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Governance


LMS Architecture Committee











 

Meeting Schedule 

Every other Thursday

Standing Agenda 
ORCA Updates, LMS Administration Updates, Service Desk Updates, Training Updates, and Communication and Outreach Updates
November 4, 2021
November 18, 2021
December 2, 2021
December 16, 2021

LMS Advisory Committee

 

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Stephen Caffey
Faculty Representative
 

 

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David Cairns
Department Head Representative
 

 

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Kathryn Falvo
Galveston Faculty Representative
 

 

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Tara Gray
Staff Representative
 

 

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Beverly Irby
Associate Dean Representative
 

 

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'Jon Jasperson
Faculty Representative
 

 

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Andrew Klein
Faculty Senate Representative
 

 

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Paulo Lima-Filho
Undergraduate Studies Representative
 

 

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Sven Lohse
Student Representative
 

 

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Jason Mastrogiovanni
Student Success Representative
 

 

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Rajesh Miranda
HSC Faculty Representative

 

 

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Morgan Schweller
Graduate and Professional School Representative

 

 

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Kristi Shyrock
Faculty Representative

 

 

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Heather Wilkinson
Office of the Dean of Faculties Representative

 

 
 

LMS Executive Committee

 

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Alan Sams
Interim Provost and Executive Vice President


 

 

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Joseph Pettibon
Vice President for Enrollment & Academic Services


 

 

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Ed Pierson
Interim Vice President for Information Technology & CIO

 

 
 

Juan Garza

Juan Garza
Associate Vice President for Academic Services 
Ex-officio Member
 

 

 
 

Dr. Jocelyn Widmer

Jocelyn Widmer
Assistant Provost for Academic Innovation
Ex-officio Member


 

 
 

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Mauro Sericano
LMS Project Manager​




 

     

 

Meeting Schedule 

Once a Month

 

Academic Liaisons

 

School/College 

Academic Liaison

Bush School of Government & Public Service  Lisa Brown Rebecca Burgner
College of Agriculture and Life Sciences  Vidya Patil Dan Murany
College of Arts and Sciences Shweta Kailani Evan Peterson
College of Engineering Ted Seidel Gerry Pedraza
Mays Business School 'Jon Jasperson
School of Architecture TBD
School of Dentistry Carmina Castro Jeffrey Lowry
School of Education & Human Development  Jere Liu Kevin Lawanto
Saurabh Singh Sarah McCorkle
School of Law Xiyao Huang Mark Collins
School of Nursing Carol Peckinpaugh Kyle Armstrong
Jana Roman  
Irma Lerma Rangel School of Pharmacy Gilbert Reyna Steve Leggio
School of Public Health Patty Luna-Arvizu  
School of Veterinary Medicine & Biomedical Sciences Laura Hammons Beth Garza
Texas A&M University at Galveston Lexis Fentanes Shanael Williams
Texas A&M University at Qatar Miklos Kovacs Karawan Alsaleh
School of Medicine Jennifer Maldonado-Castillo Mark McCall
School of Visualization, Performance, and Fine Arts Christine Bergeron
 

Meeting Schedule

 

2022 Meeting Schedule

Meeting Topics

Meeting Objectives

Meeting Notes

January 12, 2022 Beginning of Semester Procedures
  • Review beginning of semester processes, to include course merging, export/import process, and setting up a Spring 2022 course. 
  • Review lessons learned from the Fall 2021 semester for enrollments and final grade submission. 
Meeting Notes
January 26, 2022 Student Observer Role
  • Discuss the new Student Observer Role Process for Athletics and how Instructors are able to Opt-In.  
Meeting Notes
February 9, 2022 Third-Party Tools
  • Discuss the request and intake process for third-party tools for potential Fall 2022 integration.
Meeting Notes
February 23, 2022 Communities in Canvas
  • Discuss Communities in Canvas and gather feedback for improvements.
Meeting Notes
March 9, 2022 New Quizzes in Canvas
  • Discuss the New Quizzes timeline and share additional resources. 
Meeting Notes
March 23, 2022 Third Party Tool Request Results for AY 2022 - 2023 
  • Discuss and share the results of the third-party tool request process for AY 2022 - 2023.
  • Discuss expectations for the third-party tool compliance process.
  • Request volunteers for testing the Mastery Paths feature pilot. 
Meeting Notes
April 11, 2022 Final Grade Submission and Canvas Support update
  • Discuss the upcoming changes and facilitate feedback on the changes to the final grade submission process.
  • Discuss upcoming changes to Canvas support.
Meeting Notes
April 20, 2022 Canvas Support
  • Discuss upcoming changes to Canvas Support.
Meeting Notes
May 4, 2022 End of Semester guidelines
  • Discuss end of semester procedures, including final grade submission.
Meeting Notes
May 18, 2022 End of Semester procedures
  • Provide updates to the Fall 2022 course shell delivery timeline.
  • Discuss the final grade submission process and updated resources.
  • Provide an update to the AY 2022 - 2023 third-party tool request process. 
Meeting Notes

Academic Liaison Resources


 

Third-Party Tool Testing Process

Outlined below are the steps for Academic Liaisons participating in the Third-Party Tool Testing Process: 


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Guiding Principles for the DLE


The LMS Implementation Teams have collaborated with the Governance structures to build the following Guiding Principles that serve as the foundation for how the Digital Learning Environment is supported at Texas A&M:  
 

1. Single University Template Applied to all TAMU Courses


Purpose: The Texas A&M University template is automatically applied to all courses in Canvas to enhance the student experience and is 100% accessible out-of-the-box. This template is in place to create a consistent experience across all courses at TAMU so students can easily navigate and predict the structure of their courses.

We have curated resources to better assist in enhancing the template. If you have already modified the template and would like to move content from one semester to another, view the Copying Canvas Materials Between Courses section to determine which method you should use to move content, guidance on both methods, and additional best practices for setting up your course.

Below is a timeline of noteworthy milestones for how the template has evolved since its inception:
 
 

2020

Summer II

2020

Fall 

2021

Spring

2021

Summer

2021

Fall

2022

Spring

2023

Spring

70 published courses 


 

Used accessibility checker and instructional design to ensure accessibility  

23% of course sections published in Canvas  


 

Added dedicated Instructor resources


Created student-facing Academic and University resource pages 


 

Applied student feedback from Fall 2020 to create the Syllabus page 


 

Streamlined the left-side Navigation based on Instructor and student feedback

Accessibility rating becomes priority with a 54% accessibility score

First full semester exclusively on Canvas 


 

98% Accessibility  score  


 

96% of 100 and 200-level courses using Canvas

100% Accessibility score  


 

Reduced embedded files from 250 to 138 


 

Reduced storage capacity of the template files from nearly 8 mb to 2.85 mb

Consolidated University and Canvas Resources page for student ease of use

Adjusted page Heading structure for ease of use and accessibility, including Syllabus page

Moving forward, we are exploring the use of individual templates per subaccount (representing each school, college, or branch campus), although we would do so balancing our commitment to accessibility and student success. 


 

2. Training Requirements for Course Associate Roles


Purpose: Course Associate roles that would like to be added into a course in Canvas are required to complete and stay-up to date on training offered through TrainTraq. These trainings were carefully selected by the LMS Implementation teams to ensure those individuals in these roles that receive access to sensitive material such as student grades are compliant.

We have also created a process to allow for non-student employees that do not receive access to TrainTraq to have an opportunity to complete the required training.
 

3. Section Merge Deadline Ahead of the Start of a Semester


Purpose: As course sections are automatically provisioned for instructors, TAMU has launched ORCA where instructors and Academic Liaisons can request to merge sections of Canvas courses. When course sections are merged after students interact with a course, which typically is after the first day of classes, those interactions are lost and cannot be recovered. To prevent the loss of student interactions, we have applied a course merge deadline that falls before the start of classes. 
 

4. Third-Party Tool Integration Process


Purpose: The LMS Implementation teams have collaborated on developing a third-party tool process that encompasses a call for requests, security and accessibility reviews, FERPA compliance, testing, and integration in Canvas. This opportunity to participate in this process has been extended to Academic Liaisons to submit the requested tools for their Academic Units.

Requested tools will move through the process and their status is updated for the campus community to stay up to date on where their requested tool is in the process. Once approved, the tools will be implemented at the requesting unit’s subaccount where the Academic Liaisons will lead the training and support for the tool.
 

5. Course Storage Capacity


Purpose: In an effort to promote student success in teaching and learning, all courses at TAMU have been provisioned with 1 GB of storage. This quota allows for faculty to leverage cloud storage solutions so students can securely access content without requiring them to download and load files.
 

6. TAMU System Records and Retention Policy


Purpose: TAMU System Records and Retention Policy requires the Instructor of Record to export and securely store student academic records (e.g. completed class tests, examinations, course papers, and instructor grade books) for safekeeping for one year past the course end date. After the Instructor of Record submits final grades in a course for posting on students’ academic transcripts, the Office of the Registrar is the official records custodian of the permanent academic transcript.

Courses in Canvas at TAMU are available for students to interact from the first day of the start of term until the last day of the late grading period. This policy has automatically been applied to all courses. After the last day of the late grading period for the term closes, the course will be available as read only to all users.

LMS Outreach

Faculty Outreach

 
The LMS Operations Team provides a video update to the Faculty Senate each month to highlight key implementation milestones for Canvas; review continuous improvements to the digital learning environment; and provide relevant data points. The videos are posted on the Faculty Senate Current Agenda the Friday before the next meeting.
 
                                 
DLE Update - August 2022   LMS Update - January 2022   LMS Update - December 2021   LMS Update - November 2021   LMS Update - October 2021   LMS Update - September 2021   LMS Update - August 2021   LMS Update - July 2021   LMS Update - June 2021   LMS Update - May 2021  
LMS Update - April 2021
 
LMS Update - March 2021
 
LMS Update - February 2021
 
LMS Update - January 2021
 
LMS Update - December 2020
 
LMS Update - November 2020
 
LMS Update - October 2020
 
LMS Update - September 2020
 

 

Student Outreach

 
The LMS Operations Team provides updates to the Student Senate on relevant student-facing features and improvements that will impact the student experience in Canvas.
 
             
Start of Semester Reminders for Students   5 Reminders for the Texas A&M 
Digital Learning Environment
  Championing The Student Experience
with Sven Lohse
  4 Reminders for the Texas A&M 
Digital Learning Environment
  Our Year with Canvas at Texas A&M  
LMS Student Update - Spring 2021