Student Evaluation WorkshopHow To’s and Don’t Do’s

Kerri L FordInstitutional Research and Information ManagementSenior Specialist

Mary Elkins Institutional Research and Information ManagementSection Coordinator

October 2007

OVERVIEW

Student Evaluation of Course and Instructor The evaluations are intended for use in all lecture courses.

• If you would like to evaluate other courses you may do so.

The cover sheets are spice in color. The answer sheets are red.

• Blue or black ink and pencil may be used to complete the answer sheet

– Any other color will not scan and if used will result in forms not being included in the final reports

Evaluation Packets must be retained in your department for at least six (6) years.

EVALUATION PACKETS

Evaluation Packets will be delivered to you by MailTech Packets will include

• A report listing all classes that have preprinted coversheets

• Instruction sheets

• Computer Center mailing label with contact information

• Instructions for the Student, Proctor and Instructor

• Preprinted coversheets

• Blank coversheets

• Evaluation forms

DISTRIBUTION

Getting the evaluations to the Students A proctor will be chosen – either by you or the instructor. Place the number of evaluation forms in a manila envelope

labeled with the Instructor’s name, course and section. You have been given an instruction sheet for both the proctor

and the student.• We advise you to encourage the proctor to read the instruction sheet.

• The student instruction sheet is available electronically if you need it to make an overhead transparency.

Do not send coversheets into the classroom.

DISTRIBUTION

Getting the evaluations back Once the proctor has collected all of the evaluations back

from the students, the evaluations are to be brought back directly to you.

The instructor is not to be in contact with the evaluation packets.

• If the students believe the evaluations are going straight from them to the instructor – we will get biased evaluations.

Once you receive the evaluations back add the correct coversheet to the envelope.

PREPRINTED COVER SHEETS

Preprinted Cover Sheets Cover sheets are provided for all lecture courses. There are some exceptions to this:

• You can request classes be added to your preprinted list

– However, when adding courses to the list all courses of that type will be included.

• Requests to add additional classes will not take effect until the following semester.

If a class is taught by more than one instructor you will only receive a preprinted coversheet for the first instructor listed.

COVERSHEET

INSTRUCTOR INFORMATION

Where did this information come from? Screen 132

• The instructor shown on this screen on the 20th class day is the instructor of record.

• This screen also shows if the class is taught by more than one instructor; however, you will only receive one preprinted coversheet.

Screen 12B• This screen tells us how and where the class is taught. This information is also

on the preprinted coversheet.

SCREE 132 - INCORRECT

SCREEN 132 - CORRECT

SCREEN 12B – LECTURE SECTION

SCREEN 12B – DISTANCE EDUCATION

DUAL INSTRUCTOR COVER SHEETS

Dual Instructed Courses Students will need to fill out an evaluation form for each

instructor. You will only receive one preprinted coversheet

• This means you will have to complete a handwritten coversheet for the other instructor.

Both coversheets will need to have the instructor’s Texas Tech ID number.

Both coversheets will need to have the instructor’s Texas Tech ID number. (this is not an error – it’s just that important!)

HAND WRITTEN COVERSHEETS

Hand written coversheets must be filled out correctly! The top portion of the coversheet must be filled in.

• This includes the Subject Title, Subject, Course, Section, Site, Instruction Mode, Instructor, Enrollment and Term

The bottom portion of the coversheet must be filled in and match the information on the top of the sheet.

• This includes the Subject, Course and Section

• If this is the second coversheet for a dual taught course it should also have the Texas Tech ID. As should the preprinted coversheet

The bubbles must match the written information.

PACKAGING THE EVALUATION PACKETS

Getting the Evaluation Packets ready to send to the Computer Center Make sure each class evaluated has its own coversheet. Make sure that coversheet is on top of the evaluations. DO NOT

• Staple, paper clip, binder clip, tape or fold the evaluation forms

• Add sticky notes

• Seal the manila envelopes the evaluations are in

PACKAGING THE EVALUATION PACKETS

Once you have all your evaluation packets Gather ALL of your evaluation packets together in one place

• If you have a lot of packets, box the individual packets up together.

• If you have just a few you can rubber band them together.

Attach the mailing label to the front of the package.• Make sure to fill in your contact information.

• If there is a problem the Computer Center needs to know who to contact

MAILTECH

Call MailTech MailTech’s phone number is 742-2286

• Ask for either Estella or Albert and let them know you have evaluations ready to go to the Computer Center.

• Let them know how big your package(s) is/are so they can bring a dolly if needed.

Your department will not be billed for this service.• We have made arrangements with MailTech to pickup and deliver back to you

your evaluation packets at no charge to you.

COMPUTER CENTER DEADLINE

Monday, December 17, 2007 This is when all evaluation packets MUST be in the Computer

Center. If you have not made arrangements with MailTech by

Thursday, December 13, 2007 you must hand deliver the packets to the Computer Center.

If your evaluation packets are not at the Computer Center by this deadline your evaluations will not be scanned, will not be included in the online reports.

RETURN OF PACKETS

Once you receive the evaluation packets back from the Computer Center. Keep the evaluation packets in a location that is easily

accessible. More times than not you will need to reference these packets

once you receive the scanned/non-scanned reports.

REPORTS

Scanned and Non-scanned Reports Once the Computer Center has scanned all of the evaluation

packets we will generate these two reports. Scanned Report

• This will tell you everything that has scanned.

– This also includes any courses which had handwritten coversheets.

Non-scanned Report• This will tell you what has not scanned, based on our original list of courses to

be evaluated you received with your evaluation packets.

– If you have submitted any handwritten coversheets and they did not scan properly – they will NOT be on this list.

REPORTS

Scanned and Non-scanned Reports You will receive these reports by email. Please pay close attention to these reports now. If you find a discrepancy let us know immediately.

• When you contact us, more than likely the first thing we will ask you to do is pull the evaluation packet.

• We will then go from there.

Scanned Report

Non-scanned Report

REPORTS

Final Report Once we have everything complete we will generate the

online report information. The final reports can be found on our website in the Data

Warehouse. Once there you can generate custom reports or run one of the

common reports listed. If you do not have access to the common reports we will need

an email from your Department Chair requesting access.• The request will need to be sent to Mary Elkins via email.

• And must contain your eRaider name.

OP 32.32, Volume 1, No 3, paragraph C

Evaluation Packets must be retained by your department for at least six (6) years. OP 32.32, No 3, paragraph C

LEFTOVERS

Leftovers Please send back any unused evaluation forms and

coversheets. Send those to:

Institutional Research and Information Management

MS 2017

Institutional Research and Information Management

Looking for more information Please visit our web site: www.irim.ttu.edu

Confused or just have questions Call Kerri Ford 742-1491x379 or Mary Elkins at 742-1491x378 or email us.