H. Request Access to Previous Course Materials

Teachers sometimes request access to course materials from a course previously taught by another instructor. To ensure instructors only see information relevant to their current courses and remain compliant with FERPA guidelines, we use the following process to provide access in a way that supports privacy and appropriate access standards. To provide access:

1. Confirm the Request Source

   • The instructor who taught the previous course should contact the ITS Help Desk or Tier 3 ICON Support.

   • If that instructor is no longer at the university, the DEO (Department Executive Officer) can make the request.

2. Information Required

   • The request must include:

     • The name of the person who needs access.

     • The specific course they need access to.

3. Create a Copy of the Previous Course

   • Open the previous course site and copy it by selecting:

     • Course Settings → Course Details → Copy this Course

   • Name the new course using the original name and code, but add “COPY” at both ends.

     • Example:

       • Original Name: Biology 1001: Seminar

       • New Name: COPY Biology 1001: Seminar COPY

       • Original Code: BIOL:1001:0001

       • New Code: COPY BIOL:1001:0001 COPY

4. Set Course Details

   • Term: Set to the current term (this automatically adjusts start/end dates).

   • Content: Select All Content.

   • Do NOT adjust events or due dates.

5. Update Instructor Access

   • Add the new instructor as Teacher.

   • Remove yourself as Teacher (you will be added automatically during the copy process).

6. Notify the Instructor

   • Inform them that a new sandbox course has been created and materials imported.

   • Provide a direct link to the new course via email if possible.

7. Finalize with ICON Support

   • Send the link to the new course site to a Tier 3 ICON Support Canvas Admin.

   • Request that they assign an SIS ID to the new site.