FACULTY KNOWLEDGE BASE
Brightspace Manual Enrollment Request Form
The purpose of this form is to enable instructors to request the addition and removal of a new user to their Brightspace course. This could include observers, tutors, supplemental instructors, or peer leaders. Effective March 1, 2023, instructors will no longer be able to manually add users and assign user roles within their Brightspace courses in compliance with the Family Educational Rights and Privacy Act (FERPA).
The form provided here will serve as the primary method for instructors to request user additions and removal for their courses. When a faculty member submits the form, the request will be automatically sent to the department chair for approval. If approved, the LMS administrator will then enroll the requested user in the course. If not approved, the chair will respond to the instructor. This new approval process has been implemented to ensure that course enrollments are consistent with department policies, guidelines, and FERPA.
The faculty submits the form.
The chair approves the request.
LMS Administrator executes the enrollment.
We appreciate your cooperation and understanding regarding this important change in policy. To ensure a smooth process for requesting user additions, please fill out the form completely and accurately. The form will automatically be sent to your Department Chair for approval. Our LMS administrator will process each approved request as quickly as possible and notify the requesting instructor and the enrollee once the user has been added to the course.
Faculty performing peer observations of online courses will be enrolled in the Brightspace course for 48 hours after approval by the department chair and will be removed after that period to comply with the terms of the current contract agreement.
Thank you for using the Brightspace user enrollment request form.
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FAQ
As an instructor, you will need to submit the user request form to comply with the new policy regarding user enrollments in Brightspace courses. Effective March 1, 2023, instructors will no longer be able to manually add users and assign user roles within their Brightspace courses, due to compliance with the Family Educational Rights and Privacy Act (FERPA).
The form has been implemented to ensure that course enrollments are consistent with department policies, guidelines, and FERPA. Once you submit the form, the department chair will review and approve the request before forwarding it to EdTech staff, who will then enroll the requested user in the course.
If you are being observed in person, you do not need to fill out the Brightspace user enrollment request form. This form is specifically for requesting the addition of a user to your Brightspace course, such as an observer, tutor, supplemental instructor, or peer leader.
However, if you do have an observer who needs access to your Brightspace course, you will need to fill out the form to request their enrollment. This process has been put in place to ensure that all course enrollments are consistent with department policies and guidelines and that we are compliant with FERPA regulations.
Observer: faculty conducting peer observations can only be given OBSERVER roll in Brightspace and cannot have access to the observee students’ grades, in compliance with FERPA.
Supplemental Instruction (SI): can be given access that is equivalent to TUTOR roll Brightspace, meaning they can not access nor participate in grading.
Peer Leader: can only be given TUTOR roll in Brightspace and cannot participate in the grading of their peers or access student grades.
Tutor: can only be given TUTOR roll in Brightspace and cannot participate in the grading of their peers or access student grades.
Yes. If you submitted a request to add a user to your Brightspace course, and they were not able to observe your course within 48 hours, you will need to submit another request.
When submitting a new request, please ensure that all the necessary information is provided and that the request is filled out accurately. Our team will work to process the new request as quickly as possible and keep you updated on its status.
In general, you don’t need to request approval from your department chair to share links with guest speakers or observers. If you are considering sharing a link to your synchronous class session, it is important to keep in mind that the security and privacy of your students and their data are of utmost importance.
However, it is important to note that if you are considering enrolling a new user in your Brightspace course, such as an observer or tutor, you will need to submit a Brightspace user request form and receive approval from your department chair. This request process has been put in place to ensure that all course enrollments are consistent with department policies, guidelines, and FERPA regulations.
When sharing links to your synchronous class session, you may want to consider using additional security measures such as requiring passwords or restricting access to only registered students. This will help to ensure that only authorized individuals have access to the class session.
Follow the resources listed below if you need help sharing a link to your Zoom class session.
Log in to your Zoom account and navigate to the Meetings tab. Find the scheduled meeting you want to invite...
You do not need the approval of the department chair to remove a user from Brightspace.
- The LMS administrator will remove the course observer at the end of the 48-hour observation period.
- In any other case, the request for removing a user from LMS should be sent to Service@Hostos.
This ensures that the appropriate permissions and access levels are maintained for all users in the Brightspace system.
As per the current contract agreement, the course observer is given access to your course for a 48-hour observation period. The LMS administrator will remove the course observer’s access at the end of the 48 hours. After that, the observer will no longer be able to access your course materials or information.
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