Online Course Evaluations: Help for Administrators

This page provides instructions for using the administration features of the online Course Evaluations system. Questions can be submitted at https://www.udel.edu/courseevalhelp

Contents

Set up for a term Manage questions Evaluation responses & reports
Set up courses Create a new question View student participation tallies
Set up instructors Assign and reorder questions View a participation summary
Set up questions View and reorder questions View student responses
  Retire/Activate a question  

Set up for a term

Set up courses
About four (4) weeks after the start of classes – which is when most classes have been canceled – indicate which of your courses will participate in online Course Evaluations.
  • On the Set Up tab, go to the Prepare for Evaluations section.
  • Click on Manage Courses Doing Evaluations and Check Instructors. Courses that your unit owns will be listed.

Most departments are collecting their Course Evaluations online. If most of your courses are doing online evaluations:

  • Click the Make all courses participating button at the top of the page. That will mark the Participating checkbox for all course sections you own, including any cross-listed courses you own.

If you need to include only some of your courses for online evaluations:

  • Click the Participating checkbox by each course you wish to include.

If you have a course that is cross-listed and owned by another department, you will be able to see if it is participating in online evaluations or not. If the owning department has checked the Participating checkbox, the Student Access Dates will be shown.

Cross-list participation is controlled by the cross-list owner.

If you have a Professional and Continuing Studies (PCS) course, a blue "i" icon appears in the Participating column. If PCS has checked the Participating checkbox, the Student Access Dates will be shown.

PCS course participation is controlled by PCS.

If you have courses, like Special Problem sections, that should not do online evaluations:

  • Uncheck the checkbox in the Participating column for each course that should not do evaluations.

If you have courses with last class dates that are different from the term end dates:

  • Review the Last Class Date and be sure it is within the date range of the column to its left titled Student Access Dates.
Tip: You can sort one of the last two columns so common dates appear together.

Set up instructors
The course evaluation system shows all instructors from all UDSIS tabs, which includes secondary instructors and TAs; however, only the primary instructors are checked to appear on the course evaluation. If you want TAs to appear on the course evaluation, be sure to check them.

On the Manage Courses Doing Evaluations and Check Instructors page:

  • Click the Expand all instructors button at the top right of the page to display all instructors for all of your courses.
  • Visually review them to be sure these are the instructors who should appear to students on the evaluation for that course section.

All instructors who should appear on the course evaluation must appear in this listing.
Tip: The order in which the instructors are presented to students may be changed by using the up and down arrows in the Instructors appear to students in this order column.

If instructors should appear on the course evaluation:

  • Check them in the Appears on evaluation if checked column.

If instructors should not appear on the course evaluation:

  • Uncheck them in the Appears on evaluation if checked column.

This affects only Course Evaluations and not UDSIS.

If an instructor should not appear on the course evaluation but should have access to student responses for that course:

  • Uncheck them in the Appears on evaluation if checked column.
  • Check them in the Has access to view evaluations column.

Do not use Has access to view evaluations for an instructor appearing on the evaluation. Instructors appearing on an evaluation will automatically have access to student responses.
Tip: You can use View instructors to appear on evaluations and then choose your unit to see a simplified list of instructors.

If instructors are missing:

  • Add them in UDSIS and then check Course Evaluations the next business day.

Tip: If you wish to force an immediate update in Course Evaluations:

  • Go to the View instructors to appear on evaluations section.
  • Choose your unit.
  • Click the admin link in the top paragraph.
  • Choose Get instructor updates from UDSIS.

The updates will be listed by course as Course Evaluation instructors are updated.

Set up questions
If you used Course Evaluations previously, then your questions will be set up. If your evaluation is set up as you need, then there is no effort needed on your part for question management.

  • On the Set Up tab, go to the View questions to be used section.

To quickly review what questions are assigned:

  • Use the Question listing option to review any sections listed.

To see what students will see:

  • Enter a specific course section for Student view and click the Submit button.
If you wish to change, add, or remove questions, you may do so before the first student access date. See directions below for adding or changing questions.

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 ​Manage questions

Create a new question
  • On the Set up tab, go to the Questions Libraries section.
  • Choose a question library.

If you are creating a question to be used for a course you teach, Click My Questions.

To add a question to a different library, choose a option from the College questions, Department questions, or Group questions select list.

On the question library page:

  • Click Create a Question. (Link is above the table, to the right)

On the Create New Question page:

  • Complete the items to create your question and its response format.
  • Click Next Step.

On the Assign Question to Evaluation – Step 1 of 2 page:

  • Indicate if this question should appear for your unit or on courses you teach (My Question).

On the Assign Question to Evaluation – Step 2 of 2 page:

  • Further indicate which courses should include this question.
  • Click Update this assignment to add the question to the evaluation.

In the middle section titled Current Assignment(s), check that the assignment looks correct.

If you have additional assignments for this question, specify them in the Assign this Question section and click Update this assignment to add them.

When you are satisfied that the Current Assignment(s) section is correct, click Return to Question Library.

Assign a question to an evaluation
Follow these directions to add a question that exists in a question library to your courses. Administrators can assign questions for courses in their unit. Faculty can assign questions for the courses they teach.
  • On the Set up tab, go to the Question Libraries section.
  • Choose an option from one of the question library select lists.

NOTE: My Questions are specific to instructors for questions to be added to courses they teach.

In the question library:

  • Find the question you want to assign.
  • In the Action column, choose Assign to evaluation from the select list.

On the Assign Question to Evaluation – Step 1 of 2 page:

  • Indicate how this question should appear for your unit: College, Department, or in some cases Group.

Typically admins do not use the My Question option.

On the Assign Question to Evaluation – Step 2 of 2 page:

  • Further indicate which courses should include this question.
  • Click Update this assignment to add the question to the evaluation.

In the middle section titled Current Assignment(s), check that the assignment looks correct.

If you have additional assignments for this question, specify them in the Assign this Question section and click Update this assignment to add them.

When you are satisfied that the Current Assignment(s) section is correct, click Return to Question Library.

View and reorder questions
Follow these directions if you want to check an entire list of questions or if you want to reorder questions you have assigned.
  • On the Set up tab, go to the View questions to be used section.
  • Choose an option from one of the question library select lists.

Or

  • Enter a course number in the Question Listing field and click Submit.

On the Assigned Questions page:

  • Review the full list of assigned questions.
  • Use the up and down arrows in the Order column to change the order in which the questions are presented to students.

Troubleshooting:

If questions do not appear, perhaps the assignment was not done correctly. Use the Question ID (QID) option to see where a specific question is assigned.

  • On the Set up tab, go to the View questions to be used section.
  • Enter the number of the question in the Question ID (QID) field and click Submit.

The Assignments for Question page will show you the associated question library and where the question is assigned.

Retire/Activate a question

As an administrator, you have the option to "retire" questions that you no longer wish to use or questions that have been updated.

If you edit a question, a new question and QID is automatically created. Be sure to retire the former question and assign the new question.

To retire a question:

  • Find the question in the appropriate question library.
  • In the Action column, choose Retire question from the select list.

Retired questions appear in the administrator's view but will not be available for instructors to assign to evaluations.
Tip: Retiring a question relocates the question to the end of the question library. All active questions are listed first and are sorted in numerical order. Retired questions are listed in numerical order at the end of the question library.

To activate a retired question:

  • Scroll to the bottom of the question library, and find the question.
  • In the Action column, choose Activate question from the select list.

This allows faculty to view and assign the question again.

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Evaluation responses & reports

View student participation tallies
Once students have begun to log in to complete their course evaluations, you and your faculty members may view participation tally numbers.
  • On the Reports tab, go to the Search for Student Responses or Participation section.
  • Choose a Term and click Submit form.

The Evaluation Results page will show a list of the courses that qualify for your search.

To see student participation tallies:

Participation tallies are shown in the Participation column.
Tip: You may sort the report by % Participated. Click the Ascend or Descend buttons under that column title.

To see a list of student who completed an evaluation:

  • Click on the course link in the Course ID column.
  • View students in the Responses section.

Student are listed by name and UD ID and are not associated with their evaluation responses.

Student names are not displayed if participation is less than three students.

Student responses are available about 15 days after the last UD scheduled final exam. See schedules.

View a participation summary
While an evaluation is in progress or after the evaluation period has ended, admins may use the Participation Summary to view a report of participation tallies.
  • On the Reports tab, go to the Participation Summary section.
  • Choose a Term and click Submit.

On the Participation Report page:

Participation tallies are shown in the Participation % column.
Tip: You may sort the report by % Participated. Click the arrows next to the column title.

To download the report data:

  • Choose an option from the Save as select list. (Located under the page title.)

View student responses

There are a number of reports that provide student responses. To perform a search:
  • On the Reports tab, go to the Search for Student Responses or Participation section.
  • Choose Term options.
  • Choose other criteria – or, when in doubt, just choose term.
  • Choose the Report type.

If you are not sure, try them until you find the report type that is in your desired format or contains all the data you need.
  • Click Submit form

The Evaluation Results page will show a list of the courses that qualify for your search.

Report data is downloadable for most report types. Choose an option from the Save as select list. (Located under the page title.)

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Details

Article ID: 454
Created
Fri 7/19/19 2:37 PM
Modified
Fri 12/22/23 7:55 AM