Canvas @ YaleInstructor Guides Fall 2020 Course Support ResourcesCanvas for FAS Preregistration Applications

Canvas for FAS Preregistration Applications

This guide is written in support of the Yale College Registration activities for creating preregistration applications should you need to limit and manage course enrollments for this fall.

Preregistration Recommendations:

  • Manage course enrollments by local and established practice within your department.
  • Use a survey for your student applications. The link to the survey can be posted in Canvas course site's Syllabus tool (making it also visible in Yale Course Search) or emailed directly to students.  It is also advised to put a note in the Class Notes section of the Yale Course Search course record as well.** 
  • Use Section Management* to limit enrollment in lectures through controlling the number of discussion sections available to students. Contact your departmental registrar or administrative assistant for more information.
  • Use Preference Selection* to gather student interest and notify select students that they have a seat in the course offering. 

* The use of the Section Management and Preference Selection systems varies by department, and will require you to work closely with your registrar or administrative assistants in your department.   
This work will need to be completed before preregistration begins.

**Faculty should contact their registrar to get information added to Class Notes in Yale Course Search- the registrars will add it to a field called "Section Text" in CourseLeaf WEN, and this will update the Yale Course Search course record.


Please contact your department DUS or DUS Admin Assistant if you have any questions about preregistration process for your course.

NOTE:  Conducting preregistration applications and accepting students does not prevent students from "shopping" your course.  Instructors will need to contact students who add the course after selections have been finalized and tell those students to drop the course.  

Talk to your departmental registrar to see if there are options to prevent students from registering for your course without instructor permission.

Informing Students a Preregistration Application is required

Preregistration requirements can be mentioned in the FAS Extended Course Description in the Canvas Syllabus tool, but it is also advised to put a note in the Class Notes section of the Yale Course Search course record as well. 

Faculty should contact their registrar to get information added - the registrars will add it to a field called "Section Text" in CourseLeaf WEN, and this will update the Yale Course Search course record.

Creating Your Preregistration Survey

There are several tools that you can use to create your preregistration application survey.  Our recommendation is that you create a Qualtrics Survey which is then linked in your Canvas Syllabus Tool.  This will give your students the most flexibility and the easiest access to your survey.  It also ensures that your students can fill out the form well in advance of being enrolled in your Canvas course site.

Microsoft Form

The following tutorial video will show you how to create a Microsoft Survey.  These instructions are also listed below for your reference.

  1. Navigate to the Yale Microsoft Office 365 suite online: https://forms.office.com/
  2. Click “Sign In” or “Get Started”
  3. Enter your Yale email address and click “Next”
  4. Enter your Yale NetID password
  5. Click “Sign In” again and “No”
    • You might need to click “Get Started” again and re-enter your email address
  6. Click “Create a New Form” or “New Form” Click on “Untitled” to rename the form
  7. Add a description (e.g. Course Name & Number or Section)
  8. Click “Add New” to create a new question
  9. Select the question type (multiple choice, text entry, rating, ranking, file upload, etc.)
  10. Enter the question and answer options
  11. After adding all questions, click “Share”
    • Change the settings as desired; it is recommended that you switch to “Anyone with the link can respond” for ease of use
  12. Copy the link.

Post your Microsoft Survey link in Canvas Syllabus

  1. Go to your course site in Canvas.
  2. Click on the Syllabus tool.
  3. On the Syllabus page, click Edit.
  4. Once you are in edit mode, click to place your cursor where you want the survey link to appear and paste the URL.
  5. Click the Save button.
Google Form

If you are an EliApps (Yale's Google for Education) user, you can use your EliApps account to create your form.   However, not all students get EliApps accounts so you WILL NOT want to require users from your organization to log in.

  1. Follow the instructions on How to use Google Forms to create your form.  
  2. Make sure that you check and update the settings for your form as appropriate.
  3. Once you have your form ready, make sure you have your Google form open and in the top right of the page, click Send.
  4. At the top of the window, click Link.
  5. To copy the link that appears, click Copy or press Ctrl + c (Windows) or ⌘ + c (Mac) on your keyboard.

Post your Google Form link in Canvas Syllabus

  1. Go to your course site in Canvas.
  2. Click on the Syllabus tool.
  3. On the Syllabus page, click Edit.
  4. Once you are in edit mode, click to place your cursor where you want the form link to appear and paste the URL.
  5. Click the Save button.

Retrieve Results from Google Form

  1. Follow the instructions on how to view and manage form responses.
Canvas Quizzes

Faculty wishing to use Canvas to collect information from students for course admissions, or for getting to know your students better early in the semester, can use the Canvas Quizzes tool to do so.  

Students MUST be enrolled in the course in order to complete a quiz in Canvas.  If the survey link is on your syllabus page, students will be able to see the link from Yale Course Search - but un-enrolled students will receive error messages.  Since enrollments are delayed by ~2 hours - a student will need add your course to their worksheet and wait for their enrollment to process into Canvas (~2 hours) before they can take your survey.  This limitation makes Canvas Quizzes a less desirable method for collecting preregistration applications.

Starting on December 1st, Students who add a course to their Yale Course Search Primary Worksheet will be added with the role of Shopper to the course in Canvas 2-4 hours later.  

1. Create a new Quiz in Canvas by going to Quizzes to your Canvas course site and clicking + Quiz.

2. Complete the Details portion of your Survey

3. Give your survey a title and description.

4. For Quiz Type, you will want to create a graded survey in order to tie answers back to the individuals submissions, but to not have right or wrong answers for any of the questions. 

5. You may also want to allow for multiple submissions, but to only keep the Latest version.

6. At the bottom of the first screen under Assign, set a Due date for the submissions based on the guidelines provided by the Yale College Deans. 

7. Complete the Questions portion of your Survey by scrolling back to the top and selecting the Questions tab. 

8. Add the appropriate questions you wish to collect as part of your application process.  The questions could look something like this, using Fill In The Blank, Essay Question, and File Upload question types depending on what you are trying to collect. Point values are only important if you wish to "give credit" for completing sections.

The Student Preview would look something like this.

And the individual results would look something like this, visible through the SpeedGrader.

You can also use a graded Canvas Survey to collect information from your students early in your class to get to know them better.

Delivering selection results

Course Application results need to be communicated to students before Online Course Selection (OCS) opens for Spring 2021 on December 14th, 5pm. 

Once you have made your selections, you will need to notify students.  You can do so through.

Canvas Assignment

Depending on how you wish to inform your students of who has been accepted into your course - you could deliver such results privately through an Assignment using Assignment Comments within Speedgrader.  (How to create assignment columns for non-submission assignments?)

Students would see the comments through the Grades tool in Canvas by expanding the comments icon shown here.

NOTE: Before you post comments back to students, go to the Grades area in your course and modify your column's Grade Posting Policy to be Automatic.

Post'Em Tool

Post'Em is a tool often used for placement exam result delivery to students.

If you wish to consider a batch-upload approach, you can use the Post'Em tool to notify students about their applications.  Post'Em allows instructors to use a CSV file to create custom columns which are uploaded in bulk, but results are released to students so they can only view their own comments.

You can review the Post'Em documentation here, on how to enable and release information to students through Post'Em.

Canvas Inbox

The Canvas Inbox tool in an internal email system which allows instructors and students to communicate with each other.  Copies of messages sent through the Inbox tool are sent to users' Yale email address.

You can use the Canvas Inbox tool to send individual emails to students letting them know whether they are accepted into your course.  

 

If you have a large class, sending individual inbox messages can be cumbersome.  For this, you could compose a bulk message and select the option for Send an individual message to each recipient.  This option will allow you to send 1 email out to all students, but the students will get an individual message where only their name is in the To field.