Whether you’re a new or returning instructor, preparing for the start of an online course involves several key steps to ensure a smooth experience for both instructors and students. This guide provides a structured checklist covering everything from verifying course materials and setting up Zoom conferences to publishing your course and engaging students in the first week. Use the timeline-based sections below to stay on track, and refer to the linked resources for additional support. If you need assistance at any stage, the LDT team is available to help. If you are co-teaching a course, please see this resource from CTLM on creating and sustaining effective teaching teams before reviewing this checklist.
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Enter Textbook Information
Before the semester begins, instructors must ensure that students have access to the correct course materials. Textbook information must be entered into Faculty Center so students can purchase or access required readings.
- Enter textbook information into Faculty Center; see Textbook Information and click the link for Faculty Instructions for Entering Textbooks.
- ⚠️ If you are using Engage eTexts, you do not need to enter textbook information manually. Once you place an order through Engage, the system automatically recognizes it, and students are billed as part of their tuition. Orders for Engage eTexts have to be placed the semester prior. See more information here about using Engage eTexts for your courses.
Approx. 2-weeks before course start
Before the course begins, it’s essential to review and confirm that all course components are correctly set up in Canvas. A well-organized course site reduces confusion for students and ensures a smooth start to the semester.
- Verify the setup and accuracy of all course site components, including:
- Module titles, sequence of content, and release conditions (if implemented)
- Course files, readings, and videos
- Assignment instructions, due dates, point values, and submission details
- Discussion forums or Piazza
- Feedbackfruits group member evaluation and/or peer review
- Quizzes
- Grades, grading scheme, and grade weights
- Signup sheets
- Any Course-Specific Educational Technology
- Make note of anything that is missing or incorrect, and contact InterPro Online Support, if needed. To email LDT, ldt@interpro.wisc.edu
- Set up Zoom conference as soon as that information has been made available.
- With the adoption of Zoom as UW-Madison’s official web conferencing tool for online courses, instructors in credit courses are now responsible for setting up their Zoom conference for the semester. LDT will add the Zoom tool to the navigation and course homepage to ensure it is ready for instructor use.
- For additional instructions on setting up a Zoom conference, see Creating Zoom Sessions using the Canvas Integration. For guidance on course settings, see InterPro – Online Learning – Teaching Resources for Instructors – Suggested Settings for Canvas integration Zoom Conferences and Importing Zoom Meetings through the Canvas-Zoom Integration
Approx. 1-2 weeks before course start
Instructors often want to communicate with students before the semester begins and the course site is published. This can be useful for providing students with pre-course information and announcements.
- The class groups page provides an email listserv to communicate with all the students who have registered for the course. We have linked to the page for more information.
Approx. 1 business day before course start
Before students can access course materials, participate in discussions, or receive announcements, you must publish your course site in Canvas. This ensures that students can begin engaging with the course from day one.
- Publish your course site; for Canvas, see more information on you can publish a course.
- Post a Welcome Message to students; for Canvas, see How do I add an announcement in a course? Also see InterPro – Instructor Welcome Message: Creating a Positive Presence in Your Online Course. It includes a welcome message template you can customize and use for your own course. Include anything that is relevant and useful for students to get a strong start in your course.
- A personalized welcome message helps set expectations, introduce course goals, and create a sense of community. Make sure to publish your course site first before posting an announcement, or students won’t receive a notification.
During the first week of class
The first week of class is crucial for building connections with students and ensuring everyone has access to the course. Taking a few proactive steps will help set a welcoming tone and prevent technical issues from slowing students down.
- After adding your own introduction post to the announcements or discussion forum, review introductions posted by your students. Consider responding to each or respond to the entire class in a single note as another way of welcoming them to the class.
- Watch the People (class list) to make sure all students have logged into the course site; contact any students who have not.
- So you don’t have to spend your time providing tech support, remind students of how to access our technical support. The Help & Support link on the course home page provides direct access to our online support team.
- Setup groups in Canvas course as enrollment settles.
- Contact our online support team if you have any questions about the course site or facilitating your online course. ldt@interpro.wisc.edu
Frequently Asked Questions
Q: Who should I talk to about course preparations?
A: You will hear from a member of the LDT team assigned to work with you for course preparations. Depending on whether your course is a new build or an existing course, they will guide and support you on the next steps for getting your course and learning materials ready. If you are a new graduate instructor, see this page for more information. For returning graduate instructors, visit this page.
Q: Do I need to enter Engage eTexts manually to the faculty center?
A: No, Engage eTexts orders are automatically recognized, and students are billed through tuition. You must enter your textbook information if you are not using Engage eTexts.
Q: How early can I publish my course?
A: We encourage instructors to publish their courses at least one business day before the start of the semester. However, if courses are ready well before then, you can publish your courses 2-3 weeks before the start of the semester. Keep in mind you cannot require students to complete any coursework until the start of the semester.
Q: How do I check if my grading scheme is set up correctly?
A: You can check your course’s grading scheme by going to settings in your Canvas course and scrolling down until you see grading scheme options. Be sure the grading scheme aligns with what’s detailed in your syllabus. The LDT team will also check this during their quality review process.
Q: Is there anything I need to do before I set up my Zoom meeting link for the semester?
A: Before you schedule your meetings, it is best to check to see if you need to activate any missing services to ensure you do not experience any disruptions with your Zoom account. See our getting started pages for new or returning graduate instructors for more information. Then, go to your Canvas course and select the Zoom tab in the navigation menu. Be sure to be logged in with your UW credentials (you can log in to your account here to ensure your account is a paid user) and schedule your weekly recurring meetings in Canvas on the day and time you confirm with your program director.
Q: How can I test my course from a student’s perspective?
A: Use the “Student View” feature in Canvas to check course layout and navigation.
Q: Can I email students before the course is published?
A: Yes, use the class groups email listserv to send pre-course announcements. Keep in mind that students are not expected to respond or complete coursework before the start of the semester.
Q: How can I check if students have logged into the course?
A: During the first week of class, check the People (Class List) section in Canvas. If any students haven’t logged in, reach out to them via email to ensure they have access and are aware that the course is available to access.
Q: What should I do if a student has not logged in at all?
A: Reach out via email and check if they need technical support or missed communications.
Q: What’s the best way to ensure students understand course expectations?
A: Go over key policies in a recorded welcome video or during your first live Zoom session and require students to review the syllabus.
Q: What should I do if a student says they can’t access the course once it is published?
A: Contact a member of the LDT team and CC the program’s advisor as soon as you can.
Q: Where can students get additional support?
A: Please direct students to your course syllabus, where they will find more information on technical support. You can also contact the LDT team directly for assistance. ldt@interpro.wisc.edu