Courseware
A digital application or software used by students or educators for a classNeed to Know
What should I consider before selecting Courseware?
There are multiple factors to consider when deciding what Courseware is best for your curriculum and students including: quality and accessibility, to what level it has been authorized by Penn State, and if the supplier charges any fees. It is also important to consider Courseware terms of use including restrictions or privacy issues. Due to those considerations, a second Courseware option is important to have in case your initial Courseware selection cannot be authorized in time or is determined to be unauthorized.
If Courseware proctors or records students either through visual or audio recording, additional review is required including the use of the University’s Hosted Sensitive Data Addendum and a syllabus notice obtained from Risk Management prior to use.
Is Courseware Authorized for use?
This can be determined by reviewing the Reviewed Courseware List.
How is accessibility addressed?
Authorized Courseware on this list means that either: 1) the Supplier has contractually agreed to the University’s accessibility standards set forth in Policy AD69 or 2) the University’s IT Accessibility Team is engaged and is able to work with instructors to develop an equally effective alternate access plan.
Personally Identifiable Information Protections
Courseware on the Reviewed Courseware List is intended to only be used with non-personally identifiable information (non-PII) student records, which are classified as Moderate (Level 2) in accordance with Policy AD95. As defined in Policy AD53, students should not need to share sensitive PII such as Social Security Numbers or financial account numbers when using Courseware.
Have a Back-up Plan
Instructors should consider having a second Courseware option available in case their first preference cannot be secured before the semester begins. Courseware is often not able to be used by the original deadline if it is under review for authorization, is not authorized by the University, does not meet accessibility standards, or the supplier stops supporting it.
Terms of Use
The terms of use, also referred to as a license or end user license agreement, for Courseware may include some terms that are problematic. Penn State has not reviewed all of the electronic terms associated with each Courseware, but focused on regulatory compliance issues including Family Educational Rights and Privacy Act (FERPA), export control, and accessibility when reviewing Courseware.
Since individual terms of use and/or licenses are not being reviewed, you should be considering this as part of your selection. Problematic and noteworthy terms can include, but are not limited to, the following: intellectual property issues, language that automatically grants the supplier rights to content uploaded within the Courseware, termination of services, and restrictions on use.
Is Additional Review Ever Needed?
Additional review for Courseware can be required for multiple reasons including if Courseware is used to proctor tests or if Courseware is used in specific areas of study. If Courseware is specifically designed for any of the following majors or areas of study, it will need further review by the Export Compliance Office. The areas of study include: nuclear engineering, high-speed computing, encryption/cryptology, aerospace engineering, space research, and defense related technologies or services.
If Courseware proctors or records students either through visual or audio recording, additional review is required including the use of the University’s Hosted Sensitive Data Addendum and a syllabus notice obtained from Risk Management prior to use.
Fees or Payment
Is there a fee associated with Courseware on the Reviewed Courseware List?
Fees are not part of the review process for being placed on the Reviewed Courseware List or to be authorized for University use. Courseware listed on the Reviewed Courseware List is not automatically paid for by Penn State. You will need to determine if there is a fee involved to use Courseware (either for the University or students). This information should be obtained from the Courseware supplier.
The Courseware supplier provided me with a quote. What do I do next?
Instructors are responsible for following standard University Purchasing Policies, including Policy BS09, for any payments by the University for Courseware. Any quotes or terms a supplier may want signed as part of Courseware use will need to be reviewed by Purchasing and Risk Management by submitting them to purchasesoftware@psu.edu.
How often do I need to check the Reviewed Courseware List?
You are responsible to reference the list prior to use each semester, since the list is continually being updated.
How do I request Courseware not on the Reviewed Courseware List?
Please follow these steps on how to Request Courseware.
Definitions: What do the terms in the Reviewed Courseware List mean?
Action Needed for Authorization
Additional action steps will need to be taken to determine if the Courseware can be authorized for your intended purposes. To find out these action steps, contact courseware@psu.edu and request this information for the specific Courseware you want to use.
Authorized for University-wide Use
Courseware that has met the minimum regulatory compliances for Family Educational Rights and Privacy Act (FERPA), accessibility and export control and the supplier has signed an agreement with the University.
Canvas Integration vs. Link in Canvas
Canvas Integration involves configuration changes to the Canvas Learning Management System and/or the exchange of data as a prerequisite for the Courseware tool to deliver the expected functionality. This is different than simply placing a Courseware link within Canvas which redirects to another location outside of Canvas.
Not Authorized for Use
Courseware that has been reviewed and is not authorized for use.
Under Review
Courseware with a review already in process. If you want to learn more about the review process, contact courseware@psu.edu.
