Faculty and Staff Resources – Office of Student Records

For faculty or staff who may need access to view student records and reports, please fill out the following form with your business justification so that an access request can be submitting by a member of our team. Please note that you must complete the FERPA Basics training in JHU MyLearning before access will be granted. 

Guidance for faculty members on how to use the Student Information System (SIS) is provided by IT@JHU Information Systems. They can help answer questions on how to use SIS for various tasks related to course management and student interaction. This page provides faculty with essential tools for efficient course and student management through SIS. Key sections include:

• Getting Started: Instructions for faculty sign-on and browser requirements.
• Using Your Roster: Information on viewing and downloading rosters, including photo rosters and detailed student information (e.g., withdrawn and waitlisted students).
• Email Communication: How to email students in your course, establish an email address, and allow teaching assistants (TAs) to send emails.
• Course Information: Instructions for accessing and downloading course-related details, including roster information in PDF or Excel formats.
• Entering Grades: Guidelines for grade entry, including importing grades from Canvas, uploading grades via Excel, and allowing TAs to submit grades. It also covers partial grade posting, grade changes, and handling incomplete grade requests.

For specific data or report requests, please fill out the following form to provide information for what is needed. A member of our team will reach out to you with any additional questions. 

Faculty are added to courses in Canvas through the JHU SIS feed. This process occurs each semester when courses are initially created in SIS. If there are any changes or additions to the faculty of record, please contact [email protected]. Please note that for new faculty, there may be a delay in processing paperwork, which could result in them not being immediately listed in SIS for course assignment.

Course TAs can be added directly by instructors in Canvas by following the instructions provided here: Adding People to Your Course  – Canvas at JHU

Support for Canvas is provided by the Instructional Design and Technology Team and the Course Support Team. 

The Instructional Design and Technology Team is available for guidance on course planning, teaching observation, education research, education grant proposals, or course evaluation review. The Course Support Team is available to assist with issues specific to Canvas or the course content found within Canvas (assignment settings, issues with submission, exam troubleshooting).

Canvas resources for faculty are also provided to help troubleshoot and answer Frequently Asked Questions (FAQ).

Faculty can import final grades into SIS directly from Canvas through the Faculty Dashboard, or by manually importing an Excel file. In Fall 2022, the grade change form via SIS was introduced to streamline the process. Please follow instructions provided to submit a grade change through SIS for one or more students.

If submitted grades are imported incorrectly, please review the information provided and then reach out to Canvas support first. Please note that SIS imports grades from a hidden column called “final grade,” not the “total column” that is visible. 

The School of Nursing uses 25Live for all room and event scheduling. This platform is entirely web-based and can be accessed from any device with a web browser. Each term, The Office of Student Records automatically assigns classrooms for all courses, and faculty are unable to select their own classrooms.

Rooms for events can be reserved up to 12 months in advance; however, classrooms will be unavailable for reservation until SON Student Records has assigned all rooms needed for coursework that term.

Some rooms and spaces may require approval before they can be reserved. For these areas, an “Event Form” must be submitted. If approval is required, the “Reserve” button will be replaced with a “Request” button.

SON students are only authorized to reserve spaces designated as Study Rooms. To make a reservation, they must contact [email protected], and the team will assist with the booking on their behalf.