Mitigating Canvas Disruptions

Unfortunately, cybersecurity, upgrades, servers, and hosting issues can lead to downtime of the LMS system. For continuity, TLT recommends these best practices in mitigating a learning management system outage and being prepared for one. 

At the beginning of the semester:

• Collect students’ e-mail addresses at the beginning of the semester and keep them outside of Canvas. You can export your Gradebook as a CSV file, which will give you a list of student names and the first part of their PC email address (i.e. PC Network ID).  You can also get your roste, which includes student emails, from Banner when the LMS is unavailable. Banner is only accessible when on campus.E-mail students the syllabus  
• Take occasional screenshots, print outs, or exports of your Gradebook. Please keep FERPA regulations in mind when working with the Gradebook and destroy all files/prints when no longer needed. 
• If there are additional materials critical to grading and review in Canvas, do the same (e.g. Study Guides, Files, Discussions, Assignments, Tests & Quizzes). Many of these can be saved simply by copying and pasting the content into a saved Word document. 
• Advise students to plan and complete assignments ahead of time and remind them that they should not wait until the last minute.  
• Provide students with the following information: 
• The professor’s external e-mail address, and instructions to use this address if Canvas is unavailable. 
• Ask them to email CanvasHelp@Providence.edu if there is an issue with Canvas. 
• Directions on how to download and save the syllabus and content files from Canvas to their personal computer. 
• A contingency plan that should be followed if Canvas is unavailable. For example: 
  • Read the syllabus and content files offline. 
  • Complete readings and assignments offline. It’s better to have a student email you an assignment, or another accessible department-approved method, on time than to wait for Canvas to be available. 
  • Communicate with the professor via e-mail. 

If an outage occurs:

• Stay informed on updates and directions from PC’s administration and LMS admin. They will be monitoring the outage with Canvas/Instructure. 
• If there is an assignment due on the day of or near an outage, email students immediately with instructions for how to proceed. You may suggest students email you assignments, rather than wait for Canvas restoration.  
• If you need to meet with students, request an online meeting on Zoom, providing students with a Zoom meeting link in an email. 
• Phone/text trees may be established to allow students to contact one another. 
• Exams: For those using Canvas for final exam administration, please consider pivoting to alternative formats, such as paper-based exams or emailed assessments, where possible. We are also aware of issues affecting direct access to certain e-textbooks.