The Faculty Evaluation Process for online and hybrid courses is a little different than the same process for face-toface classes The Faculty Evaluation process contains five steps. This handout will cover all five of the steps. If you would prefer to see the step-by-step instructions on the DE website, click here. If you would like to see a Flash video on the process, click here. First, a member of the facutly evaluation committee should complete the evaluation information form. Second, the office of Distance Education will create the evaluation course site. Third, the evaluator will make the course available and set the survey options. Downloading the survey results is the fourth step in the process. The final step is to make the course unavailable to the students. The faculty evaluation process for online and hybrid courses begins by letting the Distance Education office know that an evaluation is to take place. A member of the evaluation committee should submit the information to Distance Education via the Faculty Evaluation Information form. The Faculty Evaluation Information form can be located by going to the Distance Education website and clicking on any of the Evaluation Information form links. All fields in the form, with the exception of the comments field, must be completed before the form will submit correctly. Most of the fields in the form are self-explainatory. Page 1 of 7
Other Information is the name of the designated staff person who will download the survey results. This is usually the department's administrative assistant or EPA. Read and initial all of the acknowledgements and submit the form. Once you have recieved the confirmation page, you have completed the process of submitting evaluation information. The confirmation page reiterates the fact that the information has been sent and the evaluator and instructor will receive an email when the evaluation course has been created. The second step in the Faculty Evaluation process is completed by the Distance Education staff. Based on the information submitted on the Faculty Evaluation Information form, the DE staff will: Create an evaluation course on the course management system being used by the district. Once the course is created the DE staff will make the evaluator the instructor of the course and upload the students. The designated staff person will also be enrolled in the evaluation course as an instructor. The evaluator will be enrolled as a student in the online or hybrid course of the instructor being evaluated. This portion of the process covers the tasks that should be completed by a member of the evaluation committee. There are four tasks to be completed. Task 1: The evaluator should make the course available. Making the course available means that students will have access to the course and the survey if it has been made available. Task 2: The evaluator should set the survey options. Survey options are generally the open and close dates where the students will have access to the survey. Survey options are generally the open and close dates where the students will have access to the survey. Task 3: The evaluator should send an email to all of the students. The email should explain the evaluation process to the students and introduce the evaluator to the students. Suggested text for this email can also Page 2 of 7
be found on the Faculty Evaluation page of the Distance Education website. Task 4: The evaluator should then evaluate the evaluatee's course on Moodle. The Distance Education Committee has created A Best Practices for Evaluating Online Courses document to assist evaluators who are unfamiliar with online and hybrid instruction. Task 1: Making the Course Available The evaluator should make the course available. Making the course available means that students will have access to the course and to the survey. Log on to Moodle. Select the evaluation course from the list of courses. Moodle courses can also be accessed by expanding the My courses link in the Navigation block on the left side of your screen. Click the Edit settings link from the Course administration menu in the Settings block on the left side of the screen. You may have to expand the menu by clicking on the Course Administration link. Scroll down to the Availability area of the course settings. Page 3 of 7
Change the Availability option to "This course is available to students." Scroll down and select the Save Changes button Task 2: The evaluator should set the survey options. Return to the course homepage. Click on the Turn editing on button in the top right corner of the screen. The center module of the course should now have the editing icons. Select the Update link. In this example the Update link is the little hand. The icon may change, if the design or theme of the course has changed. In the Timing area, select and enter the open and close dates for the survey. Scroll down and click on the Save and return to course button. Task 3: Send a notification email to the students To send an email to the students, return to the course homepage and click on the Compose link in the imail block on the right side of the screen Page 4 of 7
Adding contacts can be a little confusing as you will have to go back and forth between the bottom and top of the window. Click on the Contacts button (top). In the list of contacts, scroll down and click on the Show all users link at the bottom of the list of users. Scroll back up to the top of the list and click on the To all link. In the subject text box key an appropriate topic for the message. Copy the suggested email text from the Faculty Evaluation Process instructions. Paste the text into the message compose box. The suggested text follows. You can re-type the text if you like. The sample text has information in square brackets that should be replaced with the information appropriate to the faculty member and course being evaluated. Student Email Sample Text As part of the regular faculty evaluation process at Chaffey College, we seek input from students regarding their instructors. My name is [insert your name here], and I have been asked to facilitate the student evaluations for [insert instructor name here]. Because this is an online class, we ask that you complete your evaluation online. To do so, you will see an Instructor Evaluation course listed in your "My Courses" block the next time you log on to Moodle. The evaluation site will be available between [insert availability dates and times here]; please note that to complete the evaluation, you must access the evaluation site within this time frame. Note also that each student will be able to submit only one evaluation. Thank you for your participation in this important process. Page 5 of 7
At the bottom of the screen click on the Send button to send the email to all of the students in the evaluation course. Task 4: Evaluate Online or Hybrid Course The last task for step 3 is to evaluate the faculty member's online or hybrid course. The evaluator is enrolled in the evaluatee's course as a student. The course should show on their list of courses when they log on to Moodle. The Distance Education Committee has developed suggested guidelines for evaluating an online class. Click on the DE Guidelines link to access this document. The fourth step in the Faculty Evaluation process is to download and format the surveys taken by the students. This is generally done by the department's EPA or administrative assistant. Once the results are downloaded they can then be formatted appropriately for the evaluation report. After logging on to Moodle, enter the evaluation course. Click on the Instructor Evaluation link. The survey should be closed and the number of surveys submitted should be listed on the All responses tab. Page 6 of 7
Click on the All responses tab. Make sure the View All Responses option is selected (it will be bolded). Click on the Download in text format option. Check the include choice codes and choice text boxes. Then click on Download. Save or open the file. You can elect to open the file in Excel or Word and format as appropriate for the evaluation report. For this tutorial, I will select to Save file. Once the download is complete the Excel file can be opened and reformatted for the evaluation report. The fifth and final step in the evaluation process goes back to the evaluator. The evaluation course should be made unavailable to the students. Making the course available is done the same way is was made available in step 3, task 2. Enter the course and go to the Edit settings link in the Course administration block. Scroll down to the Availability area and choose to make the course not available to the students. Page 7 of 7