1. Carol Yu Office of Institutional Research Fall 2011

2. Agenda Teacher and Course Evaluation Process Challenges for TCE Contacts and IR Course List Revision Process Summary of Online TCE Committee Recommendations Information and Resources on IR website

3. TCE Process in a nutshell… Identify courses that need to be evaluated Distribute paper evaluations Send online invitations to students for evaluation Collect and analyze data Distribute and post TCE reports

4. Challenges for the TCE contacts Too much work to do Unable to access SLCM or HR systems Unable to enter updates into the system during the semester Lack of communication between faculty and staff for instructor updates Challenges you havent yet shared with us

5. Challenges for IR staff Up-to-date information on faculty or courses is not readily available Mismatches between what is on the TCE course lists and what is in SAP Unmet deadlines for revising information Working with mixed online and paper evaluations for the same college/department Inconsistent updates from different units on cross- listed or distance-learning courses IR does not own specially designed software to administer online evaluations

6. Revisions to Course Lists Course Lists were created… after the last day for students to Add/Drop courses based on HR data, Event Planning Data and Student Enrollment Data

7. Basic Rules for Revising Lists Check every single line in the Course List file; dont assume information on the list is accurate. Dont delete any columns or rows in the file. If you need to insert a new row for either a second instructor or new section, please dont copy and paste previous rows in the file Revising and submitting material on time is critical to the success of the evaluation process

8. Color Scheme on the Updated Course List Initial updates from the college/department are highlighted in RED

9. Color Scheme on the Updated Course List Initial edits from IR are highlighted in BLUE

10. Color Scheme on the Updated Course List Final updates from the college/department are highlighted in GREEN

11. Color Scheme on the Updated Course List Final edits from IR are highlighted in ORANGE

12. Updates to Instructor Information

13. Instructor Information Make sure the correct instructor is associated with the course The correct instructor is the person teaching the course, not the course coordinator All instructors including TAs who teach the course need to be entered into SAP to match with the Course List Leave no columns missing or blank Indicate whether the instructor is full-time, part- time, or TA

14. Updates to Enrollment Information There are two enrollment columns Section enrollments are used to generate online TCE surveys Combined enrollments are used to plan the number of paper TCE forms by adding together sections taught in the same classroom

15. Updates to TCE Lists There are several columns indicating the evaluation mode (online, paper, distance learning) and timing (standard or early) of the TCE Only one column will have Yes indicated for a given class. The others should be either NO or left blank

16. Updates to TCE Lists If the same instructor teaches a Lecture and a Lab, the Lab should not be evaluated If the same course section is listed twice in the Course List, only one course section should be evaluated

17. Updates to TCE Lists for Instructors Teaching Multiple Sections in the Same Classroom Enter YES in the PaperTce column for the first section and leave blanks in the column for all other sections meeting at this place and time For paper course evaluations…

18. Updates to TCE Lists for Instructors Teaching Multiple Sections in the Same Classroom Enter YES in the Online TCE column for each section For online course evaluations…

19. Look at the column titled Cross-list and put a YES in column if the course is sponsored by the department associated with the prefix and course number Put a NO in the column if the department associated with the prefix and course number does not sponsor the course Online forms will be sent to students in both sections, but the results will be combined and sent only to the department sponsoring the course Paper forms based on the number of combined enrollments will be sent to the department sponsoring the course Updates to Cross-listed Courses

20. Updates for Instructors Wishing Combined Output for Different Courses Put Yes in the Combine Output column on all courses the instructor wishes to combined. (There arent many cases now). Add a brief description in the Note column of courses the instructor wants to combine

21. Use of Additional Notes The Note column explains any special cases in a few words. (Please dont put a Yes or No in this column.)

22. Revisions to Course Lists A Word about the Spreadsheet Tabs… The tabs are records of what has been submitted at each step in the revision process The original course list will be included in updated versions of the list (e.g., fa10_en_org below) Your initial edits and my initial edits will be captured in the second tab of the final file (e.g., fa10_en_edit below) The final version of the course list appears along with the original and edited versions (e.g., fal10_en_final below)

23. Common Mistakes Using Hand-Slugged Forms Evaluation forms pre-slugged by hand have Course IDs that do not match the course list Course ID is not bubbled or is bubbled in- correctly. Instructors name is crossed out on the form for new instructor

24. Common Mistakes during the Submission of TCE Forms Evaluation forms for different instructors are placed in separate envelopes. (Forms may be placed together in one box; theres no need to sort them.) TCE forms from different semesters are mixed together in one box. (Forms from previous semesters should never be included.)

25. Online TCE Committee: Recommendations Recommended Organizational and Software Specifications: Give college/departmental contacts the ability to record course evaluation preferences directly into SAP Take information on departments, instructors, TAs and courses directly from the Event Planning module, eliminating the need for merging and updating multiple files. Distinguish between the sponsors of cross-listed courses and also offered as courses so evaluations are collected and results are aggregated properly.

26. Online TCE Committee: Recommendations Recommended Organizational and Software Specifications (contd): Design the basic evaluation form using information provided about the course (e.g., lectures, seminars, labs) Allow for additional customization of questions based on input from departments and colleges Establish a bank of existing questions that could be used for additional items beyond those specified in the uniform evaluation form

27. Online TCE Committee: Next Steps Conduct second iteration of Blackboard Pilot Study in Fall 2011 Investigate a university-wide CourseEval contract as a cost-effective, backup alternative if Blackboard is not found to be a suitable option Implement the recommendation calling for deans to choose whether their colleges will adopt all online or all paper-based course evaluations beginning in Spring 2012

28. Available Information and Resources on the Institutional Research Website www.uky.edu/IRPE/faculty/tce.html Overview of the course evaluation process Current schedule of events for TCE process IRs policy on course evaluations Sample evaluation form TCE results for previous semesters

29. Additional Questions

30. Carol Yu Survey Coordinator/Data Analyst Office of Institutional Research 1080 Export Street, Room 214 Lexington, KY 40504 Phone: (859) 257-4110 Fax: (859) 323-3999 E-mail: cbyu2@email.uky.educbyu2@email.uky.edu