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Manual Canvas Enrollments

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Updated 8/21/2024

About the Procedure

In 2024, OIT's Instructional Design and Technology (IDT) team was forced 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.

Table 1. Information about required UHCL Staff accounts
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. 

  • 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.
  • 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.
Table 2. Information about user roles and processes for requesting manual adds
Does the person to be added need access to student grades, assignment submissions, etc. in your Canvas course?
Yes No
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@crewbar.net, and we'll process the added enrollments within five (5) business days. Complete the Manual Canvas Enrollments Spreadsheet (all fields are required) and email it to IDT@crewbar.net. 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:

  • Secondary Instructor
  • Teaching Assistant (TA), also used for Research Assistants (RAs)
  • View Grades Student

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

A more detailed version of the above information is available in our support document, Manual Course Enrollment Procedure.

Contact

  • Instructional Design and Technology

    Phone: 281-283-2981
    IDT@crewbar.net 

    Bayou 3608
    2700 Bay Area Blvd.
    Houston, TX 77058-100


    Virtual Drop-In Hours

    Zoom Meeting Link
    Monday: 10-11 a.m.
    Tuesday: 1-2 p.m.
    Wednesday: 6-7 p.m.
    Thursday: 10-11 a.m.

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