Policy for Verifying Student Identity

Federal regulation requires the University to verify that a student who registers in a distance education or correspondence course is the same student who academically participates in, completes, and receives credit for the course.

References:

1. Federal Requirement 34 CFR §602.17
2. HLC Policy Number FDCR.A.10.050

The identity of all registered students for a credit-bearing course will be verified using one or more of the following methods:

• A secure login and pass code;
• Proctored examinations; and/or
• New or emerging technologies and practices that are effective in verifying student identification

York University Online Methods Of Verification

This policy describes the practices adopted by York University Online to comply with these requirements, ensuring the student registered for the course is the same individual accessing the course and performing the work.

1. All students will be issued a unique student portal/email account with a secure login ID and password.  Official communication between the university and the student will be through this email account.
2. The student portal uses these login credentials to authenticate students based on secure and protected data including name, date of birth, and social security number, which are obtained during the application/admissions process.  To complete the application, prospective students must attest the information provided is “complete and true.”
3. All online courses are presented through Canvas, our learning management system, which students can only access with their student portal credentials.  Students are registered through the official student information system, which imports registration information directly into Canvas.  Only duly registered students and the instructor of record appear on the roster.
4. Online courses have a “Student Expectations” section to read and a “Course Requirements Checklist Quiz” for students to acknowledge reading Student Expectations, intent to comply, and understanding consequences of violating academic honesty standards.  In particular, it states “All assignments for this course are to be completed by the student enrolled in this course.”
5. Online courses have a “Class Introductions” assignment due in the first unit of instruction.  The assignment requires video and audio of the enrolled student such that voices must be heard and faces must be seen.  This is a multi-purpose assignment and not for the sole purpose of student identity verification.
6. Physical attendance will be taken for hybrid courses (part in-person and part on-line).
7. Instructors will employ a variety of instructional techniques that will also be tools to verify student identity.  These include, but are not limited to, Discussion Boards, audio/video presentations, one-on-one conferences, group sessions, and writing samples.

Responsibilities

York University will protect Personally-Identifiable Information (PII) and securely use PII as the basis for identity verification only in compliance with federal and state laws.  For instance, a student requesting that his or her logon password be reset may be asked to provide such information for comparison with data in the official record system.

All Canvas users shall maintain the security of usernames, passwords, and other authenticating data. Student credentials must not be shared or given to anyone other than the user to whom they were assigned.

Faculty will use various interactions (phone, video, and email conferencing; discussion boards; journals; presentations; photos; group work; plagiarism checkers; etc.) with students to build familiarity as both a means of effective instruction and identifying consistency with a student’s coursework.  Changes in student behavior such as sudden shifts in academic performance or changes in writing style or language used in discussion groups or email may indicate academic integrity problems.  Faculty may consult at any time with the eLearning Specialist for verification of student integrity.