Summary
In 2024, OIT's Instructional Design and Technology (IDT) team was directed to adopt new procedures for handling faculty requests for us to manually add teaching assistants (TAs), research assistants (RAs), embedded librarians/tutors, and other faculty and students not associated with the course in PeopleSoft/eServices data. Enrolled students and instructors of record are automatically loaded into Canvas shells via eServices (PeopleSoft data), and IDT staff may not add them manually to "speed things up." All other manual enrollments are subject to the following information.
IMPORTANT! The following procedures apply only to manual enrollment requests for regular UHCL credit class shells in Canvas. They do not apply to non-credit uses (e.g., "workgroups") of the Canvas LMS.
Content
Does the person to be added need and have a UHCL staff account/email address?
All manually added users EXCEPT students resolving incompletes or auditing courses must have a UHCL staff computer account (and email address), as we are not permitted to add them using their student credentials. You can tell the difference between student and staff emails by whether the address contains any numbers; student email addresses contain numbers, while staff emails do not.
If no UHCL staff email exists for a TA/Tutor, please check with whomever in your department/college handles PeopleSoft data entry for your area.
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Paid positions (e.g., most TAs, RAs, etc.) need a current ePAR/active employment record for their Staff email account to be automatically created/activated.
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Unpaid positions (e.g., Tutors, embedded librarians), need a POI record in PeopleSoft that will then be approved by Human Resources, resulting in the user’s Staff account being automatically created. NOTE: IF your designated tutor or librarian is staff from another UHCL unit (e.g., Student Services, Library), they likely already have a UHCL Staff account.
Does the person to be added need access to student grades, assignment submissions, etc. in your Canvas course?
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No |
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Complete the Manual Canvas Enrollments Spreadsheet (all fields are required) and email it to your Dean/Associate Dean for their review/approval. If the spreadsheet contains all required information (including the users' UHCL Staff email addresses), the Dean/Associate Dean will forward the approved list to IDT@uhcl.edu, and we'll process the added enrollments within five (5) business days.
Available roles that can be assigned:
- Secondary Instructor
- Teaching Assistant (TA), also used for Research Assistants (RAs)
- View Grades Student
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Complete the Manual Canvas Enrollments Spreadsheet (all fields are required) and email it to IDT@uhcl.edu. If the spreadsheet contains all required information (including the users’ UHCL Staff email addresses), we’ll process the added enrollments within five (5) business days.
Available roles that can be assigned:
- Non-Grading Teaching Assistant (TA)
- BUS Teaching Assistant (TA), also used for Practicum students assisting instructors with classes
- Embedded Tutor/Librarian
- Student, used ONLY to add Auditing students and learners resolving Incompletes
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Additional Resources
A more detailed version of the above information is available in our support document, Manual Course Enrollment Procedure.
Need Additional Help?
On behalf of OIT’s Instructional Design and Technology (IDT) team, we hope this tutorial was useful. If you encounter any difficulties or have questions related to this procedure, please contact us via either of the following options:
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Contact our colleagues in OIT’s Support Center to have a help ticket created and assigned to the IDT team. You may contact the Support Center via email (supportcenter@uhcl.edu) or by telephone (281.283.2828).
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Contact the IDT team directly via an email to IDT@uhcl.edu.
Once we receive your inquiry, a member of the IDT team will contact you as quickly as resources permit