The requester is expected to possess a thorough understanding of the requested tool's functions and its associated Canvas LTI functionality. Responsibilities include:

• Initiating IT Governance: The requestor is responsible for initiating the IT Governance review to begin the process.

• Providing Context: You must provide the scope of usage for the tool as well as available support resources.

• Process Monitoring: Monitor your email for communication from Learning Systems and IT Governance. While the technical process begins after IT Governance approval, you are responsible for responding to any follow-up requests to ensure the integration moves through the vetting stage without delay.

• Testing: Requesters are responsible for creating a testing course and participating in functional testing within the Canvas Development Environment.

Vendors must provide technical and legal documentation to ensure the tool meets university standards. Required items include:

• Technical Documentation: A Canvas Integration Guide for LTI 1.3 and a direct URL to technical setup guides.

• Active Engagement: Vendors must remain responsive to technical inquiries and documentation requests. Because the integration process relies on specific metadata, unresponsiveness from a vendor may cause the project to stall and be moved to a later integration window.

• Compatibility & Security: 1Ed Certification status, HECVAT, and VPAT documentation.

• Administrative Details: Contract or agreement details, costs, funding methods, and data types stored.

• Direct Contact: A technical support contact must be available to assist with the integration during the setup window.

• End-User Support Path: Vendors must provide a clear path for end-user support (e.g., a knowledge base, help desk, or contact method) specifically for VCU faculty and students. Learning Systems does not provide functional support for third-party tools .

If a recommendation is made to halt an installation at any stage, supplemental information will be provided to the IT Governance committee and shared with the requester. If a tool successfully completes all vetting stages, the requester will be notified of the official installation date in the production environment.

The lifecycle of a Canvas LTI request begins with university-wide governance and moves through a specific Learning Systems workflow once authorized:

1. IT Governance Approval (Start): The process officially begins with the IT Governance review. Once this "red tape" is cleared and the proposal is approved, the data is automatically moved into the Learning Systems intake queue.

2. Initial Notification: Upon successful intake, sponsors receive an automated email confirming that the Learning Systems technical review has officially started.

3. Vetting & Configuration: The request then enters two parallel tracks:

   • Procurement Review: If a Contract Addendum is required, the procurement team coordinates legal and financial sign-off.

   • Technical Data Collection: Learning Systems sends an Integration Form to the vendor to collect technical metadata and configuration requirements.

4. Final Verification: The Learning Systems team verifies that both the vendor’s technical configuration and any required procurement contracts are fully approved and received.

The Canvas 3rd Party Tool Request Form, including both the requester and vendor sections, must be completed 6 weeks prior to the upcoming change window.

Once requested, tools undergo a thorough security, privacy, and Canvas compatibility review, which, depending on vendor responses, can take a significant amount of time. While the Learning Systems team works with the vendors to implement requests as soon as we can, please be aware that we cannot guarantee a timeline, and course planning should take this into consideration.

Below are the workflow checkpoints each request must follow in order to be Approved:

To maintain system stability and ensure high-quality support, Canvas tool installations are strictly limited to scheduled integration windows.

• Window Availability & Capacity: Integration spots are limited for each window. The number of tools installed depends on the maintenance window size, technical scope, and the complexity of the specific tools or projects involved.

• Strategic Timing: We identify windows that correspond to the conclusion of the Fall and Spring terms. This ensures that major system changes occur during less impactful times for faculty and students.

• The 6-Week Rule: The initial IT Governance review and all subsequent vendor responses must be finalized at least 6 weeks prior to a desired change window.

• Managing Expectations: Sponsors do not receive a final approval notification immediately after the initial IT Governance approval.

• Final Notification (End): Once all technical and contract requirements are finalized, the request is moved to the "Completed" archive. At this point, the sponsor will receive a final notification containing the specific Integration Window DATE for the tool's deployment.

You can view the status of known LTI requests in the embedded sheet below. 

Submit a Tool Request

IT Governance is the process used to review and approve technology investments at VCU. Whether you are pursuing a new tool, renewing a contract, or finding a solution for a specific research or teaching need, ITGov ensures the investment aligns with VCU’s strategic goals and meets our security and risk management standards.

Ready to submit? Click the button below to begin the submission process and learn more about review requirements.

I have read and agree to the conditions above. Take me to IT Governance!