Welcome all.
Today we are going to be covering,
what we refer to as the
start of term checklist.
And just as a quick reminder, I'll share my screen
briefly before handing things over to Karen to get us going.
But if you go to our website, Sbcc Academy FRC, there's buttons across the top.
If you click on this checklist,
we have the end of term checklist at the top and a brief
version of the start of semester checklist on the bottom.
What we're going to cover.
It goes beyond this, but this is a good little reminder of some of the things.
And we'll probably update it before the spring term actually starts.
And go ahead, Karen, and let's dive into things.
If you have questions to go, we'll be monitoring chat.
As well.
Let me just move couple things around.
And so the first thing I'm going to tell you about
is when you are going to copy content into your new shelves for spring,
and you see that the spring shelves have already been created.
There's a little,
message up here at the top of our dashboard in canvas.
And what I like to do when I'm copying content is
I like to review the content I already have
just to make sure, you know, do
I want to use the content from fall for some reason?
Do I want to use spring?
Have I updated it since, you know, since spring,
do I want to, you know which which shell do I want to use?
So of course under published courses, these are the most recent.
These are the ones that are published.
And if you scroll down
you're going to come to an area that's called unpublished.
And this is where your new shells for spring are coming up.
And you can see I have a couple shells here.
And what I'm going to show you is I'm going to just use
one of my fake shells down here.
So if I click on it,
you're going to see it's a completely blank shell.
And to copy content into here, what I'm going to do is I'm going to go
to import existing content in the upper right hand corner.
And then what I'm going to do is I'm going to click this little drop down
and I'm going the content I'm going to copy is a canvas course okay.
And so on.
Your shell,
when you're doing this you'll probably see another dropdown here
that lists all of the shells that you have access to as a instructor.
Okay.
But I have to type in my numbers for this.
And so what I'm going to type in here
is 40951.
Okay.
And what you can see here are all of the shells that I have.
I've been listed as a instructor or co instructor in.
And you can see that
I typed in the CRN number for
let me see for spring, I believe
let me make sure I'm putting in spring.
So let me put in 62417 okay.
So if I do that.
And if I go through here and you'll notice
a number of different classes listed,
are using the same CRN number.
So what you'll want to do is you want to look closer,
and you want to make sure that you're choosing the correct term in year, okay.
And so if we scroll through here probably down towards the bottom.
And so here is spring 2024.
So perhaps this is what I want to copy.
So I would just select it.
And then what I'm going to do is I have two different choices here.
I can copy
all content and that and that works fine I think that works for most people.
And just remember that when you're copying all content,
it's also going to be bringing over
your announcements has right here. So
you can bring over your announcements.
And the dates are going to be in the past.
So what you're going to want to do is and I'll show you an example
this when you copy them over.
You want to delay your date.
Have them post on a future date and the date when you want it.
Not that you don't want to have your students
sign in to their class when it's published,
and then they get all of the past announcements from your previous class.
You don't want to do that.
You want to make sure you adjust the date or you don't bring them over at all.
So if you wanted to bring over everything but the announcements, what you would do
is select, select specific content.
I'm going to click on here
okay I'm going to make that choice.
And then you have another option is import.
Existing classic quizzes is new quizzes.
If you want to do that you can check here.
If you don't want to.
You're not being told you have to do that at this point.
There is one option within new quizzes that people tend to really like is
if I have, DSPs students
and I need to give extended time or extra attempts,
it's easier in new quizzes because I can make the change on one quiz,
and then that change would be made on all of my quizzes.
So that's, that's just an option to be thinking about.
So I could choose this, or I can leave it to copy my classic quizzes.
And then another thing
you definitely want to do is you want to adjust the events and date,
and you can see that it fills the beginning and end date
of the class, copying.
And it's going to change it to a different range and that's already filled in.
So, what it's going to do is with each module,
usually a weekly range or unit, maybe longer than that,
but what it's going to do when it copies, it's going to try to figure out
the closest dates to, you know, if it's just weekly.
When does week one start in your future class and shift everything
to where it where it should be?
What you need to watch out if you're going from fall to spring.
Of course, spring has spring break.
And so, you know, at some point there's some assignments, some dates
you'll have to adjust so that that's, you know, it's not that hard to do.
And sometimes that's the easiest thing.
And so let me just show you here's a class that I already copied content in.
And so this is the spring 2025 class.
And this one I did bring over my recent announcements,
which these are actually all of the announcements came over.
So let me show you if I come over here to announcements.
This class isn't yet published.
And what I could do,
let's say I definitely knew I wanted to use this one.
I can open up this announcement.
I can click
the little three dot icon in the upper right.
I could change this.
I can click edit, and then I can tell it
this first announcement that I want it really based on.
I think it is.
I think was March.
March 14th.
Okay.
So I can make the available date from in the future and save that.
And then
I'm not going to send it now.
But this would have the date when it goes out when I publish the class.
Okay.
So it makes sense that this is something I copied over.
I don't want it to go out ahead of time, so I want it to go out on March 14th.
And so I set that in the settings over here for the announcement.
Now if I go back to the list of all announcements,
what I can do, let's say, you know,
there was only a couple, there was I want but I want to get rid of the other ones.
I can just click come through and delete the ones that
I don't want to use right now, and then click on this little trash can.
Okay?
If you have a lot of announcements, there's no select all can't
you can't like change all the dates at one or anything like that.
So just depends on, you know, everyone has a different method of doing it.
I think a lot of people copy other announcements and edit them all.
I don't copy any of my announcements.
I write them all fresh from scratch every semester.
Doesn't matter how you do it, just,
just different options, right?
So no right around whichever works best for you.
So something else you would do in the content that's been copied
over me, scroll down within settings.
What you could do is let's say you wanted
to make your syllabus available
to anybody who has the URL before, you know, before class begins,
what you can do.
So we're going to go to once again to settings.
We're going to scroll down
and down here where it says visibility.
You would check customize.
It's usually not checked at this point, but you would check it
and for syllabus you would make syllabus
public okay.
And then you're going to update that.
And so that way you will be able to allow students to come in
and view the syllabus.
Before your classes begin.
And C is going to show you a couple other things about setting up your, your class
to be,
visible that first, you know, before the first week, I should say
a couple of the things I want to mention is, show recent announcements.
If you don't have that set, let me just show you what it looks like.
So on your homepage, you can choose how many of the most recent announcements
that you've published show on your homepage. So it's kind of nice.
They don't have to come in here to the whole menu to view everything.
There's a new announcement, the number that you want to be shown
to students on the home page show up because of this setting here.
So once again that was within settings.
If I scroll down, I see how many settings I wouldn't go beyond three
because they're kind of big.
We'll take up your whole front page if you used too many of them.
Another thing within here,
I think by default
this is this is not turned on.
And what this does is it disables comments on announcements in your class.
So you post your announcements and then you find students are,
commenting back on them.
A lot of people want that to be one way
this, you know,
discussion with students.
And so if that's what you want, if you don't want people applying
back to your announcements, you can just click on this item here.
Okay.
So any questions about that.
Those are pretty.
That's pretty easy there.
So another thing we want to do
and some of you may not be aware of this, but within I think you come in here.
So when students are coming in to register for classes
and they're searching for classes,
of course they go to the semester that they, they want to add to.
And what they're going to do is they'll find the class they want to take.
And of course, under the year and number,
you may not have noticed, but this is this is a hot link.
And students can click on this.
And you can see there's some additional information.
But up here textbooks.
This tells them where they can order their textbooks.
But there's this link here important section information.
If I click on it you can see there's a place for me to put,
learning objectives required material and also a link to my syllabus.
So to show you how I would do that.
So here is syllabus.
And of course I'm going to share this with anybody who has the link can view it.
And I'm going to copy this link.
And the problem with these links are you just paste it up here
is it's so long now.
Most places will accept a long link like this.
But with the settings in banner where we're placing this link,
it has to be shortened and so some of you have probably used Bitly
or I have another one here called tiny URL.
Either one you could use, but all you have to do is paste
that long link from Google Docs,
and then we just tell it to shorten it.
And here it is shortened and I can copy that.
And then how you get to the place
where you make that adjustment, let me see which one I have here.
Yeah.
So you're going to sign in to my daughter Sbcc Edu,
you're going to come over here to Faculty Resources.
You're going to click on class management
okay.
When this comes up
you're going to have some options to choose from.
Oops.
Going to make me sign in again.
Okay.
So here we are in class management that we got off of faculty menu.
And if I look closely here
at Edit Important section information okay.
Provides section specific information for students.
Certain searching the class schedule faculty can provide
a learning outcomes link to the syllabus or technical requirements.
So that's where you want to be. You're going to click on here.
And then you're going to select the term
which would be fall.
And then you're going to select the class.
And right there is the link you need.
And you just going to paste that URL right here.
You're going to have your learning objectives somewhere.
I'm not sure if I have the list of them here.
But you would just copy them like I copy this.
Put your learning objectives, any required materials, that your students may need.
Technical requirements, or they're going to need access to the internet.
They need, you know, a number of different things.
But you could just put that information in here and then click submit.
And then when students come in to the schedule classes,
they'll be able to see that information off of their CRN number.
If you're using like respond.
So you can put that in there or at least put like webcam and stuff like that.
I know this is a really hidden feature in our schedule,
but it sounds like admissions and RVP are starting
to, utilize that space more and direct students there.
So, we might see an uptick in students actually looking at that space.
So it might be good to put something in there.
It it also does not rollover from semester to semester.
So it's a new thing every time okay.
And so if you want to contact your students
before class begins because remember with canvas,
if you send out an announcement
or if you want to use the inbox, the course has to be published.
But if you wanted to access them before the course is published,
what you could do and we'll share this,
handout with you.
You can use your CRN to email your students.
So if you go into your Gmail, your pipeline, Gmail,
and you click on compose and this pops up,
you just type in CRN number
that you want to share this message with.
And you'll notice once again, it's kind of funny that,
these are different classes, different years.
And you could tell they all use the same CRM number.
But you'll notice this extension, this number after them,
is a different set of numbers.
And if we look on here.
So this will be your little cheat sheet.
You can see according to which semester
this is the extension you would be looking for.
If you're trying to email people in the in your spring class.
So you would type in the year and number
and then you would look for that extension.
That's listed here.
Okay. Now
you as the instructor you can only
contact your students using.
This way you can't contact somebody else's okay.
So what's also nice is if you come in here and you hover over one of these CRM
numbers, perhaps, you know, you're not sure what number this is,
but maybe you're at a place where you,
you know, some of the students when you hover over the title
that are will tell you some of the students in that little,
you know, primary memory that this is a
when it goes into anything it says, luminous community.
Ignore these.
But it's the ones up here with the seer and and the additional email.
And remember to look up here.
This is the one that we want for spring.
Okay.
One last thing I want to show you when you copy your content
over what you want to also do.
And this is also found in settings.
It is validate links and content.
So we know sometimes you know information online gets changed.
See if you want to make sure everything's updated.
You can come in to settings.
And you can just quickly click on this and validate links and content.
It'll run through a link validator and it will, give you a list of all the pages.
You can go directly to them.
And, make any needed changes.
If you have a class that you've taught for a while and you haven't run that,
let's say, the past couple of years, so highly recommend that you do it,
because all it'll do is if you have web links going out to websites
or YouTube videos, and those links are no longer working, this will help
you find those without having to scour and test every link in your course.
Okay, and I'm going to share this or turn it over to see.
Thank you.
Hi, I'm working on my share.
Rob may share the screen please.
That helps you
okay.
Thank you.
Okay, so, and pop this over the side
and go back to my home page.
All right, so what I'm going to talk about or I'm going to start talking about
is we now have what's called the pop
up for the pop tech accessibility checker.
And you may know that if you go on to assignments or something like that,
you can use, the little icons
down there at the bottom of the page.
There we go.
And when you're checking your assignments
for accessibility, and that's all well and good.
If you go into edit,
you will see down here there's the canvas checker right there
which is always a good one.
And then you've got the pop tech.
Well we now have access to the Pope tech accessibility Checker, which allows you
to check your entire course all at one time.
So if you do not see the Pope Tech accessibility checker
over here on the left hand navigation bar, you can go into settings,
go into navigation, and then when you're in navigation
it will be down here below this drag items here for to hide them from students.
So what you would do is you if it was down here, you just drag it up to here,
make sure that you come back down and click on that save button.
This pop tech accessibility checker is not available for students to see,
so if you go possibly to your home page, you go into student view.
You will see that this does not show in the student view.
It's always a good idea to take a look at your course in student
view, just to make sure everything looks as it should.
Now the Pope Tag Accessibility Checker is very easy to use,
but it does take a little bit of time to run the first time.
So when you click on this link,
what it's doing is it's connecting your course to Pope Tech.
And those guys are great at Pope Tech.
If you any have any questions,
you can reach out to them or us and we can reach out to them.
If we don't know.
There is clearly a Enable and scan button right here.
You just click on that enable and scan, and then you click on the scan button
right here.
And you can see that I am cued in the one position
I, I apparently I've just encouraged it to do it twice.
So nonetheless we can see that I am in that position.
You would think that means I could return.
Just wait here and it'll be done in, like, five minutes.
That is not the case.
I have a very heavy course with lots of material.
And Pope Tech likes to look through everything.
And so it's all about the zeros and ones.
Okay, so you can ignore our chat.
We're just messing around at this point.
All right.
So once you, once
the course is scanned, then you will get, error.
Little list of, red error. Let me see. Here.
Let me go. Scopes wrong one.
Yeah. Let's go into hers.
Once you hit the course, it has been scanned.
Then you will see both a red square, with a white x.
And these are errors that you need to make sure that you take a look at and fix.
And then you'll get a yellow triangle with a white exclamation
point, which are alerts that you need to look at.
If you go into the errors, you can come in and play around with this.
We have a whole video on Pope Tech.
It takes time to talk about.
Just know that this is what you're looking at and you can dive into it.
And again we have a video on that.
And so key thing here that we want you to take it away is just to
when you roll over your class for spring run this.
You don't have to look at it for months.
But if you when you want to go do it, it takes so much time
that if you just do it right after you roll over your class, then
if you want to go in and check it, the report is ready for you.
That's all.
Yeah, just run it now and forget about it when you, you know,
if you ever have a moment in your life and you want to get to this,
get to it, by all means it'll be it'll be good for you for that course.
So the next thing you want to make sure is that, as Karen said before,
when we're going from the fall semester
to the spring semester, if you brought a course over,
you're going to have to shift your due dates, most likely, unless you have a late
start class or something that works that way, that you don't have to.
So with that said, you want to make sure that your due dates are correct.
You can easily come in here
and look at these, but it's very painful for me as a person to look at it.
So one of the ways that you can check your due dates is to go to assignments.
And then in the assignments page in the upper right
hand corner are these three dots.
Click on the three dots and click on Assignment Dates.
From here you will get a listing of all the due dates that are in the class.
If you have any available from dates or until dates
for any reason, those will be available.
So that way if you need to come in and change
any of these dates, you can just click on those, choose a different date.
If you had a series of dates that you needed to shift,
you could come in over on the left hand side, choose a series of them,
and then work on a batch edit right here,
and then you could shift the dates by so many days.
And then
there are, just basically play around with it
so that it works correctly for your course.
This is one way that I know a lot of people like to go in,
and they find this very user friendly and easy to use.
Any questions on the edit dates at this time?
Hopefully we won't see any issues,
but in the past when we've seen like
so if you if you rolled over your course right away, sometimes things change.
Your canvas is a hiccup and not all your dates change correctly.
So this is good
at least to come in here and double check that all your years are correct.
And that nothing got left behind as as we go from fall to spring.
Another way to check your dates on your assignments is over.
On the far left global navigation bar, there is a calendar.
Once you are in your calendar year, you need to make sure
that you have the calendar set up here
on the right hand side so it can be seen.
So I have quite a few. That's 2024.
So will this look at my 2024, my fall 2024 class.
There's probably another one in here that is my spring one.
So one of the things that I do with my particular assignment are
any my
assignments, my, assessments and my discussions
is that I will actually put in the week that things are due.
For example, if you can look there, it's kind of hard to see.
Let me make this a little bit bigger.
And in the title, you can see that
I at the very end of the title, I will say that that is due in week 13.
And so at the beginning of the semester, this is week 13.
My weeks run from a Monday and assignments are due on Sundays at 9 p.m..
So for example, if this was needed to be due,
which is now due in week 11 and I needed to move it,
I could move it to the correct date and that, would update the assignment
due date in my course.
And so it's really easy if you want to.
And I'm just going to make that a little bit smaller.
If you know that it's
an if it's in the wrong week, you'll click hold drag and then drop it.
And then it will reassign
the date in the assignment or the discussion or the assessment tool.
The one limitation to this is that if you have available
from dates or until dates, you cannot move outside of that window.
The available from and two dates.
We have found that that is a restriction.
So you would need to go back into the assignment tool, and either edit
the assignment individually in assignments,
or you could go up into that edit date tool with the three dots in the upper
right hand corner, as I told you before, and then update the assignment
due dates. Then
any questions on the calendar?
No. Do.
All right.
So the next thing that we're going to look at is or just as a reminder,
every semester you're going to get DSPs information, in your courses.
So are emailed to you.
It is important that you make sure that you go into sorry about that.
That you go into your course
and update that information in your syllabus.
So if you are new to canvas
and you're not sure, you can always come over to syllabus
in the left hand navigation bar, again, if it doesn't show up there,
you can come down to settings, go to navigation
like we did before and then move syllabus up top.
And then you'll be able to click on it.
So it's not only available for you, it is available for your students.
You would click on edit here.
And then you would paste in that new DSPs information,
even if it looks like it's the same information that we've had in the past.
Please go ahead and put in the new information.
There might be a slight word change,
but we definitely need to make sure that this is available to all students.
For every class that uses canvas.
Then if you
use zoom in your class, for example, I have zoom right here.
I'm using a Rita redirect link, so I do not have to update my zoom
settings because of my redirect link, but if I come in to settings,
I go into navigation and I use this zoom link right here.
I move this into my course,
save this.
Then come into zoom.
I may or may not have to update my meetings
and so if that is the case, I c schedule a new meeting.
I will go ahead and click this.
I will follow the bouncing ball and I will create a new zoom meeting
so that all of my students will be able to change the zoom link
so that it, is available to the students and they can easily get into it.
You will have to direct your students that the zoom link is there and available
for them on the dates and times that you are have in your office
or student hours, or if you know if you're using them for other things.
But it is an easy way to do this, this title, right here.
If you use the zoom link, it will stay zoom.
If you really want to have the title and date and time that's available for you,
then what you can do
is again, use a redirect link and I'll be happy to help you with that.
But make sure that if you are using zoom that it has been updated.
While we're here, you want to make sure that your zoom client is right.
Whoops.
Your zoom client.
Let me just sign in really quickly.
Hopefully it doesn't knock me out.
I don't know, it's so scary.
Okay.
Your zoom client that is available for you,
in the upper right hand corner.
Once it is, once you're logged into it, in the upper right hand
corner will be either a, your letters of your initials,
or if you added an image, it'll be your image right there.
Click on that little image or initials.
And then you will see that it says update.
It's a really good idea to update zoom
every now and again or check for updates.
They're updating all the time, and when it's a significant update,
it should, auto update.
If you have chosen auto update.
But we have found in the past that it doesn't always do that.
So heads up
okay.
Send out why why I don't go zoom the zoom client when you have it down.
We weren't seeing your update screen, by the way.
Okay. It's okay.
But the, the zoom changed it, so it only pushes out updates
when there's a major update.
So all the in between ones, it will not automatically push it out.
Once a version number changes, then it'll, it'll push out.
So there's probably this semester we probably seen updates weekly.
So, it's a good idea to, to just always check.
I usually check every couple of weeks and see if there's a little minor update,
especially if the zoom is running slow for me or something.
Also, another really good idea and you can see
right here is I have my chrome set up to auto update.
And if you don't, make sure you update your chrome every now and again.
If you're using Chrome.
By the way, Chrome works best with canvas.
I know people have feelings, some people have positive
feelings, and some people have negative feelings about Chrome.
But Chrome is the, browser that does work best with canvas.
If you have images in your exam, I don't know if it's still the case.
Tell your students not to use Safari.
I teach photography classes and I do have images in my exam.
And students that you have used
Safari in the past can't see the images, so just heads up on that.
So make sure that you come in and if you need
to, you, update your,
Chrome settings.
And I'm trying to remember how to look for updates.
Anybody remember off the top of their head.
There's you could always Google like how do I update Chrome.
And it will show it to you. I'm not going to. We've got a lot to cover.
Yeah I think it's in.
It's under the three dots in the settings I think.
Is it right here.
So yeah.
So if you go under settings it's buried in there somewhere to turn on.
Yeah. It's you can definitely come down to it.
Like as Rob is saying you can come down to settings.
Just type in updates and that'll get you there too for sure.
Once you have your class set up so that everything
is as you want it, you need to make sure that you publish your course.
As Karen was saying previously, if you're sharing your syllabus before
the semester starts, you need to make sure that you, your class is published.
To publish your class, you can come here and then just click on publish
and that will make it available to students.
And as Karen was talking about in announcements,
if announcements are not delayed, there is a possibility
that all the announcements will be anything that is not delayed
will go out to students as notification ends.
So heads up if you don't want a whole bunch of emails from students,
or if you do like emails from students, you know, don't
you know, don't delay your notifications.
But that is a little publish.
You just want to make sure everything is set up first before you do that.
All right.
Before you publish,
what you also want to do is make sure that you go into modules
and you can see that I have several modules here that are all,
published themselves.
So if I don't basically when I start the semester,
I usually will show my first and second weeks because I know my students
are evaluating my course, they're deciding if they want to take my course.
But anything beyond week two, I say unpublished modules and all items.
And so what I will get is this little circle
with a line through it, and that is unpublished.
As the weeks come up.
I actually have mine set to auto publish among, along with some prerequisites
they have to complete, week one and week two before they can complete week three.
It's a really great idea to have this little checklist system for students.
If you need help with that, reach out to us
will be happy to help you with this once you have everything set up again,
I can't stress it enough for you, your course as a student see what they see
so that you can see if there's anything that you need to tweak.
And again, to publish, you will just go to the home screen
and then click on that publish.
Let's see if your course is using responders
and you've even brought over respond as like
previous quizzes that have been in responders.
You definitely want to come down to the locked down browser, which I don't have.
So I'm going to go to settings.
If you don't have lockdown browser,
you can click hold, drag it up here.
As we did before.
This is all just you can see canvas does do a lot of
repetition in how they design.
So it makes it easier to learn.
Go ahead and click on Lockdown browser.
And then normally you don't get this system
administration error, but you will get instead a list
of all of your quizzes that are available to use.
Locked down browser. If you see a little,
a one that
says required and it will say it in green, then you know that
that quiz is available to use in lockdown browser.
Take a look at that by clicking on the left hand side of the quiz.
Name will pretend like this is the quiz name.
There will be a downward facing arrow or chevron.
You click on that and it it'll something below that will be called settings.
Look in settings and confirm that and the transfer
a password has not automatically been set.
We have seen that in the past.
Where in the transfer passwords do get placed.
And then students contact the instructors and say what's the password?
And the instructors don't know about the password.
So that's just a good thing
to just very quickly go down, put your eyes on if there's a password
and you don't want it, get rid of the password, save your work and keep going.
And then above all
else, make sure that you restart your computer every now and again,
especially if you are gone or if you have a computer here on campus.
You have gone off on breaking.
Left it on during your break.
There is a lot of updates that go on with it,
and so you just want a fresh start.
You want all those zeros and ones to be lined up as they should be,
and that can make your life a lot easier there in the future.
So Rob is going to go in to the next bit, are talking about,
potential frauds and enrollment.
I'm going to start my share really quick and reshare.
I just shared my screen from the respond to site.
I don't know why yours was on my screen at the same time or not
that that happened last time we were.
We did this as well.
It's kind of yeah, special, but it's especially in your office machines
when you come back from break because we're going to be gone
for 3 or 4 weeks there because we don't start till like the 27th.
So when we come back from break, definitely,
take a minute to turn on your computer
and then just walk away from it and let it let it, do its updates.
In the back end,
you know, resize my share here in one second.
All right.
This next bit,
we are doing good on time.
So if you have questions, comments, suggestions,
anything as we go through this last bit, which is,
really just focused on this is modified from, for an enrollment fraud
and the issues that we're seeing and some, some new methods to,
combat this.
And this is modified from our presentation that Josh and I did earlier.
Things have changed quite a bit.
There's new information, which I'll get into.
So there's still lots of fraudulent enrollments going on the,
the AI tools are making this a lot easier.
The main reason that we're seeing all the fraudulent accounts
is for financial aid fraud.
So it's not don't take it personally.
That's what's going on.
So, admissions is aware of it.
The state's getting better at filtering it before it even comes to us.
There our IT department also has, settings in place.
And we have tools available to us from the state
that we have kind of known actors.
We know we know the patterns are.
So admissions is able to stop a lot.
The problem is, is that they're three steps ahead of us
and they know what we know.
So they're they're putting their hands
in the cookie jar, so to speak, and changing things as they go.
When we talked
about this earlier this year, the question is, do I have bots in my class?
The, my answer was, no, you don't.
Well, now you do.
And and you also don't, because financial aid,
requires the
the student to be in the class longer.
So what?
They're not automated bots.
They're people in their answering posts.
Right.
So they're they're completing the first few assignments so you don't
they don't get dropped.
And then they then they taper off.
In the end they, they get their financial aid.
And so they stop responding.
Well, now AI tools are being used to automate that participation.
There's plug ins especially for Chrome
that can not only,
fill out discussion posts, they can fill out the assignments
and they can also, completely fill out a quiz as well.
So there you have it.
One of the things you can do to combat quizzes being,
auto completed
and I'll, I'll show you some of those tools later,
is to actually use locked down browser,
responders, but you can do it without the recording.
So just by by enabling responders, it'll make your quiz
open up in the responders browser, not inside Chrome.
And it eliminates all those, I plug in tools.
So it's another.
Is that full proof?
No students could still use our phone and scan the question and get the answers,
but it's it's a step forward
from the admissions side.
You always want to check your roster.
From, my sbcc edu to canvas.
Look for phone numbers that are the same email addresses that are
the same, statistics that are the same or, first names that are identical.
Most of these things, we don't see any more in our classrooms
by the time we get to that. So this is all been filtered out.
This is kind of old news.
One of the big issues is if you see a student that it's removed from, banner,
so to speak, from your main roster, but they're still in canvas.
You gave it 24 hours.
Up until basically last year,
we used to have pretty much a live sync between banner and canvas.
That tool no longer functions.
And so it happens once a day.
I think it happens around 6 p.m..
So if you see a student who's in there and that could change based on it.
So right now it's 6 p.m.
next semester it might be different.
So just give it a day and then we can't remove your students.
So if you see a student that's in canvas but not in your roster, submit
a ticket to it.
I didn't put the address in there, but it's the helpdesk. Edu.
And, what can you do?
We'll get into assignments in a little bit.
I have some information for you there.
You can drop students who aren't showing up.
So especially for your online asynchronous courses,
especially for your late start courses, if people don't log in
in the first couple of days, get rid of them.
We you can always reinstate them, right?
So if a student, it's a the best,
the best way to get a reaction from students is to drop them from your class.
They'll email you right away.
Hey, I, I just was doing something else, like.
Can I get back in? Yeah, yeah.
Open your class a week early.
Please don't open it more than a week early.
We also can't have assignments due
before the official date of the start date of the class, so.
But you can have it open. You can have access.
You just can't make it due until a little bit later.
So do publish your class. Open things up.
Encourage students to start participating so you can see who's ready to go.
You can also see if a student logs in the first day it's published
and then never again.
That's a
good tell, but it's not a real student.
When we, you know, many of you in here, we've had a lot of these same discussions
having an introduction, discussion, having an assignment.
But what that bots in AI tools can't do is embed photos.
Okay, in canvas in your settings.
And I think it's
let me resize this
particular page so it fits better.
I think it's in the settings itself.
Now. So if I go all the way down
to settings.
And I scroll down,
come on canvas, you can do it
all the way down the first page of settings is.
Let students attach files to discussions.
I encourage you to turn that off.
Why? That attaches
a file like you would attach it to an email.
By turning that off, it forces the students to embed a photo.
So if you're asking to post a photo of themselves,
they have to embed it in the post instead of just attaching it.
The AI tools can attach, but they can't embed.
So it's a really, really nice tell that,
the the student is not necessarily
a legitimate student that's in the class also giving specific instructions.
And I'll get to that in a second.
Having a syllabus quiz,
one of the other things with a quiz that you can do
and forgive my navigation here a little bit,
is you can consider adding pull down questions.
And what pull down questions are not a it's not a default question.
It requires a little bit of effort.
So this is why it's good for this quiz.
But you may not want to do it in all of your quizzes, but
you have a pull down, multiple choice option something.
Scroll down a little bit further here. You can see what it does.
So you in the quiz
you put in the brackets so it has an option.
And then you have multiple answers for each one.
So instead of being multiple choice or they're selecting A, B, C or d,
they have to use the pull down to choose the answer.
For each area.
You can have one or multiple answers in a single question.
But especially adding something like this to your syllabus quiz.
It the, the,
the AI tools can't, can't do this.
They can't auto fill this in.
And so again, this becomes a deterrent,
from them just using those AI tools in my class, I make it so
they have to get a perfect score on the syllabus quiz
before they have access to the rest of the class.
And again, if you want to do something like that, we can
we can help you with those settings.
And I've linked that in here.
And I'll put the link to the slides, in the chat
in a little bit.
And then if you're doing an asynchronous class, you,
we can't require meeting at a certain day or time,
but you can require
meeting live with students at some point in the first two weeks.
You just
can't say like it's only going to be Friday from 8 a.m.
to 9 a.m.
that's that that you can't do.
But we can do a phone call. We can do things.
Just another deterrent and something that, you know, makes it
so you're at least connecting with the students in the,
what's it called?
Not professional development.
Thinking of the wrong thing
to call the classes
where the the 290 classes would work.
They.
Come on, Tara, help me out here.
Independent the work.
Study classes. Thank you.
The work study classes, that that is a requirement of those classes.
To to meet with the students live.
So that's another good, kind of check that your student, a real student.
What do you need to do for it.
So this first slide
was what can you do then we're getting into what you need to do.
That's fine too I got I got people in the in the wings helping me out. Do,
you need to
just drop students who aren't logging in,
and I'll say this all the time.
It's really, really important.
Now, probably more than ever, that we are actively dropping students.
I know for myself it can feel a little harsh,
but there are students, especially, our high school
students are trying to add classes.
The first week of classes.
So actively dropping students will allow other people
to get into your class easier
if you're notified of a possible fraudulent student,
which you might be notified from admissions follow up.
Make sure that student is actually participating and and make sure you let,
admissions and records know that the student is is responding or not.
If you suspect a fraudulent student, notify your dean
and don't necessarily confront the student that they're fraudulent. Why?
We just want to encourage them to to,
participate as
faculty, let the dean know so they can talk to admissions so they can
easily, more easily track the IP addresses and things like that from the side.
They want to try and catch the data for these students, not just get them.
Get rid of them right away. Yeah. All right.
Is it the dean we notified the dean.
I've been told to notify admissions and records directly.
I think either one works.
I think the the reason why I've been told the dean is so the dean can bring
a bunch of them at one time, as opposed to a bunch of different emails.
I think either one works.
I would probably personally probably do both.
Okay. If not, no hard and fast rule for it.
Yeah, feel.
You contact the dean if you need the student drop
from your roster before the semester starts.
You contact admissions.
Admissions will not do it.
Just, drop someone fraudulent.
They will only drop once the instructor notifies them to drop them.
Please.
Yeah, I hear what you're saying.
I think most of us.
I don't know if anyone's really dropping before the start date of the class.
Yes, they are. It's.
Oh, well, there's a times.
There are nursing classes and stuff like this that they're.
Oh yeah, the major and the fraudulent are just spamming it.
Were actually legit.
Students cannot enroll in the class.
Got it. Yeah it is.
And the Dean's are the Dean's acting
that they're creating those lists to you right. Yes.
But it's basically right.
The first day of open registration, suddenly a lot of, classes get hit.
Yeah.
Suddenly you have brand new students, 15 students enrolling in your class.
And it's not just in nursing.
It happens in, cit in other departments, too.
And it's preventing legit students.
And then once admissions to records
goes in there and removes those students because other flags get raised,
suddenly you're going into the semester with not enough students in your class,
so you want to be on top of that and contact admissions?
Absolutely.
The I think the big thing to remember as,
faculty, it's not our job to chase down the fraudulent students.
Don't spend your time doing that.
Spend your time,
you know, working on working with students.
Don't become the cop on that end.
Just do what you can to, decide whether you're going to keep them in there or not.
Yeah. Christina.
Hi. Yeah, a question a follow up question to that is,
I've been wondering if some of the students
that are trying to add, like, the first week, are those likely
to be the fraudulent or are they usually enrolled,
you know, by the time the term starts?
Do you guys.
Yes. Yes.
Both or both? Okay. Yeah.
The yeah.
If a fraudulent student gets dropped in the first week
of the semester, they normally don't ask to be added.
What they do is they immediately enroll into a late start class.
Yeah,
they'll move on to another open class
because they have to get an add code from you once this semester starts.
As long as your class hasn't started yet.
Well, and then, of course, you know, like we're talking about in this,
if you're getting concerned about your actual legitimate numbers
to stay in touch with your chair so they can, there's ways I know in the,
marketing classes,
they've been increasing the cap to like 50.
So they want to keep adding and removing classes
and then and ending up still down in the 3540 range once once a class start.
Once they get rid of all the fraudulent students.
Because we were having classes starting with 35 students,
and then after they got rid
of all the fraudulent students, we're down to like 2022 students.
And so by increasing the enrollment cap for our online classes
to 50, they're able to more balance it out. So,
the the chairs are also working
directly with admissions to, to work on this.
Okay.
This is one of my favorite tools.
Many people use this. Many people don't.
So I like to always pointed out in your gradebook, you can go in and click
on the three dots next to any assignment and choose message students
who once you open that up, you can message students who haven't,
submitted the assignment, who got a specific
didn't get a specific grade, all those kinds of things.
This is a great thing to do, especially for all of your, first week assignments.
Using this as a as a way to message out,
it does a back to their canvas inbox.
So every student gets a it gets a separate, message.
It's not a group.
Buying carbon copy is the BCC.
And, so they reply to you, it'll just show up in your canvas inbox.
And of course, that goes, as a copy to their pipeline
by default.
Don't make your quizzes, especially your first week,
like syllabus quiz or checking quiz or whatever that is too simple.
These are a variety of tools.
These are all hot links of different AI tools that exist that will
autocomplete quizzes or auto use
like ChatGPT to go find the answer to a quiz.
Quiz question.
This works for both multiple choice and essay questions.
Was it like this one is actually using ChatGPT to
to find it?
Some of these autofill on the questions.
Some of them have like a pull down, that students use to do it.
So just be aware this is what's available as of a week ago.
There's probably more and more coming around the corner.
These are all Chrome specific plugins.
So hence why we're all so kind of like,
we love Chrome and we hate crime.
There's, there's,
a downside to all this stuff.
So like I mentioned earlier, you can combat these plug ins by using,
responders.
If you never used responders, we're happy to help you get this set up.
Oops. Let me move on from that.
When you're setting up responders, you have two options.
One is lockdown browser and the second is what they call proctoring.
This is the webcam part.
This is just the lockdown browser.
So if you have simple weekly quizzes but you want to utilize this tool,
you can use Lockdown browser which gets them out of Chrome
which prevents, you know, all these other tools I was showing you
from actually functioning.
Like I
said, I'm not going to pretend that this is a perfect solution.
There are other ways around it.
As far as especially if you're not using the webcam, but it is.
It is there and at least a deterrent.
A lot of,
these, fraudulent enrollments are mass rings
that are fraud rings, and they don't have time to deal with these little blocks.
They'll just move on to another class or move on to another school.
So are more blocks and and stumbling points we put up in their way.
It turns in from coming back into our class
with discussions specifically,
we I was working with John back towards the beginning of this semester,
and he's been he's a computer science instructor, and he's been,
trying different things and tracking different things as well.
And what one of the things and I'm not going to read this word
for word, I'll let you read it if you if you really want to.
But one of the things that the bots can do
is they can read the instructions of a discussion and they can reply.
What they can't do is follow complex directions.
So some of the things he does
in his discussions is he'll have a list of like five questions,
and they have to choose one or give a specific responses like
have them, respond in text, reply to your question in text,
and then respond to another student with some type of image.
So if I was in sales photography class, she might have them,
talk about defining what exposure is.
And then the next student has to reply with a example photograph
that that shows how what those exposure settings are, something like that.
Make it harder,
make it more steps, especially in the first few weeks.
And again, embedding those images not just,
attaching a file, because those are the things that AI tools can't do yet.
Can they do this in come January? February?
I hope not, but it's always possible.
And they can respond.
They can do a secondary response in the, in the, in the, discussion.
But they usually can't do both.
So having it reference a specific article
or depending on the class, you know, be as specific as possible.
So down at the bottom, these specific instructions
require embedding, images of some kind.
The other thing that you can do is in the instructions,
say, given a list of five questions and say everyone
with the last name between, you know, A
and N are going
to respond to question one, so on and so forth.
That kind of stuff confuses the,
the, the AI tools quite a bit.
There's also other little
tiny tricks out there, like adding a specific name.
So if you have an essay question, or a response,
you can put in really tiny text or in white text
you to, include the, the name, you know, Martha, in your story.
And so when the AI tool responds, it'll include the name Martha.
And then all you have to do is scan it and see if it includes the name Martha.
And you know that it, has come up with this.
They're using an AI tool to come up with the answer.
The other thing is that canvas has finally
fixed the,
activity counter in the people tab.
What I mean by fixed is it's tracking the mobile app
time, as well as the, in on a computer time.
So you should see a total activity.
That makes sense.
What we were seeing this semester specifically is students.
And this is a screenshot of five weeks into the semester.
So one student, which is kind of a normal student, would have 4
or 5, 12, 50 hours of, of time put in.
But other students were having like 20 minutes or under 100 minutes.
This is a sample screenshot chart.
You can see John's specific things above that.
So keeping an eye on students
who you know are legitimate, what are their total hours.
And comparing that to two other students.
This is one thing that is actually really easy to trick,
but it takes time because the computer has to be idled into,
that particular class.
So if a student opens up a,
a class, and leaves canvas open,
even if they're doing something else or watching Netflix,
it'll keep saying that they're in canvas and tracking that time.
So those hours are not really accurate, but they should be large.
If the hours are extremely small,
especially compared to other students, that's a good
indicator that that might be a fraudulent enrollment.
So something to look at in the first few weeks.
As you roll in.
That's where we're at right now.
Question.
Anything else that anyone else is doing?
To kind of help.
I don't look at that right on time too
with fraudulent or any questions comments.
We're all concerned.
Yeah.
Christina.
Yes. Thank you for that.
Another question, I guess is,
do these, like, fraudulent students?
Do some of them keep on submitting these fake assignments to the end,
or do they drop off at, like at a certain time
or how that's like, what are other ways to tell that they are?
Yeah.
Unfortunately they,
they usually they know from the, the school's website, like when censuses.
So usually after census, once they've got their fraudulent, once
they got their fraudulent. Yeah.
Once they've got their fraudulent financial aid checks, they,
they generally stop posting.
But that's the problem is that it's pretty late in our semester.
And so at that point, it's too late to replace that student with a real student.
Yeah.
You can still get rid of that fraudulent student.
But the sad part is
that they might have taken a spot of a of a real student earlier on.
Okay.
Yeah.
All right.
Rob, I thought that
you said something about responders, and I thought you said
students can still scan and get the answer.
Yeah. What, like.
Like if they're.
If you're using,
responders, lockdown browser responders.
Is the company locked in browsers?
The tool if they're using if you're using lockdown browser
without the webcam to just make them not use Chrome.
So they're not using that.
They can use AI tools on their phone to scan and search.
Take a picture of it, find the answer and then answer it.
You right.
Yeah. Yeah I've experienced that okay.
Yeah. So it's just another level.
But it's still like it's another level if, if, if,
if we're trying to just kind of prevent these like fraudsters who are trying to
find the easy way through,
that might be enough of a deterrent to help them move on to somewhere else.
Right?
We are seeing instructors who are using responders
in the classroom with it.
Even though they're proctoring and watching their students,
they're actually just adding that one more level.
Okay. Do it. It.
Yeah, Paco's doing it.
I, I've helped several instructors or like, I just I can tell
this language is not my, second English.
As a second language student answering these questions.
And so now I need to use responders. So.
Anybody else
anything in your conversations you want to add terror or anything.
You know that I don't know yet.
This is a constant conversation.
No, I mean it.
It's just such a hard battle, especially for those of us who,
have multiple sections of a course and the waitlist get filled.
So we open up another section, and that really seems to be
at the highest risk for fraudulent enrollments.
I will personally share.
I had one course online.
I should add that note, that caveat too.
It's always online where the fraudulent, enrollments are.
But it was full.
I over enrolled at the 45 out of 40, and then I later discovered
that 25 of them were fraudulent.
And they did exactly what you were saying, or, they were using,
like, chatbot to do some of these initial work.
But I also noticed, like in our introductory discussion board,
they did something and maybe we could look out for
and that is they actually copied another student's post.
Oh that's interesting.
Yeah.
So I'm like and they just changed the name.
Gotcha.
Oh, I've read this already.
And of course, canvas has a time stamp for who did it first.
So that might be another, another, thing to look out for.
But those also just like I put the slide linking.
Yeah.
And I put the slide link in my, in the chat here to my slide deck there,
which includes those links to those, those, quiz tools that I showed you,
but there's,
discussion tool discussion plugins for Chrome as well.
That'll just fill in whatever, on top of things.
So it's crazy.
I will caveat.
I'll, I didn't say this at the beginning, but a lot of the information
that I shared in this, updated slides
are also from the, a triple C as well.
So this is I'm looking at a lot of different sources
bringing ideas from different
our experience here on campus, as well as what the state's doing
and what the state's trying to put out there as well. So
thank you all for for joining today.
We do have this audio recorded up on the FRC site from last week.
I'll put up the secondary recording as well in the same spot.
Just so it's it's up there.
Since this one's a little paced, a little better than last time, but
thanks all for coming in, and I'm sure
we'll do something towards the beginning of the semester as well.
Just on the fraud side, just to kind of as a reminder, we might cut out this part
and send it out as a video towards the end of the beginning of the semester.
So if you have especially had adjuncts coming in in the spring,
this might be a good, video to share with them as well.
Our, our some schools having fewer problems with this than others.
No, I wouldn't say that.
I mean, I would I would say the only thing I'm seeing
is that schools with,
like, single, single district
schools are getting hit less.
Okay.
So like Ventura and those where they have multi multi
schools, they're getting hit actually harder than we are.
Just because there's when there's more students it's easier to fly
under the radar.
Yeah.
But it's it's a statewide part
but part of the issue with California specifically, just as a reminder,
if you and some of you may not know this, we accept all students.
There's no barrier, there's no ID requirements, there's
no birth certificate requirements when they apply through CTC apply.
So just everyone who makes an account kind of gets in.
And that's that's kind of why why the state of California get targeted so hard.
And so the fraud fraud rings are focused heavily on California.
Okay.
All right.
Good luck out there. Have a wonder.