Class Climate - Generating and Distributing Surveys (Online)
This document explains how administrators can create and distribute online course evaluation surveys in Class Climate.
Class Climate is a campus enterprise course evaluation system used by UW Colleges to evaluate instructors for purposes of tenure, promotion, merit, and retention. The Student Survey of Instruction program is governed by UW Colleges Senate Policy 308, Administering the Student Survey of Instruction, revised Spring 2017. Course evaluations will be administered online for all courses every semester, with a few exceptions.
Early each semester, CITS Instructional Technology adds course information to Class Climate. Once this is done, a campus, regional, or program administrator (henceforth known as "subunit administrator") needs to generate and distribute surveys for each course which will be evaluated.
To generate and distribute online surveys, subunit administrators should do the following:
Login to Class Climate at http://survey.uwex.uwc.edu using the username and the password that was provided to you.
B) Generate online surveys
Before sending out surveys, you have to associate each course with a questionnaire (SSI-2017 for face-to-face courses, SSI-2017-O for Online and SSI-2017-N for NODE courses) and activate that course's survey period.
1) Click on Subunits in the Main Menu, then Generate Surveys in the left-hand column.
2) On the Generate Surveys menu, select the following:
Subunit – Select the appropriate subunit, which is usually either the course's campus or NODE.
Survey Period - Select the current semester. Ex: Fall 2015 is FS 15/16.
Course Type - Courses will be under Course Type: Lecture, Lab, Discussion or Others. To view all courses available in your subunit, hold down the Ctrl or Shift key while you click to select more than one type.
Questionnaire - SSI-2017 for face-to-face courses, SSI-2017-O for Online and SSI-2017-N for NODE courses.
Course - Scroll to the course(s) you wish to survey. Hold down the Ctrl or Shift key while you click to select more than one course.
In the box on the right under Online, click PSWD based and check the box next to Use Time Control.
Click Generate Surveys.
C) Distribute online surveys using Scheduled Tasks
Scheduled Tasks allows you to schedule in advance the date to distribute surveys via email, to email reminders, and to close surveys. This way, you can set up each step of the process at the beginning of the semester, and it will run automatically later in the semester.
The Scheduled Tasks screen will appear once you’ve completed the Generate Surveys page (above) for an online survey. This step does not exist for paper surveys.
Scheduled Tasks has four main tabs which can be activated and controlled separately.
1) PSWD to respondents: This sets up the initial email which invites participants to take the online survey.
1a) Select the PSWD to respondents tab. Click Edit.
1b) click Activate.
1c) Click the Date and select the start date and time of when you want your participants to receive the email asking them to participate. Surveys typically begin two weeks before final exams. Ex: in Fall 2017, surveys should begin on 12/04/2017.
1d) Edit the email subject line and text if desired [optional].
1e) Click Apply to All to have the start date that you’ve selected apply to all of your generated surveys. Click Save to have it apply to only one survey.
1f) If you selected Apply to All, a pop-up will appear asking you to confirm that you want the change to apply to all of the surveys you're generating. Click OK.
2) Online survey reminder: This sets up a reminder email which should go out to survey participants mid-way through the survey period to remind them to take the survey.
2a) Select the Online survey reminder tab. Click Edit.
2b) Click Activate.
2c) Click the Date and select the date for an initial email reminder for your participants. Ex: in Fall 2017, a reminder could go out 3 days after the survey begins: 12/07/2017.
2d) Fill out the Multiple reminders every __ Day(s) field to determine how often reminder emails will be sent. 3 days is the recommended period.
2e) Edit the email subject line and text if desired [optional].
2f) Click Apply to All to have the start date for your reminders to apply to all of your generated surveys. Click Save to have them apply to only one survey.
2g) If you selected Apply to All, a pop-up will appear asking you to confirm that you want the change to apply to all of the surveys you're generating. Click OK.
3) Response Rate Notification: This step sends an email to the course instructor if the survey response rate isn’t high enough. SSI guidelines specify that "quantitative results are not considered reliable (and, therefore, should not be used) when less than 50% of the class has responded." This notification email will remind instructors to encourage students to complete their course evaluations.
3a) Select the Response Rate Notification tab. Click Edit.
3b) Click Activate.
3c) Click the Date and select the date one week after the survey start date chosen in PSWD to respondents, above. Ex: in Fall 2017, the response rate reminder to instructors could go out on 12/11/2017.
3d) Set the Notification at a response rate below ___% field to 50%.
3e) Set the List of recipients by selecting -->Instructor of the course and clicking Add. You should see the phrase -->Instructor of the course appear in the text box below. This will tell Class Climate to automatically send the email to the email address on record for the instructor.
3f) Click Apply to All to have the notifications apply to all of your generated surveys. Click Save to have them apply to only one survey.
3g) If you selected Apply to All, a pop-up will appear asking you to confirm that you want the change to apply to all of the surveys you're generating. Click OK.
4) Finish survey: This sets the end date for the survey. After this date, participants who click on the survey URL will not be able to take it.
4a) Select the Finish survey tab. Click Edit.
4b) Click Activate.
4c) Click the Date and select the date that you want the survey to close. This would normally be the last business day before final exams begin. Ex: in Fall 2017, surveys should close on 12/15/2017.
4d) Click Apply to All to have the end date that you’ve selected apply to all of your generated surveys. Click Save to have it apply to only one survey.
Note: Do not click Automatic report dispatch to the Instructor(s) after closing the survey. UWC policy states: "Under no circumstances shall the instructor be given access to the completed surveys until after final grades have been submitted," which doesn't have to happen until 4 days after final exams.
4e) If you selected Apply to All, a pop-up will appear asking you to confirm that you want the change to apply to all of the surveys you're generating. Click OK.
D) View information about online surveys
Once your surveys have been generated and tasks have been scheduled, you can view and edit the information about all of your online surveys on the Scheduled Tasks Page.
1) Go to Subunits, then click Scheduled Tasks in the menu on the left. This will take you to the Survey List.
2) You will see a list of all of the scheduled survey openings, reminders, and closings.
Use the pencil shape to edit a particular Scheduled Task. Use the X to delete one. Class Climate will ask you if you would like to edit/delete a single open survey or all of them.
Online questionnaires will be automatically sent to participants.