What is the process and costs to join OTAN Canvas Project?

Costs

OTAN pays for all initial and recurring costs for all agency Canvas licenses.

OTAN Canvas Memorandums of Agreement (MOUs) are zero-cost to the agency. The OTAN Canvas MOU outlines the fee structure as if the agency were paying for all license costs, but these costs are waived based upon the approval of a fully-funded OTAN contract by the California Department of Education.

While OTAN anticipates this arrangement to be ongoing, renegotiation with CDE takes place every two years.

Renewal

OTAN will be paying for all licenses. In past years, each agency was invoiced for additional licenses over fifty. This is no longer the case.

In the renewal process, your agency will be asked to:

Provide and or review and update your Canvas contacts
Estimate the number of licenses your agency will need for the upcoming program year (July 1-June 30)
Complete and/or renew your OTAN Canvas memorandum of agreement (MOU) as applicable.

OTAN reserves the right to reallocate unused licenses. It is our intention to be good stewards of our public funds and be sure we are actively using and benefiting from the Canvas LMS.

All new licenses will be available as of July 1 provided an agency’s MOU is in good standing with OTAN. If the agency is joining throughout the year, the agency will work with OTAN to determine the license availability.

The MOU is in effect from the date of execution and will remain in effect and automatically renew annually, not to exceed a total duration of five years from the date of execution. With 30-days written notice, either party may terminate or decline to renew the terms of this agreement.

Next Steps

Renewal information and annual update forms (to verify contacts and license needs) are sent out to active OTAN Canvas agencies in March. Agencies who are interested in joining the OTAN Canvas project can complete an interest form at OTAN's website.