UW-IT has recently made Qualtrics available for faculty and staff at UW. This new service will add some functionality (Stats iQ and Crosstabs iQ) and save our college the yearly cost of subscription.
In order to use this service, we will need to migrate all our surveys. We understand this may be a complex process and we want to learn about your account migration needs. Our current brand hosts thousands of surveys with more than two hundred active users, making this a complex transition, but the long-term savings make it the right choice.
In the coming months, we will reach out to active users to define a timeline for this process. Please complete the linked survey to learn more about your current use of Qualtrics and what you would need to migrate to your new account.
Courses created in Canvas before Summer 2018 will be deleted on December 18 of this year. If you would like to preserve any course content from this period, you can create a course archive by exporting your Canvas content ahead of December 18th. If you need assistance with this process, please submit a request to edhelp@uw.edu and we will help you create this export package.
How to check your Course’s Expiration Date
You can easily check course expiration dates on your All Courses page using the following steps:
Once you’re logged in, click Courses on the Canvas global navigation bar on the lefthand side of the page.
A flyout menu will open on the lefthand side of the page. Scroll to the bottom and click All Courses.
When the page opens, to the far righthand side page there is a column that is labeled Expires and any dates listed in red are the courses that are set to expire and be deleted at the upcoming retention deadline.
Panopto Recordings
Beginning December 18, 2023, recordings created or last edited five or more years ago that haven’t been viewed in the last year will be deleted and will not be recoverable. Recordings not viewed in the last 18 months* will be archived.
The next set of courses to expire, from academic year 2018-2019, will be deleted June 30, 2024, and we will send additional reminders as that deadline approaches.
We are here to help! If you have questions or concerns, please reach out to us at edhelp@uw.edu and we can create a retention plan for your course’s specific needs.
We wanted to send a note because Winter quarter is just around the corner! You’ll note Winter and Spring Canvas sites are already available to start working on in Canvas. You can locate them on your Canvas dashboard in the Unpublished Courses section.
If you would like assistance with prepping your Canvas sites, now is the time to submit your request by sending us an email at edhelp@uw.edu.
For those that would like us to import your content into your Winter or Spring course site, please make sure to include a link to the previous Canvas course you would like to have imported.
For those who would like us to adjust the due dates in your course site(s), please make sure to include your course schedule/syllabus for and we will make sure everything is appropriately in place with updated dates.
For our DIYer’s we’ve included some helpful guides below to consider while setting up your course sites:
We recommend using the selective import option to bring over only the materials you need but excluding items you may not want to reuse such as Announcements.
We recommend only having the areas that are being actively used by students in the course showing on the course navigation menu bar. Typically, this would include Announcements; Syllabus; Modules; Assignments; Discussions; People; Grades; UW Libraries; UW Resources; & Ally Course Accessibility Report.
When you add Modules in your course, they are unpublished by default. It’s important you remember to publish those modules when you want students to access them because even if the items within a module are published, if the module itself is unpublished, students won’t be able to access those items.
If you want to set a paced schedule of module availability during the quarter, you can set unlock dates on the modules that will release the content to students on a set date and time. Keep in mind that modules need to be published for the lock dates to auto-release the content at the set date and time.
This tool is super handy when checking for broken links throughout your course site!
If this is the first time you’ve run the validator it will include any unpublished content. If everything in the course is updated with new dates, check the option to exclude unpublished content and re-run the validator.
Also, important to note, if you use materials that are behind login portal or pay-wall, these items may be flagged as unreachable by the validator. If you click these links on the report and they function as normal than you are all set.
Remember that Canvas courses are automatically set to unpublished status. Once you have everything in place and you want to release it to students, make sure to publish the course so students can access it.
As always, if you have any questions or concerns about your upcoming course sites, Canvas or how you can apply instructional design best practices to your course, please don’t hesitate to reach out and ask for help!
Beginning July 2024, UW Google Shared Drives will transition to a fee-based service. Shared Drives will be available to UW employees at no charge for a subsidized tier of up to 100GB (subject to annual review), and for-fee service tiers for usage above that level.
Estimated Pricing for 2024/2025
Google Shared Drive Size
Price / year
100 GB
Subsidized by UW-IT
200 GB
$19.44
300 GB
$38.88
400 GB
$58.32
500 GB
$77.76
600 GB
$97.20
700 GB
$116.64
800 GB
$136.08
900 GB
$155.52
1 TB
$174.96
Custom (Over 1 TB)
Via UW Connect service request, cost of storage + $148.13 setup fee
As you may know, we have been working on upgrading the main College website for the past year.
We are targeting a release of the updated site for mid-January, after the end of the early January admissions cycle.
Users will notice:
easier navigation
improved program information organization
completely revised content
significantly updated layout
new user-friendly back-end editor experience
Before launching, we will offer previews and advanced training in December and early January. All current site users should have the same level of editorial access to the site upon launching.
We will also have demo sessions for:
Small group demo session for advanced users.
Open sessions for faculty and staff.
There is also planned training after the rollout to get everyone up to speed. Paul Keyes and Alex Clark will be able to answer any questions users may have.
Content created in the UW Canvas LMS is retained for five years after the end of the academic year (considered to be June) in which the course section was offered. As this is the first year the policy will be implemented, courses from Autumn 2012 through Spring 2018 will be deleted on December 18, 2023.
To check which courses will be impacted by this change:
The term generative artificial intelligence describes a set of tools using algorithmic “brains” to create new content, including text, image, audio, or video. One of the most popular of these tools is ChatGPT (Generative Pretrained Transformer), an online software tool that can answer any question based on a 4-year-old dataset.
This technology has raised many questions and discussions everywhere. Here are some resources from people within our University:
To comply with the University of Washington’s records retention policies — and to adapt to a new Panopto contract that charges for the number of recordings created, archived and stored — UW Information Technology will begin implementing a retention policy for Panopto recordings in June.
June 12, 2023: recordings not viewed in the previous 24 months will be archived in Panopto. If needed, you will be able to retrieve and view them.
December 18, 2023:
Delete recordings created or edited more than five years prior and that have not been viewedin the previous 12 months.
Archive recordings not viewed in the previous 18 months.
Deleted recordings can be retrieved from the recycle bin within 90 days of deletion.
UW IT recommends you to download any recordings you want to keep and to delete recordings no longer needed.
Greetings from Institutional Research! For those I haven’t met yet, I am the College’s new IR Director. As I continue to acclimate to the College of Education, I’m asking for your patience as I implement systems that will work well for myself and all of you.
For data requests, please keep the following in mind for best service:
Email coeir@uw.edu (rather than my personal email) to help me streamline.
Include in your request:
Your research question
The audience for your question (Just you? A grant proposal? Accreditation or compliance report? Something else?
Do you anticipate this being a recurring or one-time request?
Your preferred timeline
(if applicable) The deadline for your report/proposal etc.
Great news for people with shared storage needs greater than 100 GB. UW IT is releasing a new service to replace the old Shared Drive service. This service is called “Google Shared Drive for Google Workspace.” The first 100 GB of storage for each Shared Drive will be subsidized by UW-IT until at least 2025/2026. Users that require more storage can request larger Shared Drives at a recharge rate of $19.44 per 100 GB of storage above the subsidized tier.
