Overview
Any merging of Canvas sections must align with FERPA requirements. When considering merging, please keep in mind that students in separate sections cannot be allowed to view or interact with students from other sections without prior consent.
For example, if two separate online sections are merged in Canvas, students from one section could see the names and potentially the activities of students from the other section. Without consent, this could inadvertently disclose enrollment information, which is protected under FERPA. For most cases, this isn’t an issue, but for students dealing with domestic violence or other sensitive situations, accidental disclosure of their enrollment details could put their safety at risk and compromise their privacy.
Ensuring we only merge sections that meet specific criteria helps us respect and safeguard each student's privacy. There is currently no way to create an absolute firewall between two Canvas classes. This means that students in one section of a merged course will be able to access the names and enrollment information of students enrolled in the other merged section.
Courses listed in the schedule as separate sections or that meet in distinct physical or online classrooms should not be merged, unless they meet one of the specific exceptions outlined below.
- If you are an instructor that is teaching 3 of the same exact course, for example teaching three Sociology 101 courses, we will not be able to cross-list/merge them for you. It is a FERPA violation for us to combine students together from different courses. In this case, you can request a BluePrint course in Canvas. eLearning is available to help with your Blueprint set up and management.
What is a Cross-List/Merge in Canvas?
A cross-list/merge in Canvas refers to the process of combining multiple sections of the same course into a single Canvas course.
Exceptions
IBEST
Paired IBEST and non-IBEST sections.
Cohorts
A cohort refers to a group of students who are enrolled in separate course sections but are part of a defined academic program or track that involves shared activities, orientations, or learning experiences. These students may be taking different course sections, but they participate in the same overarching educational experience, such as a specific program, theme, or set of related courses.
- Before requesting a cohort-based merge, ask yourself, "Do students in these courses have any enrollment-based/programmatic way of knowing the identities of all of the other students in the section(s) that are being combined with theirs? In other words, do students have a legitimate expectation of their enrollment being held private from any and all of the students in the other section(s)?"
- If students haven't been made explicitly aware that the course they are enrolling in is cohort-based at the time they enroll in that course, then the courses likely do not meet the cohort exception.
- In order for us to move forward with a merge request, we will check the course schedule to see if the notes state that the courses will meet with one another. If notes are not included, you will need to work with your AA4 to confirm that appropriate notes have been added to the course schedule. This tells the students that the courses will be merged with one another.
Lecture & Lab
Courses with separate lecture and lab item numbers, where students are enrolled in both components. This includes multiple lab sections that share a single, required lecture.
Physical Meeting
Classes that meet in the same physical space on the same dates and times, for example multiple levels of a studio art course might meet in the same studio at the same time. Note that completely online courses do not have physical meeting spaces.
Cross-Listed or Combined in Class Schedule
Courses that are offered under different subject codes but are taught as the exact same course.
- SOC&101 Intro to Criminology is cross-listed with CJ&101 Intro to Criminology. These are listed in two places but are offered as a single course. This is made clear in the Class Schedule Notes.
There may be additional exceptions to course merge restrictions, but they will generally require students to be aware at the time they register for the course that their course will be merged with another. Best practices include language in the class notes of ctcLink notifying students of potential merging. Reach out to eLearning with any questions.
Warning
When we merge courses, anything you built before the merge will be lost! We suggest building your course material in a course sandbox shell so that you will not lose that information. This also includes student work so merges need to be completed before the start of the quarter (or any student work has been submitted).
Timeline
Merge requests will be completed the week prior to the start of the quarter.
Review the Following FERPA Information
- FERPA Overview on our website
- March 27, 2017 Memo from Dave Stolier, Washington State Sr. Assistant Attorney General
Submit Request
If your merge request complies with FERPA regulations to request your classes to be cross-listed/merged, please click Request Service on the right-hand side of the screen. eLearning will receive the request and send you a confirmation.