Canvas Plus (3rd Party Tool) Requests
Please note: VCU's IT Governance Process is currently undergoing revisions. This will impact the turnaround time of requests. New tool requests are on hold until January 2023.
Procedure Statement and Purpose
To define a process for how Canvas system-level integrated components will be requested, reviewed, and implemented. This process includes information for both fee-based and cost-free components.
Definitions
- Academic Technologies - a VCU Technology Services Unit, abbreviated AT
- Learning Systems - an Academic Technologies department, abbreviated LS
- IT Governance - evaluates all Information Technology initiatives to ensure alignment with the goals of the university, and to provide the cost-effective beneficial solutions for the university.
- Canvas - current Learning Management System (LMS) at VCU
- Third Party Tools - applications developed for specific functionality in an LMS, provided by vendors or other entities
- Requester - Individual who submits a request for a new, integrated tool to be installed on the current LMS
How to Request New Third Party Tools for Canvas
Please review the current list of tools already available at VCU, before submitting a request. If the tool is already available at VCU, but a newer version is needed, please follow the request procedures below.
Requests must be submitted via the Canvas+ Third Party Tools Request Form.
Information should be included for each field of the form. It is important to provide information about any fees for the tool, and who will cover this cost.
Note: The form requires sign-off from your unit's dean and IT director.
The following information describes two separate evaluation and approval processes. One for fee-based tools and one for cost-free tools.
Fee-Based Tools
Upon receipt of the request, a confirmation email will be sent to the requester within 24-48 hours. The requester may be contacted throughout the evaluation process if additional information is needed.
The Learning Systems team in Academic Technologies will conduct a compatibility review, to ensure the requested tool can be integrated with VCU’s Canvas environment. Once complete, the request and all required documentation (i.e. HECVAT, VPAT) will be forwarded to the Director of Academic Technologies for submission to the IT Governance Committee.
IT Governance will:
- Conduct a security review.
- Conduct an accessibility review.
- Approve the funding source.
- Approve or disapprove the request.
- Notify the Director of Academic Technologies of their decision.
If approved, the Director of Academic Technologies will notify the Senior Manager of Learning Systems, who will tell the Learning Systems team to begin implementation.
- If the funding source is the university, the Director of Academic Technologies will coordinate contract and payment details. Please note that items requested to be paid at the university-level are not guaranteed and may require additional approvals.
- If the funding source is a school or department, they will be responsible for managing the contract and payment details.
If not approved, the Director of Academic Technologies will notify the Senior Manager of Learning Systems, who will inform the Learning Systems team. The Director of Academic Technologies will notify the requester.
If Approved, The Learning Systems team will:
- Notify the requester of the approval from IT Governance and that installation of the requested tool will begin. If possible, an estimated date of completion will be provided.
- Receive and review the results of the security and accessibility reviews that were initiated by IT Governance.
- Obtain installation files and information from the vendor.
- Confirm the tool is properly installed and ready for use. (Note: once integrated tools are installed, they are publicly visible to all users of the VCU Canvas environment.)
- If no security, accessibility, or other concerns occurred during the installation, the Learning Systems team will:
- Notify the requester that the tool is ready for use.
- Notify the Senior Manager of Learning Systems of the status.
- The Senior Manager of Learning Systems will notify the Director of Academic Technologies of the status.
- Learning Systems will then add it to the list of installed tools.
All procurements with a projected or actual cost of $2,000,000 or more for a contract period exclusive of renewal periods require prior approval of the Board of Visitors or an appropriate committee thereof. If the procurement has a projected or actual cost of $2,000,000 or more, submit the Board minutes for the approval.
Cost-free Tools
Upon receipt of the request, a confirmation email will be sent to the requester within 24-48 hours. The requester may be contacted throughout the evaluation process if additional information is needed.
The Learning Systems team will conduct a compatibility review, to ensure the requested tool can be integrated with VCU’s Canvas environment. Once complete, the request and all required documentation (i.e. HECVAT, VPAT) will be forwarded to the Senior Manager of Learning Systems for submission to the IT Governance Committee.
IT Governance will:
- Conduct a security review.
- Conduct an accessibility review.
- Confirm that no funding is required.
- Approve or disapprove the request.
- Notify the Senior Manager of Learning Systems of their decision.
If approved, the Senior Manager of Learning Systems will notify the Learning Systems team to begin implementation; and will also notify the Director of Academic Technologies about the request, approval and current status.
If not approved, the Senior Manager of Learning Systems will notify the requester, the Learning Systems team and the Director of Academic Technologies.
If Approved, The Learning Systems team will:
- Will notify the requester of the approval from IT Governance and that installation of the requested tool will begin.
- Receive and review the results of the security and accessibility reviews that were initiated by IT Governance.
- Obtain installation files and information from the vendor.
- Install and configure the tool in Canvas.
- Confirm the tool is properly installed and ready for use.
- If no security, accessibility, or other concerns occurred during the installation, the Learning Systems team will:
- Notify the requester that the tool is ready for use.
- Notify the Senior Manager of Learning Systems of the status.
- Senior Manager of Learning Systems notifies the Director of Academic Technologies of the status.
Once the first form has been completed, the requester will need to send the second form to the vendor to complete - Vendor Information Request - Canvas+ Third Party Tool Installation Form.