This checklist includes tasks that are helpful in wrapping up your course in Canvas

Checklist items are accompanied by brief explanations and instructions. Checklist items in brief (with details below) are:

☐ Review automatic course ending dates so you know what to expect (you do not need to change any settings).
☐ Export student assignments in bulk for easy access after the course ends (with attention to student privacy).
☐ Export your course gradebook for easy access after the course ends (with attention to student privacy).
☐ Archive course materials outside of Canvas to keep long-term.
☐ Download and save any Zoom Cloud videos you wish to keep long-term.
☐ If applicable, unpublish any items or modules that you do not want students to view after the course ends.

☐ Review automatic course ending dates so you know what to expect

You do NOT need to change any settings to end your course:

- - Courses conclude when all students in all sections of the course have been given a final grade in REGIS. After that, students retain read-only access to course content.
  - Students with incompletes or extensions will continue to have access to turn in assignments until you record their grade in REGIS. Instructors, TAs, and admin assistants will also retain access.

Instructors, TAs, and admin assistants can still make changes to courses, publish/unpublish material, grade assignments, adjust grades, change course settings, download assignments in bulk, and download the gradebook until Add Day of the following term.

After that, you will no longer be able to make these changes or bulk/gradebook downloads, but course material can still be copied to other courses in Canvas (e.g., to reuse content in future courses).

After add day of the following term, Concluded courses will move to your Past Enrollments, and will remain accessible at https://caltech.instructure.com/courses. Students' submissions, grades, and feedback will only be available on a per student/enrollment basis (i.e., not in bulk or in gradebook view), via these instructions for viewing prior enrollments .

**Dates for recent and upcoming terms:**
Term	Add day of following term (no further changes or bulk assignment/grade exports in Canvas after this date)
Spring/Summer 2022	October 14, 2022
Fall 2022	January 25, 2023
Winter 2023	April 21, 2023
Spring/Summer 2023	October 13, 2023

☐ Export student submissions in bulk

If you decide to download statistics, outcomes, assignment submissions, or other data, please note: downloaded material containing student information is protected under the Family Educational Rights And Privacy Act (FERPA). This data should be stored securely, and encrypting the file is highly recommended. Questions about FERPA can be directed to the Registrar’s Office.

Instructors, TAs, and admin assistants can bulk download all assignment submissions in Canvas until Add Day of the following term.

- - Select Assignments from the course navigation menu, and click on the item you wish to archive. The Download Submissions option will be in the upper-right Related Items menu.

Download Submissions option

- - You can also bulk download submissions from the Gradebook. Hover over the assignment header to see the three-dot Option menu.

Gradebook options menu

- - In Gradescope, you can export assignment submissions by following these instructions.

☐ Export your course gradebook

Download and save raw grade information.

- - If using the Canvas Gradebook, download the .csv spreadsheet as a backup using these instructions.

1. - If using Gradescope, download the .csv spreadsheet as a backup using these instructions.

In Canvas Gradebook, make sure that you confirm all required assignments have a graded value.

- - Assignments need to have a score, even if 0, for the final grade to be accurate. Extra credit assignments do not require a grade unless completed.
  - Convert all missing assignments to zeros using Late Policies rules in Canvas.

1. - Unmute any assignments and quizzes that were muted during the term for students to receive complete course grades and feedback.

- - Download and save final version of course grades spreadsheet.

☐ Archive course materials outside of Canvas

Canvas allows you to export an entire course using these instructions, so that you can keep a transportable backup outside of Canvas as an IMSCC ZIP file. This file type can be imported into Canvas or other content/course/learning management systems that support the Common Cartridge format. You can also change the file extension from .imscc to .zip and open it as a regular ZIP file.

Please note that student submissions, grades, feedback, and interactions are not included in the whole-course export; rather, they should be exported using the instructions above. Here is some additional information about saving exported course material to your Caltech Google Drive as a backup.

☐ Download and save Zoom Cloud and Canvas Studio lecture recordings

Storage of video files in Zoom Cloud and Canvas Studio is limited.

- - We recommend that lecture recordings that need to be kept long-term be downloaded from Zoom Cloud and/or Canvas Studio, uploaded to your Google Drive, then deleted from Zoom and Canvas Studio.
  - However, if you plan to reuse Canvas Studio videos in future Canvas course(s), it is fine to leave them in Canvas Studio. Canvas will reference the same video item in new courses without increasing storage use.
  - Follow these guidelines to download videos from Zoom Cloud and save to your Google Drive.
  - Please note that when you download and delete those recordings, the links in the course will break. If you would like those videos to be available to past students, you can post a link in your Canvas course to the Google Drive folder where they are archived. Note that this step will need to be completed before Add Day of the following term, when the course will no longer be editable.

☐ If applicable, unpublish items in your course

By default, students will retain read-only access to course content after the conclusion of the course.

- - If you need to restrict student access, please unpublish course content (such as modules or quizzes).
  - If content cannot be unpublished (such as links to external applications like Gradescope or Piazza), you can hide items in the Course Navigation Menu by going to Settings and then the Navigation tab.
  - To restrict access to content in Google Drive or Box, you will need to move course materials to a new folder and delete the shared course folder or items.