CoursEval Admin Guide for COM

This article is specific to the College of Osteopathic Medicine's implementation of CoursEval. These items need to be completed at the beginning of or prior to each term after all courses have been set up in Colleague and students have been enrolled.

Checklist

COM Administration

Notify Educational Technology when all courses have been entered into Colleague
Provide spreadsheet with course information, including course types and survey start/end dates, and return to Educational Technology
(Course types must be one of the following: Lecture, Laboratory, Lecture and Lab)
Determine auto-open and auto-close dates for all survey administrations for the term and distribute to Academic Assistants for setup

Course Setup

Verify course details and Responsible Faculty (Course Director or Co-Directors) in CoursEval
Add instructors (internal only) as Participating Faculty

Survey Administration

Create survey administration(s)
Select courses to associate with survey administration(s)
Adjust participants as needed (for DO required courses)
Adjust faculty questions as needed
Add custom questions as needed

Educational Technology

Upload completed spreadsheet with course types and survey start/end dates into CoursEval once received

Academic Assistants

Course Setup

Add CoursEval to D2L courses, as desired

Step-by-Step Instructions

Verify Courses and Add Instructors

Click Setup and select Courses.
Ensure all the filters at the top of the page are set to Show All. Or you can filter by Period to narrow the list.
Verify the details for all courses in your roster. Any changes to course information (with the exception of Participating Faculty, Course Type, and Custom Survey Start/End Dates) need to be made in Colleague.
- Note: All DMU courses and sections--not just COM--have been imported into CoursEval. Pay attention to section number and period so you edit the correct course and don't make extra work for yourself.
Look at the Responsible Faculty listed for each course to verify it's correct. Any changes to Responsible Faculty (Course Directors or Co-Directors) need to be made in Colleague.
For each course that has additional instructors giving 3 or more lectures (DMU faculty or staff only), click the icon in the Manage Faculty column next to that course.
Click the Edit List button under the Participating Faculty 3+ Lectures header.
Enter last name of instructors giving 3 or more lectures, course directors excluded, in large text entry box under Enter Search Values. If the course has multiple instructors, you can enter multiple last names at once, each on a separate line. Then click Search.
All matching instructors will appear in the search results below with all matches automatically selected. Uncheck the boxes as needed so that only the instructors giving 3 or more lectures for the current course are selected, and then click Save when you're done.
Repeat steps 5-8 until all instructors have been added.

Create and Set Up Survey Administrations

Assumptions and Definitions

Survey Administration - the container that holds all the course surveys for a given program and a given term.
Example: 19/FA1 Course Feedback DO
Auto-Open date/time - when a survey administration will automatically open. Auto-Open date/time will be provided for you for each survey administration.
Auto-Close date/time - when a survey administration will automatically close. Auto-Close date/time will be provided for you for each survey administration.
Note: These are different than the Start date/time and End date/time for individual course surveys. Individual course surveys already have associated start date/times and end date/times entered in CoursEval, so you don't need to enter them, just double-check that they match the COM Master Course Spreadsheet.

Create New Survey Administration

Click Survey and select Survey Administrations.
Click New Standard Survey Administration.
Ensure the Survey option is selected next to Create New: Standard:
Enter a name for the survey. Recommended: [Term] Course Feedback [Program]
Example: 19/FA1 Course Feedback DO
Set Assessment Focus to Students will assess Faculty.
Set Program to Default.
Select the appropriate Period.
Note: Each Period requires a separate survey administration.
For Copy settings, select the option to Copy Settings from template and select either DO Evaluation Template or MSA/MBS Evaluation Template, depending on which program you're creating evaluations for.
- Assumption: The program sponsor for the course, as indicated by course number, defines which template is used. Template will generally match course designation.
Then click Add when you're finished.

Set Auto-Open and Auto-Close Dates

Return to Survey Administration under the Survey menu.
Click on the name of the survey you just created.
- Note: If you don't see it, make sure the filters for Year, Period, Status, and Program are set to Show All.
For Published Deadline, check the box for Synchronize with auto-close date (and don't worry about adjusting the Published Deadline date).
Enter a date and time for both Auto-Open date/time and Auto-Close date/time. Please reference the provided spreadsheet for both date/times.
- Note: The Auto-Open date/time must be earlier than the earliest included course evaluation open date, and the Auto-Close date/time must be later than the latest included course evaluation close date.
Then click Save.

Select Courses

In the row for the new survey administration you just created, click the icon under Select Courses.
- Note: If you don't see it, make sure the filters for Year, Period, Status, and Program are set to Show All.
Scroll past the filters, ensuring all of them are blank, and click Apply Data Filters.
You'll see a list of all courses that match the term you selected for the survey administration. Check the box next to each course you want to include in this survey administration.
- Note: All DMU courses and sections--not just COM--have been imported into CoursEval. Pay attention to section number so you add the correct section.
Click Save after you have selected all the desired courses, and then click Return to List to continue with the next step.

Adjust Participants

When you add a course to a survey administration, all enrolled students will be selected to receive the course evaluation.

To adjust this (for DO required courses), first make sure you are on the Survey Administration page.
- If you're not, click Survey and then select Survey Administrations.
In the row for the desired survey administration, click the icon under Detailed Settings.
Locate the course you need to adjust and click the corresponding numbers (something like 10/10) in the Participants Selected (Received) column.
Uncheck any participants you wish to exclude from the selected course evaluation, and then click Save. You'll automatically return to the Detailed Settings for the selected survey administration.
Repeat steps 3-4 for all courses that need participants adjusted within the given survey administration. If you need to adjust participants for another survey administration, click Return to List and go back to step 2.

Adjust Faculty Questions

By default, all Responsible Faculty (course directors and co-directors) will receive the full instructor question set. If any course directors give fewer than 3 lectures, follow the steps below to make adjustments to the selected questions.

Begin by selecting Survey Administration from the Survey menu.
In the row for the desired survey administration, click the icon under Detailed Settings.
Locate a course that needs course director questions adjusted, and click the icon under Question Category Settings in the row for that course.
Deselect question sets for the appropriate course director(s) by unchecking the box next to his/her name.
After making all the selections for the course, click Save.
Repeat steps 3-5 until course director questions have been adjusted for all courses that need adjusting.

Preview Surveys

Begin by selecting Survey Administration from the Survey menu.
In the row for the desired survey administration, click the icon under Detailed Settings.
For each course, click the icon under Preview Surveyand make sure the survey questions match what you're expecting.
- Note: You do not need to answer any of the questions. Just click Save and Continue (at the bottom) or Previous Page (at the top) to navigate through the survey questions.
- If anything looks wrong with a survey preview, please click here to submit a CoursEval request.
Close the survey preview when you're done and repeat step 3 to preview the remaining surveys included in the survey administration.

Add CoursEval to D2L Courses

Open Desire2Learn (D2L) and navigate to the desired course.
Select Content from the course Navbar at the top of the page.
From any module (you may want to create a separate module just for CoursEval), select Existing Activities and then select External Learning Tools.
Select MyCoursEval and you should see it appear in the module.