» Process for undergraduate student workers who need grading access in Canvas

This page is primarily for Hiring Managers hiring undergraduate student workers who need grading access in Canvas (such as Graders).  This page outlines the process, from hiring the student worker to getting the student worker added to the instructor’s Canvas course(s) with grading access.  If you are an instructor or a student worker, this page can also help you understand the process and what to expect.

Note: This process does not apply to Tutors, SI Leaders, graduate students, or Academic Fellows, as there are separate processes for those roles through either the TLC, the Office of Graduate Education, or the School of Law.

  • Step 1
  • Step 2
  • Step 3

  • Hiring the Student Worker

    In this phase of the process, the Hiring Manager works with Human Resources to hire the student worker.

    Resources:

    • Please see these Manager Hiring Guides from Human Resources (particularly the Undergraduate Student Hiring Guide) for step-by-step instructions and tutorial videos.
    • As you are creating the student job posting in PeopleAdmin, please be on the lookout for the following questions. All student workers who need grading access in Canvas must complete FERPA training and must have a student worker email address.

     Questions about FERPA training and student worker email address in PeopleAdmin

    Question about Canvas access in PeopleAdmin

  • FERPA Training and Student Worker Email Address

    In this phase of the process, the student worker self-enrolls in FERPA training, and the Service Desk creates a student worker email address.

    Process:

    1. Provided you (the Hiring Manager) have answered yes to the questions about FERPA training and student worker email address while creating the job posting in PeopleAdmin (see image in Step 1), you will receive an email notification from CU Jobs (PeopleAdmin) and a Service Desk ticket informing you that the request for a student worker email address has been sent to IS&T.*
    2. An email has been requested for your student worker.  Look out for an email from Chapman's Service Desk notifying you of the new student worker email address. Please take note of the student worker's email address since you will need this email address in order to request that the student worker be added to the instructor’s Canvas course(s).
    3. Setting Up a Password: Once your student receives the email with their new student worker email address, they will need to call the Service Desk at (714) 997-6600 to set up a password for their new email account as instructed.
    4. Complete FERPA Self-Enrollment: Ensure your student has not completed FERPA Self-Enrollment previously. Use the following link to access instructions for self-enrollment: FERPA Self-Enrollment Instructions.
    5. Complete FERPA Training: Your student can access the FERPA training portal using this link: FERPA Training Portal. They will follow the prompts to enroll and complete the training module. Upon completion, they should download the certificate of completion.
    6. Submit Certificate of Completion to the Supervisor: Once the student finishes the FERPA training, they should email their certificate of completion to you (their supervisor) for verification.

     

    *Note: If you do not receive an email notification and a Service Desk ticket within 48 business hours of being notified that the hiring process has started, then please send an email to servicedesk@chapman.edu with the student copied on the email and include the following information:

    • Name and Chapman student email address (e.g. petepanther@chapman.edu)
    • That the student will need grading access in an instructor’s Canvas course(s) in order to assist the instructor with grading
    • That the student will need a student worker email address (e.g. gradestu01@chapman.edu)

  • Canvas Access

    In this phase of the process, the Hiring Manager works with Educational Technology Services to get the student worker added to the instructor's Canvas course(s) with grading access.

    Process:

    1. You (the Hiring Manager) can submit the Request to Add a Student to the Canvas LMS form to request that the student worker be added to the instructor’s Canvas course(s) with grading access. In order to submit the form, you will need to know the name(s) and number(s), including the section number(s), of the Canvas course(s) that the student worker needs access to.  You will also need to indicate on the form that the student worker requires access to the Gradebook.  
    2. The Educational Technology Services team will confirm that the student worker has completed FERPA training via a report from Human Resources that updates every Friday.  If the student worker has completed FERPA training the same week that Canvas access is being requested (prior to the Friday report), then the Educational Technology Services team will ask the student worker to email their FERPA training certificate of completion to canvas@chapman.edu. 
    3. Provided that the student worker has completed FERPA training and has a student worker email address, the Educational Technology Services team will manually add the student worker email address to Canvas.
    4. The Educational Technology Services team will manually add the student worker to the Canvas course(s) with grading access using their student worker email address.  The student worker will receive a Course Invitation email from Instructure Canvas inviting them to the Canvas course(s).
    5. The Educational Technology Services team (canvas@chapman.edu) will send a confirmation email to you (the Hiring Manager) and copy the instructor.
    6. The student worker needs to sign in to the Canvas LMS with their student worker email address and accept the invitation to join the course(s) in order to access the course(s).