The University of North Carolina at Greensboro’s (hereinafter “University”) computing and telecommunication networks, computing equipment, and computing resources are owned by the University and are provided to support the academic and administrative functions of the University. Federal and state law, and University policies and procedures govern the use of this equipment and technologies.

To assist the University in maintaining compliance with applicable policy, procedures, and law, this policy addresses important considerations in the use of the Canvas Learning Management Systems at the University. Any additional requirements must be in compliance with: applicable federal and state laws; any contractual agreement with the University and vendors, such as Instructure; and this policy.

Canvas is designated as a nonpublic forum and is strictly limited by and subject to this policy.


This policy applies to all faculty, staff, students, and others who use UNCG’s implementation of Canvas. Adherence to this policy will help protect the integrity of Canvas at the University. The managing unit for Canvas is the Division of Information Technology Services, which is vested with the day-to-day operations of the Canvas application.


3.1Data Governance

Stewardship and custodianship of data brought into or created within the Canvas application will be the responsibility of data steward(s) and custodian(s) defined under UNCG’s Data Governance Program.

3.2Canvas Use, Operations and Security

  1. All users of Canvas must authenticate with unique user credentials.
  2. All users of Canvas must adhere to University policies, including the Acceptable Use of Computing and Electronic Resources Policy.
  3. All users of Canvas must adhere to data and information system protection standards as stated in University policies regarding Data Classification Policy and Information Security.
  4. Users of Canvas may only use the system for University-affiliated activities.
  5. The University is not responsible for the accuracy, integrity, and/or legality of the content uploaded to Canvas.

3.3User management and access

  1. All users of the University’s Canvas environment must access the system through a designated, active University computing account that has a University email account.
  2. Users of Canvas are, by default, granted access in accordance with their primary University role (i.e., faculty, staff, student).
  3. Users of the Canvas system may be granted roles with elevated privileges, including access to data defined as greater than “minimal risk” by the University’s Data Classification policy (e.g., FERPA-protected data). Elevation of privileges must be assigned in accordance with this and other applicable University policy. The data steward determines appropriate role elevation practices. ITS, the managing unit of the system, shall revoke or alter elevated privileges when notified of violations.
  4. ITS shall disable access or remove users for inappropriate behavior.

3.4Content Management and Access

  1. Delivery and access to copyright materials in Canvas must adhere to guidelines set forth in the University’s Copyright Ownership and Use Policy, including the University’s “Commitment to Fair Use.” Resources and guidance regarding copyright issues are provided at http://copyright.uncg.edu/.
  2. ITS shall remove illegal content or content that is in violation of University policies or contractual agreements.
  3. The University is not responsible for content linked from Canvas to external web sites.
  4. ITS shall enforce limits on numbers of course test, development and organization accounts and/or individual file uploads to quantities and sizes that prevent application performance issues and permit archiving. Information on these limits may be found at ITS’s Canvas Information Site.
  5. Official, academic courses shall be retained on Canvas for a minimum of two academic years, or as determined and announced to campus.
  6. Banner is the sole repository of official course grades and rosters. While roster and grade book information in Canvas is confidential, Canvas is not the official system of record for course grades and rosters.
  7. ITS will, upon request, provide exception reports to appropriate parties as authorized by the data steward. Examples include, but are not limited to, exception reports for grade data changes and IT security investigations.
  8. ITS will provide transaction data to appropriate University officials upon request; not all transaction data is archived.
  9. Canvas may contain transaction data that could be relevant in a grade dispute; in such instances, University policy and procedures governing grade appeals should be followed. The applicable Grade Appeal Policy is the one published in the Undergraduate or Graduate School Bulletin for the academic year in which the course was completed.

3.5Support and Training

  1. Each professional school and the College shall designate technical support to assist with Canvas support, training, and pedagogical issues for faculty and staff.
  2. ITS shall provide Canvas functionality and usability support and training for faculty, staff, and students.
  3. Pedagogical support for Canvas is provided by Instructional Technology Consultants (ITCs) or others within academic units.

3.6System Maintenance, Outages, Upgrades

  1. ITS shall notify users of any substantial planned outages of Canvas based on notification received from Instructure.
  2. ITS shall notify users of any substantial planned outages of the data feed from Banner, when such outages interfere with the timely synchronization of users, courses, and enrollments.
  3. Notification of any unplanned outages shall be at the discretion of ITS. The level of notice for planned outages will be determined by the estimated downtime of the system.


The Academic Technology Coordinating Committee (ATCC) and Information Technology Services (ITS) management will establish and enforce standards, procedures, and protocols in support of the policy with consultation from the Learning Management System Support Team.

Any violation of this policy by faculty and staff is “misconduct” under EPA policies (faculty and EPA non-faculty) and “unacceptable personal conduct” under SPA policies, including any appeal rights stated therein. Any violation of this policy by students is subject to the Student Code of Conduct. Violations of law may also be referred for criminal or civil prosecution.

ITS has the authority to remove or disable access to Canvas without notification in the event of law violation or systems compromise involving data classified as greater than minimal risk as defined by the Data Classification policy.

5. Review

The ATCC and Information Technology Services will periodically review the policy.


Exceptions to this policy may be requested in writing, summarizing the nature and the reason for the exception. Such requests will be directed to the Director of Learning Technology, Information Technology Services.


Comments or questions? Email the Policy Administrator.

- Canvas Use Policy. Retrieved 07/23/2024. Official version at https://policy.uncg.edu/university_policies/canvas-use-policy/. Copyright © 2024 The University of North Carolina at Greensboro.