Migration Process

Evaluation Tools

Student Experience

Faculty Experience

Reporting

Integration With Other Campus Systems

Administrative Considerations

Glossary of Terms

1. What are some highlights of the new system? 

  • Near real-time access (within 48 hrs) to online data and reporting 
  • Improved readability of existing reports and new fully online report options 
  • Mobile-ready experience for students 
  • Simplified learning outcomes selection process 
  • Streamlined communications to students and faculty – i.e. one email per all courses in an evaluation window (not one per course) 
  • Ability to utilize any of IDEA’s valid and reliable instruments with the ability to add custom question by organizational unit or course attributes 
  • New functionality to support formative assessment throughout the term (Instant feedback tool) 

 

Migration Process 

2. By when do we need to migrate to the Campus Labs platform? 

While there is not yet a hard and fast date when we will sunset the legacy IDEA systems (paper and online), there is no new development going to those processes. All of the new development and improved features and functionality are happening within the Campus Labs Course Evaluations platform.  

 

3. Who do you recommend we include in this process? 

Typically, we would encourage you to include a minimum of one representative from the following groups: 

  • The Provost/Provost’s office 
  • Faculty committee 
  • Last year’s IDEA site administrator 
  • Information Technology – Authentication 
  • Information Technology – Student Information System 

 

4. How far in advance of our first administration do we need to start planning? 

We recommend beginning the process of evaluating and educating yourself on the new platform 6-12 months before you want to start using it.  From the time the license agreement is executed, it typically takes 8-12 weeks to prepare for the first administration period. 

 

5. Will we need to sign a contract? If so, what does that look like? 

Yes. When you move to the new platform, you will be asked to sign a license agreement. That agreement is between the institution and Campus Labs (for the technology platform) as well as IDEA (for the instruments, data, and faculty resources). 

  

Evaluation Tools 

6. Do the evaluation instruments change when we move to the new platform? 

Yes and No. You will still have access to the comprehensive Diagnostic Evaluation you know from IDEA, but it has undergone a bit of a revision since it moved to the new platform. Some of the teaching methods and learning outcomes have been modified to reflect a 21st century perspective. The new tool hits on such outcomes as diverse perspectives, civic engagement, quantitative literacy, and ethical reasoning. Additional information about the process and new tool can be found here: http://www.ideaedu.org/Resources-Events/Support-For-Current-Clients/IDEA-Advanced-Background  

You will also have access to the Learning Essentials evaluation (formerly known as the “short form”) and a new evaluation called “Teaching Essentials” that focuses on teaching methods used in the classroom.  

 

7. Will the IDEA 2 evaluation eventually also be available in paper or via IDEA Online? 

No. The IDEA 2 evaluation is only available via Campus Labs. 

 

8. Will the Teaching Essentials form eventually also be available in paper or via IDEA Online? 

No. The Teaching Essentials form is only available via Campus Labs. 

 

9. Can we add custom questions to the evaluation instruments? 

Yes! With all of the end of term evaluation instruments, you have the opportunity to add custom questions. You can add these questions by institutional unit (college, department, course, etc..) or by course attributes (online, hybrid, lab, clinical, etc…). You can choose from multiple question types or can create open-ended, qualitative questions. 

 

10. Do you offer any tools for formative feedback, or anything we can use for mid-term evaluations? 

Yes! The new platform includes a tool called “Feedback” that is designed to enable instructors to gather feedback from students as often as each class session. Instructors are given discretion over the timing and frequency of the feedback sessions for their courses, and the results are available exclusively for that instructor. 

 

 

Student Experience 

11. Where do students go to complete the evaluations? 

Students can be notified in several ways that the evaluation period is open. In most cases, they will receive an email with a link to login to their evaluation homepage. In addition, we can incorporate a link into the LMS or other campus portal/webpage or the URL can be posted on message boards around campus or by an instructor in class. Students will login with their existing campus credentials (login ID and Password), and will then be presented with all of the evaluations they have available to them at that time.  

Contrary to the old IOL process, students will receive only one email per administration, rather than one email per course. So if a student is enrolled in multiple courses, he will only get one initial notification and then will login to gain access to the evaluations for all of his enrolled courses. 

 

12. Can evaluations be completed on a mobile device? 

The evaluations are mobile-friendly and can be completed on any mobile device with a connection to the internet (over wifi or cellular connection). We encourage instructors to give class time for students to complete the evaluation, which is made easier with the use of mobile technology.  

 

13. Can we customize the email being sent to students? 

Yes! You can create custom email text for each administration and/or you can create email templates to use regularly.  

 

14. What about reminder emails? 

You can set up as many reminder emails as you wish and can customize the text of those as well. You can also create a reminder email template. Reminders will go out to students who have not completed all of the available evaluations for that period. A single reminder will be sent to a student, regardless of how many courses they have yet to evaluate.  

 

Faculty Experience 

15. How will instructors select the relevant learning objectives for their course(s)? 

Instructors will receive an email notifying them that their Objective Selection Forms (formerly FIF forms) are ready for completion. They will then login to the site with their campus credentials and be taken to a page that lists each course they are teaching that term with a link to complete the Objective Selection Form (OSF) for each course.  

Note that instructors will receive one notification per term that their objective selection form is ready for completion, regardless of how many courses they are teaching. They do not need to keep track of multiple emails and URLs to complete the forms as they will all be waiting for them upon login.  

Instructors will no longer need to select or verify the discipline code on the form. This information is brought over from the Student Information System.  

 

16. Can anyone other than the faculty member select the learning objectives for an individual course? 

Yes.  Objectives for an entire course can be selected by the administrator.  For more information please see this support article.  

 

17. Can we customize the emails being sent to instructors? 

Yes! You can customize the emails regarding the objectives selection form as well as the emails that get sent when reports are ready. You can also create templates for these emails.  

 

18. Can instructors add their own questions to the evaluations? 

Administrators have the ability to allow instructors to add custom questions to their course sections.  For more information please see this support article

 

19. How will instructors access their reports? 

Instructors will be notified by email when their reports are ready. It will contain a link to their reports. When they click on the link, they will be prompted to login to see their reports. Once logged in, they will have access to their list of courses for that term and an option to view the reports for any courses whose reports have been made available. 

 

20. Can we set the dates when instructors should have access to the reports? 

Yes. With each administration period, you will be able to set the date on which the reports should be made available to instructors. Typically, this would be a date after grades close for submission. 

 

Reporting  

21. What kind of new reporting options are available on the new platform? 

There are a number of new reports available in the new platform.  

Unit Summary Report 

This report for administrators has been intentionally designed to provide necessary information to support targeted professional development, unit analysis of relevant objectives selection and student learning, and understanding your unit’s learning environment and contextual factors that influence student ratings on learning.  This report is populated with raw data from the Diagnostic Feedback and Learning Essentials evaluations. 

Question Mean Analysis 

This report for administrators shows results at a question by question level. 

Response Rate 

This report for administrators shows the response rate across units. 

Summary Report 

This report for administrators as well as instructors shows the results for an instructors section for an entire term. 

Segment Comparison 

This report for administrators as well as instructors shows comparisons across different segments of the institution. 

 

 22. Will we continue to have access to all of the reports we currently receive? 

You’ll continue to have access to the majority of the data that you currently receive, but it will often be presented or accessed in a different way. For example, the Group Summary report will no longer be available however the new Unit Summary report will provide a lot of the same information based on organizational units as opposed to groups.  As part of the migration process, we’ll have a thorough discussion about the kinds of reports that you’re currently using so that we can explain any differences in where that information is housed in this platform.  

 

23. What about the cd we used to get with data from IDEA? 

 All of your data can now be accessed through the IDEA Data Portal, by downloading the raw data from the Campus Labs environment, or by requested an Aggregate Data File from IDEA. More information on the raw and aggregate data can be found here.  

 

24. Is there an API through which we can receive the data from IDEA and Campus Labs? 

The IDEA Data Portal enables programmatic access to your institution’s IDEA survey and report data, on demand 24/7. This can be used to build integrations with on-campus archives, research, dashboards, and/or learning management systems. This is the preferred mechanism for accessing data, particularly if there is software development personnel on staff familiar with REST APIs.   
 
Data included: The Data Portal provides access to data from the Student Ratings of Instruction system as well as IDEA Administrator and Chair Feedback Systems. More information about the REST API and JSON data can be found https://rest.ideasystem.org/IDEA-REST-SERVER/ 
 
Process: The Data Portal is a new product that will be available as a subscription service. While it is in “beta” testing, there is no charge for this service. Requests for information on the Data Portal can be sent to data.portal@IDEAedu.org 

 

25. Is there a way to export raw data? 

Yes.  An administrator with full access will be able to export the raw student data.  More detailed information about what is supplied in the report can be found here

 

Integration With Other Campus Systems

26. Can you set up a single sign-on (SSO) process? 

Yes, we will authenticate your users through a SSO process. Authentication methods include: LDAP, CAS, Shibboleth, or a generic pass-through process. To learn more about authentication methods, visit the Authentication Page of our zendesk support site. 

 

27. Does this integrate with my LMS? 

In most cases, we can pass authentication through from the LMS to the evaluation platform. This means if students are logged into the LMS and click on a link from the LMS to the evaluations, they would not need to login again to the evaluation platform. This would be set up through an LTI. For more information on LMS integration, visit the LTI Connections Page of our zendesk support site. 

 

28. Does this integrate with my SIS system? 

Our connection with the SIS is such that we do not need to set up a direct integration between the two systems. Instead, we will work with you to establish a method through which you will extract data from your system and then we will pull it into ours.  

 

29. How do we transfer course and user data to you? 

You have three primary options for transferring course and user data to us. You can upload files through a manual upload process, we can set up a secure ftp site to which you can send the data, or we can work together on an API to automate the transfer of data. For more information on these options as well as the required file formats, please visit the Core Data Exchange section of our support site. 

 

Administrative Considerations 

30. Who can set up the evaluations? 

Currently, only a full site administrator with the appropriate access will be able to set up the evaluations. 

 

31. Can we customize the start/end dates of the evaluation for an individual college or department?  

Yes. A full site administrator can customize the start and end dates for the evaluations for an individual college or department, provided that the evaluations for those units are set up as independent administrations 

 

32. Can a faculty member customize the start/end dates for their course(s)? 

At this time, the only people who can set the start and end dates for an evaluation are the full site administrators. The site administrators can schedule the start and end dates for an administration, but not for the individual course at this time.  

 

33. Do you support cross-listed courses? 

Yes! Information about cross-listed courses should be provided to us in the course file you will send to us. When a course is cross-listed, the students completing the evaluation will see only the course number in which they are enrolled. Instructors will see both course numbers assigned to the one course in the faculty hub. 

 

34. Do you support team-taught courses? 

Yes! Information about each instructor should be provided in the user file you will send to us. This may include an instructor-type field, in the event the second instructor is a Teaching Assistant or other role distinct from the lead instructor. In the case of team taught courses, the students may be presented with instructor questions for each available instructor.  Each instructor will see a report that includes all of the course-specific questions, but only the instructor-specific data for him/her self.  

 

Glossary of Terms – Campus Labs Course Evaluations Platform 

IDEA 

Campus Labs 

Definition 

Survey Group 

Survey Administration 

One run of an evaluation cycle. This includes all of the courses that will be evaluated using a given instrument in the same time window. This is the concept formerly called a Survey Group. Note that an administration typically encompasses multiple “survey groups”. 

Class 

Course Sections 

Individual instances of classes to be evaluated. Formerly called a class in IOL  

Diagnostic (Long Form) 

IDEA Diagnostic Feedback 

The comprehensive evaluation used to assess teaching and student learning. Formerly called simply Diagnostic 

Short Form 

IDEA Learning Essentials 

A shorter evaluation, focused specifically on student learning. Formerly known as the Short Form 

N/A 

IDEA Teaching Essentials 

A new evaluation, focused on the teaching methods employed in the classroom. This evaluation is available exclusively on the Campus Labs platform. 

Faculty Information Form (FIF) 

Objective Selection Form (OSF) 

The online form through which faculty are asked to select the relevant outcomes for each course. This used to be known as the Faculty Information Form. The form has been simplified and requests only that the instructor select the outcomes. They are no longer asked for Course ID, CIP Code, or personal/ faculty information.  

Response Form 

Evaluation 

The form students complete with their responses. Formerly known as the Response Form 

Survey Subject 

Course Section Instructor 

The individual instructor(s) being evaluated. Formerly referred to as the Survey Subject. 

On Campus Coordinator (OCC) 

Full Site Administrator 

The individual(s) with full responsibility to set up the site, including everything from site structure to instructor roles, custom questions, instrument selection and more. Formerly known as the On Campus Coordinator (OCC) 

Sub On Campus Coordinator 

Report Administrator/ Set up administrator 

The individual(s) with responsibility to set up administrations and to view reports. Formerly known as the Sub On Campus Coordinator. 

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