CES – Course Evaluation System

Table of Contents

1 COURSE EVALUTATION SYSTEM HOMEPAGE ............................................................................................... 3 2 LOGIN ............................................................................................................................................................................. 3 3 CES INSTRUCTOR HOME PAGE ............................................................................................................................ 3

3.1 INSTRUCTOR HOME PAGE DURING INSTRUCTOR SET-UP PERIOD ........................................... 4 3.2 INSTRUCTOR HOME PAGE DURING STUDENT EVALUATION PERIOD ...................................... 5 3.3 HOME PAGE FAST TRACKS .......................................................................................................................... 5

3.3.1 Copy Questions ............................................................................................................................................. 6 3.3.2 Publish Surveys ............................................................................................................................................ 6 3.3.3 Share Surveys with other UH Users ..................................................................................................... 7 3.3.4 View Results .................................................................................................................................................. 7

4 INSTRUCTOR MENUS ............................................................................................................................................... 7 5 ENTERING QUESTIONS TO BE USED ON SURVEYS ..................................................................................... 8 6 SETTING UP YOUR SURVEYS ............................................................................................................................. 10 7 SURVEY RESULTS ................................................................................................................................................... 12

7.1 AGGREGATE SURVEY RESULTS .............................................................................................................. 12 7.2 INDIVIDUAL SURVEY RESULTS ............................................................................................................... 13 7.3 MENU OPTIONS ON THE RESULTS PAGES ......................................................................................... 13

7.3.1 VIEW TAB .................................................................................................................................................... 13 7.3.2 DOWNLOAD RESULTS TAB .................................................................................................................. 14 7.3.3 SHARE RESULTS TAB ............................................................................................................................. 14

7.4 MISSING RESULTS ........................................................................................................................................ 14 7.4.1 SURVEY RESULTS PENDING RELEASE ............................................................................................ 14 7.4.2 Survey Results on Hold Until Grades Have Been Entered ........................................................ 15 7.4.3 eCAFE Survey Results Missing ............................................................................................................ 15

8 WHO CAN SEE MY SURVEY RESULTS? ........................................................................................................... 15 9 INSTRUCTOR TAKING CLASSES ....................................................................................................................... 16 10 SHORT TERM COURSES ....................................................................................................................................... 16 11 SUMMARY OF CES DIFFERENCES FROM eCAFE ........................................................................................ 17 12 CES HELP ................................................................................................................................................................... 17

1 COURSE EVALUTATION SYSTEM HOMEPAGE To access CES go to: https://www.hawaii.edu/ces

2 LOGIN Click on ‘LOGIN’ on the CES homepage to login to CES.

Enter your UH username and password.

The page you will see after login depends on your role in the system. If you are a UH faculty you will see that pages described in this document.

3 CES INSTRUCTOR HOME PAGE The layout of the CES Instructor homepage will change depending on when during the semester the instructor logs on.

CES is set up with different ‘time periods’: • Staff/administrator set up period: the early part of the semester is when the department

users will set up the questions to be used by the departments • Instructor set up period: the middle of the semester is when the instructors are allowed to

add additional questions to the surveys • Student period: the end of the semester is when the students fill out the surveys

The actual dates for each period can be found on the CES home page.

The instructor set up period falls after the staff set up period so that the instructor can see the questions selected by the organizations before selecting additional questions. The instructor cannot edit the surveys past the instructor set up period because the surveys should not change after the student start evaluating the course.

3.1 INSTRUCTOR HOME PAGE DURING INSTRUCTOR SET-UP PERIOD Below is a sample of what the home page would look like during the instructor’s set up period. During this period the instructor can add questions to his/her surveys.

CES creates course surveys based on course information entered into Banner. If you do not see survey for a course that you are teaching please make sure that you are listed as the instructor for the course in Banner. If you are not sure, your department secretary can help you find out. If you are listed for the course in Banner, notify CES technical staff via email ces-help@lists.hawaii.edu. Please include the CRN of the missing course.

3.2 INSTRUCTOR HOME PAGE DURING STUDENT EVALUATION PERIOD During the student evaluation period the instructor’s homepage will show all the surveys that the students currently have access too. The page will at this time show the current numbers of completed and opted out surveys. You can log in to this page during the evaluation period and see the progress. The data is updated continuously. The buttons on the right side let you view the survey and list the students in the class. You are no longer allowed to edit the surveys.

3.3 HOME PAGE FAST TRACKS The buttons on the top of the instructor homepage are fast tracks complete certain tasks.

3.3.1 Copy Questions Once you have set up one survey, you can use this fast track to copy the questions to all or some of your other surveys.

3.3.2 Publish Surveys One incentive for students to fill out the surveys is that the result of the survey will be published. The “Publish Survey” fast track provides an easy interface to publish the results.

3.3.3 Share Surveys with other UH Users Depending on the sharing rules set by your campus/department your results may or may not be shared with your department chair. Regardless of which sharing rules have been selected, you are able to use the sharing feature within CES to allow others to see your surveys. The fast track option allows you to set up a share with another UH user.

3.3.4 View Results The “View Results” fast track is an easy way to access all your CES/eCAFE results. It simply navigates you to the result page explained below. 4 INSTRUCTOR MENUS Below is the layout of the menu for an instructor. If the user has other roles in the system, there will be more menus displayed (i.e. instructor is also a student and have surveys to fill out).

From the “My Surveys” menu the instructor can choose:

• Manage My Current Surveys – will navigate the user to the instructor’s home page shown above.

• My Survey Results – will navigate the user to view past results.

• My Questions – will navigate the user to a page where the user can view and update his/her list of questions.

5 ENTERING QUESTIONS TO BE USED ON SURVEYS In CES the instructors must create their own list of questions to be used on the surveys. The list of questions that were available in eCAFE will still be accessible to view in the FAQ section of the CES. The first time the user login, the questions list will be empty.

PLEASE NOTE, initially creating a survey is a two-step process. First the instructor must enter questions into CES. Once questions have been entered into the system, the instructor must select which questions should be used on each survey. Just because a question has been entered into CES, it does not mean it will automatically appear on a survey. The questions entered will remain in the system the following semesters.

Click on “My Questions” on the instructor menu to access the page to add questions.

To add a question to the instructor’s personal list of questions, click on the “Add New Question” button.

The instructor can type in any question he/she wants and must select an answer type in the list.

After some questions have been added the “My Questions” page will have the following layout.

You may change the order of the questions by dragging and dropping the question rows in the order needed. On the survey, if selected, the questions will appear in the order of the list displayed on this page. The questions selected by the instructor will always appear first on the survey when viewed by students followed by questions selected by the department, division, college and the campus.

If you no longer want a question to appear on the “selectable” list of questions when setting up your survey, you can choose to inactivate the question. If the question has not been used on a survey,

you may edit it. Once used, for statistical and historical reasons, the question cannot be changed. You will have to add other question and may choose to inactivate the question you no longer want.

6 SETTING UP YOUR SURVEYS Once the instructor has entered his/her questions into CES (only needs to be done the first time using the system) the instructor is able to set up his/her surveys.

To select questions to be used on a particular survey, navigate to the instructor’s home page by clicking on “Manage my Current Surveys” on the “My Surveys” menu.

Click on “Edit Survey” next to the applicable course.

The instructor will see a list with all the active questions from his/her list of questions. To set up the currently selected survey, select the checkboxes next to the questions you want on the survey and click to “Save Changes”. You are not able to change the order on this page, the order of the question is set up on the “My Questions” page.

On the right side of the set-up page, the questions chosen by the higher organizations will be displayed.

If the instructor wants to add questions to his/her surveys, the instructor must either select the individual questions for each survey or he/she may set up one survey and then use the “mass copy” feature and simply mass copy the selected questions to other surveys. The mass copy feature is available via the button “Copy Questions” on the instructors home page (see previous sections above).

From the instructor’s homepage the instructor is also able to view the survey as the students will see it.

PLEASE NOTE: You no longer need to turn on your surveys. CES will automatically turn on all surveys. It is however important that you log in to CES every semester to ensure that all your courses are listed. If your course survey isn’t listed on your home page something in the linking between Banner and CES is not working correctly.

7 SURVEY RESULTS CES will have all the survey results from both CES and eCAFE available. The viewing of results in CES functions the same as in eCAFE. The main page for the results is just grouped differently. In CES the surveys are grouped by semester. To view the survey results, click on ‘My Survey Results’ on the ‘My Surveys’ menu.

7.1 AGGREGATE SURVEY RESULTS The display of the aggregate as well as the individual results functions the same as eCAFE.

The aggregate results will show how all the students in the course that filled out the survey answered the questions. It will also show how any student within any of your higher organizations answered that same question. In the picture below only the results for University of Hawaii At

Manoa is shown but the real aggregate results would show the college, division and department break down for the particular question.

7.2 INDIVIDUAL SURVEY RESULTS Viewing individual results allows the instructor to see each submitted survey. The surveys are anonymous so each survey is simply referred to as Student 1, Student 2 etc.

7.3 MENU OPTIONS ON THE RESULTS PAGES Below shows the menu selections available on the results pages.

7.3.1 VIEW TAB

Allows the instructor to view the All Results (aggregate results), individual results or simply the layout of the survey without answers.

7.3.2 DOWNLOAD RESULTS TAB

Allows the instructor to download the results into either a pdf or an excel spreadsheet.

7.3.3 SHARE RESULTS TAB

Allows the instructor to share the aggregate results either to a specific user via email or to everyone by selecting to publish the survey results.

7.4 MISSING RESULTS Results of the CES surveys are released a couple of weeks after the end of the semester, but only after the grades have been set for all enrolled students in the class. If you cannot locate the results of a CES survey on the results page, look at the bottom of the instructor home page. There are two possible reasons.

7.4.1 SURVEY RESULTS PENDING RELEASE Before the official result release date all surveys pending release are displayed at the bottom of the instructor home page.

7.4.2 Survey Results on Hold Until Grades Have Been Entered If the grades for all the registered students have not been entered and ‘rolled’ by the registrar, the survey results will not be released. Any survey that falls into this category will be listed at the bottom of the instructor’s home page.

If you believe that all the grades have been set, send and email to ces-help@lists.hawaii.edu including the CRN and the term year and we will investigate.

7.4.3 eCAFE Survey Results Missing If you cannot find the results of a survey conducted prior to fall 2018 – an eCAFE survey – and the results are not listed in the ‘on hold because of grades’ category chances are that either your survey was not turned on and not available to the students or none of your students choose to fill it out. In those cases there simply are not results available.

8 WHO CAN SEE MY SURVEY RESULTS? CES is set up to allow the University administrators on your campus to choose how the results of the surveys are shared. The university has the ability to select to not share surveys or allowing sharing on three different levels:

• Share all tenured, non-tenured and lecturers • Share all non-tenured and lecturers • Share all lectures only

If you want to know the rule selected for your department(s), you have to contact your department. Also, please note that the sharing rule could technically be changed each semester.

The sharing rules applies to both the individual survey results and the aggregate results of all surveys administered in CES.

The sharing rule for a semester cannot be changed for past semesters. If the survey was shared as of end of semester, it will be shared no matter what sharing rule is selected for a future semester. If the survey was not shared, it cannot be decided during a future semester that the past term should be shared.

If you have previous eCAFE surveys – none of the sharing rules mentioned above applies. Your eCAFE survey results are not shared unless you chose to share it.

9 INSTRUCTOR TAKING CLASSES If you are an instructor that also is enrolled in a course as a student, another menu alternative will be provided next to the instructor menu – ‘Fill Out Survey(s)’. If you click on that menu alternative you will be navigated to CES student home page where all the surveys for the courses that you are enrolled in will be listed.

If you are an instructor taking courses, during the student evaluation period you will also see a section on the right side of the instructor’s homepage with links to the surveys for your enrolled courses.

10 SHORT TERM COURSES Any course that does not end during the last three weeks of the 16-week academic calendar is considered ‘non-traditional’ in CES. The non-traditional surveys will be open to the students during the last couple of weeks of instruction. You are able to login to CES outside of the normal set-up periods to set up the surveys for these courses. The process to add questions is the same regardless of survey type.

PLEASE NOTE: non-traditional surveys close on the last day of instruction set in Banner for the course. You are allowed to change that date. In the picture above, the course end date is 11/29/2018. That date is a link. Click on the link to change the survey end date.

For the fall 2018 semester, since all questions are changing, the first non-traditional surveys in CES will not open until November. Contact us at ces-help@lists.hawaii.edu if you want to have a survey for a course that ended earlier this semester. Easiest for the first semester would be to have the non-traditional surveys follow the normal schedule.

11 SUMMARY OF CES DIFFERENCES FROM eCAFE • All courses must have a survey and therefore all surveys will be activated automatically.

There are no survey on/off buttons.

• In CES there is one survey per course, not one survey per course/instructor like in eCAFE. If instructors co-teach the class, all instructors have access to the survey and may add questions.

• In CES, there is no list of generic questions like the long list in eCAFE. Each instructor must maintain his/her own list.

12 CES HELP If you are new to both CES and eCAFE and you have questions, you can contact us at ces-help@lists.hawaii.edu. eCAFE have been in use at UH for the past 10 years. CES is very similar to eCAFE. If you have co-worker that are familiar with eCAFE, they may be able to share insights with you.