Canva Guidelines

Faculty and staff at Ohio University may request access via University Communications and Marketing (UCM) to Canva Enterprise accounts through the University’s enterprise license. Canva is a platform designed to help you create designed materials without having extensive training in graphic design or familiarity with graphic design software such as Adobe InDesign.

Licenses are transferrable within units in the case of a staff departure, change in responsibilities, etc. Unused licenses may be cancelled at any time, but please note that billing is not refundable or pro-rated upon cancellation within the year of obtaining a license.

It is important to note that Canva use should be limited to cases in which work falls outside of the scope of UCM’s design support. UCM provides professional design services at no cost to all Ohio University units, programs and initiatives on all campuses. To access those services, fill out the UCM Request form or visit our on-campus Marketing Services Center in Athens.

Before completing a Canva account request form, please review the usage guidelines outlined below. Individuals requesting an account must also agree to the Ohio University Canva User Acknowledgement Agreement below.

Canva License Request

Cost and Billing Information

Units will be charged $120/year per license, which is consistent with the current cost of an individual Canva Pro account and will be automatically renewed after one year unless a cancellation request ticket is submitted. Rates are subject to change upon renewal.

Your account will be charged within a month of receiving access to the Canva license, pro-rated to when the license was activated within the fiscal year.

Appropriate uses of Canva

Canva may for used for design needs that fall outside of the scope of UCM’s work, such as:

  • Any and all design needs for an affiliated entity that is not Ohio University branded. An example of this would be an office or program administered by or operated in partnership with Ohio University but which has a separate brand or carries a partner’s brand and not the Ohio University brand.
    • Note that any office, program, unit or initiative that is funded by Ohio University operating dollars should be Ohio University branded.
  • Graphic needs for use in faculty scholarship, research or curriculum development.
  • Materials such as fliers or posters to promote events within a college or unit to internal audiences. Example: a college is hosting a showcase of student work and wants to invite other students in the college.
    • Note that support for large-scale University events and events including external invitees should go through UCM.
  • Graphic needs for use in social media channels managed at the department or unit level.
    • Note that all active social media channels connected to Ohio University should be registered with UCM’s Social Media team.

When not to use Canva

Examples of inappropriate use-cases include:

  • Development of graphics for use on a University website. Canva does not meet accessibility standards for website graphics and could introduce legal violations to the OHIO website.
  • Development of printed or digital marketing materials for any University program, unit or initiative.
  • Design of logos or other identity marks for events, programs or initiatives operated by any University unit.

Do not use the printing order capabilities within Canva. If you have printing needs for your designed materials, please contact the Marketing Services Center.

Canva Account Responsibilities

All approved Canva users are asked to accept all responsibility for their designed materials and any use of those materials. That includes but is not limited to:

  • following copyright and trademark law including in any use of the Ohio University name or logo,
  • obtaining appropriate image or likeness rights as necessary for any use in designed marketing materials,
  • ensuring materials do not violate FERPA, HIPPA or any other federal privacy law,
  • and ensuring any advertising or marketing materials or social media graphics follow federal truth in advertising law. 

Ohio University Canva User Acknowledgement Agreement

By accessing and using Ohio University’s Canva platform, I acknowledge and agree to the following, for myself and/or on behalf of any individuals for whom I coordinate access or license usage:

  1. Compliance with Canva Guidelines:
    I have read, understand, and agree to follow all outlined Canva usage guidelines as provided by Ohio University.
  2. Responsibility for Designed Materials:
    I accept full responsibility for all materials I design, upload, share, or distribute using the Ohio University Canva account.
  3. Adherence to Legal and Institutional Standards:
    I agree to ensure that all designed materials:
    • Comply with copyright, trademark, and intellectual property laws, including proper use of the Ohio University name, logos, marks, and other brand assets.
    • Obtain appropriate rights and permissions for any images, likenesses, or other third-party content used.
    • Adhere to all applicable federal privacy laws, including FERPA (Family Educational Rights and Privacy Act) and HIPAA (Health Insurance Portability and Accountability Act).
    • Follow all federal and state truth-in-advertising laws in the creation and distribution of marketing, promotional, and social media materials.
  4. Accountability and Enforcement:
    I understand that failure to comply with any of the outlined Canva guidelines, legal standards, or account responsibilities may result in the immediate revocation of my access to Canva at the discretion of Ohio University, without prior notice.

By continuing to use the Ohio University Canva platform, I affirm my acceptance of these terms and my commitment to uphold the standards and responsibilities outlined above.