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Implementation Procedures

The primary aim of this policy is to facilitate and encourage a consistent and well considered approach to the use of technology enhanced learning across the University.

A Virtual Learning Environment (VLE) enables the delivery of online learning and supports both learners within an institution and also distance learners, who remotely access course and assessment materials hosted on the institution’s VLE. The University’s VLE is Canvas by Instructure.

This Policy describes the requirements that must be met by relevant parties in order to maintain good management of the VLE. These guidelines are intended to establish a minimum standard in the use of Canvas VLE and to ensure a consistent student experience. They are also intended to support tutors by providing examples of how to go beyond the minimum requirements towards the University’s vision of creating an exceptional student experience. The minimum requirements could be expressed as the lowest standard expected regardless of whether Canvas is used to enhance, extend or empower students’ and their learning.

Canvas Minimum Requirements

The following paragraphs set out the University’s expectations in terms of the minimum amount of information a student can expect to find on Canvas. It ensures an improved approach, facilitating better support and ensuring a more consistent experience for users.

All modules should provide the following information to students, presented in a clear and consistent manner:

1.      Administrative Information:

  • Tutor/lecturer Name(s) and contact details.
  • Module descriptor.
  • Assessment details.
  • Where to go for support (non-academic/study skills).
  • Links to relevant student regulations and appropriate information (i.e. academic integrity/social media).

2.      Learning and Teaching Information:

  • Module Learning Experience, to include delivery schedule consisting of summary of learning and teaching activities by week or by topic and up-to-date learning materials.
  • Online Reading List, to include essential and suggested resources.
  • Assessment and Feedback Information, as indicated on the assessment.
  • Cover Sheet and Feedback Guidelines.
  • Where appropriate, links to interactive content such as blogs, wikis and other collaborative tools, e. Module Discussion Forum.
  • Module Evaluation.

 3.      Business Continuity

Teaching content should be uploaded in advance so that students can continue to study in inclement weather or staff absences. It was agreed that at least two to three weeks of content and learning materials should be uploaded prior to the actual lesson date.


The policy applies to all full-time and part-time employees of the University of Gibraltar, contracted third parties (including agency staff), students/trainees, other staff on placement with the University of Gibraltar, and staff of partner organisations with approved access.

All users must accept this policy to make use of, or access to, the University’s information systems and services.

This policy provides direction and support for the management of the University’s VLE.

VLE Code of Conduct

All registered users of Canvas accept the code of conduct when they log on for the first time.

All users accept the conditions below to access any material. These conditions apply throughout any course.

Any questions about this Policy or its implementation should be directed towards the course canvas administrator or course leader, or alternatively, contact the IT Helpdesk.

Breach of any of the conditions of this Policy, may be regarded as misconduct. In appropriate cases the University will deal with such breaches under the University’s appropriate Code of Discipline.


Each individual is responsible for the security and use of their username and password. Users are not allowed to use the account, username or password of any other user. Individuals must not disclose their username or password to anyone else.

If a member of the University community believes they may have encountered a breach of this provision, they should contact the IT Department immediately.


All users of Canvas must:

  • Respect other people’s views and beliefs.
  • Only post comments which are appropriate to the particular discussion.
  • Remember that they are conversing with real people and not with a screen name in cyberspace.

Adherence to the above guidelines will enable Canvas users to enjoy their interaction with fellow students and their tutors in a friendly and intellectually stimulating environment.

By contributing postings to any forum within the VLE you are granting a licence to the University to reproduce the content of your posting, and you are also granting a licence to other users to download, distribute or copy the content in accordance with these conditions.

All users of Canvas MUST NOT:

  • Post anything abusive, defamatory, obscene or otherwise illegal.
  • Copy or forward e-mail or any other private messages without permission.
  • Include material which is confidential or the copyright of which is owned by someone else, unless you have first obtained permission.
  • Post material which contains viruses or other programs which may disrupt the University’s systems.
  • Post any advertising or promotional material.
  • Behave in an impolite or offensive manner.

The University reserves the right to remove, vary or amend any of the content which appears on Canvas at any time and without prior notice and without needing to give a reason.

When submitting postings or assignments within Canvas users must give due acknowledgement for material quoted from other sources. Further details on this subject can be found in the regulations and/or handbook for your course.


Copyright of the study material and all other content found in Canvas is owned or controlled by the University unless otherwise specified.

Users are permitted to view, copy, and print documents within Canvas subject to agreement that:

  • Use of the material is for own personal information, and for non-commercial purposes only.
  • Users will not modify the documents or graphics in any form or manner.
  • Users will not copy or distribute graphics separately from their accompanying text and will not quote materials out of their context.

Information we collect

In order to use Canvas all users must have ‘cookies enabled’ on their web browser. By accepting these conditions Canvas users agree to allow certain information about them to be collected.

The University collects VLE user information by cookies. Cookies are small file structures used by Canvas to ‘request’ information from the computer being used. This information is then returned to Canvas and stored. The types of information collected may include usage statistics e.g. when users last logged into the system, when they accessed certain activities, or when they uploaded their assignments.

The University uses this information to help improve Canvas services by ensuring that the material and content of the courses adhere to the users’ requirements and also to ensure users are not having problems with access.

The usage statistics are visible to the Canvas administrators and may be visible to course tutors.

Data Protection

The University of Gibraltar will deal with all personal data in accordance with the principles set out in the Data Protection Act.

In general, any personal information which is provided to the University of Gibraltar will only be used within the University of Gibraltar and by its service providers and will not be disclosed to any other person.

However, the University may share information such as usernames, passwords and email addresses for purposes directly related to the University and more specifically the use of Canvas.

The University may require this information to deal with student queries such as password reminders and to provide notification that a particular service has been suspended for maintenance.

By accepting these conditions all users are giving their consent to the University to process their personal data for the purposes described in the preceding paragraph.


Whilst the University will endeavour to ensure that Canvas is available 24 hours a day, the University will not be liable if for any reason the site is unavailable at any time or for any period.

Access to this site may be suspended temporarily and without notice in circumstances of system failure, maintenance, and repair or for reasons beyond the control of the University.

Canvas may contain links to other websites outside the University’s control; the University of Gibraltar is not responsible for the content of these sites.

The University gives no guarantee to users that the links provided on Canvas will work all the time and exercises no control over the availability of the linked sites.

Likewise, references and links to any such websites must not be taken as an endorsement by the University of opinions expressed or services provided at those sites.

The University takes no responsibility for the privacy policies of any linked websites.