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 301.01, Administering the Student Survey of Instruction. Course evaluations will be administered for all courses every third semester, and may be administered for other courses upon request.
Early each semester, CITS Instructional Technology adds course information to Class Climate. Once this is done, a campus or regional administrator needs to generate and distribute surveys for each course which will be evaluated.
For Online and NODE courses, surveys are distributed online. There is a separate guide for creating and distributing paper surveys for face-to-face courses.
To generate and distribute online surveys, campus or regional 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-UWCO1 for Online and SSI-CVC 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, probably UW Colleges Online or NODE.
Survey Period - Select the current semester. Ex: Fall 2015 is FS 15/16.
Course Type - Courses will be under Course Type: Lecture, Online 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 course.
Questionnaire - SSI-UWCO1 for Online and SSI-CVC for NODE
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 schedule in advance the date to distribute surveys via email, to email reminders, and to close surveys.
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.
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.
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 email reminder for your participants.
Indicate whether you would like the participants to receive a single reminder or multiple reminders. If you would like multiple reminders, indicate the number of days between reminders.
2d) Edit the email subject line and text if desired [optional].
2e) 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.
3) Response Rate Notification: This step sends an email to the course instructor if the survey response rate isn’t high enough. Because of the brevity of the survey period, we tend not to use this feature.
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. Click Save.
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. You must confirm that grades for the semester have been entered before you share the results with the instructor.
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 the Central Evaluation menu on the left. Click Scheduled Tasks. 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.