Record Retention Schedule for Canvas 'Term' Courses
The next course deletion period will be Friday, October 25, 2024 at 5pm. In accordance with record retention guidelines, we will be removing Fall 2018, Spring 2019, and Summer 2019. Courses in the 'Default,' and 'Organization' terms will NOT be deleted.
The previous course deletion period removed Fall 2016, Spring 2017, Summer 2017, Fall 2017, Spring 2018, and Summer 2018 courses.
In accordance with the University of Texas at Austin Records Retention Schedule (UTRRS) Links to an external site., official term courses* in Canvas that are five (5) years or older will be deleted at the end of the academic year. This may include but is not limited to course records such as:
Syllabi; Course Descriptions; Modules; Course Announcements; Digital Materials (Files); Videos; Course Pages; Course Discussions; Course Assignments and Quizzes; Rubrics; related grade documentation: Submissions, SpeedGrader Comments, Grades; and Correspondence (Inbox)
If you would like to retain your course content, we recommend taking the following steps prior to August 31 each year:
- Export your Canvas course
Links to an external site.. This will copy course materials, files, modules, pages, and assessments without student enrollments, submissions or grades.
- Need to download Student Work, Comments, and Grades?
- How do I export grades in the Gradebook? Links to an external site.
- How do I download all student submissions for an assignment in the Gradebook? Links to an external site. This would bulk download all original submissions for a single assignment.
- How do I download submission comments as a PDF in SpeedGrader? Links to an external site. This would download the comments for an individual student's submission.
- How do I add annotated comments in student submissions using SpeedGrader? Links to an external site. First image shows the icon to download the annotated PDF for an individual student's submission.
- Need to download Student Work, Comments, and Grades?
- Create a sandbox Links to an external site. and import the course export package Links to an external site.
| ⚠ | When you export content out of Canvas, you are responsible for meeting University disposition policies. For more information, please contact Records and Information Management Services at rms@austin.utexas.edu |
*Term courses are those tied to an academic semester and year, e.g., Fall 2022, Spring 2023, Summer 2023. Course deletion will not include sandboxes or organizations under the listing of "Default Term" or "Organization."
Records Categorization
Course records in Canvas are categorized as the following records series in the UTRRS:
|
UT Code |
Record Series Title |
Required Retention |
Record Description |
|---|---|---|---|
|
AALL350 |
Student Coursework, Tests, Assignments |
End of Semester |
Coursework that is not returned to the student. These records are retained in Canvas for five (5) years, exceeding the retention schedule minimum. |
|
AALL351 |
Faculty Grade Book |
End of Semester |
List of students taking a course and record of the work they have completed. Includes computer and non-computer-generated grade sheets, and other such materials that permit a reconstruction of a student’s graded performance in a course. These records are retained in Canvas for five (5) years, exceeding the retention schedule minimum. |
|
AALL352 |
Course Records |
End of Semester |
Departmental course offerings and individual course contents. This series may include but is not limited to: syllabi; course descriptions; course outlines; course summaries; course requests and proposals; curriculum approval lists; lists of classes by term; bibliographies; reading lists; course announcements; handout materials; class lectures; and related documentation and correspondence. |