IT Connect
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Canvas Access Policy Timeline

The following timelines indicate when students, employees, and affiliates are permitted to access Canvas and when they lose access to Canvas.

Note: No course content or student submissions are deleted under the Canvas access policy. Instructor and student content in Canvas is retained according to the data retention policy.

Student permitted to sign in to Canvas

Day 0: Student confirms enrollment

Day 1: Student can sign in to Canvas

Access Program students

Access Program students can register on the third day of the quarter. The day of registration is considered “Day 0.”

Day 0: Student registers for course

Day 1: Student can sign in to Canvas

Student loses access to Canvas

Expiration of access to Canvas for students (undergraduate, graduate, and Professional & Continuing Education students) is based on enrollment status. Access expires five years after student is not enrolled for two consecutive quarters, excluding summer quarter. Graduate students officially on leave retain access.

Day 0:  Tenth day of second consecutive quarter not enrolled
Email notification is sent to individual stating that computing services expire in 14 days, and access to Canvas expires in five years. No additional notification about Canvas access will be sent.

Five years later: Student no longer permitted to sign in to Canvas.

Employee permitted to sign in to Canvas

If an employee creates a new UW NetID as or after their appointment becomes active, they receive access to Canvas immediately

If the employee already had a UW NetID, they will receive access to Canvas the next day, after nightly reconciliation processes complete

Employee loses access to Canvas

Day 0: Last day at UW

Day 14: Email notification is sent to individual stating that computing services and access to Canvas expire in 14 days

Day 28: No longer permitted to sign in to Canvas

Employees who also have student subscription for Canvas access

Because an individual can be enrolled in Canvas courses simultaneously as a student and a teacher or teaching assistant, a specific process has been put in place to preserve access to courses one participates in as a student, and remove access to courses in which the user had a teacher, TA, Course Designer, Guest Teacher or Librarian role. Access to these courses will be removed 90 days after the separated employee loses the subscription for Canvas access.

Day 0: Employee separates

Day 14: Email notification sent to individual stating that Canvas access expires in 14 days

Day 28: 90-day grace period begins for access to courses in which the individual had a Teacher, TA, Course Designer, Guest Teacher or Librarian role; student access continues

Day 118: Remove access to courses in which the individual had a Teacher, TA, Course Designer, Guest Teacher or Librarian role; course enrollments deleted

Course enrollments for any individual who once again becomes an active employee before the 90-day grace period expires will not be deleted. This means graduate TAs or instructors, or other contract instructors, who skip one quarter will retain course access.

Retirees

Retired faculty who have an active academic appointment will be able to sign in to Canvas. In addition, retired faculty who are engaged in teaching on behalf of the UW may be given access to Canvas by a current UW employee using the Provisioning Request Tool. This access lasts for one year and must be renewed annually by a current UW employee.

Users authorized through the Provisioning Request Tool

Provisioned access to the UW Canvas LMS lasts for one year, and must be renewed annually by a current UW employee. Reminder notifications are sent to the provisioner beginning 90 days before access will expire, according to the following schedule:

Day -90: First renewal notice sent to the provisioner

Day -30: Second renewal notice sent to the provisioner

Day -7: Third renewal notice sent to provisioner

Day -1: Expiration notice sent to provisioner

Day 0: Canvas access no longer permitted

Last reviewed March 5, 2021