1 Briefing session on Online Student Evaluation of Teaching and Learning for Administrative and Clerical Staff Prepared by Social Sciences Research Centre of The University of Hong Kong

2 SETL process all undergraduate courses (including Common Core courses) TPG courses  This year, online process must cover all undergraduate courses (including Common Core courses) on 2 semesters system and TPG courses can be evaluated online if they also use 2 semester system. All other TPG courses must use the paper form for the evaluation Nov 8 to Dec 5, 2014  The online SETL evaluation will be conducted for 4 weeks until the start of the assessment period (e.g. this semester from Nov 8 to Dec 5, 2014) course, teachers, tutors and demonstrators  SETL form covers course, teachers, tutors and demonstrators  Uses SIS database record of course/teacher/tutor/demonstrator joining different courses  An option in SIS is available for joining different courses in the evaluation, only one overall report will be generated  For information, MBBS and Dentistry online SETL evaluation were handled separately

3 SETL process Chairman of TLQC  Must use standard forms unless Chairman of TLQC approves better open-ended responses  Online yields lower response rates, but better open-ended responses, which is good for improvement given time at the end of a class  To ensure good response rates, need to ensure that students are given time at the end of a class to complete the form (although they can complete any time before the deadline)  Cannot currently change teacher names in system, which come from Human Resources a maximum 5 extra questions  For the Department Items, a maximum 5 extra questions for both on- line and paper evaluation, please contact and confirm with SSRC staff, Ms. C.C. Ho at or on or before 3 weeks until the assessment period (e.g. Oct. 24, 2014 for this

4 SETL process at least 2 students  For the online SETL, all courses with enrollment of at least 2 students must undertake SETL, although the teacher/tutor/demonstrator parts are only done if there are at least 2 students per teacher/tutor/demonstrator (unless Chairman of TLQC agrees) at least 5 students  For the paper SETL, all courses with enrollment of at least 5 students must undertake the evaluation (unless Chairman of TLQC agrees), although the teacher/tutor/demonstrator parts are only done if there are such persons for the class

5 SETL process 25  A maximum list of teacher/tutor/demonstrator is 25 names Up to 25 teachers only 1 tutor/demonstrator  Separate online forms for course, teacher, tutor, demonstrator as needed. Up to 25 teachers can be evaluated in each course by a student, but only 1 tutor/demonstrator selected by a student from a list (or evaluated as a group) of each course staff ID/University No.  All teachers/tutors/demonstrators must have staff ID/University No. (HKU requirement and needed for staff review)  Tutor means person running tutorials, demonstrator means person responsible for lab or field sessions (role descriptions)

6 SETL Workflow Prepared by Social Sciences Research Centre of The University of Hong Kong

7 the staff number linked to the name of teacher/tutor/demonstrator in each course and sub-class information  Departments/Centres/Schools/Institutions should enter/update the course enrollment information including all undergraduate and TPG courses in the Student Information System (SIS) especially the staff number linked to the name of teacher/tutor/demonstrator in each course and sub-class information 10 weeks before the assessment date (before the end of September 2014) must be updated  All information must be updated for the appropriate semester  Student enrollment should be updated automatically, but the rest of the information relies on the departments/centres/schools/institutions to update SETL Workflow of the Online SETL

8  SIS unit exports the course enrollment information of all undergraduate and TPG courses including: Course code; Course title; Term (Semester 1/2/full Year); Student list in each course (student name and university no.); Teacher name list in each course (teacher name and staff number); Tutor and Demonstrator name list in each course (teacher name and staff number); and Jointly evaluated courses (course list) SETL Workflow of the Online SETL

9  The enrollment information received from SIS except the student list and indication of whether online or paper process will be sent out to departments/centres/schools/institutions on or before 3.5 weeks before the assessment period (e.g. this semester mid of Oct, 2014), so departments can check for errors and missing information (Please refer to Course List, Teacher List, Tutor List and Demonstrator List)  Departments/Centres/Schools/Institutions should update any data amendments in the SIS system for 3 to 2.5 weeks until the start of the assessment period between (e.g. this semester Oct 20 and 24, 2014) SETL Workflow of the Online SETL

10  The final enrollment information of courses with teacher/tutor/demonstrator names will be sent out to departments on or before 1 week before the assessment period for the final check (e.g. this semester Oct 31, 2014). If any errors occurs, please contact SSRC through immediately (on or before Nov 4,  For information, SSRC will provide a student list to the Information Technology Services on Oct 28 for sending out reminder s on November 8 and December 1, 2014 SETL Workflow of the Online SETL

11 Instructions for Online SETL The teacher concerned should inform the students in advance the date of the online evaluation (soon after Nov 8, 2014), and that the students are encouraged to bring a mobile internet device (such as laptop, tablet or smartphone) to class at the scheduled time. Before administration

12 Instructions for Online SETL Similar to the paper exercise, the SETL questionnaire should NOT be administered by the course teacher, but faculty/department staff. The teacher should briefly explain the objectives of the student evaluation and then leave the room leaving it to faculty/department staff to oversee the process. On the day of administration

13 Instructions for Online SETL Please go to the weblink where you should see a list of all forms that you need to complete. Your evaluation will be saved anonymously, without any identification. There are separate forms for the course, teacher (and if appropriate) tutor and demonstrator. There are instructions, an FAQ link and a link for you to report any missing courses at the weblink. Faculty/Centre/Institution/Department staff should read out: On the day of administration

14 Instructions for Online SETL Access the SETL system via the weblink where there are instructions, FAQ and a list of forms for completion (separate links for the course, teacher, tutor, demonstrator forms) Complete the forms for the class for four weeks until the start of the assessment period (e.g. this semester from Nov 8 to Dec 5, 2014) if they cannot find the course that they have enrolled in, send an to SSRC using the link on the page so SSRC staff can rectify this promptly Students should During the evaluation period

15 Workflow for Paper SETL accuracy of SIS data  Departments/Centres/Schools/Institutions should be responsible for the accuracy of SIS data before SSRC generates the SETL reports and inform SSRC about the course enrollment information for printing purpose. any amendment of the evaluation form  For any amendment of the evaluation form (after received the Chairman of TLQC approval) should inform SSRC 4 weeks before the evaluation date. printing  Departments/Centres/Schools/Institutions should inform SSRC for printing at least 2 weeks before the evaluation date. Departments collects the blank forms one week before the evaluation date and carries out the evaluation. completed cover sheet  For the paper evaluation forms, departments should deliver to SSRC all completed forms, completed cover sheet on the top of each envelope.

16 SETL Workflow for Reporting  The SETL results will be generated upon notice from SSRC after the examination result release date (e.g. this semester 20 January 2015) and the following report will be provided to each department/centre/school/faculty/institution : an individual report of every teacher in each course; an overall teacher report of every course; a report for the tutor/demonstrator of every course (if applicable); a course evaluation report of every course; a soft copy of all open-ended questions’ answer using online SETL (in MS excel format by question number and course code); an overall report on the undergraduate courses; and an overall report on the TPG courses

17 SETL Workflow for Reporting  Additional requests may be entertained at cost  SSRC uploads the SETL results to the APA on or after 20 January 2015 (after the examination result release date 19 January 2015)  SSRC uploads the SETL results to the SSRC online SETL report system on or after 20 January 2015 (after the examination result release date 19 January 2015)

18 Instructions for Online SETL My colleague, Mr. Samson Lee, will now demonstrate Online SETL, so you can see how the process works in practice: My colleague, Mr. Samson Lee, will now demonstrate Online SETL report system, so you can see how the process works in practice:

19 Thank you! I am happy to answer questions. Prepared by Social Sciences Research Centre of The University of Hong Kong