Administrator Options to View Student Course Evaluation Results | Graduate Education and Postdoctoral Affairs

Overview

This page is for anyone who has access to view evaluation results for classes taught by other instructors. This commonly includes roles of department chair, dean, program or course coordinator, etc.

These instructions will describe six different “use cases” or common needs for retrieving and using the course evaluation results of multiple classes.

Retrieve concise, complete reports for one class at a time
Efficiently retrieve results for a grouping of classes (e.g., for all courses by a single instructor or within a department)
1. A formatted report for each selected class
2. An Excel spreadsheet of quantitative (presented for each class and a summary for all classes)
Overall mean and distribution results for an aggregated group of classes
An instructor results summary of formatted for annual performance or P&T Reviews
Monitor response rates for individual classes, a department or a college
Obtain a list of questions used for your class or area

The courses you can view are determined by your unique access restrictions. If you are unable to access courses that should be available to you, please let us know by contacting the Registrar's Office at [email protected].

REPORTS MENU

Whereas the instructor usually accesses their own class results from the Home menu, administrators will use one of the Reports menu items.

Status Tracking – used to find the real time response rates for individual classes or classes within a department or college.
Report Browser – allows you to set various filters to list classes of interest, then view various reports of the individual classes.
Rollup Reports – allow you to set filters that will define a set of classes whose results will be aggregated or compared.
Instructor Analysis – displays an instructor’s results over time compared to the department’s aggregate results. WebOptics shows both an overall summary for each course as well as results for each individual evaluation form question over time.
Instructor Summary – Provides a summary of an instructor’s evaluations across courses and within a selected time period.

Use Case #1: Retrieve concise, complete reports for one class at a time

After opening the Reports > Report Browser, there are three options for sifting through classes to find the one or few that you need.

Select the filters, moving from left to right, narrowing the course list to your desired classes. You may hold the Ctrl key down to select multiple items within a filter.
OR use the Search box to begin typing any part of the class—the ID, number, department, instructor, course title, etc. It will quickly return possible rows.
OR you may sort the results on any column as you wish.

To retrieve one or two classes, click “View” to see the possible reports for that class.

Select a report from the drop-down menu on the right side of the page, where you can also save or print it.

Use Case #2: Retrieve results for a grouping of classes

Complete results in a formatted report for each selected class
Quantitative or All results in Excel spreadsheets (presented for each class and a summary for all classes)

After narrowing your list of classes within the Report Browser, you may select a batch of classes to output reports. Click on the boxes to select the classes you wish to include.

As you select classes, the bottom right corner will record the number of items in your batch.

After selecting the desired classes, click the ‘Create Batch File’ link at the bottom of the screen.

Creating a batch file evaluation report.

Next your selected list appears with options to select the ‘Output Type’ and ‘Reports’.

Output Type	Reports	Report Needs
An Excel File	Quantitative or All Responses	Quantitative results in Excel for a group of classes Produce one excel File with quantitative results or all (qualitative and quantitative) for multiple classes (one Excel worksheet per class, plus one summary worksheet)

Use Case #3: Overall mean and distribution results for an aggregated group of classes

While Report Browser specializes in separate, singular class reports, the Rollup Reports focuses on mean data for aggregated groups of classes. Rollup Reports only report on quantitative questions. However, the rollup capability greatly expands your ability to analyze trends and comparisons. Here are some examples of ways you might use Rollup Reports:

Example Aggregation	Sample Uses
Rollup all class sections into a course	Course Coordinator may wish to compare how different sections performed.
Rollup all class sections taught by a single instructor	Department Chair could calculate an average evaluation score for each instructor.
Rollup all lab sections for 100 level courses in a department	Dept. Lab Manager is able to determine if there are problematic issues across all labs.
Compare small, medium and large sized courses	Program Director is able to see if class size is detrimental to student satisfaction with a class.
Compare online vs face to face classes across a department (if applicable)	Program Director can check that online sections are roughly equivalent to in person sections.

How to Create a Rollup Report

There are three main sections to set up to run a rollup report: Drill Down, Filter, and Questions & Reports.

Drill Down

These set the academic organizational context to view

Form—Use “Full Form” for all classes, except “Internship” classes

Term—Select one term or “All Terms”

Session—Select one term or “All Sessions” within the term

School—Select one School or “All Schools”

Department, Instructor, Subject, Number—Optional to further narrow down classes to include

Filter (optional)

These allow you to control which classes to include in the statistics by selecting certain course characteristics. You may set multiple filters; more filters will reduce the number of classes included. For example, you could set filters to include only undergraduate lecture courses taught online using ‘Level’, ‘Instruction Mode’ and ‘Type’. Or you could include only small 200 level classes with a service-learning component using ‘Class Size’, ‘Course Level’, and ‘Service Learning’.

Questions & Reports

You will need to experiment with these to familiarize yourself with the different outputs. After changing a setting, press “Create Report” to see the actual results.

Questions—Different classes, with different class characteristics, will often have different sets of questions asked. Thus, when you combine various classes you may choose to view results for only ‘Common’ questions shared by the selected classes, or to view ‘All’ question results. If you choose ‘All’ check the button.

Reports—Allows viewing one total result, or comparative results. See examples below.

‘Rollup’ refers to simple aggregation. For each question, the system combines all responses from all classes into one single result.
‘Comparison’ will calculate a result for each category, and display the compared means graphically. After choosing ‘Comparison’, you will be prompted to select which characteristic to use for comparison. For example, if Size was selected, it would present the means for Small, Medium, and Large classes.

Examples of the Rollup and Comparison report options are shown below. A summary of the filters is provided above each graph.

Rollup Report Example

One term and course was selected under ‘Drill Down’. Reports set to ‘Rollup’.

Use Case #4: Monitor Response Rates for Individual Classes, a Department or a College

Status Tracking report allows you to see response rate graphics for a selected term institution-wide, by school, or by course.

Use the Reports > Status Tracking to open the Status Tracking page. First select the Term and Session to view. The pie chart gives you an immediate view over response overall for the session.

You can drill down to view response rates for different organizations by clicking on the particular School to view, then Department. It will then display response rates for all classes. Click on any of the table headings to sort the classes entry.

Use Case #5: Obtain a List of Questions used for Your Class or Area

You may easily obtain a copy of all the questions used for a group of classes. If you wish to make changes to those questions, please contact the Registrar's Office at [email protected]. Please note: WDYT automatically creates longitudinal reports based on common questions each term. If questions are continually updated each term, there will be no data to help make broad decisions regarding course structure and delivery.

Choose “Form Viewer” from the “Configuration” menu.
Select the current Term.
Select the characteristics that define the courses you wish to view–a particular school, department, instructor, even as specific as a particular section.
Click Update Display. The form is displayed below.

How to review flagged comments

Administrators, with the proper permissions can perform the following tasks to review a flagged comment.

Choose “Comment Redaction” from the Reports menu.
Select the appropriate term from the drop-down box. The report displays flagged comments
To the right of each report question for review is a Redact button and a Retain button. The reviewer can examine each comment and decide what to do.

To remove the comment from the evaluation, click the “Redact” button. Enter a comment about the redaction in the text field. A reason why this comment should be redacted must be entered in order to continue.
Click the comment’s “Redact” button. To alter the decision and keep the comment, select the drop-down and click “Retain.” To edit the reason for the redaction, select the drop-down and click “Edit Review Comment.”
To keep the comment in the evaluation, click the “Retain” button.Enter a comment about the retention in the text field. Entering a comment in this field is optional.
Click the comment’s “Retain” button. To Redact the decision and delete the comment, select the drop-down and click “Retain.”

Note: To edit the reason for the retention, select the drop-down and click “Edit Review Comment.”