Understanding User Roles in Canvas
Roles in Canvas define what users can see and do within the platform. Generally, it’s important to know who has access to course information, particularly sensitive and legally protected information like student work and grades.
Overview: User Roles In Canvas
The table below lists Canvas role options that aren't Teacher or Student. All roles listed below are assigned within the Canvas course and aren't assigned by Banner. An individual may only be assigned to one course role per course.
Course role
Definition
Ideal for...
Teacher
Users with full administrative and instructional access to all course content, settings, gradebook, and student data.
Authorized personnel who have legitimate instructional grounds and FERPA-compliant access to student educational records and course management functions.
Student
Standard learner access to view course content, submit assignments, participate in discussions, and access their own grades and feedback within the course.
Users who are officially enrolled through Banner for academic credit in the course. For academic courses, this role is restricted to students registered through Banner and should not be used for auditors, guests, or unofficial participants.
Colleague
This role is designed for peers collaborating on a course. Users can view and build course content, manage discussions, and contribute to course development. However, they do not have access to grading or student data.
Faculty or peers who are monitoring or collaborating on course materials without grading responsibilities.
Designer
Designers focus on creating and managing course content. They can build modules, assignments, and assessments and manage course structure. However, they cannot grade assignments, interact with students, or access student data.
Instructional designers or staff focused on building and organizing course content.
UIW Librarian
The librarian role allows users to administer and view course content while having access to grading and participation aspects of the course.
Librarians providing academic resources or instruction into a course. Only Librarians
Observer
Observers can view course content without interacting or contributing. Paired observers can also see grades for the indicated student.
Users previewing course content. Guardians or stakeholders monitoring a student’s progress in the course.
TA (Teacher Assistant)
The TA role retains most of the permissions of the Teacher role. While TAs cannot manage sections, users, or learning outcomes, they can edit and view grades, post announcements, and work on most course content.
This role is ideal for individuals who support the instructor by managing course content and communication while handling grading tasks. It’s perfect for those who need robust access without the full administrative responsibilities of a Teacher.
Tutor
Tutors have limited permissions to view course materials and assist students. They can preview assignments (quizzes included), provide feedback, and assist with discussions but do not have access to grading, student record adjustments or course editing.
Tutors providing academic support in areas like quizzes and discussions, while giving feedback to students without managing grades.
Permissions: User Roles In Canvas
Expand a permission below to see what it allows, who has it, and how it may impact your course.
Analytics – View PagesWhat it does: Allows users to view aggregated course and student page-view data from the Course Home Page or People page. This can help identify patterns in student engagement and access.
Who has this permission:
- Teacher
- Student
- TA (Teacher Assistant)
- UIW Librarian
Things to consider:
- Analytics data may not reflect real-time student activity and should not be used to assess attendance or participation in isolation.
- Instructors should be cautious about making assumptions based on page views, students may access content through different navigation paths or mobile devices.
- Access to analytics includes visibility into individual student engagement, which should be interpreted with care under FERPA guidelines.
Announcements – ViewWhat it does: Allows users to view announcements posted in the course. These may include reminders, updates, or policy changes shared by the instructor.
Who has this permission:
- Teacher
- Student
- TA (Teacher Assistant)
- Colleague
- Designer
- UIW Librarian
- Tutor
Things to consider:
- Anyone with this permission can read all course announcements, including those with grade-related or policy-sensitive content.
- FERPA implications may arise if announcements include identifiable student information (avoid naming or discussing individual performance).
Conversations – Send Messages to Entire ClassWhat it does: Allows users to send a message to all course members at once using the Canvas Inbox. This is often used for general announcements or urgent class-wide updates.
Who has this permission:
- Teacher
- TA (Teacher Assistant)
- Colleague
- UIW Librarian
- Tutor
Things to consider:
- This permission grants broad communication access, ensure the role holder understands appropriate use and tone for mass messages.
- Messages sent using this tool are not moderated or queued; misuse can result in mass confusion or information overload.
- In large courses, messages are sent individually to each recipient but may still be seen as a privacy concern if content references student actions or grades.
Conversations – Send Messages to Individual Course MembersWhat it does: Allows users to send private messages to individual students, faculty, or other course members through the Canvas Inbox.
Who has this permission:
- Teacher
- Student
- TA (Teacher Assistant)
- UIW Librarian
- Tutor
Things to consider:
- Ensure messages do not disclose confidential academic information unless the sender is the official instructor of record or has FERPA-authorized responsibilities.
Course Calendar – Add / Edit / Delete EventsWhat it does: Allows users to manage events on the course calendar, including creating, editing, or removing due dates, meetings, or reminders.
Who has this permission:
- Teacher
- TA (Teacher Assistant)
- Colleague
- Designer
- UIW Librarian
Things to consider:
- Calendar events are visible to all students, so added events should align with course plans and expectations.
- Users editing calendar items should coordinate with the instructor to avoid conflicts or confusion.
Courses – Change VisibilityWhat it does: Allows users to control whether a course is published or unpublished, controlling student access to course materials.
Who has this permission:
Things to consider:
- Unpublished courses are inaccessible to students. Use this to prepare courses before they go live, but be cautious with deadlines.
- Visibility changes should be communicated clearly to students to avoid confusion or missed content.
Discussions – CreateWhat it does: Allows users to create new discussion topics for the course, which students can reply to and engage with as part of their coursework.
Who has this permission:
- Teacher
- Student
- TA (Teacher Assistant)
- Colleague
- Designer
- UIW Librarian
- Tutor
Things to consider:
- Discussion prompts set the tone for student interaction. Instructors should review content created by others for alignment with course goals.
- Uncoordinated discussion topics may confuse students or duplicate required activities. Communicate clearly when others are supporting your course.
Discussions – ModerateWhat it does: Allows users to manage discussion threads by editing, deleting, or locking posts. This helps keep the conversation appropriate and on-topic.
Who has this permission:
- Teacher
- TA (Teacher Assistant)
- UIW Librarian
Things to consider:
- This permission enables someone to remove student posts. Use moderation tools sparingly and transparently to maintain trust in the course environment.
- It’s helpful for large classes or courses with sensitive topics but should be paired with clear discussion guidelines set by the instructor.
Discussions – PostWhat it does: Allows users to participate in course discussions by replying to existing discussion topics and engaging in threaded conversations.
Who has this permission:
- Teacher
- Student
- TA (Teacher Assistant)
- Colleague
- Designer
- UIW Librarian
- Tutor
Things to consider:
- Posting in discussions may give the impression of instructional authority. Ensure expectations are clear if support roles are involved in conversation threads.
- Replies should avoid referencing student-specific details, especially in graded or sensitive discussion forums.
Discussions – ViewWhat it does: Allows users to read all discussion threads within the course, including student responses and instructor prompts.
Who has this permission:
- Teacher
- Student
- TA (Teacher Assistant)
- Colleague
- Designer
- UIW Librarian
- Tutor
Things to consider:
- Observers and tutors with this access can see peer interactions, so it’s important that discussion spaces remain professional and inclusive.
Grades – EditWhat it does: Allows users to enter, change, or override grades in the Gradebook. Also enables access to quiz moderation tools such as granting extra attempts or time.
Who has this permission:
- Teacher
- TA (Teacher Assistant)
- UIW Librarian
Things to consider:
- This permission includes the ability to moderate quizzes.
- Anyone with this permission can directly affect a student’s grade, which may impact transcripts, GPA, and academic standing.
- If support roles are granted this access, the primary instructor should clearly define who is responsible for grading and grade adjustments.
- Changes made through quiz moderation are not always visible in the grade history, so it’s important to document accommodations as needed.
Grades – Select Final Grade for ModerationWhat it does: Allows users to mark a student's final grade for review before it is officially posted. This is part of the moderated grading workflow in Canvas.
Who has this permission:
Things to consider:
- This permission is only relevant when moderated grading is enabled for an assignment.
- Users with this permission should coordinate to ensure only one final grade is selected, especially in team-taught courses.
- Moderated grading can support fairness in subjective assessments, but may also delay grade release if roles are unclear.
Grades – View All GradesWhat it does: Allows users to view the entire Gradebook, including scores for all students and assignments in the course.
Who has this permission:
- Teacher
- TA (Teacher Assistant)
- UIW Librarian
Things to consider:
- This permission gives access to sensitive academic records for every student in the course.
- Anyone with this access should avoid sharing or discussing grade information unless directly involved in course instruction or academic support.
- If support roles are granted this permission, instructors should clarify whether they are expected to provide feedback or only observe.
Grades – View Audit TrailWhat it does: Allows users to view a record of changes made to grades, including who made each change and when it occurred.
Who has this permission:
- No active course roles have this permission.
Things to consider:
- This permission is restricted to Teachers and administrators. Support roles do not have access by default.
- Audit trails are useful for resolving grade disputes, but are not visible unless explicitly granted by Canvas admin roles.
Groups – View All Student GroupsWhat it does: Allows users to see all student-created and instructor-created groups within the course, regardless of membership.
Who has this permission:
- Teacher
- TA (Teacher Assistant)
- Colleague
- Designer
- UIW Librarian
- Tutor
Things to consider:
- This permission allows visibility into all group activity, which may include private discussions and collaborations.
- Users with this access should avoid intervening unless their role includes oversight or support of group work.
Item Banks – Manage AccountWhat it does: Allows users to create, edit, and share item banks at the account level for use in New Quizzes across multiple courses.
Who has this permission:
- No active course roles have this permission.
Things to consider:
- This permission is restricted to the Teacher role and administrators who managing district- or program-wide content.
- Account-level banks can be accessed by anyone with sharing privileges, so users should avoid including course- or student-specific questions in these banks.
Learning Outcomes – Add / Edit / DeleteWhat it does: Allows users to create and manage learning outcomes within the course. Outcomes can be aligned to assignments and assessments to track student mastery over time.
Who has this permission:
Things to consider:
- Changes to outcomes may affect course- or program-level assessment tracking if outcomes are tied to institutional standards.
- Outcomes aligned to assignments will impact student feedback and analytics, so coordination with the instructor is important before editing or removing them.
Learning Outcomes – ImportWhat it does: Allows users to import existing outcomes from other courses or account-level repositories into the current course.
Who has this permission:
Things to consider:
- Imported outcomes should be reviewed for relevance and accuracy, especially if they reflect departmental or program standards.
- Duplicate or outdated outcomes can clutter the course and confuse grading rubrics if not managed carefully.
Manage Assignments and Quizzes - Add / Delete / EditWhat it does: Allows users to create, edit, and delete assignments and quizzes in the course. This includes setting due dates, points, submission types, and instructions.
Who has this permission:
- Teacher
- TA (Teacher Assistant)
- Colleague
- Designer
- UIW Librarian
Things to consider:
- Only Teachers have the option to delete content. Other roles can contribute but cannot delete.
- This permission impacts both the course structure and gradebook, so assignments created or removed may affect student grades and deadlines.
- When support roles are granted this permission, instructors should review assignment setup to ensure alignment with course policies and expectations.
Manage Course Content - Add / Delete / EditWhat it does: Allows users to add, edit, move, or delete any content in the course, including modules, pages, files, and links.
Who has this permission:
- Teacher
- TA (Teacher Assistant)
- Colleague
- Designer
- UIW Librarian
Things to consider:
- Only Teachers have the option to delete content. Other roles can contribute but cannot delete.
- Users with this permission can overwrite or remove published content, which may affect student access or instructional flow.
- Since Canvas isn't a collaborative platform by default, when multiple users manage content, it's important to coordinate changes to avoid confusion or duplication or loss of work.
Manage Course Files - Add / Delete / EditWhat it does: Allows users to upload, organize, rename, and delete files in the course Files area, including media, documents, and folders.
Who has this permission:
- Teacher
- TA (Teacher Assistant)
- Colleague
- Designer
- UIW Librarian
Things to consider:
- Removing or renaming files can break links in modules, pages, or assignments if not carefully managed.
- File organization directly affects student access, clear naming and folder structure can improve usability.
- Ensure files are stored within the course they're being shared to.
Manage Course Sections - Add / Delete / EditWhat it does: Allows users to create, edit, and delete course sections, as well as assign users to specific sections within a Canvas course.
Who has this permission:
Things to consider:
- Modifying sections can affect how assignments, discussions, and grades are filtered or assigned.
- Unintended changes to section enrollment can restrict student access or remove them from critical communications.
- This permission should be used cautiously and typically in coordination with the Instructional Technology team.
Manage Courses - Conclude / Delete / Publish / ResetWhat it does: Allows users to modify high-level course settings, including the course name, start and end dates, visibility, features, and grading policies.
Who has this permission:
- Teacher
- TA (Teacher Assistant)
- Colleague
- Designer
Things to consider:
- Only the ability to Publish courses is included in this permission. Users cannot reset, conclude, or delete a course in academic accounts.
- Altering course settings can affect student access, grade calculations, and term-based enrollments.
-
This permission to publish a course is powerful and should be used only when the user understands the broader impact on course availability and structure.
- Start and end date changes can override term settings, unintentionally locking students out or extending access beyond institutional policy.
Manage Differentiation Tags - Add / Delete / ManageWhat it does: Allows users to create, edit, and delete differentiation tabs in a course.
Who has this permission:
Things to consider:
Manage Groups - Add / Delete / ManageWhat it does: Allows users to manually create, modify, or remove student groups within a course. This includes managing group sets, assigning members, and customizing group names.
Who has this permission:
Things to consider:
- This permission is reserved for the Teacher role, because group membership can impact assignments, discussions, and peer reviews.
- If group structures are set by the instructor, uncoordinated changes from other roles may disrupt collaboration or grading workflows.
Manage LTI - Add / Delete / EditWhat it does: Allows users to add, configure, or remove external tools (LTIs) in the course, such as textbook integrations, plagiarism checkers, or third-party apps.
Who has this permission:
Things to consider:
- Removed LTIs, even accidentally, can cause disruption in a live course.
- Improperly configured LTIs can create access issues for students or expose data to unapproved vendors.
- Instructors should verify tool compatibility and data sharing policies before enabling integrations.
- LTIs added at the course level may behave differently than institution-approved tools and could lack support.
Manage Pages - Create / Delete / UpdateWhat it does: Allows users to create, edit, publish, unpublish, or delete content pages in a Canvas course. This includes the ability to change the course home page if it's set to a page.
Who has this permission:
- Teacher
- TA (Teacher Assistant)
- Colleague
- Designer
- UIW Librarian
Things to consider:
- Only Teachers have the option to delete content. Other roles can contribute but cannot delete.
- Pages often serve as the core instructional content in a course. Uncoordinated edits may disrupt lesson flow or student access.
-
Canvas is not a collaborative platform. Anyone with this permission can overwrite or delete instructor-created content unless version history is reviewed.
- Changing the front page can affect the first impression students receive when entering the course.
New Quizzes - View Multi Session InformationWhat it does: Allows users to view detailed student activity in New Quizzes, including client IP addresses for quiz questions and information about multiple session access.
Who has this permission:
Things to consider:
- For multi-session activity to be recorded and viewable, the Detect Multiple Sessions setting must be enabled by the instructor within the quiz settings.
- Multi session information can be viewed from the Moderate area of a New Quiz
Outcome Mastery Scales – Add / EditWhat it does: Allows users to modify the rating scale used to evaluate mastery of learning outcomes. This affects how performance is categorized (e.g., Exceeds, Meets, Does Not Meet).
Who has this permission:
- No active course role has this permission.
Things to consider:
- Changing mastery scales can impact consistency across sections or programs using shared outcomes.
- This permission is reserved for admin or assessment leads and is rarely used in individual courses.
Outcome Proficiency Calculations – Add / EditWhat it does: Allows users to adjust how Canvas calculates overall proficiency for outcomes, including setting thresholds and calculation methods like "most recent" or "highest score."
Who has this permission:
- No active course role has this permission.
Things to consider:
- Changes to proficiency calculations can affect reporting, progress tracking, and consistency across sections or departments.
- This setting is rarely needed at the course level and is typically managed by assessment coordinators or Canvas admins.
Question Banks – View and LinkWhat it does: Allows users to view existing question banks and link questions from those banks into classic quizzes within the course.
Who has this permission:
- Teacher
- TA (Teacher Assistant)
- Colleague
- Designer
- UIW Librarian
Things to consider:
- Question banks may contain outdated or misaligned questions. Review thoroughly before linking to active quizzes.
- This permission does not allow editing of banked questions, only viewing and linking.
- Question banks are not shared automatically between courses, so cross-course collaboration requires intentional setup.
Reports – ManageWhat it does: Allows users to run course-level reports, such as student activity, grade exports, and outcomes reports, depending on enabled features in the course.
Who has this permission:
Things to consider:
- Reports may include sensitive student data such as grades, participation metrics, or submissions.
- Generated reports should be handled securely and stored only in approved systems if downloaded or shared.
- This permission is useful for data-driven instruction, but instructors should ensure they're interpreting the results within context.
Rubrics – Add / Edit / DeleteWhat it does: Allows users to create, modify, or remove rubrics in the course and attach them to assignments, discussions, or quizzes for grading and feedback.
Who has this permission:
- Teacher
- TA (Teacher Assistant)
- Designer
- UIW Librarian
Things to consider:
- Changes to a rubric after grading has started can confuse students or disrupt grade transparency.
- Rubrics influence how students interpret expectations. If support roles create them, instructors should review for clarity and alignment.
- Deleted rubrics cannot be recovered once detached from an assignment, so version control is important.
SIS Data – ReadWhat it does: Allows users to view student information imported from the Student Information System (SIS), such as SIS IDs and enrollment data tied to institutional records.
Who has this permission:
Things to consider:
- This permission typically exposes backend identifiers not needed for day-to-day instruction.
- Because it connects directly to institutional records, this access is reserved for administrative staff.
- Even read-only access can reveal sensitive enrollment or identity information that should not be broadly shared.
Student Collaborations – CreateWhat it does: Allows users to create collaborations using integrated tools like Google Docs or Microsoft 365, where students can work together on shared documents within Canvas.
Who has this permission:
- Teacher
- Student
- TA (Teacher Assistant)
- Designer
- UIW Librarian
- Tutor
Things to consider:
- Collaborations created without clear instructions or context may confuse students or result in unused resources.
- Shared documents created through this feature may be visible to all students added, ensure appropriate grouping and privacy.
- Instructors should monitor who creates collaborations and when, especially if support roles are involved in setup.
Submissions – Submit on Behalf of StudentsWhat it does: Allows users to upload and submit assignments on behalf of students in the course. This can be used to assist with technical issues or accessibility accommodations.
Who has this permission:
- No active course role has this permission.
Things to consider:
- This permission is rarely needed in typical teaching roles and is restricted to administrative or support personnel.
- This action represents the student’s academic work, so it should only be used in coordination with the student and for documented reasons.
- Submissions made this way are not always flagged, so instructors should note when and why this method was used during special circumstances.
Users – Add / DeleteWhat it does: Allows users to add or remove individuals with a designated role in a course.
Who has this permission:
Things to consider:
- Nobody, included Teachers, have the ability to add Students to academic courses. Students are excluded from this permission.
- Managing user roles can introduce risk if someone is granted unintended access or oversight.
- This permission should be reserved for admins or instructional leads (Teacher role) and is not available to support roles.
- If a course involves confidential materials, limit who can assign access to ensure appropriate control over course content.
Users – Allow Administrative Actions in CoursesWhat it does: Grants broad administrative powers within a course, including the ability to manage enrollments, roles, course settings, and access logs.
Who has this permission:
Things to consider:
- Rarely needed at the instructor level and is reserved for Canvas support staff.
- This permission effectively grants course-level admin rights and should be limited to highly trusted users with institutional oversight.
- Incorrect use may unintentionally expose student information or override important course settings.
Users – Generate Observer Pairing Codes for StudentsWhat it does: Allows users to generate pairing codes that link Observers (such as parents or advisors) to specific students, granting read-only access to that student’s activity and grades.
Who has this permission:
Things to consider:
- This feature is managed at the institutional or administrative level to maintain consistency and oversight.
- Observers can see assignment grades, comments, and interactions, students should be made aware when a pairing code is issued.
Users – Manage Students in CoursesWhat it does: Allows users to view and interact with student details from the People page, including viewing login IDs, accessing user settings, viewing prior enrollments, and resending course invitations.
Who has this permission:
Things to consider:
- Access to login IDs and enrollment history is useful for troubleshooting but should be handled with discretion.
- This permission does not allow changing enrollments, but it enables deeper visibility into how and when students access the course.
- Use the ability to resend invitations carefully, especially with students who may have multiple accounts or email addresses.
Users – View ListWhat it does: Allows users to see the full roster of participants in a course, including roles and section enrollments, from the People page.
Who has this permission:
- Teacher
- Student
- TA (Teacher Assistant)
- UIW Librarian
- Tutor
Things to consider:
- This permission grants access to all users in the course, including student names and roles.
- Support roles with this access should avoid contacting students unless their responsibilities have been clearly explained in the course.
Users – View Login IDsWhat it does: Allows users to see the institutional login ID for each student, typically used to identify accounts in external systems or SIS exports.
Who has this permission:
- Teacher
- TA (Teacher Assistant)
- UIW Librarian
Things to consider:
- Login IDs are institutional identifiers and should not be shared or copied outside approved use cases.
- This permission is helpful for resolving account issues but not necessary for most day-to-day teaching tasks.
Users – View Primary Email AddressWhat it does: Allows users to view the primary email address associated with each student's Canvas account, as listed in the People page or user profile.
Who has this permission:
- Teacher
- Student
- TA (Teacher Assistant)
- UIW Librarian
Things to consider:
- Email addresses are considered personal contact information. Use only for official communication and never share externally.
- Some students may have multiple email addresses tied to their Canvas profile. The one shown here is the default for notifications.
Web Conferences - createWhat it does: Allows user to create new conferences in courses and groups and to start conferences they created through the BigBlueButton app.
Who has this permission:
- Teacher
- Student
- TA (Teacher Assistant)
- UIW Librarian
- Designer
- Tutor
Things to consider: