Course Evaluations Frequently Asked Questions

1. What is the role of IP&A in the Course Evaluation process?

2. What are the different forms?

3. Who determines what form I use?  How do I change it?

 4. What is the procedure for administering the paper evaluation in the class?

5. How is an online evaluation administered?  Do I know when the evaluation goes out?

 6.  Why is there a password for online surveys?

7. What is the procedure for administering in-class evaluations that are done on-line?

 8. How do I add my own questions to the evaluation?

9. How do I know which packet goes to which course section?  Why is this important?

 10. Do the students have to use pencil to fill out the evaluations?

11. What is team teaching?

12. What are comparative groups?

  13. What is different with reports and analysis of results?

14. What is the timeline for Course Evaluations?  When will I receive results?

15.   How do I obtain copies from past terms?

 16. Who do I call with questions?
 

 

 

1. What is the role of IP&A in the Course Evaluation process?

Institutional Planning & Analysis (IP&A) provides an administrative service to the colleges that includes the collection and reporting of faculty course evaluations each term.   It is IP&A’s responsibility to develop and deploy effective and efficient solutions for course evaluation processing.  

Policies, content, methods for comparative analysis and utilization of results are determined by the University (in conjunction with the Faculty Affairs Committee).  Procedures and certain policies are determined individually by the college dean.  IP&A adheres to the policy and direction from the University,
Faculty Affairs Committee (FAC), and the college deans.
 

 
 


 

 
 

2.  What are the different forms?   
 

Form A: Lecture Class (default)

Form B: Small Seminar-type Class (no more than 20 students)

Form C: Laboratory/Discussion Sections

Form D: Research-based/Service Learning Courses (e.g. senior experience, qualitative field research)

Form E: Teaching Methods Courses (COE)

On-line Courses (Courses that are taught completely on-line)

View samples of the forms

 
 

3. Who determines what form I use?  How do I change it?

Each college has its own process to determine which forms can be used and how one can change a form.  For example, it can be a college-wide decision to use only form A or a college might have their faculty decide what form to use.  Check with
your College Course Evaluation Coordinator to see what the process is for determining the form you may use. 

College of Science and Mathematics: 
     Laurie
Schmelzer
     lschmeiz@csusm.edu
     760-750-7201

College of Humanities, Arts and Behavioral and Social Sciences: 
     Leo Melena

     lmelena@csusm.edu
     760-750-4275

     Theresa Aitchison
       aitchison@csusm.edu
     760-750-4185

College of Business Administration:
     Sharon Bowen

     sbowen@csusm.edu
     760-750-4264

     Gretchen Simpson
     gsampson@csusm.edu
     760-750-4228

     Jane Sim
     jsim@csusm.edu
     760-750-4269

 College of Education, Health and Human Services:
     Donna Matanane
     matanane@csusm.edu
     760-750-4291

 First Year Programs:
     Joanne Pedersen
     pedersen@csusm.edu
     760-750-7186
 
 

4.  What is the procedure for administering the paper evaluation in the class?

You will receive a packet of forms for each of your courses. The packet will contain the version of the form selected for the course.  It will have instructor’s name, course number and title, CRN, and term and year preprinted on the forms and labeled on the envelope.  Choose two students to administer the evaluation in class and alert them of changes in the directions (directions for student administrators will be in your evaluation packet) and remind them to sign the form titled “Instructions for the TWO (2) STUDENTS administering this evaluation” form. Once the evaluations are turned in, IPA will collect and scan them.  Results will be emailed to you.  The dean’s office will be notified of “Instructions for the TWO (2) STUDENTS administering this evaluation” forms that are not returned or are returned unsigned.

 
 

5. How is an online evaluation administered?  Do I know when the evaluation goes out?

On-line course evaluations are no longer available on WebCT.  The new system automatically sends an e-mail with the link and password to your students. The email will include which professor and course they are evaluating and directions on how to log-on to take the evaluation.  Another email will be sent to the professors notifying him/her that an email as been sent to students to take their on-line evaluations.  This email will also include the time period in which the evaluations will be open.  You may extend the time frame; directions will be in the email.
 

 
 

6.  Why is there a password for online surveys?

The main purpose of the password is to ensure a single response per student. The password is generated randomly.  A message to students indicates that they will remain anonymous and the email cannot be traced to them. 
 

 
 

7. What is the procedure for administering in-class evaluations that are done on-line?

Colleges determine if an in-class course evaluation can be done on-line. 

Option 1 (On-line evaluation is done in-class - a computer with internet must be provided to each student): You will receive a packet that will contain passwords and link to the on-line evaluations.  The packet will have instructor’s name, course number and title, CRN, and term and year labeled on the envelope.  Choose two students to administer the evaluation in class and alert them of the changes in the directions (direction for student administrators will be in your evaluation packet) and remind them to sign the form titled “Instructions for the TWO (2) STUDENTS administering this evaluation” from. The dean’s office will be notified of “Instructions for the TWO (2) STUDENTS administering this evaluation” forms that are not returned or are returned unsigned.

Option 2 (On-line evaluation is done outside of class): The system will automatically send an e-mail with the link and password to students. The email will include which professor and course they are evaluating and directions on how to log-on to take the evaluation.  Another email will be sent to you notifying you that an email as been sent to students to take their on-line evaluations and the time period for which the evaluations will be open.  You may extend the time frame—directions will be in the email.
 

 
 

8. How do I add my own questions to the evaluation?

In-Class Evaluations:
If you have additional items you wish to add (e.g. items 4.1-4.6 on the form), please list these on a separate sheet of paper and make sufficient copies for all students in the class.  Be sure to give these sheets to the student proctors and retain a copy for your records.  Also, be sure each question sheet includes directions for completing the additional items.

On-line Evaluations: If you have additional items you wish to add (e.g. items 4.1-4.6 on the form), please send an email with the additional items to your students. Be sure to include directions for completing the additional items (i.e. "For items 4-1 to 4.6 please refer to the following questions").
 

 
 

9. How do I know which packet goes to which course section?  Why is this important?

Instructor’s name, course number and title, CRN, and term and year will be preprinted on the forms and labeled on the envelope.  The right evaluation packet must be given to the right class because each evaluation has a barcode (at the bottom of the page), which is unique to each course that the scanner reads.  This barcode is then matched to the course in software.  It is very important that the right evaluations are given to the right class; otherwise the evaluations will be matched to the wrong course in the software.
 

 
 

10. Do the students need to use pencil to complete the evaluation?

The distribution of pencils was eliminated because the new scanner scans pencil and ink. 
 

 
 

11. What is team teaching?

Team teaching is when two or more professors are teaching the same course.  It is university policy that each professor must be evaluated on the courses he/she is teaching. Each faculty member will have a set of evaluations.  For example, if two people are team teaching, two sets of evaluations will be distributed, for the same course, with the faculty name identified on the form. Evaluations will be conducted during the last week you are teaching.  Thus, if you are team teaching it is important to let your Course Evaluation Coordinator know in the beginning of the semester.  Below is the list of the contact person for each college:

College of Science and Mathematics:
     Laurie
Schmelzer
     lschmeiz@csusm.edu
     760-750-7201

College of Humanities, Arts and Behavioral and Social Sciences:
     Leo Melena

     lmelena@csusm.edu
     760-750-4275

     Theresa Aitchison
     aitchison@csusm.edu
     760-750-4185

College of Business Administration:
     Sharon Bowen

     sbowen@csusm.edu
     760-750-4264

     Gretchen Simpson
     gsampson@csusm.edu
     760-750-4228

     Jane Sim
     jsim@csusm.edu
     760-750-4269

College of Education, Health and Human Services:
     Donna Matanane
     matanane@csusm.edu
     760-750-4291

 First Year Programs:
     Joanne Pedersen
     pedersen@csusm.edu
     760-750-7186
 

 
 

12. What are comparative groups?

Comparative groups are made up of courses that are similar.  Comparative groups have not changed with this system.  They remain the same as before.   FAC is reviewing comparative groups.
 

 
 

13. What is different with reports and analysis of results?

The new system gives the same analysis as before; the only difference is the analysis now has graphs.  Please see the section on report and explanations to view an example and to get further explanation about how to read the reports.
 

 
 

14. What is the timeline for Course Evaluations?  When will I receive results? 

Course Evaluations will be distributed to the colleges about a month before they are due.  Evaluations should be conducted during the last 2 to 3 weeks of the semester (including final’s week).   Packets are due to IP&A no later than the last day of finals. 

NOTE: Packets received after the due date will be processed based on availability of resources in Institutional Planning & Analysis.

Our goal is to have results emailed to instructors and colleges within two to three weeks of the close of the term.
 

 
 

15.   How do I obtain copies of past terms?

Please contact your College Course Evaluation Coordinator to receive a copy of your results.  Below is the list of the contact person for each college:

College of Science and Mathematics:
     Laurie
Schmelzer
     lschmeiz@csusm.edu
     760-750-7201

College of Humanities, Arts and Behavioral and Social Sciences:
     Leo Melena

     lmelena@csusm.edu
     760-750-4275

     Theresa Aitchison
     aitchison@csusm.edu
     760-750-4185

College of Business Administration:
     Sharon Bowen

     sbowen@csusm.edu
     760-750-4264

     Gretchen Simpson
     gsampson@csusm.edu
     760-750-4228

     Jane Sim
     jsim@csusm.edu
     760-750-4269

College of Education, Health and Human Services:
     Donna Matanane
     matanane@csusm.edu
     760-750-4291

 First Year Programs:
     Joanne Pedersen
     pedersen@csusm.edu
     760-750-7186


 

 
 

16. Who do I call with questions?

Questions regarding the reporting process:
    
Ben Hallowell
     bhallowe@csusm.edu

     760-750-4067

Questions regarding course evaluations, contact College Course Evaluation Coordinator:

College of Science and Mathematics:
     Laurie
Schmelzer
     lschmeiz@csusm.edu
     760-750-7201

College of Humanities, Arts and Behavioral and Social Sciences:
     Leo Melena

     lmelena@csusm.edu
     760-750-4275

     Theresa Aitchison
     aitchison@csusm.edu
     760-750-4185

College of Business Administration:
     Sharon Bowen

     sbowen@csusm.edu
     760-750-4264

     Gretchen Simpson
     gsampson@csusm.edu
     760-750-4228

     Jane Sim
     jsim@csusm.edu
     760-750-4269

College of Education, Health and Human Services:
     Donna Matanane
     matanane@csusm.edu
     760-750-4291

 First Year Programs:
     Joanne Pedersen
     pedersen@csusm.edu
     760-750-7186