UVACollab HelpUVACollab DocumentationGetting Started General InformationWhat are the important policies and rules for UVACollab?

What are the important policies and rules for UVACollab?

When using UVACollab, it may be helpful to review the following policies and rules:

Data storage and security in UVACollab

UVACollab is considered a general-use data storage service. It is not an appropriate repository for highly sensitive data, including but not limited to the following:

  • Social Security numbers
  • Passport numbers
  • Financial account numbers
  • Data protected by the Health Insurance Portability and Accountability Act (HIPAA)

Review the University Institutional Data Protection Standards (opens new window) for additional information on the University's data sensitivity classifications and recommendations for proper use.

Site access

The UVACollab team does not add individuals to sites or otherwise modify site membership without the permission of instructors or site owners due to departmental policies designed to ensure the integrity of all sites in the system. Occasionally, however, individuals require access to a site in which the instructor or site owner is indisposed or no longer affiliated with the University. In these situations, individuals should do the following:  

  1. Contact Anda Webb, the University's Vice Provost for Administration and Chief of Staff, to explain the circumstances and request access to the site. Provide as much detail as possible, particularly:
    • Your University computing ID,
    • The title of the site,
    • The name of the original instructor or site owner,
    • The reasons for the request.
  2. If the request is approved, forward the message containing the approval to it-policy@virginia.edu and copy UVACollab Support. Following the receipt of the approval message, UVACollab Support will grant access to the site.

Copyrighted content usage

Many instructors and site owners upload copyrighted content such as book excerpts or journal articles to share with their students or collaborators. We recommend that any individuals who upload copyrighted content into their sites consult the University Library's Copyright and Scholarly Communication Resources (opens new window), particularly the Copyright Guidelines for Instructional Sharing (opens new window), to ensure that their use of this content complies with current copyright laws.

The maxim outlined in the University Library's video Fair Use in Seven Words (opens new window) is a good general rule: "Use fairly. Not too much. Have reasons."

Roster photo access

Access to official student and instructor photos in the Roster tool is restricted due to University privacy policies related to the Family Educational Rights and Privacy Act (FERPA). When a course roster is added to a course site, official photos of the students and instructors in the Roster tool will only be visible to individuals listed as instructors of record for the roster in the Student Information System (SIS).

If individuals require access to the official photos of a course roster in which they are not listed as an instructor of record, we recommend that they contact the appropriate enrollment administrators of the school in which the course is offered (opens new window) and request to be added as an instructor of record.  

Course grade display

Grades for individual gradebook items that have been released to students are visible to students in the Gradebook tool. However, course grades are not visible to students in the Gradebook tool due to University policies that designate the Student Information System (SIS) as the only official repository and record of course grades.

If instructors use the Gradebook tool to calculate course grades, they should export the course grades from UVACollab and import and approve the grades in SIS (opens new window). The approved course grades will be visible to students in SIS following an overnight update.

Tool integrations

In addition to the tools that are currently available in UVACollab, in certain circumstances it is possible to add additional tools to the system using integrations such as the Learning Tools interoperability (LTI) standard. Before additional tools can be added to the system, the University Procurement & Supplier Diversity Services department must receive a copy of a signed contract between the tool vendor and the University that includes the University's data protection language. Following the receipt of this contract, the UVACollab team can work with the tool vendor to configure the tool for use in UVACollab.  

Individuals interested in additional tools are invited to contact UVACollab Support.