Introduction 3

Accessing the course evaluation system 3

Logging On 3

Help & Support 4

General System 5

Guide to Icons 5 Overview 5

Authoring 7

Guide to Icons 7

Question Groups 8

Creating a new Question Group 8 Adding a Question 8 Question Types 9

Creating a new Course Feedback Form 10

Building a Course Feedback Form 10 Re-ordering Questions 10 Delete Questions 10 Sharing 11 Notification List 12

Scheduling 13

Guide to Icons 13

Creating a New Schedule 14

Adding Participants 14 Delete Participants 15

Reporting 16

Build a Report 16

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Introduction The online system allows members of staff to rapidly and easily author a Course Feedback Form, schedule their release and generate reports which are used by the University to monitor the quality of teaching. This system has integration with MyAberdeen to provide students with reminders about any Course Feedback Form they need to complete. Email reports are automatically sent at the end of a course evaluation process schedule and additional reports can be generated via the system.

Accessing the course evaluation system

The Course Feedback Form can be accessed both on and off campus using most standards compliant web browsers such as:

• Microsoft Internet Explorer (version 10 and higher)

• Mozilla Firefox

• Google Chrome

• Apple Safari

To view reports Adobe Acrobat Reader and/or Microsoft Excel 2007 are required. The

system is available at http://www.abdn.ac.uk/scef/

Logging On

To access the Online course evaluation system, you must have a valid University of Aberdeen Staff username.

Help & Support

Problems with this system can be reported via the Service Desk. Please make a note of any errors that occur, the page you are trying to access, the PC you are using, the Operating System and Web Browser.

TELEPHONE 01224 273636 (extn. 3636 from any University

Telephone)

EMAIL servicedesk@abdn.ac.uk

WEB http://www.abdn.ac.uk/dit/servicedesk/self-service.php

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General System The course evaluation system has a range of functionality designed to make sharing resources and information easier. Question Groups (and the Questions within them) and the Course Feedback Form can be shared with other system users. Sharing for each user can be granted on a View (Read Only) or View/Edit (Read & Write) basis. To prevent conflicts arising from two users editing the same item, a lock is used. Locks are removed as soon as a user saves changes. Locks exist for two hours, after which time they are automatically removed.

Questions can, optionally, be allocated one or more tags. Tags can be used when generating reports to separate questions out from the rest of the questions in the Course Feedback Form.

The system will permit inactivity (page navigation) of up to two hours. After this time, you will be prompted to re-login and unsaved changes will be lost.

Long lists are split over multiple pages. To change between pages, use the numbers below the table.

Guide to Icons

Locked

This item is locked for editing by another user. Locks are active for 2 hours.

Archived This item can no longer be scheduled.

Overview

The overview screen shows pending schedules, active schedules and recently closed schedules. Quick access to reports is available via the Actions column of the Recently Closed table.

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Authoring The authoring module allows you to create new collections of questions (Question Groups), add & edit questions and add & edit the Course Feedback Form. The course evaluation system does not implement versioning, so changes made to existing questions & forms will affect all historical data.

Guide to Icons

Add Add a new question, question group or course feedback form.

List List available questions, question groups or course feedback forms.

Edit

Edit associated questions, question groups or course feedback form.

Delete

Delete associated question, question group or course

feedback form. Contact the Service Desk if an item has

been deleted accidentally.

Build this Form

Add, delete and reorder questions within a course feedback form.

Share Share a question group or course feedback form with another user.

Grant Write Give user’s write access.

Revoke Write

Revoke user’s write access.

Read Only You do not have write permissions.

Notifications Manage who receives copies of reports when a course evaluation is closed.

Preview View the course feedback form as a student would see it.

Move Up Move a question up one place.

Move Down Move a question down one place.

Question Groups

A Question Group is a way of collecting together a selection of related questions. A Course Feedback Form may be built from one or more Question Groups. For most simple courses, a single Question Group should be sufficient, however Schools may have common questions they wish to use on all Course Feedback Forms which can be placed in a shared Question Group.

Creating a new Question Group

1. Select Authoring > Question Groups.

2. Click the Add Question Group button.

3. Enter a name for the group. Click Save.

Adding a Question

1. Select Authoring > Question Groups.

2. Click the Add icon next to the appropriate Question Group.

3. Add the Stimulus, pick the Type and add any Tags.

4. Click Save. To immediately add another question, click Save & Add Another.

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Question Types

QUESTION TYPE POSSIBLE RESPONSES

YES/NO Yes, No

FREETEXT (COMMENT) Any a-z, A-Z, 0-9

AGREEMENT LIKERT Strongly Agree, Generally Agree, Generally Disagree,

Strongly Disagree

AGREEMENT LIKERT + N/A Strongly Agree, Generally Agree, Generally Disagree,

Strongly Disagree, Not Applicable

AGREEMENT + NEUTRAL LIKERT Strongly Agree, Generally Agree, Neither Agree Nor

Disagree, Generally Disagree, Strongly Disagree

AGREEMENT + NEUTRAL LIKERT + N/A

Strongly Agree, Generally Agree, Neither Agree Nor

Disagree, Generally Disagree, Strongly Disagree,

Not Applicable

TOTALLY – NOT AT ALL Totally, 4, 3, 2, Not At All

TOTALLY – NOT AT ALL + N/A Totally, 4, 3, 2, Not At All, Not Applicable

5 POINT RANGE (0-10) 0, 1 - 3, 4 - 7, 8 - 9, 10+

LABEL –

Creating a new Course Feedback Form

1. Click the Add Form button.

2. Enter a Course Code. This auto-completes – click the course code from the pop-up list and the name will automatically be filled in.

3. Click Save.

By default, Part A questions will be included. You can change this by un-ticking the box if, for example, you run a programme level Part A Course Evaluation.

Where a Course Feedback Form is no longer required, you can tick the Archive box. This removes it from the list of forms that can be scheduled, however any existing data is retained and reports can still be obtained.

Building a Course Feedback Form

1. Click the Build icon next to the appropriate evaluation form.

2. Click Add Questions button.

3. Click the Pick icon next to the Question Group to use.

4. Tick the questions you wish to add.

5. Click Add Selected Questions.

Re-ordering Questions

Click the Move Up or Move Down icon to move the question.

Delete Questions

Click the Delete icon next to the question to delete.

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Sharing

Question Groups and Course Feedback Forms can be shared with other users.

1. Click the Sharing icon next to the resource you want to share.

2. In the Name box, start typing the name of the person you wish to share with. Click their name from the list that appears.

3. Choose View or View/Edit permissions.

4. Click Share.

Notification List

The Notification List is used to specify who receives a copy of the reports that are sent when a schedule closes.

1. Click the Notification List icon.

2. In the Name box, start typing the name of the person you wish to share with. Click their name from the list that appears.

3. Click Add Recipient.

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Scheduling The scheduling module is used to schedule the Course Feedback Form for completion by the students. A Course Feedback Form can be scheduled may times per year, for varying lengths of time and to different groups of students.

Important Note: every year you should create a new schedule. You should only ever edit a schedule to correct a title or to extend the submission period.

Guide to Icons

Add Add a new schedule.

Edit Edit a schedule.

Delete

Delete a schedule. Contact the Service Desk if an item has

been deleted accidentally.

Manage

Participants Add & delete participants to an evaluation.

Creating a New Schedule

1. Click Add Schedule.

2. Select the Course Feedback Form to schedule.

3. Enter a Course Code. This auto-completes – click the course code from the pop-up list and the name will automatically be filled in.

4. To automatically add students, tick Auto schedule enrolled students.

5. Pick Start and End Dates & Times.

6. Change the Email Frequency & Email Message as required.

7. Click Save.

Adding Participants

You can manually add participants if you know their ID Number, Username, Name & Email Address.

1. Click the Manage Participants icon.

2. Click Add Participant.

3. Enter the details and click Save. To immediately add another, click Save & Add

Another.

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Delete Participants

1. Click the Manage Participants icon.

2. Click the appropriate Delete icon. Or, to remove all participants, click Delete All

Participants.

Reporting The reporting module is used to generate customised reports of the results of the course evaluation process. Reports can be generated in PDF or Excel 2007 format (xlsx). This system is also capable of sending out reports via email shortly after a schedule closes.

Build a Report

1. Click the appropriate Build icon.

2. Tick the schedules you wish to include in the reports.

3. Choose report options:

a. Format – either PDF or Microsoft Excel

b. Exclude Comments – don’t include comments in the report.

c. Summarise Only – just print out the summary not individual schedule details.

d. Tags – only include questions matching these tags

4. Click the Build button.