About the IU Photo Roster

The IU Photo Roster is a locally developed tool in Canvas that allows instructors to view official university photos of course members and to export the site roster. This tool appears in the course navigation menu of all registrar-based classes, and is not visible to students. Because university photos are protected under the federal Family Educational Rights and Privacy Act (FERPA), only users in the Teacher role are authorized to view the roster.

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View the roster

To view the roster, from the course navigation menu, click People, and then click IU 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 will display a grid view of course members grouped by role and sorted alphabetically by last name. Each record includes the course member's official photo from campus card services, name, email address, and course role.

A FERPA flag will appear beneath students who have invoked their rights to restrict access to directory data under FERPA.

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 return to the grid view.

You can also change the grouping of course members in the roster from role-based groups to section-based groups using the Group By options.

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, you will 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, 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.

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Export the roster

The roster can be exported 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, at the upper left of the tool, click Export. You will be prompted to open or save the file.


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.

The University Information Policy Office (UIPO) has more at Protecting Data.

For more on handling sensitive data, see:

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Print the roster

To print the roster, in the upper left, click Print.

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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 ( IU Photo Roster printable sign-in sheet icon, which looks like a sheet of paper with a pencil over it ), and then, in the upper left, click Print.

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Remove the roster

If you don't plan to use the IU Photo Roster tool, you can remove it from the course navigation menu. For more, see How do I manage Course Navigation links?

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This is document bffz in the Knowledge Base.
Last modified on 2018-11-28 11:55:24.

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