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Changes often force us to adapt in ways we’ve never experienced, which can be a major driver of personal (and even professional) growth and development.

Video & Course Storage Options

All Canvas courses are set to the maximum of 2GB, just like PolyLearn-Moodle courses were. 

Course Storage  |  User Storage - Discussion

Video & Audio

Chancellor's Office Directive

On August 26, 2024, the Chancellor's Office sent a memorandum to campuses that outlined their responsibilities to meet the enhanced standards of the Title II ADA Final Rule:

  • Reaffirms CSU's commitment to digital accessibility.
  • Directs campuses to prioritize captioning, transcription, and accessibility compliance for all digital materials.
  • Ensures system-wide accountability for meeting the compliance deadline of April 24, 2026.

CSU Policies and Requirements for Captioning/Transcripts

Uploaded Video

PLEASE NOTE: All video files (MP4, MOV, and AVI) uploaded to Canvas will not display captions (unless the users uploads a transcript - which is not required to continue), therefore, video uploads are disabled.

Uploaded video files need to be removed from your course shells and stored on one of the cloud hosting sites: OneDrive, YouTube or Microsoft Stream. These are the best options for providing accessible-captioned video for students. 

Other Cal Poly supported cloud hosting services, such as: Zoom or ScreenPal (SOM) also have captioning but are not as good as OneDrive, YouTube, or Stream. ScreenPal (SOM) auto-captions have many errors and must be fixed. Zoom captions are too long and difficult to read. Also, Zoom only holds video for 180 days and ScreenPal will not hold video forever.  

All Audio files (MP3) uploaded into Canvas will not display transcripts, and therefore are not accessible. If you do not have a transcript for the audio already, you can use Otter (https://otter.ai ) to create the transcripts. Learn how to use Otter (video). 

 OneDrive  |  Classic Stream   |   SharePoint Stream  |  YouTube  |  Zoom Cloud  |   ScreenPal Cloud  |  Office 365  |   Google

Course Storage VS User Storage

Faculty using Canvas automatically have 2GB of Course Storage in each course. In addition, 5TB (5,000 GB) of additional space for course materials is available to faculty within OneDrive/SharePoint. Files can easily be linked within Canvas for students to access.

Once the course has used its 2GB, no additional files can be uploaded. Faculty can use outside tools like OneDrive and Google. Your course will import into the next quarter, starting with a fresh 2GB. The previous files will remain and not count towards the new storage space. 

Course storage does not prevent students from completing their activities. Students will always be able to upload files, take quizzes, type in text boxes, etc., in a course, even if it is full.

All UN-Graded Activities (Discussions, Quizzes, Assignments) will count against User Storage (54MB). Users can view their User Storage via Account > Files. 

If you have large files or videos, it is best to use outside storage spaces like OneDrive/Google Drive/Office 365 Stream/YouTube to host the files and link them to your courses for your students to access. 

Once the course is full, faculty will not be able to add more content.

Faculty can check their course space in two locations:

  • Course menu, Files. Scroll to the bottom to see % used
  • Course Menu, Settings > in Side Bar – Course Statistics > File Storage tab.

If you Imported a PolyLearn backup (MBZ) course into Canvas, you will have many extra files that you do not need. 

 

Do not upload audio or video content to Canvas courses - it is NOT Accessible which is required by the law (section 508). Instead, provide links or embed from OneDrive, Zoom, Screencast-O-Matic, MS Stream, or YouTube.

Storage Options

OneDrive for Video

With the new OneDrive LTI added to Cal Poly Canvas this Summer quarter 2023, you may find it easier to use for embedding and linking videos in your Pages and Modules.

Students will need to log into OneDrive to access any OneDrive files you provide. 

If you do not see OneDrive in your Course Menu, you can enable it via

  1. Click on the Settings link in the left course menu.
  2. Click on the Navigation tab at the top.
  3. Drag the OneDrive item up.
  4. Click on the Save button. 

Pages

You can use the OneDrvie access via Canvas or access OneDrive from the Cal Poly Portal (Log into the My Cal Poly Portal > My Apps > Cal Poly OneDrive).
NOTE: If you need help with the Portal, login or OneDrive, please contact the Service Desk at servicedesk@calpoly.edu or 805-756-7000. 

After you have uploaded your video to a location in OneDrive you will want to enable captions so that the video is ADA compliant.

  1. After you have uploaded your video to a location in OneDrive you will want to enable captions so that the video is ADA compliant.
  2. On the Page, in the RCE, click on the OneDrive button.
    OneDrive button in the RCE
  3. A pop-up window will appear (make sure your browser allows pop-ups). Find the video file in the OneDrive pop-up window and click on it. 
  4. With the file selected, choose Embed or Link. 
    embed or link OneDrive video

Modules

After you have uploaded your video to a location in OneDrive you will want to enable captions so that the video is ADA compliant.

  1. In the Module, click on the + button and choose Add > External Tool. 
  2. Click on the OneDrive option.
    OneDrive
  3. A pop-up window will appear (make sure your browser allows pop-ups). Find the video file in the OneDrive pop-up window and click on it. 
  4. Click on the Select button. 
    Select OneDrive file
  5. Click on the Add Item button. 

Linking to Office 365

NOTE: OneDrive is the newest Office LTI and may work better for your needs. 
In addition, 5TB (5,000 GB) of additional space for (non-video) course materials is available to faculty within Office 365. Files can easily be linked within Canvas for students to access. 

When you "Attach file" within Canvas to your Office 365 file...the file will be viewable in the Canvas course to your students even if the file is "Private" in your account. You do NOT have to "share" the files within Office 365. 

Create a Page and add the links within the text...

  1. Click on the Add External Media button.
    External Media option
  2. Click on the Office 365 option.
    Select App
  3. Log in.
    NOTE: When you login to your Cal Poly account (my.calpoly.edu), you are accessing your resources to share a folder or file.
    Office Login
  4. Choose the file you want to link.
    NOTE: this is the only file your students will see on your course. They will not have access to the other files. 
    OfficeWindow
  5. Click on the Attach File button.
     

Video & Audio Options

Embed/Link Video from Office 365 - Stream

In addition, 5TB (5,000 GB) of additional space for audio/video is available to faculty within Stream. Files can easily be linked within Canvas for students to access. 

As of 10/2022, there are two options to Microsoft Stream: Stream Classic or Stream on SharePoint. 
NOTE: MS Stream Classic works best for embedding video into Canvas.

The following information is about Microsoft Stream (Classic) which is being retired and replaced by Stream (on SharePoint). We strongly recommended to start using the newer video solution today by uploading your videos to SharePoint, Teams, or OneDrive. Videos stored in Microsoft 365 the way you'd store any other file is the basis for Microsoft Stream (on SharePoint).

NOTE: Only Stream video links will work on the Student Canvas APP and requires students to log into their OneDrive App on their phone to view the video. 

Stream Classic

Stream Classic provides automatic captions, learn more about enabling auto-generated captions for your video. 
Learn more about Stream Classic and its tools at https://web.microsoftstream.com & https://support.microsoft.com/en-us/microsoft-stream

NOTE: Only Stream video links will work on the Student iOS Canvas app and requires students to log into their OneDrive App on their phone to view the video.
Works on Android App.


How to "Embed" a Stream video into Stream Classic:

  1. Log into Office Email/Calendar, then choose the Applications menu on the top left, then click on the Stream link.
    Stream
  2. Choose the Classic: click here link on the top right.
    click here 
  3. Click on the My Content tab > Videos on the top. 
  4. Drag and drop the .MP4 file to upload the video into Classic.
  5. Permission options will appear after uploaded, choose "Allow everyone in your company to view this video".
    NOTE: if you did not set this when you uploaded the video, you can still edit by clicking on the Pencil icon on the right of the video name. 
  6. Then Click on the Publish button.
    classic permissions
  7. Click on the video to open it. 
    NOTE: Make sure the video is captioned to meet ADA requirements. 
  8. From the My Content page, click on the 3 dots (right of video) and then Share. 
  9. Click on the Embed tab, then click on the Copy button. 
  10. From Canvas, click on the Source button in the RCE window. 
    source button
  11. Paste the embed code into the Source window and Save. 
     

 

  1. Log into Office Email/Calendar, then choose the Applications menu on the top left, then click on the Stream link.
    Stream
  2. Choose the Classic: click here link on the top right.
    click here 
  3. Click on the My Content tab > Videos on the top. 
  4. On the right of the video, click on the 3 dots, choose Share and then click on the Copy button. 
    embed
  5. Within Canvas, select the text you want to create a link for, then click on the Link to URL button. 
    link

SharePoint Stream

Stream on SharePoint provides automatic captions, learn more about View, edit, and manage video transcripts and captions. 
Learn more about Stream on SharePoint and it tools at https://learn.microsoft.com/en-us/stream/streamnew/new-stream

Login with your Cal Poly Username and Password. Here you can search for other videos, create your own, share with peers and students, and create your own channel.

NOTE: MS Stream Classic works best for embedding video into Canvas. 

With Stream (on SharePoint), users can:

  • Upload video or audio files to SharePoint, Teams, or OneDrive, just like any other file.
  • Find and get back to recent videos, ones shared with you from the Stream start page in Office.
  • Generate a transcript and closed captions for the language spoken in a video in SharePoint, Teams, or OneDrive.
  • Manually add chapters, letting a viewer jump right to the part of the audio/video file they want.
  • Collaborate with comments, just like with any other Microsoft 365 document.
  • Add custom thumbnails, titles, and descriptions.
  • Share videos with others, including external partners or guests, just like you share any other file.
  • Feature videos in pages, sites, portals, and Microsoft Teams.
  • Get analytics to know how your viewers are watching.

Resources:

To embed videos into Canvas pages, you must create a SharePoint Site first.

Permissions can be very tricky with SharePoint Stream and SharePoint Sites. It is easiest to provide a link to the video with the share options available in the Share > Copy Link window. 

NOTE: Only Stream video links will work on the Student iOS Canvas app and requires students to log into their OneDrive App on their phone to view the video.
Works on Android App.

  1. Log into Office Email/Calendar, then choose the Applications menu on the top left, then click on the All apps link.
    Office applications
  2. Scroll down and choose Stream.
    Stream
  3. Choose the option to Upload a video from your computer files or New Recording.upload a SharePoint Stream
  4. Find the video you want to link into your course and open it. Click on the Share button.
  5. Click on the Copy Link button to copy the URL.
    share copy sharepoint
    NOTE: Make sure to share with "Anyone with the link" OR "People in Cal Poly with the link" so the students can view the video.
    A) Click on the Share button
    B) Click on the Copy Link button 
    C) Click on the "People with existing access can use the link" text
    copy link
    D) Choose     "Anyone with the link" OR "People in Cal Poly with the link" and Apply. 
    stream share
  6. Within Canvas, select the text you want to create a link for, then click on the Link to URL button. 
    link

 

Embed YouTube Video

You may also place links in Canvas to other trusted online audio/video storage locations, like YouTube.

 

 

RCE Embed

Embed Code

Why 
  • Easiest way to embed a YouTube video into a course element
  • You want to embed an unlisted YouTube video
  • You want to embed a video that’s NOT on YouTube (same instructions apply)

Requirements
  • A public YouTube video
  • A video that allows for embedding and provides the embed code

Caution
  • Can’t be used for unlisted or private YouTube videos
  • Can’t be used for non-YouTube embeddable videos
  • Need to be aware of copyrighted content in the video
  • Unless you modify the embed code yourself, recommended videos - possibly inappropriate videos - may show up as options for students to click on once the video ends
  • Need to be aware of copyrighted content in the video


Modified from blink.ucsd.edu
 

 

To ADD a "Public" YouTube video to your course Page:

 

Create a Page and add the video within the text.
 

  1. Place your cursor where you want the video to appear, then click on the Plug button.
    external plug
  2. Choose YouTube from the list.
    YouTube option
  3. Find the video and click on the Embed button (2).
    embed

     

To Embed an "Unlisted" YouTube video to your page: 

Create a Page and add the video within the text.

  1. From YouTube, click on the SHARE button. 
  2. Click on the Embed button.
    YouTube embed 
  3. Copy the Embed Video HTML.
  4. From your Canvas course, page...in the RCE, click on the HTML button (bottom right).
  5. RCE HTML button
  6. Paste the Embed code, exit HTML by clicking on HTML button again. 
    paste YouTube Embed code
  7. Save the page. 

 

 

 

Discussion Attachments - User Storage

Each student only has 54MB of user storage. This is space you can store your files in Canvas under Account > Files. But, Cal Poly already has OneDrive, and each student has 1TB of space. If you asked your students to attach a file in a Discussion...that uses the user storage in Canvas. Students can instead link the file from OneDrive, Google, Box, or other cloud option.

NOTE: This is only a Discussion Attachment issue. When a student submits to an Assignment - User Storage is not used. 

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