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Administration Checklist

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You may tend to think that you have plenty of time to plan for your Evaluate administrations. But, before you know it, the days will fly by and the red circled deadline on your calendar is here. Don't get caught unprepared! There is plenty of work you can do pre-launch, during your term, and even after responses are collected!

We've included a comprehensive checklist in this article, and a handy PDF interactive checklist attached as well, of what to keep in mind to ensure the process runs smoothly.

Pre-launch

  • Dates:
    • Identify launch date for evaluations
      Once you have your start and end dates for your evaluations, you can start making deadlines for the rest of the steps below.
    • Identify Instructor grade submission due date
      Knowing the deadline of when instructors must submit grades generally informs when you will release access to student responses. To avoid potential bias, many of our campuses do not release reports to instructors until after this date has passed.
    • Identify report release dates
      (Faculty/Report Admins) Based on your term cycle (including your Grade Submit Date), you will need to decide when your Instructors and also for your Report Administrators (Deans/Chairs) should have access to reports that contain student responses.
    • Identify drop/add date for enrollment
      Once your drop/add date passes for the current term, you may want to re-import your most up-to-date student enrollment file to account for final changes in enrollment. If you have questions regarding this timing or are not sure how your campus is importing data, please reach out to your Campus Labs Consultant.
    • Notify your Consultant about important dates.

  • Communication:
    • Work with your Data Manager to determine data import date(s)
      We recommend importing the data at least a week before the evaluation launch to ensure that any missing or incorrect data may be adjusted before your evaluation is live.
      • NOTE: If you plan to allow faculty to add custom questions to their individual sections, plan to have your data imported early enough to allow faculty time to add the questions to their sections.
    • Email Faculty/Staff regarding important dates
      It is important not only to identify important dates to inform your evaluation process and cycle, but also to inform relevant stakeholders on campus about what they can expect.
    • Develop Faculty communication plan regarding custom questions (if applicable)
      Faculty have the ability to add custom questions to their individual sections. These additions must be done before the evaluation is live and collecting student responses. Plan to inform faculty of when and how to add these questions early enough to allow them plenty of time to take action.

  • Configuration:
    • Confirm all Institutional Units have levels assigned
      Each unit needs to have a level assigned in order for reporting to identify Report Administrator permissions accurately.
    • Confirm data import accuracy for upcoming term
      It is important to review the data within your site for accuracy after your Data Manager imports. Be sure to connect with your Data Manager should you identify any errors with the imported course sections, instructor assignment, and/or student enrollment.
    • Check email template(s) for up-to-date language.
      Make any necessary updates within Mailing Templates before scheduling Mailings in your Administration(s).
    • Update Report Admin permissions
      Be sure to manage your permissions within the site. Add new staff such as deans, department chairs, or committee members. Consider reviewing your previous permissions to ensure accuracy given any position changes on campus that may have occurred. We recommend making updates even before administering your evaluations, as these stakeholders may want to log in during the survey administration and review their areas' response rates.

  • Professional Development:
  • Evaluation Instrument:
    • Review evaluation questions
      Ask yourself: Are there any changes that need to be made this semester? Are there any new questions that should be added to your overall question set? Do the colleges, departments, or programs have new questions that should be included? Are you retiring the use of specific questions and would no longer like them to be asked?
    • If changes are needed, submit a request to Anthology Support to make changes.
      Once you have gathered information regarding changes or additions, submit these details via ticket at https://support.campuslabs.com/ticket and we'll do the rest!
    • Check your custom questions to ensure these are turned on/off depending on your needs.


During Your Term

  • Communication:
    • Send reminder to Faculty/Staff of important dates
      Be sure to remind stakeholders on campus of important dates (such as when your evaluation will be live and collecting student responses). This reminder could include additional information, such as tips for faculty and report administrators on how to boost response rates.
    • Determine & set up dates for sending out student reminders
    • Coordinate faculty communication for OSF completion
      For campuses utilizing the IDEA SRIs that require the completion of Objective Selection Forms (OSFs), be sure to send instructions to faculty on how to complete their form(s). Be sure to send the initial and reminder mailings prompting these to be completed after your Administration(s) are setup.
    • Update webpages and create marketing materials
      Get help from different departments on campus for this step. For more information, check out Communicating about Course Evaluations!

  • Configuration:
    • Review Report Admin assignments for accuracy
    • Create your Administration(s)
      Follow our three step process to setup Administration(s) to launch your course evaluations.
    • Spot check courses/sections
      Once your course sections are added to your administration(s) you will easily be able to confirm the instruction assignment and student enrollments. Confirm that these look accurate to the needs of your evaluation cycle – if you spot inaccuracies, contact your Data Manager on campus to work with you to resolve.
    • Schedule student and faculty mailings (for each administration)
      Use the mailing templates you set up to schedule mailings for each administration.  Remember that you can set up your initial student mailing as well as reminder mailings all at the same time.
      • Schedule student mailings
        Be sure to schedule student mailings.
      • Schedule faculty mailings for OSF completion
        Be sure to schedule faculty mailings for OSF completion.
      • Schedule faculty mailings regarding course evaluations
        Be sure to schedule faculty mailings with details of when your evaluations will launch, how long they will be open, and also encouraging faculty to talk about the value of the course evaluation process.
      • Schedule faculty mailings regarding reporting
        Be sure to schedule faculty mailings with details of when they should expect to have access to their reports. Ensure that the date given aligns with the report release date for instructors.

 

After Responses Are Collected

  • Communication:
    • Reach out to your Anthology Consultant to schedule a conversation
      Your Anthology Consultant is happy to spend some time with you reflecting on how your term went and establish goals for next term.

  • Evaluation Instrument:
    • Determine need for changes in evaluation
      Connect with campus stakeholders to discuss needs for incorporating additional questions (department specific or deliver method) for future terms.
  • Professional Development:
    • Consider our ongoing resources available on our Campus Intelligence site
      Our Campus Intelligence site features a section for Teaching & Learning focused resources.

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