Abstract

Administrative assistants at Mount St. Mary's University need a more efficient way to collect and organize data from student course and instructor evaluations. The current hard copy and manual input approach is inconvenient and inefficient. This training focuses using Google Docs, specifically the forms tool to create and administer student evaluations entirely electronically. This wiki will take learners through a step-by-step, hands-on process to learn the basics of Google Docs for the purpose of collecting student evaluation data.

taken from dannsullivan Flickr.com

Benefits of Google Docs

* It's free!

* Uses only need web access to work with files

* Works on any operating system

* Any web browser can access the site * Users can work simultaneously on the same file and save work while other users edit the same file

* Users of multiple computers don't need to save files locally

* Download a file locally in a familiar format if needed * Users can always revert to a previous file version

Google Privacy Policy Information security - taken directly from Google’s Privacy Policy “We take appropriate security measures to protect against unauthorized access to or unauthorized alteration, disclosure or destruction of data. These include internal reviews of our data collection, storage and processing practices and security measures, as well as physical security measures to guard against unauthorized access to systems where we store personal data.

We restrict access to personal information to Google employees, contractors and agents who need to know that information in order to operate, develop or improve our services. These individuals are bound by confidentiality obligations and may be subject to discipline, including termination and criminal prosecution, if they fail to meet these obligations.”

Information Security

Data Integrity

Data integrity

“Google processes personal information only for the purposes for which it was collected and in accordance with this Privacy Policy or any applicable service-specific privacy notice. We review our data collection, storage and processing practices to ensure that we only collect, store and process the personal information needed to provide or improve our services or as otherwise permitted under this Policy. We take reasonable steps to ensure that the personal information we process is accurate, complete, and current, but we depend on our users to update or correct their personal information whenever necessary.”

After I read through and model each of the directions, I want you to be following along on your own computer.

I will make sure everybody is set before moving on to different steps.

Are you ready?

Part I: Getting Set-up

Create a Google Account

The following link will take you to the Google Docs homepage in a new window: http://docs.google.com

Click on the "Get Started" button in the window that appears.

Fill out Account Information

Use your @msmary.edu email account to fill out the necessary information marked here in red

Account Creation Confirmation

This screen will appear after you submit your information and create your account:

Account Verification

Account Activated You now have a Google Docs account that is easily accessible

from anywhere!

Take this opportunity to practice accessing your account by logging off and logging back on with your username and password.

PART II: USING GOOGLE DOCS

Don’t worry, it is very user friendly!

Google ToolsNow that you have an account, we can begin learning how to use Google Docs! You need to be able to differentiate between the tools that are offered. Take some time to explore these different tools.

Google Docs has a variety of useful tools, but we will only be focusing on the tool used to create forms, or in this case, evaluations. Preview a sample by clicking here.

Sample Evaluation Form

Note (This is in spreadsheet format. You will learn later how to access the actual evaluation)

Google Docs Microsoft Office Equivalent

Document Word

Presentation PowerPoint

Spreadsheet Excel

Form Excel

Open a New Form

In the top left corner of your Google Docs you will see a tab that says Create New.

Click it and choose the Form tool.

Save the Form

The following screen will appear in a new window. Click the Save button in the top right hand corner then close out of the form. Hit the refresh button on your internet browser.

Rename the Form

Some things to keep in mind when naming your form:

Later in the training we will learn how to export the completed evaluation summaries to either a PDF or an Excel file. When you do this the computer will want to save it as the title you give it here.

In order to keep the Shared Secretaries folder organized, it is best to have a standard naming procedure. Choose a mock name to title and follow this format:

Smith, J. BUS 303 B Fall 2010

Hit "Enter" after you name the form. If you make a mistake or decide you want a different name, you can always “Rename” it again.

Change the Theme

Click the button second to the left that says Theme: Plain....

Identify Different Types of Questions There are a variety of different types of questions you can use in

Google forms. Take a look at the chart below and take a few minutes to explore the different types of questions on your live form. Look at last semester's hard copy evaluations I have given you.

Which type of question might you use on Google Docs to match the format on the hard copies?

Add and Edit Questions

Click the following link to view video:

Add and Edit Questions

Add the University’s 6 Common Questions

On a scale of 1-5, please respond to the following six statements: Scale: 5 =strongly agree; 4=agree; 3=unsure; 2=disagree; 1=strongly disagree

1. The course followed the syllabus.

5 4 3 2 1 2. The grading system was clearly explained in the syllabus.

5 4 3 2 1

3. The instructor presented the material clearly. 5 4 3 2 1

4. The instructor encouraged student participation. 5 4 3 2 1

5. The instructor was available outside of class. 5 4 3 2 1

6. The instructor challenged me to think more deeply about the subject. 5 4 3 2 1

Save and Close

Even though Google Docs automatically saves your form periodically, it is always a good idea to save one final time before closing out.

Click Save in the right corner and then "X" out your form.

Check Email for Instructor's Sample Form

Now that you have added at least the 6 common questions you need to know how this evaluation form gets to your students.

Watch as I send you the sample form to fill out. (Note: if you are “self-training” with this PowerPoint you can email me at cregan@msmary.edu to request that a form be sent to your email for practice purposes. The remaining steps can all be completed using this sample form.)

Check your Mount email and fill out the

form embedded in the email. Hit Submit.

Practice Publishing Your Form Go to docs.google.com and log back into your Google Docs Account. Open up the form you created and saved. (Notice it is now in spreadsheet

form. We will discuss this in the next step.) Go to Form (0) on the blue tool bar and click Send form (see above) A new window will open and the following dialog box will appear:

Check your emails to ensure that you received each form. This was just for practice. We will not be using these forms anymore for this training session.

Sharing Your Form You can also share your form and form results with others so they can

view it. This can be useful for sharing results within the departments since not everyone has access to the Shared Secretaries Folder.

On the top left of the blue tool bar click the drop down menu labeled Share. The following will appear:

The link should be highlighted blue. Right click and copy or press CTRL C to copy the link. Hit Save & Close and your link is ready to be pasted in an email. It is best to use your Mount account if you have a group already created for your department.

Those who receive this link have access to view the results.

View Spreadsheet Format Online After the first time you create and close the form, each

subsequent time will open it automatically in spreadsheet form. It has the same basic features as Microsoft Excel -- formulas can

be created, columns can be summed and averaged, etc. Take a moment to look through the different features.

If at any point you need to edit the original form after you have closed it go to Form -- Edit form:

Try it yourself with the form I have shared with you.

View Results in Graphic Form Another useful feature of Google Docs is that it automatically

creates graphs that are easy to access.

Download Your Form

There are two options you might want to use from for the final product.

You can download as an Excel Spreadsheet and continue to manipulate the data. Or…

...you can download it as a PDF file so that it can no longer be changed.

Save Locally

After choosing to download it as either an Excel or PDF file, saving it is as easy as saving any other document.

A dialog box will appear and will ask you where you want to save it. Just as in the past, it is best to have a standard way of naming evaluation files and placing them in the Shared Secretaries folder (See Slide 15 for naming)

How to Save Locally Video

Resources

Google Docs Help - This is a great resource if you want to learn more about Google Docs whether for evaluations or for your own use and interest. You can type in questions or follow the links based on what you are trying to learn.

Official Google Docs Blog - Searchable blog allows you to collaborate with others and learn from the creators of Google Docs. Look through tips for using and updates.

MSM Electronic Evaluation Training Website

Resources (cont’d.)

Using Forms in Google YouTube.com

For more videos, go to YouTube.com and type in Google Docs forms.

Questions? Comments?

Contact me at cregan@msmary.edu

Enter questions or comments on the Discussion Board