Procedures for Targeted Canvas Messaging

Canvas messaging is managed by Academic Technology, with requests evaluated weekly against principles of audience targeting, educational relevance, actionability, message quality, and inclusivity. Messages appear as systray or popup notifications, with priority given to concise, actionable communications relevant to teaching and learning.

Quick Links: | Guiding Principles | Editorial Control | Targeting Options | Message Types and Samples | Request a Message | Evaluation Methodology | Emergency Communications |

Academic Technology manages the Canvas Learning Management System (LMS) messaging infrastructure, which enables targeted communications to specific user groups within the Canvas environment. Refer to the message samples below for examples of available formats.

This messaging system is a powerful tool for communicating directly with Canvas users in their learning environment. However, to maintain the integrity of this space and respect our users' attention, Academic Technology has established formal policies and procedures for evaluating and implementing messaging requests from parties outside our team.

Guiding Principles for Canvas Messaging

The following principles guide our approach to Canvas messaging and form the basis of our evaluation methodology for all messaging requests:

1. Targeted Audience Selection

Few messages need to reach all Canvas users. Each message should be directed only to the specific groups who need to see it. We work to identify the minimum viable audience for each message. When requesting a message, please specify your desired target audience as precisely as possible. Our team will work with you to determine the most appropriate targeting parameters that reach your intended audience while minimizing disruption to other users.

2. Educational Relevance

Messages displayed in Canvas should have immediate relevance to teaching and learning activities. The LMS is an intimate academic space—similar to a classroom—and messaging should respect this context. Canvas messaging is not a replacement for other institutional communication channels but rather a specialized tool for academic communications.

3. Academic Technology Relevance

Messages should be relevant to Academic Technology's mission and services. Priority is given to communications about Canvas features, academic technology tools, digital learning resources, and support services that directly enhance the teaching and learning experience. Messages that fall outside Academic Technology's purview may be better suited for other institutional communication channels.

4. Actionable Content

Effective Canvas messages include clear actions that users can take immediately upon reading. Actions should not be overly time-sensitive, as we must assume some users may not see or engage with the message right away. For truly critical communications that require immediate attention, modal popups may be appropriate, though these are used sparingly and for only the most important circumstances.

5. Concise and Human Communication

Canvas messages are not emails. They should be brief, clear, and personable. We encourage message authors to "sign" their communications and craft content that acknowledges the reader's humanity. Short, conversational messages typically perform better than formal, lengthy text squeezed into a notification.

6. Accessibility for All Learning Modalities

All messages must be appropriate for both on-campus and remote/online students and faculty. Promotions for campus-only events without virtual options are generally not suitable for Canvas messaging, as they can create a sense of exclusion among remote learners and faculty.

7. Message Frequency and Timing

To respect our users' time and attention, we limit Canvas messaging to approximately one message per week. Messages are typically posted on Monday mornings and removed by the end of the week, maintaining a predictable cadence that users can anticipate. In weeks where there are multiple messages for the same audience, we may prioritize the message that better aligns with these guiding principles.

Editorial Control

Since all Canvas messages reflect directly on Academic Technology (as the technical sender), we maintain final editorial control over all content published through our messaging infrastructure. This means:

• We may suggest or require revisions to message content, targeting, or timing.
• We will work collaboratively with requesters when specific language is needed or mandated.
• We reserve the right to decline messages that do not align with our guiding principles or when more important messages need to take priority.
• We may prioritize messages based on institutional priorities, educational impact, and timing considerations.

This editorial oversight helps maintain user trust in Canvas communications and ensures consistent quality across all messages.

Available Targeting Options

Canvas allows us to target messages to several defined user categories:

• Role-based groups: All students, all faculty, all TAs, or all designers
• Course-level groups: Users of specific courses or course categories (e.g., all BIOL-101 participants, all Graduate School courses)
• Tool usage groups: Users who have accessed or used specific Canvas tools (e.g., users of the Studio video platform)
• Custom lists: Specific users identified by Canvas ID or email address
• Behavioral segments: Users who have or haven't performed specific actions (e.g., users who haven't logged in during the past 14 days)
• Organizational units: Users within specific departments, schools, or programs

Message Types and Samples

Canvas messages can be delivered in two primary formats:

• Systray Notifications: These are non-obtrusive popups that appear in the bottom right corner of the screen. Users can view the message and dismiss it at their convenience. Systray notifications are ideal for informational messages that don't require immediate action. These are our standard message type for most communications.
• Modal Popups: These are dialog boxes that appear in the center of the screen and require user acknowledgment before dismissal. Modal popups interrupt the user's workflow and should only be used for critical information that requires immediate attention, action, or acknowledgement.

When submitting a message request, please indicate which format would be most appropriate for your communication. Our team will work with you to determine the best format based on message content, urgency, and audience.

Request a Message

To request a Canvas message, please follow these steps:

1. Submit Request Form: Open a ticket with Academic Technology with your proposed message content, target audience, desired posting date, and contact information.
2. Review Process: The Academic Technology communications team meets every Wednesday to evaluate messaging requests for the following week.

    Requests should be submitted by 5pm the Tuesday before your message's requested posting date to be considered. Messages submitted after this time may not be able to be considered.

3. Notification: You will receive notification of approval, denial, or requested revisions after our team's meeting the week your request is reviewed.
4. Implementation: Approved messages will typically be scheduled for the following Monday morning, but in rare circumstances, we can post the message on a different day.
5. Feedback Loop: After your message has been posted, we will forward any user feedback to you and may request your input for responses when appropriate.

Please note that barring extraordinary circumstances or emergencies, we cannot expedite messages outside this weekly review cycle. Plan your communications accordingly.

All on-cadence messages are archived each semester on the Chico State support website, providing a historical record of Canvas communications. Users can access this archive to review past messages they may have missed or dismissed.

Evaluation Methodology

Each message request is evaluated using the following criteria, aligned with our guiding principles:

1. Audience Appropriateness: Is the proposed audience correctly targeted and appropriately sized?
2. Educational Relevance: Does the message directly relate to teaching and learning activities?
3. Actionability: Does the message include clear, immediate actions users can take?
4. Academic Technology Alignment: Does the message relate to Academic Technology's mission, tools, or services?
5. Message Quality: Is the content concise, human, and appropriate for the Canvas context?
6. Inclusivity: Is the message relevant to all learning modalities (in-person, hybrid, fully online)?
7. Timing and Priority: How does this message fit with our weekly cadence and other pending communications?

Messages that strongly align with these criteria will be prioritized for approval. Those that do not may be declined or returned with suggestions for revision.

Emergency Communications

In rare cases involving urgent, unforeseen academic impacts (system outages, critical deadlines, etc.), Academic Technology may expedite the review process for time-sensitive messages. To request emergency messaging:

1. Submit your request through the standard ticket form, specifying the emergency nature of the request. 
2. Provide clear justification for the urgent nature of the communication.

Please note that few situations truly warrant emergency messaging. Alternatives such as email, departmental communications, or announcements within specific courses may be more appropriate for many time-sensitive needs.