Click each dropdown to read more about these policies.
All transactions for business sales of ScarletCanvas courses - for example, if a business requests to purchase multiple seats in a course on behalf of their employees - must be completed outside of ScarletCanvas and not through the ScarletCanvas integrated payment portal.
Only sales to businesses are taxable and only *inside of Ohio*. For these, instructors or program managers should fill out the OSU Sales Tax Form and send to salestax@osu.edu by the 15th of the month, reporting taxable sales for the month prior. If your program makes a taxable sale to a customer that claims they are exempt, you may make the sale without charging sales tax as long as the unit receives a completed, signed sales tax exemption certificate from the customer.
General sales and tax questions can be sent to the tax office at salestax@osu.edu.
Individual course instructors and/or program managers are responsible for handling invoicing/PO processing for all sales that take place outside of the ScarletCanvas integrated payment portal. For questions about these procedures, instructors/program managers should reach out to the fiscal associates assigned to their unit.
Upon completion of a business purchase, instructors/program managers should reach out to mclain.70@osu.edu to manually enroll the participants.
Course shells and Catalog listings will be archived after 1 year of inactivity (unless other arrangements are made with the ScarletCanvas admin). In Canvas, the process we use for archiving a course is called concluding.
Concluding means:
- Previous course participants will be restricted to viewing contents of enrolled courses in a read-only state, unless the course is set to restrict student access after an official course end date (some courses already use this feature).
- Instructors will no longer have the same access in the course and will lose functionality of the course shell.
Concluding does not mean:
- Course shells will be permanently deleted. Canvas admins are able to un-conclude courses and/or access contents of a concluded course shell for the purpose of issuing a new course shell.
The process for building a course in ScarletCanvas follows these steps:
-
Request a course shell using the ScarletCanvas course shell request form
- Complete required training (required only once)
- Build course (a template will be provided that you are encouraged to use)
- Request Catalog listing
- Accessibility Review (for global Catalog listing only)
- Launch course
Digital accessibility is required by law and Ohio State's Digital Accessibility Policy. Users with disabilities may require use of assistive technologies like screen readers or braille keyboards to engage with digital content, so content must be designed with these technologies in mind. In addition, all content must be created in compliance with Ohio State's Minimum Digital Accessibility Standards (MDAS).
The following statement must be visible to users in all courses hosted in CFAES ScarletCanvas:
If you have a disability and experience difficulty accessing this content, please email [instructor email] for assistance.
For courses to be added to the global Catalog (listed publicly) they will first undergo an accessibility check by a ScarletCanvas admin to ensure best practices are followed.
Additional Resources:
P-cards should not be used to purchase courses on behalf of a university employee. Instead, use an Expense/Revenue Transfer. Follow instructions on Expense/Revenue Transfers located on the Extension Operations webpage.
All instructors are required to take the ScarletCanvas Instructor Training (SCIT) in order to receive a Catalog listing for online courses hosted in ScarletCanvas. The goal of this training is to introduce you to the ScarletCanvas Course Quality Checklist, provide a base knowledge of digital accessibility and best course design practices, and connect you to resources to help you meet the course quality standards outlined in the Checklist when developing public-facing courses.
Individuals who have access to student records, including grades or rosters, should take the Family Education Rights and Privacy Act (FERPA) training.
The Ohio State University's Family Education Rights and Privacy Act training course is available via self-enrollment in BuckeyeLearn. To request the course:
- Go to BuckeyeLearn (if prompted, login with your name.# and password).
- Search for "The Family Educational Rights and Privacy Act at Ohio State” and select Request. The course will be added to your transcript.
- Select the My Transcript button on the homepage and locate the "The Ohio State University's Family Education Rights and Privacy Act Training" training and select Open Curriculum.
If you are unable to complete the training all at once you may return to your BuckeyeLearn transcript to continue work on completing the training. Please note, if you are unable to launch the course, you may need to disable the pop-up blocker.
For technical support, please contact the IT Service Desk(link is external) or call (614) 688-HELP (4357).
For additional questions related to the policies and procedures for ScarletCanvas, contact Summer McLain at mclain.70@osu.edu.