Class Climate Online Evaluation Instructions

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1 I: GETTING STARTED II: IMPORTING MULTIPLE INSTRUCTORS AND COURSES III: CREATING and/or EDITING INDIVIDUAL USERS IV: ADDING and/or EDITING INDIVIDUAL COURSES V: IMPORTING ADDRESSES (BULK) VI: ADDING ADDRESSES (BY COURSE) VII: MERGED NOTIFICATIONS VIII: GENERATING SURVEYS IX: SURVEY OPTIONS X: BATCH EVENTS XI: COMBINING INSTRUCTORS SURVEYS XII: RESPONSE RATE EXPORT XIII: PARTICIPATION TRACKING XIV: WHAT DOES THE STUDENT SEE INDEX

2 I. GETTING STARTED A. Go to B. Enter the user id and password provided to you by the Class Climate administrator C. Click OK User id Password 2 P a g e

3 II. Class Climate Online Evaluation Instructions IMPORTING INSTRUCTORS and COURSES A. Open MS Excel and use the below criteria for entering your information (a) Instructor (do not change) (b) Salutation (usually INSTRUCTOR, but can be Mr., Mrs. Dr. Etc if you choose) (c) (d) (e) (f) Blank (this column must remain, even though blank) First Name Last Name Instructors address (g) Course title and/or course code (this is what appears in your reports and header of surveys (paper or online)) (h) (i) Course code (do not duplicate course codes) Location (usually blank column must remain) (j) Program of Study (usually semester, however this field can be used to separate areas within a department) (k) Course type 1 = T&P 2 = Seminar 3 = Internship 4 = Clinical 5 = Lab 6 = Distant Ed 7 = Evening 8 = Free 9 = Class 10=General Surveys (l) Number of students enrolled ***** Do not use commas, quotes or apostrophes in any fields in the CSV file ***** 3 P a g e

4 B. Once completed, click Save As and choose the CSV extension *** NOTE for MAC Users Only : save file as: CSV for Windows C. Click on your Subunit D. Scroll down and click on Browse E. Select your Instructor file F. Make sure to uncheck CSV file contains a column with information whether the course has secondary instructors Click on Import 4 P a g e

5 Choose the appropriate semester from the drop down menu so that the semester will show in the left hand column of each instructor being imported. *** Do not import with REPETITIVE selected *** Scroll to the bottom and hit continue If you wish to remove instructors and archive them off the system you can click the far right box during your import. Once they are archived they will not be viewable by you and will no longer have access to them without going through a Class Climate Administrator. *** If you scroll down and it says VERIFY instead of CONTINUE then there is a problem with your import file, please make the adjustments and try importing again. Errors will be highlighted in red. *** 5 P a g e

6 III. CREATING and/or EDITING USERS A. Click on your subunit B. Click Create New User C. Choose type of user 6 P a g e

7 D. Click next E. Add user information (if adding instructors, do not change login id or password) F. Click next G. Choose No QM Views and No Access to questionnaire creation for instructor accounts. 7 P a g e

8 Click SAVE IV. ADDING and/or EDITING COURSES A. Click on subunit B. Click the number under [CO] or [1] C. Click on Create New Course 8 P a g e

9 EDIT: Class Climate Online Evaluation Instructions D. Edit and Add course info (You cannot duplicate course id s per sub-unit) ADD COURSE INFORMATION: 1. Do not select repetitive if course is only taught 1 time E. Repeat steps A-D as necessary 9 P a g e

10 V. IMPORTING ADDRESSES (BULK) addresses only need to be imported for online evaluations being distributed via . Click on Data Import in the left hand column *** Please delete before each semester, but do NOT delete in the middle of a semester. *** Check box for Import courses with multiple course-ids Browse to your file Click IMPORT View of Instructor CSV File: View of Student CSV File: OR 10 P a g e

11 VI. Class Climate Online Evaluation Instructions ADD/REMOVE ADDRESSES (BY COURSE) You can individually add addresses by course: Click on course (see section VI) Click on to edit Click on Administrate Participants Note the students enrolled will appear in the list as shown below. *** You can Remove or Add students from this screen at any time *** Click here to Delete EREMOVE 11 P a g e

12 Browse for CSV file as formatted above for that course or click on ADD button to add individual s Put student in the box. Click Search If the student is not in the list, the will appear in the box below Click Save 12 P a g e

13 VII. Merged Notifications Class Climate 6.1 allows 1 per student, per subunit. Each will contain multiple links (where applicable) to the courses that require evaluation for that subunit. If multiple questionnaires are used or various time frames, the students will receive multiple s. Within your questionnaire the following text templates may only contain the placeholder: [DIRECT_ONLINE_LINK] 1) PSWDS for online survey participants 2) Remind online survey participants Example: 13 P a g e

14 To edit your text templates please select Questionnaires at the top of the page Click on the name of the questionnaire Select Text Templates & Click on Edit 14 P a g e

15 Changes Changes Edit your text and click on Save 15 P a g e

16 VIII. GENERATING SURVEY A. Click on Generate Surveys (left hand column) 16 P a g e

17 B. Your sub-unit should be highlighted if you are using Program of Study please check the box stating so B C E F D G See Survey Options C. Select your Survey Period this is the current term (you can only do 1 questionnaire per course each survey period) D. Select Program of Study (If needed) E. Select Course Type F. Select Questionnaire you wish to use G. Select Courses which need surveys for this questionnaire H. Select Password PSWD and Use Time Control 17 P a g e

18 IX. Class Climate Online Evaluation Instructions Survey Options: Paper or Pencil 1. Hard Copy Procedure this will give you a Class Climate form for each instructor with their own individual bar code on the bottom of page, their name and course printed at the top. 2. Cover Sheet Procedure you will produce 1 cover sheet for each instructor. You will print X number of standard forms and then you will put the cover sheet on top of each instructors completed questionnaires. 3. DO NOT SELECT the option below: *** For Batch printing paper surveys, see section VIII *** Hybrid (Online & Paper) 1. Hybrid Survey is a hard copy of the survey with the link and password in the header and a barcode. These options will allow the user to either fill out paper or perform an electronic survey using a laptop or smart phone. 2. DO NOT SELECT the option below: 18 P a g e

19 Online 1. Online survey this will produce passwords that you can print or at a later date. This will also allow evaluations to show up in Blackboard under My Course Evaluations 2. Use Time Control - ( addresses should already be imported before generating online surveys that are to be automated) Time Control is for ed surveys only and will allow you to schedule the initial distribution of the survey, the reminder notice and the finish of the survey. Click GENERATE SURVEYS - then a) After selecting time control the first survey will come up, you choose to activate the area you want to schedule. b) Click on Activate Note if there are NO addresses in the recipient box, you need to delete the survey and import the addresses as show in section V & VI *** ADDRESSES must be imported prior to Generating Survey and/or using Time Control *** 19 P a g e

20 c) Change date and time (in hours only) that you want the survey to be sent out Click here for date & time box 20 P a g e

21 d) Click Apply to All for this date and time to be used for all surveys you just generated 21 P a g e

22 e) A pop up box will ask you if you want to apply this setting to all of your new online surveys, Click OK Repeat steps a through e for Reminder Notice and Finish Survey Additional feature: Response Rate Notification allows you to notify instructors if their responses are less than a certain percent midway through the evaluation period. 22 P a g e

23 *** NOTE *** On Finish Survey if you choose to check Automatic report dispatch to instructors you will need to make sure that the finish date is after grades are posted. You can verify scheduled task are set properly are have run by clicking on Scheduled Tasks in the left hand column. 23 P a g e

24 X. BATCH EVENTS Batch events can be used on surveys already generated. It will mass print or your forms for each instructor, your cover sheets for each instructor or your reports A. Click on Batch Events (left hand column) 24 P a g e

25 Send pdf Reports will each individual instructor his pdf report B C D E F G If you don t want to duplicate distribution results or print duplicate information, leave Hide Surveys with documents that have already been sent checked B. Your sub-unit should be highlighted if you are using Program of Study please check the box stating so C. Select your Survey Period this is the current term (you can only do 1 type questionnaire per course each survey period) D. Select Course Type E. Select Questionnaire you wish to use F. Select Courses G. Check box and Select Request 25 P a g e

26 Send PDF reports as instructor profiles. This will allow you to send all individual reports and one summary report of merged courses for each instructor. This will also allow you to send all reports to an address other than the instructors address. B C D E F If you don t want to duplicate distribution results or print duplicate information, leave Hide Surveys with documents that have already been sent checked A. Your sub-unit should be highlighted if you are using Program of Study please check the box stating so B. Select your Survey Period this is the current term (you can only do 1 type questionnaire per course each survey period) C. Select Course Type D. Select Questionnaire you wish to use E. Select Courses G. Check box and Select Request 26 P a g e

27 1. Sending reports: Click Request Make sure that the box ADD SERIAL NUMBER FOR AUTOMATIC SORTING is not checked. Print only master version of cover sheet/forms will send to pdf 1 barcoded form for each instructor or 1 cover sheet for each instructor based on which type of survey you chose in Section VII. Create based on enrollment is for bar coded surveys only and will generate a pdf with X number of surveys for each instructor based on their enrollment into the course. If no enrollment number was entered, the default will be 50 forms. 27 P a g e

28 XI. Class Climate Online Evaluation Instructions COMBINING INSTRUCTORS SURVEYS If you have an instructor who was entered under the wrong name or a misspelled name you can easily move their surveys from one instructor to another by following the instructions below. In this case, you want to move Megan Carrero s course to PAUL CHAPLIN. Click on the instructor whose courses you want to move. Click on the course you want to move. 28 P a g e

29 Click on Assign survey to substitute instructor Select the instructor you want to move the file too: Click Next 29 P a g e

30 You will be asked if you are sure click OK Select Move Course and click Assign PAUL CHAPLIN now has [3] courses and Megan Carrero has [0] 30 P a g e

31 XII. RESPONSE RATE EXPORT 1. The response rate export, under Data Export was not available for paper based surveys. Now paper based surveys are included in the export. If the calculation bases on the number of participants of the course, the response rate is shown in the export. Otherwise '--' is displayed. Example: 31 P a g e

32 XII. Participation Tracking This section allows the administrator to verify surveys taken by students who did not receive a verification screen. Please click on Request After you request your data file, it will contain address(s) and a Yes in the Participated column if student has successfully taken the survey: 32 P a g e

33 XIII. What the Students see Blackboard: Students can access their surveys under My Course Evaluations. Contrast Mode: 33 P a g e

34 Confirmation of Survey Completion Screen: 34 P a g e

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