External Tool (LTI) Guidelines

Canvas supports the integration of external tools using the Learning Tools Interoperability (LTI) standard. These tools enhance course functionality by enabling instructors to embed publisher content, interactive activities, discipline-specific platforms, and more directly within Canvas. These tools may appear in the course navigation, as assignment types, or embedded as content, and often interact with course data such as rosters, grades, or user information.

To ensure the privacy of student data, the security of university systems, and compliance with institutional policy, all external tools must go through a review process before being installed. These guidelines have been created with guidance from the Office of the Registrar and the Chief Information Security Officer in order to ensure the accuracy, integrity, and security of course records in Canvas.

Currently Approved Tools

Baylor maintains a list of external tools that have already been reviewed and approved for use in Canvas.

View the list of approved LTI integrations

Baylor Policies Governing External Tool Use

Use of external tools within Canvas must align with Baylor’s policies on technology usage, academic systems, and student data:

• Technology Usage Policy (BU-PP 025)
  Faculty and staff are required to use Baylor-owned, licensed, or operated technology resources for all University-related academic business.
  “To maintain information security and data integrity, faculty’s information for University-related academic business and all work data for staff must be stored on a Baylor-owned, licensed, or operated technology resource.”
   
• Distance and Online Learning Student Information Policy (BUAA 205)
  Faculty must use approved systems when conducting academic work involving students.
  “Faculty are required to use University-approved systems for all University-related academic business.”
   
• Purchasing Technology Systems and Software (Procurement Policy)
  The purchase of software, including cloud-based systems or applications, requires review and approval by Information Technology Services (ITS).
  “The purchase of technology system software, including cloud-based systems or applications without review and approval by Information Technology Services is prohibited. The purchase of software or applications which handle sensitive information must be reviewed and approved by Information Technology Services.”
   
• FERPA Compliance (FERPA Policy)
  All external tools must comply with the Family Educational Rights and Privacy Act (FERPA), which governs access to and disclosure of student education records.

Funding Considerations

Approval of an external tool for use in Canvas indicates that it has passed Baylor’s technical, security, accessibility, and compliance reviews. However, this approval does not imply that budgetary funds are available for centralized or university-wide purchase of the tool. Departments, programs, or individual instructors seeking to use licensed tools are primarily responsible for securing their own funding through their department.

The university strongly discourages the use of technology tools that require students to purchase access independently. Tools that shift financial burden to students without clear academic justification or cost equity should be avoided. Exceptions may need approval by the Vice Provost for Undergraduate Education and Academic Affairs.

External Tool Deployment Levels in Canvas

External tools may be installed at different levels within Canvas depending on their intended use and scope:

• Course Level
  Installed for a single Canvas course or small set of courses.
  Example: A pilot tool requested by one instructor.
  Support: The instructor is responsible for use and support. Learning Systems may assist with installation and basic configuration.
   
• Sub-Account (Departmental) Level
  Available to all courses within a specific department or academic unit’s Canvas sub-account.
  Example: A tool licensed by the School of Nursing for its programs.
  Support: The department manages vendor relationships and support; Learning Systems performs technical integration and assists with compliance coordination.
   
• Account (University-wide) Level
  Installed at the Canvas root account and available to all courses at Baylor.
  Example: Turnitin or Kaltura.
  Support: Fully managed by the Learning Systems team as part of the university’s digital learning environment. Support levels vary among products.

LTI Integration Request Process

All new external tools must be reviewed before they can be installed in Canvas. This process ensures tools meet Baylor’s requirements for accessibility, security, privacy, and support.

Step 1: Submit a Request

Faculty or staff submit a request through the Baylor ITS IDEA form. Include:

• Tool name and purpose
• Desired deployment level (course, sub-account, or account)
• Available documentation:
  • VPAT or Accessibility Statement
    A Voluntary Product Accessibility Template or similar documentation indicating WCAG 2.2 AA or higher digital accessibility compliance
  • HECVAT (version 4.x or higher)
    A vendor-completed Higher Education Community Vendor Assessment Toolkit for evaluating information security practices 
  • FERPA or Data Protection Agreement (DPA)
    A Data Protection Agreement (DPA) or documentation confirming FERPA compliance

Step 2: Initial Review by Learning Systems

The Learning Systems team will:

• Review the request for feasibility and scope
• Coordinate installation in a Canvas test environment if applicable
• Clarify support expectations and license ownership
• Evaluate whether the tool is listed in external compliance and certification directories such as:
  • 1EdTech TrustEd Apps Directory
  • REN-ISAC Community Broker Index (CBI)
  • EDUCAUSE Technology Solutions Market Dashboard

Step 3: Compliance & Technical Review

Baylor ITS will work with Learning Systems and other campus offices to review the tool for:

• Accessibility
  VPAT or accessibility evaluation, performed by Learning Systems, Learning Design, or Office of Access and Learning Accommodations
• Security & Privacy
  Review conducted by ITS Information Security using documentation provided by the vendor
• Procurement & Legal
  Coordination with Baylor Procurement to establish agreements and ensure proper licensing

Step 4: Final Approval and Installation

If all reviews are successfully completed:

• The tool is installed at the approved Canvas level
• The requestor is notified with usage details
• Support responsibilities are confirmed and documented

Important Notes

• Tools will not be installed until all compliance requirements are met.
• Tools may be suspended or removed if vendors refuse to address accessibility, security, or data handling concerns in a timely manner.
• Faculty or departments should anticipate a multi-week review process, especially when vendor responsiveness is limited or documentation is incomplete.