Preparing for Unexpected Canvas or Technology Outages

While Baylor’s technology systems are designed to be reliable, there’s always a chance that unexpected outages could disrupt your course plans. Being proactive and having backups ready will minimize the impact on your teaching and students. Below are some steps you can take now to ensure you're ready for any disruptions:

1. Back Up Your Canvas Gradebook Regularly

Making frequent backups of your gradebook ensures that you have the most up-to-date records in case of an outage. Here’s how to export your gradebook from Canvas (Full instructions can be found here):

• Go to your course in Canvas.
• Click on Grades in the course menu.
• In the Gradebook, click the Export button in the top right corner and select CSV File. Save this file to your computer or cloud storage.

Consider setting a reminder to do this weekly or at the end of each major exam period.

2. Store Critical Course Materials Outside of Canvas

Rather than relying solely on Canvas to store important documents, consider uploading critical materials to cloud services like Box or Microsoft OneDrive. This way, you and your students can access the resources even if Canvas is unavailable. If you already use a backup location, ensure it is updated regularly.

3. Have Alternative Access to Your Media

If you use videos, lectures, or other media hosted in Kaltura within Canvas, consider having backup copies available ready to upload on external platforms like YouTube or Vimeo. These platforms can serve as a secondary or emergency distribution channel, ensuring students can still access the content.

4. Keep a List of Student Contact Information

In the event of a Canvas outage, having a way to communicate quickly with your students is key. Keep a current list of student emails or phone numbers in a separate file, ensuring you can notify them of any updates or alternative arrangements. This list can be stored securely in Box, OneDrive, or on your local computer.

5. Identify Critical Course Components

Consider what elements of your course are essential for instruction (e.g., assignments, quizzes, announcements) versus those that are optional. Having a plan for how to maintain these critical components during an outage will make transitions smoother. For example, ensure you have alternative ways to deliver key assignments or host discussions (e.g., via email, Zoom, or other communication tools).

6. Other Best Practices

• Prepare Offline Copies of Key Materials: Downloading key files, such as presentations, syllabi, and reading lists, to your local computer ensures you can access them even without an internet connection.
• Utilize Backup Communication Methods: Establish alternative communication channels, such as email or messaging apps, so students know where to reach you in case Canvas is unavailable.
• Diversify Tools and Platforms: Familiarizing yourself with tools outside of Canvas, such as Zoom for class meetings or Microsoft Teams for group collaboration, provides flexibility during an outage.
• Create Clear Contingency Plans for Students: Communicate your course’s contingency plan upfront. For example, provide clear instructions on where students should look for updates, such as emails or alternative platforms.

Conclusion

By taking these steps now, you can ensure that any technology outage is a minor inconvenience, rather than a major disruption to your teaching. Being prepared allows you to continue delivering a high-quality learning experience for your students, no matter what unexpected challenges arise.