File usage rights and access options

You always need to specify the usage rights (copyright permission and visibility) for files that you upload into your Canvas course. The copyright permission must be specified for each file before it can be published.

This page gives an explanation on how to set usage rights and other access options; it explores three consequent reasons why a student may not be able to see a file.

 

Index

    1. Applying usage rights to your files
    2. Restricted access
    3. Timed release

1. Applying usage rights to your files

In order for course files to be visible to students, they must both be published AND have the correct usage rights set; if either of these actions is not taken, then content will be unavailable to participating students.

Every time you upload a file in Canvas, if prompted, you should select the correct usage rights and publish the file. However, some files that are added directly to a course in Pages (e.g. any images pasted into the Rich Content Editor) might appear on your screen, but will appear in the Files section with a warning icon beside them, indicating that usage rights are not set. 

To double-check every file has the correct conditions set:

1. From the Course Navigation menu, select Files.

2. If necessary, click into a specific folder to view its files.

3. If you see a warning icon, click it. 

4. A Manage usage rights box will appear. Choose the appropriate option from the drop-down list.

5. Enter the details of the copyright holder.

6. Availability: Select Publish.

7. Visibility: The default visibility is Inherit from Course (this is inherited from the setting under Settings > Visibility). Change the visibility for this particular file, if required.

8. Finish these actions by clicking Save.

9. The file will now be tagged with the correct copyright permissions, and the white tick on a green background indicates that the file has been published.

 

Note: As of Nov 2022, there is a bug in courses which have Course Settings set to 'Oxford Users', since this customised feature is not recognised by the file visibility option Inherit from Course. Please see the second item in our FAQ: Why are Oxford students getting a file access error? for a work around.

2. Restricted access

Another common reason for students not being able to see a file is that it may have restricted access.  Restricted access is demonstrated by an icon of an eye with a diagonal line through it, as shown below. 

 

 

To edit the access restrictions on a file, click on the restricted access icon and select Publish. Finish by clicking Update. 

 

3. Timed release

Another Canvas feature that may affect a student's ability to see course files is timed release. Such files are set to be viewable from a certain date, and cannot be seen or accessed by students before that date. 

To check for and manage the timed release of files:

  1. Go to the Files area within your course. 
  2. Select the options icon (three dots on the right) and choose Manage usage rights from the drop-down menu.

3. The Manage usage rights box will appear, giving you options to also manage access. If Schedule student availability is selected where it shouldn't be, and you want students to be able to see this file always,  change the access to Publish.  

4. If you want to employ a timed release, set the 'Available from' and 'Available to' dates and times. 

5. Click Save. 

 

 

6. Any items that are set to have a timed release will appear in the Files area with a calendar icon beside them (to the right). 

7. If you hover over the icon, Canvas will display the 'Available from' and 'Available until' dates.