades are unavailable because the instructor is working on them’. Once grades are entered, columns that are hidden from students will display the Visibility icon.

    When you are ready to release grades, you can do so via either one of the following two ways:

    1. Select the Post or Hide Grades icon, located in the top left SpeedGrader
      Post or Hide Grades Icon in SpeedGrader
      Post / Hide Grades from Gradebook

    Or

    1. Go to Grades, select the appropriate assignment column
    2. Click on the ellipses in the column heading
    3. Click Post Grades
    4. Select Everyone, Graded Student or Sections (if Sections have been set), depending on who you would like to release grades with.
      Post / Hide Grades from Gradebook
      Post / Hide Grades from Gradebook

    For further support with hiding grades in Gradebook, please refer to the How do I hide grades for an assignment in the New Gradebook? Canvas Community guides.

  • What is the Grade Posting Policy?

    The Grade Posting Policy allows you to control when students see grades. The release of grades can be set to automatic or manual for each assignment, or for your whole subject in the Gradebook settings.

    • Automatically post grades: assignment grades will be visible to students as soon as they are available. This is the best setting for online quizzes.
    • Manually post grades: grades will be hidden by default and will remain hidden until you release them.
    Grade Posting Policy Whole of Subject
    Grade Posting Policy Whole of Subject

    For more information and support with setting up a grade posting policy, please refer to the following Canvas Community and Canvas Staff Guides:

  • Where do students view their Turnitin Similarity Report?

    There are different ways students can view their Turnitin Similarity Report, depending on how you have set up Turnitin in your Canvas assignment.

    Canvas assignments with Plagiarism Review

    1. Click Grades links
    2. Click the Similarity Report icon next to the assignment, or click Assignment title

      Similarity Report Icon next on Grades Page
      Similarity Report Icon next on Grades Page

    3. Click the Similarity Score Percentage figure.

    Or

    1. Click Assignment link
    2. Click Assignment title
    3. Click Submission Details (in the right-hand pane)
    4. Click the Similarity Score Percentage figure.

      Similarity Score when viewing the Assignment Submission
      Similarity Score when viewing the Assignment Submission

    Canvas assignments with Turnitin LTI

    1. Click Grades links
    2. Click the Similarity Report icon next to the assignment or

    Or

    1. Click the Assignment title
    2. Click the Similarity Score Percentage figure.

      Similarity Report Percentage in Turnitin LTI interface
      Similarity Report Percentage in Turnitin LTI interface

People

  • How do I add staff to my subject?

    Staff with a Subject Coordinator role can add other staff in a subject:

    1. To add staff, go to Subject Navigation > People.
    2. Click the +people button.
    +people button
    +people button
    1. Under Add user, click Login ID and add other staff by their usernames.

    For step-by-step instructions, refer to the Canvas staff guide: Adding staff to your subject: staff roles and permissions guide.

  • What do the staff roles mean?

    There are a number of staff roles set up in Canvas: Subject Coordinator, Instructor, Tutor, Subject Designer, Auditor, ITAS Tutor and College Tutor.

    For role-specific details, including the equivalent position in the Blackboard LMS, please refer to the table in the Canvas staff guide: Adding staff to your subject: staff roles and permissions.

  • How do I edit a staff role?

    Editing a user role is restricted only to Subject Coordinators.

    Subject Coordinators can edit the enrolment type for a user in the course through the People page via individual subject menus.

    For step-by-step instructions on how to edit a staff role, please refer to the Canvas Community Guide: How do I edit user roles in a course?

  • How do I view the students in my subject?

    The People page in each subject shows all the users enrolled in your subject:

    1. Go to the chosen Subject via the Global Navigation > Subjects.
    2. Access the People link from the Subject Navigation on the left side of the page.
    3. To view all enrolled students in your subject, select Student from the (All) Roles drop down menu.
    Filtering People on Students
    Filtering People on Students

    To export a list of students:

    1. Go to the Gradebook in the Subject Navigation.
    2. Actions > Export
    3. Download the export for a full list of the students and the Gradebook.

    For more information, please refer to the Canvas Community Guide: How do I use the People page in a course as an instructor?

  • How do I see how many students are enrolled in my subject?

    The People page in each subject can show how many students are enrolled in the subject:

    1. Go to the chosen Subject via the Global Navigation > Subjects.
    2. Access the People link from the Subject Navigation on the left side of the page.
    3. To view all enrolled students in your subject, select Student from the (All) Roles drop down menu.

    The number of students in your subject will be listed in brackets next to Student.

    Student count in a subject
    Student count in a subject

    To export a list of students:

    1. Go to the Gradebook in the Subject Navigation.
    2. Actions > Export
    3. Download the export for a full list of the students and the Gradebook.

    For more information, please refer to the Canvas Community Guide: How do I use the People page in a course as an instructor?

  • Can I add students to my subject?

    No. Students are added automatically via an integration with StudentOne. Students self-enrol into subjects in StudentOne, which feeds their enrolment into the equivalent Canvas subjects.

    If a student is not in your Canvas subject and should be, the first step is to ask the student to check their Subject enrolment in StudentOne.

    If there is still an issue, please lodge a support request and it will be investigated.

  • Why are inactive students are listed in my subject?

    The reason why inactive students are listed subjects is to preserve subject historical data. For example, an inactive student may have withdrawn from the subject but contribute to a graded discussion or group assignment.

    Inactive students will not be included in the student count. These students will clearly have ‘inactive’ listed next to their name.

    Inactive student in Canvas
    Inactive student in Canvas

    There is a check box to Hide Inactive Users at the top of the People link

    Hide Inactive Users check box in People
    Hide Inactive Users check box in People

    You can also choose to show/hide Inactive users in Grades

    Choosing to show or hide inactive users in Grades
    Choosing to show or hide inactive users in Grades

  • How do I see student IDs in the Gradebook?

    To view Student IDs in the Gradebook:

    1. Click Options in the Student Name column heading.
    2. Select Secondary info > SIS ID.

    The Student ID will then display under each student’s name.

    Viewing student IDs in the Gradebook
    Viewing student IDs in the Gradebook

    To learn more about how to use Gradebook, please refer to the Canvas Community Guide: How do I use the New Gradebook?

  • Is there a way to have Canvas load student ID photos onto their Canvas profile?

    Students will be identifiable in Canvas subjects by their Student ID or Student Username. Student lists can be sorted by first name or last name.

    We are going to investigate the option for student ID photos to be used as an identifier in subjects as part of later integration work.

    All Canvas users have the option to upload a photo to their Canvas profile.

    To upload a photo:

    1. Go to Account (global navigation) > Profile.
    2. Click on the empty profile image.
    3. Click Upload a Picture, then choose a picture.
    4. Click Save.

    For step-by-step instructions for students to upload a photo to their profile, please refer to the Canvas Community Guide: How do I edit my profile in my user account as a student?

Groups and Sections

  • What is the difference between Canvas Groups and Canvas Sections?

    Sections

    Sections are used to segment the subject for administrative purposes, typically based on labs, lectures, workshops or tutorial groups. The Gradebook can be viewed by Section to allow markers to view and grade just their Section. Assignments, Quizzes and Discussions can have access restricted to one or more Sections.

    Sections in a subject
    Sections in a subject

    Groups

    Groups can be created when you want students to collaborate online. The types of collaborations can be group assignment submissions, creating group pages together, or group discussions. Subject coordinators can also allow students to create their own groups.

    Groups membership can be via self-sign-up, manually created or automatically allocated by Canvas. The Gradebook and SpeedGrader can be viewed by Group to allow markers to view and grade just one group. You can create Groups when you want to give students their own Canvas group area to work.

    Setting up groups in a subject
    Setting up groups in a subject

  • How do I set up my tutorial groups in Canvas?

    Tutorial groups can be set up using the Sections tool which segments the subject enrolments into Sections for administrative purposes.

    To learn more about setting up and managing tutorial groups with the Sections tool, please refer to the Canvas staff guide: how to manage sections in your subject.

  • How do I create Sections?

    Sections are used to segment the subject for administrative purposes, typically based on labs, lectures, workshops or tutorial groups. You will need to be assigned the staff role of either a Subject Coordinator or a Divisional Representative to be able to create Sections.

    To create sections in your subject, follow this four-step instruction within the Canvas staff guide: How to manage Sections in your subject.

    For further support with Assignments, Quizzes and Graded Discussions in a subject Section, please refer to the following Canvas Community guides:

  • How should I name Canvas Groups?

    We recommend you always include the subject code and name in a Group Set name and Group names. This naming convention will avoid a scenario of multiple Groups with the same or similar names. It will allow students to easily locate and access their Groups outside their subjects via the Canvas global navigation menu.

  • Do Sections need to be manually created for each tutorial group or is there an automation process?

    The creation of tutorial groups as Sections will be supported for 2020 subjects onwards.

Kaltura VMS (Video Management System)

  • Will Kaltura replace Lecture Capture?

    No. The University's current Lecture Capture solution, Echo360, will continue as the main platform for capturing and managing teaching space recordings.

    Kaltura is a VMS (Video Management System) that is integrated into Canvas so you can create and share subject content videos.

  • What are video quizzes?

    Video Quizzes is a Kaltura feature that will allow you to create in-video assessed and non-assessed quizzes for your subjects.

  • What will happen to my videos in Vimeo and Youtube?

    Kaltura  representatives within Project Evolve have begun introducing themselves to Faculty Champions, and will shortly commence discussions for migration plans for existing videos that appear within the Blackboard LMS and created in other repositories (e.g. Vimeo and YouTube).

  • Will I still be able to use Vimeo and Youtube from 2020?

    Kaltura is the VMS integrated into Canvas, allowing you to create and share subject content videos. From 2020, it is recommended that staff and students use Kaltura to create, share, and engage with video content.

    Vimeo and YouTube will still remain an available option for University staff to create marketing and communications content.

    The Project Evolve team will formulate and distribute guidelines that will help users decide which solution(s) are most appropriate.

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