About the IU Photo Roster

The IU Photo Roster is a locally developed tool in Canvas that you can access via the Canvas People tool. The roster, which is available to all Canvas roles except Observer, displays the name, email address, role, photo, and NameCoach recording (if available) for each member of the course. Using the Photo Roster tool, you can change the page or print layout, search and filter the list of course members, and print or export the current view. Official IU photos and associated features are only available to instructors in SIS courses.

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View the roster

To view the roster, from the People tool, click Photo Roster. You can also add the IU Photo Roster to your course navigation menu; for instructions, see How do I manage Course Navigation links?.

By default, the roster displays a grid view of course members sorted alphabetically by last name. To change views, use the icons at the upper right:

  • Click the List View icon (list view icon) to view the roster as a list with one record per row.
  • Click the Grid View icon (grid view icon) to view the roster in a grid layout.
  • Click the Sign-in Sheet View icon (sign-in sheet icon) to view or print a sign-in sheet for your class.

In addition to the photo, each record in the grid and list views includes the course member's name, email address, and course role. Course members who have a NameCoach recording have a speaker icon (NameCoach speaker icon) next to their names. Click the icon to play the recording.

If you use Firefox:

If you are in the Teacher role and you receive the message "You are not authorized to use this tool" when you launch the IU Photo Roster in Firefox, you need to enable third-party cookies:

  1. Open the Options menu and select Privacy.
  2. Under "History", from the "Firefox will:" drop-down menu, select Use custom settings for history.
  3. From the "Accept third-party cookies:" drop-down menu, select either Always or From visited.
If you use Internet Explorer:

If you are in the Teacher role and you receive the message "You are not authorized to use this tool" when you launch the IU Photo Roster in Internet Explorer, add an exception to your IE privacy settings:

  1. Open the IE Tools menu and select Internet options.
  2. In the "Internet Options" window, select the Privacy tab and click Sites.
  3. For "Address of website:", enter iu.edu, and then click Add.
  4. Click OK to confirm the change and OK again to close the window.

On January 12, 2016, Microsoft ended support for Internet Explorer versions prior to version 11. UITS strongly recommends that you upgrade to a new operating system if your current system does not support Internet Explorer 11.

FERPA considerations

A FERPA flag appears under the photos of students who have invoked their rights to restrict access to directory data under the federal Family Educational Rights and Privacy Act (FERPA). Students with FERPA restrictions are only visible to Teachers and related roles.

Important:
  • University photos are protected under FERPA. Official IU photos are only available in SIS courses and access is limited to instructors.
  • In non-SIS courses, instructors will see Canvas profile photos instead of official IU photos.

Toggle between IU photos and Canvas photos

The Photo Options menu, which is only available in SIS courses, allows users in the Teacher role or related roles to toggle between official IU photos and Canvas photos. If you select the Official IU photo type, you can choose between viewing a Small and Medium photo:

Photo Options menu

When you click an individual photo, you'll see that course member's photo, name, email address, role, and NameCoach icon (if available) in a pop-up window.

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Filter and search

Filter the roster

The default view of the IU Photo Roster lists all members of the course in alphabetical order. Using the "Filter by" menu, you can filter the list by course role or by section. When filters are in effect, course members are grouped by the selected filter. When role and section filters are in effect, course members are first grouped by section and then by role within each section.

To search the roster for a specific course member, enter all or part of a name or username and click Search. The matching record(s) will display.

To clear the current search, click the X to the right of the search expression.

Note:
If a filter is in effect, your search will be limited to the course members that match your filter (those displayed in the current view). To search all course members, remove all filters.

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Export the roster

Teachers and related roles can export the roster to a delimited .csv file. Exported files include each course member's name, IU username, email address, course role, and section ID.

To export the roster, to the right of the tool name, click the download icon (download icon). You will be prompted to open or save the file. The exported data will reflect your current search and filter settings.

Important:

If you plan to export and maintain local offline copies of any student information (including but not limited to names, University ID numbers, or grades), you are responsible for taking adequate security measures to handle and safeguard such data, as it remains sensitive university data.

For more, see Protecting Data.

For more on handling sensitive data, see:

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Print the roster

To print the current view of the roster, to the right of the tool name, click the printer icon (printer icon). The printout will reflect your current search and filter settings.

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Print a sign-in sheet

To print a sign-in sheet, in the upper right, click the printable sign-in sheet icon (sign-in sheet icon), and then, in the upper left, click Print. The sign-in sheet will reflect your current search and filter settings.

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Open the roster in a new tab or window

To open the photo roster in a new tab or window, to the right of the tool name, click the new window icon (new window icon).

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This is document bffz in the Knowledge Base.
Last modified on 2019-08-27 09:03:49.

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