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How users are added to Canvas

To be able to use Canvas, users must have a Canvas account. How the account is created depends on the user's relationship with KTH. Users are added to Canvas with different roles that have different permissions. Read more below about details about routines for each user.

If a student or the Canvas room is missing

Publish the course room for the students

For the students to get access to the course room, you as a teacher have to publish the course in Canvas. This will make the course visible for the students.

Avoid making groups too early

Hold off creating student groups in Canvas until all students are registered in the course room participation list. Only start creating groups when all the participants are labeled as "students" and no one is labeled as "Admitted not registered student" (that is, after the course registration period). If you create the groups earlier, there is a risk that students will disappear from the groups when they get registered.

Users must have a Canvas account

To be able to use Canvas, users must have a Canvas account. How the user receives the Canvas account depends on whether the person has a KTH account or not.

KTH account provides Canvas account automatically

Students get an account in Canvas as soon as they are admitted to a course at KTH. Teachers, course coordinators and examiners get a Canvas account as soon as they become employed at KTH. This is done via syncs with Ladok and Kopps.

Users without a KTH account must be managed manually

Users who do not have a KTH account must first be registered manually for a room in Canvas by KTH's IT Support (send an email to: it-support@kth.se ) as they cannot log in via KTH's Single Sign On (SSO). Then they can create their Canvas account by logging in to the Canvas login page .

Once they have a Canvas account, they can also be added manually to different Canvas rooms via the "People" function and the "Add people" button.

How different users are added to Canvas

Normally most users get Canvas accounts and are added to Canvas rooms through syncs with Ladok, Kopps or UG groups, but some users can be added manually.

Below you will find more information about how to add the following users to Canvas:

  • Teachers, course coordinators, and examiners.
  • Teacher assistants (TA).
  • Students (automatically added).
  • Re-registered students.
  • Students (manually added).
  • PhD students.

For more information about the roles these users get in Canvas, read Roles and access in Canvas .

Teachers, course coordinators, and examiners

Teachers, course coordinators and examiners for a course are added to the course room at the same time as the course room is created, i.e. at the earliest 270 days before the start of the course. Examiners are also added tp the examination room. If new teachers, course coordinators or examiners are listed in Kopps later than 270 days before the start of the course, they are automatically added to Canvas and to relevant Canvas rooms.

If you do not find an expected Canvas room, contact your local Kopps administrator  to check that you are included in the course. The day after you have been correctly admitted to Kopps, you should also be added to the course room in Canvas.

Teacher assistants (TA)

If you are a registered teacher/course coordinator/examiner in Kopps, you can add teacher assistants in your own course through the group editor for employees, which you can read about on the page Manage UG-groups . However, the first time you must go via the course web as described below, so the UG-group for assistents is created.

Do this to add Teacher assistants (TA):

  1. Go to your courses in the personal menu.
  2. Click on "Administration".
  3. Select "Administrate assistants" Note! You have to be the teacher of the course in order to do this.
  4. Click on the course round you want to add the person to.
  5. Search for the person you want to add.
  6. Add the person.

Done! The person is now added in UG as a course assistant and the day after you added them, they will automatically be added as a TA in the course room in Canvas. This is because the systems are synced during the night.

You can also ask your Kopps administrator  for help with adding Teacher Assistants/TA.

Teacher assistants who are registered in Kopps are automatically added as users in Canvas via syncs between Kopps and Canvas. Just like for teachers, they are added to the course rooms no earlier than 270 days before the course starts.

Students (automatically added)

Most students are automatically added to the course rooms in Canvas if they are admitted to the course in Ladok, and are automatically added to the exam room if they have registered for the examination.

To ensure that only those who are registered for the course have access to the course material, the students' roles in the course room are handled as follows:

  1. Students are added to the course room with the role "admitted not registered"
  2. Change of role after registration: from "admitted not registered" to "Registered student"
  3. Unregistered students are removed on the fourth day after the start of the course.

1. Students are added to the course room with the role "admitted not registered"

Students who are admitted to courses in the coming study periods are added daily, every morning, and only once a day, with the role "admitted not registered".

It is important that students are always added to Ladok and come to the course room from there through the sync.

2. Change of role after registration: from "admitted not registered" to "student"

When an admitted student register for the course, their role in the course room will change from "admitted not registered" to the role "Registered student" in the Canvas attendee lists. The "Registered student" role means that they are registered on the course in Ladok.

The role change also means that the student in question get access to Canvas attendee lists via "People" in the Canvas course menu.

3. Unregistered students are removed on the fourth day after the start of the course

Students who are only admitted but who have not registered will be removed from the course room in the morning on the fourth day after the course starts. This means that for a course that begins e.g. on Monday the 10th, unregistered students will be removed in the morning on Friday the 14th. This is done to give active students who have forgotten to register a chance to do it themselves via the web registration.

Removed students get access to the course room in Canvas again after they register via the web registration, usually within 15 minutes.

Re-registered students

Re-registered students are added to courses in the same way as registered students and receive access directly unless the student is re-registered on a so-called OM-occasion (OM-tillfälle in Swedish) in Ladok. OM-occasions are course rounds that do not exist in Kopps and, therefore, do not have any course rooms in Canvas. The student then has to be added manually, see below.

OM-occasions are created if the student is to be re-registered on an earlier version of the course or on a term without an active course round. For example, if the course was in the autumn term but the student is re-registered in the spring term. Current registration dates for course registration (the student web) .

Students (added manually)

Students who should be admitted or registered in Ladok should not be added manually to courses. In the cases where the students are not going to be handled in Ladok they can be added manually.

An example of students that fall into this category is students re-registered on OM-occasions or PhD students attending courses that aren't following the 2007 study order. This can be done either by a local Canvas administrator or the KTH IT-support. Note that a request needs to be sent in by a course admin or a director of studies and not by a teacher of the course.

Warning! Incorrectly registered students recieve no grades nor CSN

It is important that students are always added to Ladok and from there through the sync to the Canvas course room. Students who are not properly registered for the course do not have a legal right to take the course, they cannot get results reported or get CSN for completed studies. By manually adding a student, there is a risk that the student incorrectly believes that they are correctly registered on the course.

PhD students

PhD students are added differently depending on their study order and situation.

PhD courses with study order from 2007

PhD courses that follow the study order from 2007 will have the PhD students get access to the Canvas rooms in the same way as other students, added automatically through being admitted and registered in Ladok. Course rooms are created automatically through syncs with Kopps as well.

Previous study orders

For the PhD courses following previous study orders, the course rooms need to be added manually in Canvas. Students and teachers also need to be added manually. Contact it-support@kth.se  for help.

PhD courses at another level

PhD students attending a course on another level should be added through this routine: Handle studies at another level (page in Swedish) . A new course round will be created in Kopps, which will create a new course room in Canvas. This course room can then be merged with the course room on another level.

Users without a KTH account with a Canvas account

Anyone with a Canvas account can be added to a Canvas room. Users without a KTH account must log in to Canvas through a special link ( Canvas login page ) as they cannot use KTH's Single Sign On (SSO) which requires a KTH account. Please contact it-support@kth.se  for further questions.

Invite extra teacher or guest lecturer

Sometimes you want to invite an extra teacher or guest lecturer to a course. In automatically created course rooms the teachers must exist in Kopps and be synced in, as explained earlier on this page. If the one you are inviting doesn’t exist in Canvas or in Kopps, contact your school administrator or it-support@kth.se  and they will help you.

In some Canvas rooms you can manually add extra teachers or guest lectures, read more about it under the heading "Add a person manually".

Add a person manually

In short, users can be added manually to the following Canvas rooms:

  • Manually created course rooms
  • Sandboxes
  • Examination rooms (only teachers and assistants).

You can not add users manually to automatically created course rooms. As mentioned above, students should for legal reasons be added automatically through the Ladok syncs, and teachers and examiners through the Kopps syncs.

Add users manually to a Canvas room