We welcome requests for learning technology to formally adopt at UBC into the Learning Technology Ecosystem (LTE). Tools and additional functionalities in Canvas that are formally adopted receive central support, although the level of support and funding varies. The process from request through adoption—formally implemented in 2024—is explained below.
Areas of Possible Adoption
Learning technologies adopted into the LTE can receive central assistance in three main areas: integration, support, and funding. These areas may or may not overlap for a given tool or functionality.
Integrated
These learning technologies are enabled to work with UBC data, which may include working with other centrally supported tools.
Supported
These learning technologies are centrally supported, meaning anyone at UBC can contact the LT Hub for technical and/or pedagogical support in using them.
Funded
These learning technologies are centrally funded so that all costs are covered by UBC.
You can also use learning technologies at UBC that do not receive central support, provided that you take appropriate steps to comply with UBC privacy requirements first.
Our Request Process
Timeline
We accept learning technology requests from UBCV or UBCO at any point throughout the year. Requests are reviewed in the research phase as they are submitted; however, determining which requests move forward to other phases only happens three times a year.
Requests take time to review. To ensure your request can be considered for the next academic year, we recommend submitting before May.
Phases
Phase 1: Research – Assessment of Learning Technology in Theory
- We recommending checking to see if the technology is already on the list of tools under consideration or Canvas functionality under consideration.
- If your technology is not under current consideration and is appropriate for supporting teaching and learning at UBC, you can submit a request to us at the LT Hub:
- We assess the theoretical use of the requested technology at UBC, which typically includes looking at these factors:
- Duplication at UBC – Does UBC already support a tool or functionality that can cover the pedagogical need?
- Market Position – Does a market scan find anything similar that might also be worth considering?
- Technical Feasibility – Are there any clear technical roadblocks to using the tool (with or without possible integrations) or functionality at UBC and scaling up that use?
- Privacy & Security – Is the tool or functionality likely to comply with UBC’s privacy/security requirements and data governance standards?
- Budget & Use – Is the projected cost of the request likely to fit within an available funding model and is that amount appropriate to the projected use?
- Pilot Potential – Has the tool or functionality been previously tested to our satisfaction, and if not, how would a pilot be funded?
- Capacity & Timeline – Given the LT Hub’s current capacity, what would be a realistic timeline for when we could start supporting the tool or functionality—for a pilot and more broadly?
- Once it is complete, the outcome of our assessment is shared with you and is posted on the learning technology decisions page. Your request and our assessment will then be considered at the next meeting of the Learning Technology Advisory Group (LTAG). This meeting typically happens three times a year.
- At the meeting, LTAG recommends if the tool or functionality seems suitable to move to Phase 2 (if a pilot is needed) or Phase 3 (if a pilot is not needed).
- If LTAG recommends the tool or functionality move to a further phase, the request is sent to LT Hub Leadership for formal approval.
- If LT Hub Leadership gives approval, we guide you in submitting a UBC Privacy Impact Assessment for the tool or functionality (if one has not been done already).
Phase 2: Pilot – Assessment of Learning Technology in Practice
- If the technology passes a UBC PIA, we work with you to prepare for using it on a trial basis. Pilot preparation typically involves the following:
- Working with you and/or the vendor to set up any technical requirements for using the tool or functionality, such as integration with Canvas or UBC CWL.
- Helping to recruit other instructors to participate in the pilot.
- Developing an evaluation plan for getting feedback about the pilot.
- You and any other pilot instructors try the technology for at least one full term in your course(s), with support from us in the LT Hub.
- If student and/or TA feedback will be included in the pilot evaluation, you and any other pilot instructors help us coordinate getting that feedback at an appropriate point in the term.
- At the end of the term(s), you and any other pilot instructors meet with us for a reflective interview about your experience.
- We write up a report to summarize the pilot. This report is shared with you and any other pilot instructors and sent to LTAG and LT Hub Leadership for discussion.
Phase 3: Decision – Possible Adoption of Learning Technology
- Assuming the technology has passed a UBC PIA, LTAG recommends whether it should be formally adopted at UBC or not. In making this decision, the group considers the technology through several lenses:
- Pedagogical Strength – Are we confident the tool or functionality can support the desired pedagogical use cases? Could it likely be used across a variety of academic contexts?
- Technical Robustness – Are we confident the tool or functionality can perform smoothly and reliably, with minimal technical issues? Could it likely be relied on regardless of how, when, or on what platform it is used?
- Usability – Are we confident people can learn and use the tool or functionality with relative ease? Could it be used in many courses without a big jump in training and support?
- Inclusivity & Accessibility – Has anyone reported that the tool or functionality made them feel uncomfortable or prevented their access to course content or activities? Are we confident using it in more courses is unlikely to leave anyone out (or, if so, suitable alternatives can be provided)?
- Costs & Benefits – What are the ultimate costs and benefits of using the tool or functionality? How would those costs and benefits likely scale across the university?
- LTAG’s recommendation is shared with LT Hub Leadership. Leadership decide whether or not to formally adopt the technology for the university as a whole and, if so, in what way(s).
- The decision is shared with you and is posted on the learning technology decisions page.
- If the technology will be adopted, a date is also announced for when anyone can use it at UBC. On that date, the technology joins the LTE. This status holds until a natural review point occurs, such as the expiration of a license or a broader assessment of technologies in a specific pedagogical space.