Brightspace CS Access Issue Documentation

Detailed Information

Issue Summary

This project is an effort to align Brightspace access requirements with Campus Solutions access over the course of the first 4-6 weeks of each term. Currently, instructors gain access to Brightspace--and data therein--immediately, whereas Campus Solutions access–including permissions to post grades–require FERPA training and completion of the CS Access Request form. This project aims to ensure FERPA training is completed in a timely manner by displaying messaging to instructors without the corresponding CS security roles yet applied without blocking immediate access to courses and students via Brightspace at term start.

April 2022 Proposal Forum Presentation

Forum Notes

• No checks in place to ensure FERPA training when accessing student data in Brightspace
• Access is granted to Brightspace without access to CS, and when grades are due to be entered, the individual has no access to enter them.
• Proposal is to add a banner that displayed in Brightspace to those without CS access that leads them to the CS Access Request form
• Determining whether or not there should be a deadline

Comments & Questions

• Some instructors are not responsible for entering grades. How will that be handled?
  • Everyone needs the FERPA training, and the CS access crunch will be aided by this new process. 
• Is the real goal to ensure FERPA training is completed or to remove access request crunch?
  • The focal goal is to ensure FERPA understanding and ensure all individuals who access student information have a basic understanding of FERPA.
  • The access request crunch at the end of the semester is what brought this issue to the forefront again. This proposal will address both needs, but the core need is to ensure individuals have a basic understanding of FERPA if they have access to student information.
• Another goal is to remind everyone that MaineStreet is the system of record and folks should be checking class info there (roster verification) rather than in Brightspace.
• Smartsheet autofill issues are still a problem. 
  • We have added reminders to the form to check for autofill errors and accuracy
  • Additional ideas to fix the autofill errors are more than welcome (please send to Rachel)

Resources & Research