Canvas Course Creation (Non - Academic)

Canvas

VCU Non-Academic Course Creation Tool

Welcome to the VCU Canvas Non-Academic Course Creation Tool! This guide will walk you through using the tool to create various types of non-academic course shells in Canvas. These shells are designed for purposes such as testing Canvas features (Sandbox), developing and delivering training (Training), or maintaining master copies of course content (Primary Course Templates).

Please read all instructions throughout this guide and within the tool carefully before proceeding.

Who Can Use This Tool?

This tool is available to VCU faculty and staff who meet the following criteria:

• You must have an active VCU eID and password.
• You must have at least one current or past enrollment as a Teacher (or other elevated role with similar permissions) in any VCU Canvas course.

If you do not meet these requirements, you may see an "Access Denied" message.

Accessing the Tool & Logging In

1. Navigate to the tool's URL (this will be provided by VCU Learning Systems).
2. You will see a page titled "VCU Canvas Non-Academic Course Creation Tool."
3. Click the "Authorize Canvas Login" button. 
4. You will be redirected to the standard VCU Canvas login page (or directly authenticated if you have an active VCU session). Log in with your VCU eID and password if prompted.
5. Authorize the application if Canvas requests permission.
6. Upon successful login, you will be redirected back to the tool. Your name and email address will be displayed at the top of the page.

Understanding the Interface

Once logged in, you'll see:

• User Information: Your name and VCU email.
• Process Container: The main area where instructions, options, and forms will appear.
• Navigation Buttons: "Next" and "Previous" buttons will guide you through the steps.
• Logout Button: Allows you to securely log out of the tool.

Creating a Non-Academic Course Shell: Step-by-Step

Step 1: Initial Instructions

• Upon successful login, the tool will display initial instructions and an overview of the types of courses you can create.
• Read this information carefully.
• Click "Next" to proceed.

Step 2: Select Course Type

You will be presented with options for the type of non-academic course shell you wish to create. Click the button corresponding to your desired type:

• Sandbox Course Shell: For testing Canvas features and familiarizing yourself with its functionalities.
• Training Course Shell: For developing and delivering non-credit training or instructional content.
• Primary Course Template Shell: For creating and maintaining a master version of course content, not intended for student enrollment.

After selecting a course type, you will proceed to specific guidelines for that type. If you need to go back to the initial instructions, click the "Previous (Back to Instructions)" button.

A. Creating a Sandbox Course Shell

Sandboxes are excellent for experimenting with Canvas features without impacting live courses.

Sandbox Course Guidelines:

• Intended for individual testing and development.
• Not for student enrollment or official training.
• Limited to one Sandbox course per user. If you already have one, you'll be given options to manage it.
• Will be named: Sandbox - [Your Chosen Name]

Creation Process:

1. Read Guidelines & Agree:

   • After selecting "Sandbox Course Shell," review the guidelines presented.
   • To proceed, type "I agree" (case-insensitive) into the text box.
   • The "Next" button will become active once you type "I agree" AND the tool has checked if you have an existing sandbox (this check happens automatically). 

2. Managing Existing Sandbox (if applicable):

   • If the tool detects you already have a Sandbox course, you will be taken to the "Sandbox Course Management" page.
   • Here, you can choose to:
     • Reset: Clears all content from your existing Sandbox course but keeps the shell. This is useful if you want to start fresh.
     • Delete: Permanently deletes your existing Sandbox course. This allows you to create a new one if you wish. 
   • For either action (Reset or Delete), you will be asked to Confirm.
   • If you delete all your existing sandboxes, you'll be redirected to create a new one.
   • If you wish to proceed with your existing sandbox or have reset/deleted one and want to create a new one, you might be taken back to the "I agree" step or directly to naming. Follow the on-screen buttons.
   • You can also navigate "Back to Sandbox Setup" (the "I agree" page) or "Back to Course Type Selection".

3. Name Your Sandbox Course:

   • If you are creating a new Sandbox (either because you didn't have one or you deleted an old one), you'll be prompted to give your course a name.
   • Course Name: Enter a descriptive name for your sandbox (e.g., "Exploring New Quizzes," "Accessibility Testing").
   • A preview of the full course name (Sandbox - [Your Chosen Name]) will be displayed.
   • Click "Next". 

4. Confirmation:

   • Review the Course Type ("Sandbox") and the Final Course Name.
   • If correct, click "Submit Request".
   • If you need to make changes, click "Previous".

5. Course Created:

   • You will see a success message with the name, ID, and a direct link to your new Sandbox course in Canvas.
   • Click the link to access your course.
   • You can then choose to "Create Another Course / Start Over".

B. Creating a Training Course Shell

Training shells are for developing or delivering non-credit training, workshops, or informational resources.

Training Course Guidelines:

• Intended for training and instructional purposes (e.g., departmental training, software tutorials).
• Not for official academic courses with student enrollments for credit.
• Enrollment automation may be possible; contact VCU Learning Systems for details.
• Typically restricted to internal VCU users.
• Not for long-term document storage. Consult VCU data policies.
• Naming: The course will be named exactly what you enter. No automatic prefix (like "Training - ") will be added by this tool.

Creation Process:

1. Read Guidelines & Agree:

   • After selecting "Training Course Shell," review the guidelines.
   • Type "I agree" (case-insensitive) into the text box to activate the "Next" button.
   • Click "Next".

2. Name Your Training Course:

   • Course Name: Enter the desired name for your training course (e.g., "New Faculty Onboarding Resources," "Advanced Excel Techniques").
   • A preview of the name will be displayed (it will be exactly what you type).
   • Click "Next".

3. Confirmation:

   • Review the Course Type ("Training") and the Final Course Name.
   • If correct, click "Submit Request". Click "Previous" to change the name.

4. Course Created:

   • A success message will appear with the name, ID, and a link to your new Training course shell.
   • Click the link to access your course.
   • You can then choose to "Create Another Course / Start Over".

C. Creating a Primary Course Template Shell

Primary Course Templates are for faculty who wish to maintain a master version of their course content separate from live, taught courses. This is useful for ongoing development and as a backup.

Primary Course Template Guidelines:

• For continuous development and storage of master course materials.
• Not intended for student enrollment or direct instruction.
• Will not be listed in Canvas Catalog.
• Naming convention is specific: Primary - [SUBJ] - [CourseNum] - [Your Course Name/Description] - [Your eID] - [MM/YY] (e.g., Primary - BIOL - 101 - Intro to Biology - jdoe - 03/24).

Creation Process:

1. Read Guidelines & Agree:

   • After selecting "Primary Course Template Shell," review the guidelines.
   • Type "I agree" (case-insensitive) into the text box to activate the "Next" button.
   • Click "Next".

2. Configure Your Primary Course Template: You will need to provide several pieces of information:

   • Subject: The 4-letter subject code (e.g., ENGL, MATH, BIOL). Max 4 letters.
   • Course Number: The course number (e.g., 101, 202). Max 3 alphanumeric characters.
   • Descriptive Course Name: A brief, descriptive name for your template (e.g., "Introduction to Psychology," "Organic Chemistry Lab Materials").
   • Your VCU eID and the current Month/Year (MM/YY) will be automatically appended based on your login and the current date.
   • A preview of the full, formatted course name will be displayed as you type. Ensure all fields are filled to activate the "Next" button. 
   • Click "Next".

3. Confirmation:

   • Carefully review the Course Type ("Primary") and the Final Course Name. Ensure the subject, course number, descriptive name, your eID, and date are all correct.
   • If correct, click "Submit Request". Click "Previous" to make changes.

4. Course Created:

   • A success message will appear with the name, ID, and a link to your new Primary Course Template shell.
   • Click the link to access your template.
   • You can then choose to "Create Another Course / Start Over".

Important Considerations

• VCU Records Management: You are responsible for maintaining all records as required by VCU Records Management and any superseding precedent.
• Records Ownership: More information on records ownership can be found here.
• Canvas Data Retention: Specific policies for Canvas data retention are available here.
• Data Storage: For guidance on where to store different types of data within VCU systems, consult the VCU Data Management System.
• Audits: Non-academic course shells are subject to periodic audit by VCU.
• Misuse: Using a non-academic shell for purposes against the provided guidelines and restrictions may result in suspension of access or removal of the course.

Troubleshooting Common Issues

• "Access Denied" or "Not authorized: No verification role found."

  • This usually means you do not have a current or past Teacher (or equivalent) role in any VCU Canvas course, or there was an issue verifying your role.
  • Ensure you are logged into Canvas with your correct VCU eID.
  • If you believe this is an error, please contact VCU Learning Systems by emailing LSRequest@vcu.edu with the subject line "Canvas Non-Academic Course Creation Tool Access Request."

• Error Message Displayed (Red Bar at Top or Other Errors):

  • If you see an error message (often in a red bar or replacing the main content), read it carefully. It may provide specific reasons for the failure (e.g., "Error creating course: Name too long," or a server error).
  • Try the action again. Sometimes, temporary network issues can cause problems.
  • If the error persists, note down the exact error message and contact support.

• Buttons Not Working / Page Seems Stuck:

  • Ensure you have completed all required fields (e.g., typing "I agree," filling in all name parts for Primary Templates).
  • Check your internet connection.
  • Try refreshing the page. You may need to log in again.
  • If the "Logout" button is disabled, it means an API call is in progress. Please wait a few moments. If it remains disabled for an extended period, try refreshing.

Support

If you encounter any issues not covered here or have questions about using the VCU Canvas Non-Academic Course Creation Tool, please contact VCU Learning Systems:

• Email: LSRequest@vcu.edu
• Visit: VCU Learning Systems Website

Please provide as much detail as possible when requesting support, including:

• The step you were on.
• The type of course you were trying to create.
• The exact text of any error messages.
• Screenshots, if helpful.