Adding Individuals to Courses
If you would like to add someone to a course, you can feel free to email eLearning@greenriver.edu with your request. We will need the following:
- The individual's name.
- The individual's GRC email address (personal email addresses will not work) or ctcLink ID number.
- The Class Number (the four-to-five digit number that defines a course section) of the course they should be added to and the quarter it occurred in.
- What role you would like the individual to have in the course. If a role is not provided, we will add the individual based on the reason provided.
- The reason we are adding the individual to the course.
- In the case of observation/accreditation: the date access to end.
- In the case of a Tuition exemption: Exemption paperwork or instruction from the program manager, and instructor approval.
It is always best for the request comes from the instructor of record of the course. If the instructor of record is no longer with the college, the request may come from the division chair. Requests from anyone else will be verified with the instructor of record.
Frequent Reasons for Adding an Individual to a Courses
- Co-Teaching: the individual will be added to the course as a TA or Instructor, as specified by the instructor of record.
- Sharing Materials: we will instead create a copy of the course and add the individual to that with the Teacher role. We will not add the requesting individual unless requested. Alternatively, we can also import a course directly into another instructor's course, so long as we have permission from both parties.
- Teaching Assistant/Aide: we will add the individual to the course with the TA role.
- Observation/Accreditation: the individual will be added to the course with the O/A role to lock down editing access. They will be added as a temporary enrollment.
- Tutors: the individual will be added as with the Tutor role to reduce access to student data.
- Students: Students cannot be added to a course without being added in ctcLink. Once added in ctcLink, the student will be added to the course without a few hours, or the next day if the addition is made after 7pm. An exception will be made for individuals with tuition exemption paperwork and permission.
Roles
The role you would like them to have is very important, as it defines what they can do in your course. If you do not provide a role for us to add them to your course as, we will default to best judgement with the lowest possible access based upon their status at the college: staff and faculty are added as TAs or O/A to differentiate them from the instructor of record; students are only added as students.
Here are the standard roles we assign to individuals and what they can do:
- Teacher: Full permission to edit the course, change the course published status, view and edit grades, create student groups, and everything else needed for a course. IBEST instructors will be added with this role by default.
- TA: Similar to Teacher, but some features are locked down:
- TAs cannot create or change student groups;
- cannot view course data analytics; can grade assignments but cannot change final grades;
- cannot view some student details;
- can publish assignments but not the whole course; can import into and export from a course.
- This is the default and recommended role for faculty being added to a course.
- Tutor: Access to assignments and other course materials with access to minimal student information.
- Student: Permissions to view whatever is published in a course and submit assignments; no permission to edit anything unless granted.
- Observer: Minimal access; only allows viewing of published documents; no access to anything that might contain student information. Cannot see contents in closed courses.
- Guest: The most restrictive access, this cuts down privileges to the bare minimum. For translators and other external service personnel.
- O/A: Observation/Accreditation-level access. Access to course materials, discussions, etc., but without the ability to edit materials.
Requirements
To abide by FERPA, we are strict about who gets access to courses. To be added to a course, the following must be true for their appropriate role:
- Teacher, TA, and Tutor: The individual must have taken the "Get Inclusive" or "Vector Solutions" FERPA training provided by the college and had their completion verified. We always independently verify this after the request has been submitted.
- Student: The individual must be enrolled in the course, or in the case of non-credit department or support program courses, must be involved with that department or support program. These courses are kept in a "no conversations" state to help protect student data.
