As a new faculty member, you may have used a different LMS than what we use here at TXWes. We use Canvas to administer our distance learning courses here at the University. You may find the following videos helpful in giving you a broad overview of the Canvas classroom and some of the basic features within it. We encourage you to first watch these videos to get familiar with Canvas and then direct any additional questions you have to the CETL staff. We are more than happy to walk through your course, point out the key features, or offer personalized training so that you feel comfortable teaching in your Canvas classroom.

• Overview
• Gradebook
• Assignments
• Modules
• Best Practices
• Canvas Instructor Guide

How do I copy or import a course? (when you have access to both courses)

Course Copy FAQ

📅 Due Dates

We highly recommend clearing the due dates. Otherwise, you will be clicking 50 times on the calendar each time you need to update dates!

You can choose to shift the dates during this import! 
To shift dates to the new semester, you must write down the OLD course's start/end term dates. You can find this in the old course by clicking "Settings."

One possible issue from changing dates is potential due dates causing zeros in the grade book rather than the dash. Link to Canvas Guide

 

⚙️ Selecting Specific Content

If you are importing only select pieces of content (like quizzes), you will click "Select Specific Content" in step #3, then click "Import". You will see the import processing in the "Current Jobs" section. Locate the blue "Select Content" button, then select content as desired!

Notes:

• Imports may not include all content
• Importing multiple times may override data and cause issues
• Copying all content, including course settings, will also cause the grading policy from previous course to be implemented

 

📂 How do I copy a course from a Canvas zip file?

Follow the steps in the graphic above, with the exception of step #2. Select "Canvas Course Export Package" from the dropdown menu, then browse your files to locate the zip folder.

 

🚫 What if I don't have access to the course content I need?

Please get in touch with CETL; we will need to copy the content for you. 

✉️ cetl@txwes.edu

 

📊 Quizzes (Classic or New)

Bulk Migrate Existing Quizzes as New Quizzes

If allowed by your institution, you can bulk migrate existing quizzes into New Quizzes by clicking the Import existing quizzes as New Quizzes checkbox.

If your institution enables the quiz migration feature, question banks linked via a question group in Classic Quizzes will migrate to New Quizzes. If the quiz migration feature is not enabled by your institution, questions from question banks must be individually added before migrating to New Quizzes.

Notes:

• New Quizzes does not include a survey feature. Therefore, surveys migrated from Classic Quizzes come over as standard quizzes in New Quizzes.
• After migration to New Quizzes, multiple dropdown questions display as matching questions.
• Text No Question questions migrate to New Quizzes as Stimulus questions. An instructor must add a question in order for it to display in a quiz.
• Question groups with manually created questions will migrate as item banks in New Quizzes.
• If a quiz is migrated multiple times, Canvas uses smart merging to decipher the question bank content that should be retained. This process helps ensure all content is retained, such as in cases where multiple users may be making edits to a quiz at the same time.
• Practice quizzes from Classic Quizzes can be migrated to New Quizzes. Once migrated, by default, the practice quizzes are displayed as zero points possible and are hidden from the Gradebook and Grades page.

 

⁉️ Course Import Issues

Canvas Guide

View Completed

When your import is complete, the status displays as Completed [1]. View imported content by accessing any link in Course Navigation.

A Completed status shown in orange [2] indicate the import contains errors. To view the specific error(s), click the issues link [3]. Examples of error issues include an external tool that needs to be reconfigured or content that includes a broken link.

View Failed

If an import is unsupported or otherwise cannot be imported, the status displays as Failed. To view the specific error(s), click the issues link.

View Previous Import

You can view previously imported content using the link next to the import type.

For imported files, click the content name [1]. The file will download to your computer. File imports cannot be downloaded for re-import after 500 days [2].

For course copies, clicking the link will take you back to the course that was copied [3].

 

"Attendance" means regular and punctual attendance at all scheduled classes. University regulations allow absences for students representing the University in athletic competitions, student government, fine arts events or student development events. If approved by the provost and necessary for course requirements, the absence is considered 'excused'. The maximum number of authorized absences in a semester for a Mon-Wed-Fri course is 5. A maximum of 3 absences are authorized for Tues-Thurs classes, and for classes/labs meeting once a week.

Individual faculty may not enforce a more restrictive policy than the University policy. 

Students are required to notify instructors prior to any missed classes and are still held responsible for all class labs/assignments.

When a student has a number of unauthorized absences equal to the number of days the class meets per week, the student may be dropped from the class by the instructor.

View the full TXWES Attendance Policy for more information on hybrid, online, evening and weekend courses.

There are two different kinds of attendance:

• Census Attendance: Mandatory Dept. of Education requirement to identify non-attending students. Attendance report date is listed on yearly TXWES academic calendars. This attendance is completed through the Colleague Self-Service website.
  • From txwes.edu, click Ramlink at the bottom and login with your single sign-on user/password. 
  • Click Faculty > Self-Service Faculty 
  • You will see a list of your courses.  Choose the course you would like to take attendance.
  • Here you will see the class roster, attendance and census. Choose Census.
  • You should see a list of your student.
  • For full instructions and screenshots, please view/download Attendance Taking with Colleague Self Service.pdf

• From Registrar:
  •  Once all entries of either 'Never Attended' or 'Last Date of Attendance' are made, students remaining are those you will certify. Clicking the blue 'Certify' button at the top right-hand corner complete the documenting of course certification.
  • If all students have attended (none marked as 'Never Attended' or 'Last Date of Attendance')... simply click the blue 'Certify' button and you're done!
  • After clicking 'Certify', be sure to click 'Submit' on the pop up window to finalize and record your input into the system!
  • Once you have clicked 'Submit', there is NO going back to make edits or updates!!

• Daily Attendance: This attendance is recorded in EAB Navigate, but will also be recorded in Colleague. 
  • Follow similar steps as listed above, logging into the Faculty Self-Serve section in Ramlink.  
  • You will see a list of your courses.  Choose the course you would like to take attendance.
  • Here you will see the class roster, attendance and census. Choose Attendance to take daily attendance.
  • You can click the envelope to send an email, update all as 'present' or 'absent' and individually update students.
  • You can export the attendance into an Excel spreadsheet (Export button) 
    • P = Present
    • A = Absent NO Excuse
    • E = Absent Excused
    • L = Late
    • Comment section is available but not required.

Complaints  

Grade Complaints:

Student should discuss matters with the instructor, department head or Dean, respectively. Include documentation copies of the student's coursework, syllabus and any other applicable documents. Utilize the Grade Appeal Process in the Undergraduate Catalog.

Non-Academic Complaints:

Written complaints by students about admin or other student services should be directed to the appropriate office, but may be sent to the Office of the Provost if needed. Include applicable documentation copies.

Other escalated options are available, including a hotline, state reporting and college commission reporting. View the TXWES policies on these options.

Drops: 

• A DROP is when a student drops a class up to Census Day. That class is removed from the academic record and no grade is assigned.

Withdrawals: 

• A WITHDRAWAL is any course that is withdrawn on a student record. This course is retained on the academic record with a withdrawal notation (DP, W).

Final Grades  

Mid-term and final course grades are input via Ramlink. A passing grade may only be earned if the student is enrolled for the duration of the course.

• Final grades for graduating students will be different from non-graduating students
• 7-week course final grades are due 3 days after the last day of class.
  • TXWES Grade Policy
  • Grade Change Form
  • Instructor Withdrawal Form
  • Office of Student Records: registrar@txwes.edu
  • Location: Oneal-Sells Admin Building 
  • Registrar Office Contact: Carrie Pratt (pratt@txwes.edu - 817-531-4424)
  • Self-Service Grade Input Instructions.pdf

The following are some helpful grade codes to know!

• CIP = Course in Progress
• CR = Credit
• DP = Dropped
• I = Incomplete
• T = Temporary
• W = Withdrawal
• F = Fail
• NR = No Grade Reported

Incomplete Grades  

An "I" incomplete grade is only given when the student's work is satisfactory, but for reasons beyond their control, has not been fully completed. 

Note: an "I" incomplete grade is NOT given in lieu of an "F" failing grade!

It is the student's responsibility to coordinate work completion and due dates with the instructor. The instructor will file an Incomplete Grade Form with the Office of Student Records. On or before the coordinated date, the instructor will assign a grade and report it to the Office of Student Records. If a grade is not reported by the instructor, the "I" incomplete will automatically change into a "F" failing grade. Once an "F" is given, it cannot be changed unless the student repeats the entire course.

NO grade changes may be made after 1 year from the time the grade was originally issued. This includes "I" incomplete grades. 

*MBA Online students must complete/remove "I" grades by the end of the next 7-week session.

Who & What

• The Incomplete Grades process includes re-opening a Canvas course for the specific student so they may have time to make up missed work after the end of the term.
• A grade of "I" or "Incomplete" does not replace an "F" or failing letter grade for a student who has not been submitting their work during the semester.
• Only students who have a record of satisfactory submitted work in your class and are encountering a situation that's outside their control may be considered for an Incomplete.

Timeline

• While the campus policy allows for a maximum of a calendar year to complete the work AND update the grade, most faculty select a 1-2 week or 1-2 month timeframe, depending on the severity/length of the student's situation.
• If a year has passed and the faculty member has not updated the grade with the Registrar's office, the grade will automatically change to "F".

The Process

1. Complete and sign the Incomplete Grade Form, then get your dean to sign as well.
   • The "Completion Date" on the form is the date the course will be reopened through, within Canvas
2. Email registrar@txwes.edu with the form attached
3. You'll get an email from the Registrar's office with approval/disapproval. When approved, the form will be completed with the OSR name and date at the bottom.
4. Submit an IT ticket using the ticketing website and attach your completed form with the OSR initials. 
5. You'll get an automated email when your ticket has been closed by IT, and the course has been reopened.
6. Email the student with your expectations for assignment completion and include the date the course will close again in Canvas.
7. Student completes assignments. You grade. 
8. The course auto-closes again.
9. Email a Grade Change form to the Registrar's office to update the student's grade in Ramlink.

NOTE: If you'd submitted a letter grade for the student in Ramlink, then later decided to change it to an "I", submit both a Grade Change form and the Incompletes form to the Registrar's office.

NOTE: The CETL doesn't have the ability to open/close live courses in Canvas, nor can we approve grade changes. This process must include the Registrar's office and an IT ticket.

Library

The TXWES Library website has many great resources for you and for your students!

• There are study rooms are available for reservation.
• Computers, copiers and printers available for use.
• The Maker's Lab has 3D printers, vinyl machines, laser etching/engraving, t-shirt printing and more! These could be unique project options for creative students!
• Zotero is a free resource that allows you to organize all your research sources, annotate, collect and cite - it even works seamlessly within Microsoft Word, adding citations and quotes!
• This Research Process guide, written by Marquel Anteola - helpful for any course that includes research papers!
• Grammarly - create an account with your TXWES email!

• Writing center options:
  • List of workshops for students, hosted by Academic Advising & Student Success Center
  • Graduate students: they need to view this video on how to book an appointment through the Smart Thinking program
  • Undergrad students: they can call or visit the Student Success Center (Writing Center) in the Library, first floor. (817-531-4219)
  • Distance Ed students/After hours: follow similar process for Smart Thinking program listed above

Other Resources

IT Service Desk

• 817-531-4428
• West Library, Basement B32

Community Counseling Center

• 817-531-4468
• 3110 E. Rosedale St.
• For all students, faculty and staff - free personal counseling services on campus
• F2F and online counseling 
• Personal and interpersonal problems, even specific areas such as substance abuse, grief counseling, anger management, marriage/family counseling, relationships, depression & eating disorder treatment
• Director: Dr. Kathleen Wallace (kmwallace@txwes.edu)
• Mon - Thurs 9a-8p and Sat 10a-2p

Timely Care

• Virtual health and well-being platform for enrolled students
• Download the TimelyCare app  from the app store & register with school email!
• Counseling, health coaching, psychiatry, MedicalNow (24/7 on-demand medical care)

University Book Store

• 817-531-6501
• Martin Center
• txwesleyan@bkstr.com
• Mon-Thurs 9a-5p   Fri 9a-2p (Closed weekends)

EOCs are automatically added to all your Canvas courses. The provost's office sends an email each semester with a reminder and the cutoff to add custom questions.

• Academic AI Faculty Policy
• 2025 Distance Ed Policy.pdf
• Canvas Minimum Use Policy.pdf
• Distance Education Policy Checklist.pdf
• Distance Education Resource Guide.pdf
• Texas Wesleyan University Policy Guidelines AI.pdf
• Netiquette (Online Classroom Behavior Guidelines)

• Incomplete Grade Form.pdf
• Program Request Form.pdf
• Course Design Request.pdf
• Instructor Withdrawal Form.pdf

How to Add/Edit Your Liquid Syllabus

Here's the .txt file (Option #1) mentioned in the video below: Liquid Syllabus HTML_Complete.txt

Download picture for Wesleyan Shield   image-2-1.png

Did you know...

The CETL staff can add the liquid syllabus HTML to your course in a flash! Simply email cetl@txwes.edu with the course ID number and let us know you'd like to have the liquid syllabus template added. All that's left for you to do is copy/paste previous PDF content into the shell and click Save!

Informational Resources

Accessibility Training Presentation

Students with Disabilities Higher Education: Facts and Statistics

Texas Wesleyan University: Disability Services

Contrast Checker

Canvas Keyboard Shortcuts

Free Google Screen Reader

Recommended Screen Reader

Hot Tips

Are you working on improving accessibility in your course and are stuck?  Follow these tips. 

How do I edit an image in the course? (aka. I have added alternate text to an image but now I need to edit that text)

• Open the course and click Edit
• Click on the image and hover over the image that you want to edit
• Click Image Options
• Here, you can change the text, adjust the size, and change the dimensions.  

How do I automatically add captions to my Yuja video?

(You must first record your video on Yuja)

• Open Yuja Dashboard through your Canvas account.
• Hover over the recorded video that you want to add captions to and click on "More" on the menu
• Click on "Accessibility"
• Click on Auto Caption. 
• When complete, the file will be sent to you and will also be included on your Yuja dashboard. 
• Students will need to click on the CC button to activate the captioning

What's the best way to transcribe my videos?

This article covers best practices, strategies, and AI tools to use when transcribing videos.  How to Transcribe Video for Better SEO, Accessibility, and Engagement: Top Tools & Tips

Did you know that Teams will automatically transcribe your recorded Teams meetings?

This article provides a detailed approach to creating transcriptions and captions in Teams meetings: Manage transcription and captions for Teams meetings

Learning Resources

To facilitate your success, TXWES has provided the following:

• Free Office 365 (View this IT website for login and access information and training).
• Tutoring Services and workshops for writing (online and in-person)
• Visit the TXWes Academic Success Center for other academic help beyond writing.
• These online student resources, including access to Grammarly for help with grammar, spelling and more!

Formatting Guides (Be sure to ask your instructor which citation style they prefer.)

• MLA Style Guide
• APA Style Guide
• Chicago/Turabian Guide

For your part:

• Read the library use policy to learn what services are provided for online students.
• Review the Services section of the West Library website to learn about study room reservations, computers, printing and more.
• Read the technical requirements page for the browsers, operating systems, and plugins that work best with Canvas.
• You must know how to create files in commonly used word processing program formats and submit files through Canvas.
• Read and/or participate in every page of the course.
• Be proactive! If you don't understand something, contact your professor early.

Technical Resources

• Canvas Tech Support - Click the Help link on the left navigation menu of this page at the bottom.
• TXWES Information Technology Help Desk, (817) 531-4428. Located in the basement of West Library, Room B32

Wellness Resources

• TimelyCare – TimelyCare is an on-demand resource designed to bring you equitable, in-the-moment access to high-quality virtual care services.
• Health Services - Stay up to date on current health and well-being resources, vaccination information and health advisories.
• Counseling Center - Counseling and education to Texas Wesleyan students, faculty and staff

Accessibility

Student Accessibility

• Canvas Accessibility
• Disability Services

Third-Party Accessibility Policies

• Adobe Reader
• Canvas
• FlipGrid
• Firefox
• Microsoft
• TechSmith
• Yuja

Privacy Policies

• Adobe Reader
• Articulate
• Flipgrid
• Khan Academy
• SnagIt
• VidGrid
• Vimeo
• YouTube/Google
• Yuja
• Zoom