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Erik Kelly
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Technology Support Specialist


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Use Department Evaluations

General Information

Overview

EEE Evaluations allows instructors and assistants to receive anonymous feedback from their students. When instructors and assistants activate their own evaluations, those evaluations are confidential and self-diagnostic; results are not shared with department staff.

The Departmant Evaluations system allows authorized department administrators to manage official, end-of-term evaluations on behalf of the instructors and assistants in their departments. Department-activated evaluations are official and the results are shared with the department administrators. Additionally, students, instructors and staff who login with a UCInetID can view quantitative evaluation results for instructors and courses meeting specific criterion in Eater Evals.

What are the different types of evaluations?


Type of Evaluation Activation Complete Results* Open/Close Date & Time Cancellation Respondents List
Midterm Optional; confidential to activator Available after evaluation closes; confidential to activator Editable until closed (cannot be reopened) Can be canceled by activator at any time, deleting any results already received Available after 5 respondents
Self-activated final Optional; existence may be disclosed to department Available after Registrar's grade submission deadline; confidential to activator Editable until closed (cannot be reopened) Can be canceled by activator at any time, deleting any results already received Available after 5 respondents
Department-activated final Department discretion Available after Registrar's grade submission deadline; availabe to individual evaluated and department administrators Department discretion (if enabled, follows same rules as self-activated final) Department discretion (if enabled, follows same rules as self-activated final) Department discretion (if enabled, department may choose to raise the minimum number of respondents)
* Students can see the results of quantitative questions in Academic Senate-represented faculty members' official, final evaluations using Eater Evals beginning in Fall 2012. — Learn More.

For further information on midterm and self-activated final evaluations, please visit the instructors & TAs page.

Introduction to Eater Evals

Evaluation results for quantitative responses to department-activated official final evaluations are now displayed for courses taught by Senate faculty and lecturers with Security of Employment (SOE or PSOE) using Eater Evals. Individuals who have authenticated with their UCInetID will be able to review results beginning in Fall 2012.

Guiding Policies

Memorandum of Understanding

The Memorandum of Understanding (MOU) for the EEE Department Evaluations Tool (updated October, 2013) is available as a PDF.

University Policies

Department Evaluations allows authorized department staff to create and activate final evaluations for instructors and assistants to provide anonymous and confidential student feedback.

When using Department Evaluations, there are several policies and procedures that department staff need to keep in mind.

  • EEE is only responsible for technical problems and concerns. Any non-technical issues dealing with policy or the evaluation and its results are the sole responsibility of the department.
  • Departments are responsible for scheduling the email notification of evaluations and raising awareness of open evaluations.
  • Department staff must receive EEE training to use Department Evaluations.
  • The department is responsible for compliance with UC Human Research Protections Program as appropriate.
  • The department is responsible for notifying instructors, assistants, and students of evaluation dates.
  • The department is responsible for notifying EEE when a department staff member should be removed from accessing the Department Evaluations tool.

Please Contact Us with any questions or concerns.

School or Departmental Policies

The following settings are a matter of policy at the school or department level.

  • When should evaluations open?
  • When should evaluations close?
    Note: According to Academic Senate Policy, all evaluations are required to close by the Registrar's grade submission deadline.
  • Are instructors and TAs allowed to change their own open and close dates?
  • Are instructors and TAs allowed to cancel their own evaluations?
  • Are instructors and TAs allowed to view participation lists?
    Note: A minimum of 5 participants is required; departments can increase that limit.

Managing Departmental Evaluations

Learn more about managing departmental evaluations

Schools and departments are organized into groups on EEE. For each group, there is at least one authority and up to two administrators.

The authority is an individual at the level of Associate Dean or equivalent, who can approve changes to evaluation admnistrators.

The administrators are resposnsible for managing evaluations, which includes four main components:

  • Prepare: gather materials and information
  • Activate: set up evaluations and choose settings
  • Remind and Monitor: keep an eye on response rates and remind students to participate
  • Review Results: download evaluation results

Become an authorized administrator

Access to Department Evaluations is given to only a limited number of designated people in each academic department who are officially approved by the Associate Dean or equivalent and demonstrate an understanding of evaluation policies and procedures.

The process for obtaining authorization to manage evaluations is as follows:

  1. The Associate Dean or equivalent emails EEE authorizing us to provide access to official departmental evaluations.
    Note: The Academic Senate requires that we have approval for administrator changes from the Associate Dean or equivalent and permits only two administrators per department.
  2. The department or school provides training for new administrators in the Department Evaluations system to be able to properly create and activate final evaluations for their departments. Administrators may be required to complete a short assessment to verify they understand the systm and their responsibilities.
  3. The administrator notifies EEE that the training and assessment are complete.
  4. EEE verifies that the administrator understands policies and procedures, then provides authorization to manage departmental evaluations.

Please Contact Us with any questions or concerns.

Access Department Evaluations

Access to Department Evaluations is limited to authorized department administrators.

Accessing Department Evaluations:

  1. Login to EEE.
  2. Click Admin.
    Image of Admin
    Note: This link will only appear if the logged-in user has access to at least one administrative tool, such as Department Evaluations.
  3. On the left side of the screen, Click Dept Eval - Admin.
    Image of Admin Menu
    Note: Your Admin menu will look different depending on the tools to which you have access.
You will now be in Department Evaluations.

Choose or edit the primary contact

A school or department must choose a primary contact prior to activating any departmental evaluations.

  1. Access Department Evaluations.
  2. Verify that you are in the Home tab.
    home tab
  3. Click Choose primary help contact.
    image of choose primary help contact link
  4. Enter their name, email, and phone number.
  5. Click Next
  6. Click Save after reviewing the confirmation.
    image of save button
Your primary contact should now be saved, and should show up on all your evaluations.

Add a school banner

Department Evaluations groups can choose to enable a school banner that will appear at the top of all evaluations that group activates. For example, administrators activating evaluations for courses in the Program in Pharmaceutical Sciences could add a banner with that school's name.

image of school banner preview

Adding a school banner:

  1. Access Department Evaluations.
  2. Verify that you are in the Home tab.
    home tab
  3. Find the group of the evaluations to which you wish to add a school banner.
  4. Click Add a banner to your evaluations.
    image of add a banner link
  5. Select Use banner.
  6. Select the school you want from the drop-down menu.
    image of drop down menu of school banners
  7. Press Save Changes.
You have now added a school banner to the group's evaluations.

Evaluation Templates (Forms)

Learn about evaluation templates

Evaluation templates contain the questions and answer options that will be given to evaluation participants. Administrators can create and customize templates using the same interface as the EEE Survey tool.

If administrators would like evaluation results to include statistics, they must add numeric equivalents to answer options.

Templates have no length limit and can contain an unlimited number of questions in different formats:

  • Multiple choice
  • Multiple select
  • Short answer
  • Long answer
  • Multipart
  • Grid

For more information on question types, take a look at the sample questions in Survey Help & How-to.

Administrators can create, edit, copy, and delete as many templates as needed.

When administrators activate evaluations, they choose which template to use. Administrators do not need to create separate templates each time because a single template can be activated for different classes, instructors, and TAs.

Learn about default (CTEF) templates

There are two default evaluation templates: "CTEF" and "CTEF Numeric." CTEF stands for Campus-wide Teaching Evaluation Form, an evaluation that has been approved by the Academic Senate (preview the CTEF form).

The default CTEF form uses alphabetic characters for the rating scale in the evaluations. Students evaluate instructors and assistants using the letters A through F.

Image of CTEF Evaluation

The CTEF Numeric form has the same questions as the default CTEF form, but uses a numeric rating scale. Students evaluate instructors and assistants using the numbers 9 through 0.

Image of CTEF Numeric Evaluation

Create templates

Administrators can create custom evaluation templates from scratch or by modifying default templates.

Creating a custom evaluation:

  1. Access Department Evaluations.
  2. Verify that you are within the Activate/Templates tab.
    image of activate tab
  3. Click Create Custom Evaluation.
    image of create custom evaluation
  4. Enter a name for the evaluation.
  5. Select the type of template you would like to use as a basis for the custom form:
    • Final Evaluation (CTEF)
    • Final Evaluation (CTEF Numeric)
    • Freeform
      Note: You may preview any of these templates by clicking "Preview" next to the corresponding name.
  6. Click Next and verify that the listed information is correct.
  7. Click Customize Questions.
    image of customize questions
  8. Edit your form as desired.
    The evaluation editing process works just like building a survey with the EEE Survey tool. For instructions on using this part of the system, refer to the Survey Help & How-to.
  9. Click Preview Mode when you have finished customizing the evaluation, to view the customized form.
    image of preview button
  10. Click Back when you have finished previewing the evaluation.
  11. Click Done to save your changes.
    image of done button
  12. Click Done after reviewing the summary.
    image of done button
Your customized evaluation should now be created and you will now be back at the Activate/Templates tab in Department Evaluations.

Edit templates

  1. Access Department Evaluations.
  2. Verify that you are within the Activate/Templates tab.
    image of activate tab
  3. Click Edit.
    image of edit link
  4. Click Customize Questions.
    image of customize questions
  5. Edit your questions as desired and click the Preview button to view your changes.
    The evaluation editing process works just like building a survey with the EEE Survey tool. For instructions on using this part of the system, refer to the Survey Help & How-to.
  6. Click Done when you have made all desired changes.
    image of done button
  7. Click Confirm Changes.
    image of confirm changes
  8. Click Save.
    image of save button
Your changes should now be made.
Note: Any changes made to an evaluation that has already been activated will be made to a copy of that evaluation. The activated evaluation will remain unaffected.

Add numeric values for answers

Video Tutorial video tutorial

Narrated video walk-through

Watch video tutorial »

When adding or editing a multiple choice or multiple select question, you may assign a numeric value to each answer option. The values will appear only in results and will not be seen by students when they complete evaluations.

Numeric values make it easier to quantify results.

For example, consider the following:

AnswerValue
A4
B3
C2
D1
F0
No Value(no value)

If an evaluation question has the answer options and numeric values shown above, the results will include basic statistics for that question: mean, median, and standard deviation. A mean (average) of '3.5' will tell you that the responses average out to midway between a B (3) and A (4).

If you assign a value of "0" to an answer, that will impact statistics calculation. If you would like a particular answer to be excluded from statistics (so responses with that answer will neither lower nor raise the statistical summary of that question), select the 'No Value' option.

It is a good idea to give students the option to select 'Not Applicable' or 'No Answer' as a response.

Adding numeric values:

  1. Access Department Evaluations.
  2. Verify that you are within the Activate/Templates tab.
    Image of activate tab
  3. Create or edit an evaluation template.
  4. Add or edit a multiple choice or multiple select question.
  5. Click Enable numeric values in the Answer Options area.
    Enable numeric values link
  6. A new set of small fields should now appear to the right of each answer, under the heading Value.
    Filed for entering numbeic values.
  7. Enter the desired value for each answer option under Value or select No Value if that option should be excluded from statistical calculations.
  8. Save your question:
    • Save & Done — Save your question, and return to Create a Department Evaluation.
      Image of Save & Done button
    • Save & Add Another — Save your question and begin adding a new question.
      Image of Save & Add Another button
When you return to the Create a Department Evaluation page, the appropriate values will now be listed under each answer option.
If you wish to use numeric values, you must add them prior to activating evaluations.
Changes to an evaluation template do not affect evaluations that have already been activated. To change an activated evaluation, you would need to cancel the evaluation, update the template, and then re-activate it. This also applies to numeric value settings and means that you must apply values prior to activating evaluations.

Preview templates

  1. Access Department Evaluations.
  2. Verify that you are within the Activate/Templates tab.
    Image of activate tab
  3. Click Preview.
    image of preview button
  4. You will now be viewing a preview of the selected evaluation.
  5. Click Back when you have finished previewing the evaluation.

Copy templates

  1. Access Department Evaluations.
  2. Verify that you are within the Activate/Templates tab.
    image of activate tab
  3. Click Copy by the appropriate evaluation template.
    image of copy link
  4. Enter a new name for the copied evaluation, and select a group in which to place the evaluation.
  5. Click Copy.
    image of copy button
The evaluation template should now be copied according to your specifications.

Delete templates

  1. Access Department Evaluations.
  2. Verify that you are within the Activate/Templates tab.
    image of activate tab
  3. Click Delete by the appropriate evaluation.
    image of delete link
  4. Read the deletion warning carefully.
  5. If you are sure you want to delete the evaluation, check the confirmation box and click Delete.
    image of delete button
The evaluation should now be deleted.
Note: Deleted evaluation templates cannot be recovered. However, deleting an evaluation template will not affect any evaluations that have already been activated.

Activating Evaluations

Learn about the activation process

Prior to activating an evaluation, you should be sure the primary contact is accurate. If you try to activate an evaluation without a primary contact you will be redirected to select a primary contact.

Activating an evaluation:

  1. Access Department Evaluations.
  2. Verify that you are within the Activate/Templates tab.
    Image of Activate/Templates tab
  3. Click Activate in the row that contains the evaluation template you would like to use.
  4. Configure the evaluations:
    1. Verify the template selection.
    2. Choose the folder in which these evaluations should be stored.
      Note: You can also type a name to create a new folder.
    3. Select either CSV upload or manual entry.
    4. Verify the primary contact.
    5. Click Next >>.
  5. Review the Evaluation Activation Summary then click Next >> to address any errors or warnings.
  6. Configure the instructor and TA access and the evaluation window.
    Note: According to Academic Senate Policy, all evaluations are required to close by the Registrar's grade submission deadline.
  7. Click Next >>.
  8. Review and confirm evaluation settings.
  9. Click Activate after reviewing the summary.
    image of activate button
The evaluation(s) should now be activated during the window you specified.

How do students access evaluations?

When an evaluation is activated, the Evaluate link will become active during the specified window on enrolled students' MyEEE pages and the task will appear in the students' MyTasks.

If email notifications were scheduled, the enrolled students will receive the email at the designated date and time. A direct link to the evaluation will be provided in the email notification. If students have already participated, they will not receive any further email notifications for that evaluation.

Students will also be able to access their evaluation and identify the primary contact information for department evaluations from their My Evaluations page.

Activation using manual entry

  1. Access Department Evaluations.
  2. Verify that you are within the Activate/Templates tab.
    Image of Activate/Templates tab
  3. Click Activate in the row that contains the evaluation template you would like to use.
  4. Configure the evaluations:
    1. Verify the template selection.
    2. Choose the folder in which these evaluations should be stored.
      Note: You can also type a name to create a new folder.
    3. Select manual entry, then use the dropdown to identify the number of evaluations you would like to activate.
    4. Verify the primary contact.
    5. Click Next >>.
  5. Enter the 5-digit course code and the UCInetID or Employee ID Number of the instructor or TA to be evaluated.
  6. Click Next >>.
  7. Review the Evaluation Activation Summary then click Next >> to address any errors or warnings.
  8. Configure the instructor and TA access and the evaluation window.
    Note: According to Academic Senate Policy, all evaluations are required to close by the Registrar's grade submission deadline.
  9. Click Next >>.
  10. Review and confirm evaluation settings.
  11. Click Activate after reviewing the summary.
    image of activate button
The evaluation(s) should now be activated during the window you specified.

Bulk activation with a CSV file

You can upload a spreadsheet saved in comma-separated-value (csv) format to activate a large list of evaluations at once.

Creating a CSV file:

  1. Open any spreadsheet application (such as Microsoft Excel).
  2. In the first column, enter all valid 5-digit course codes.
  3. In the second column, enter all corresponding UCInetIDs or employee ID numbers.
  4. Your CSV file should now resemble the sample shown below:
    Image of CSV file
  5. Under the application's File menu, click Save As...
  6. Enter a name for your file and under Save as type, select CSV (Comma delimited) (*.csv).
  7. Click Save.
    image of save button
    Note: You may receive messages warning that the format does not support some options and asking if you want to continue. Proceed to save the file as .csv and disregard the messages.
Your CSV file should now be created and ready for upload into Department Evaluations.

Uploading a CSV file:

  1. Access Department Evaluations.
  2. Verify that you are within the Activate/Templates tab.
    Image of Activate tab
  3. Click Activate by the appropriate evaluation.
    image of activate button
  4. Configure the evaluations:
    1. Verify the template selection.
    2. Choose the folder in which these evaluations should be stored.
      Note: You can also type a name to create a new folder.
    3. Select the button next to CSV Upload, then click Browse... to select the CSV file that was created.
    4. Verify the primary contact.
    5. Click Next >>.
  5. Review the Evaluation Activation Summary then click Next >> to address any errors or warnings.
  6. Configure the instructor and TA access and the evaluation window.
    Note: According to Academic Senate Policy, all evaluations are required to close by the Registrar's grade submission deadline.
  7. Click Next >>.
  8. Review and confirm evaluation settings.
  9. Click Activate after reviewing the summary.
    image of activate button
The evaluation(s) should now be activated during the window you specified.

Activate evaluations for cross-listed classes

To activate a single evaluation for cross-listed classes, include the course code for your department's listing of the class and UCInetID(s) or employee ID number(s) of all applicable instructors in your manual entry or CSV upload.

Department Evaluations will alert you that the course code is a cross-listed class and will provide an option to activate a single evaluation for the class, which will then be available to all students, regardless of the course code under which they are enrolled.

Note: When activating evaluations for cross-listed classes, it is best to coordinate with the conflicted department to verify that they will not be activating an evaluation as well and to agree with preferences and results options.

Modify evaluation settings

Once an evaluation has been activated, the following settings can be edited:

  • Evaluation Window - Open date and time
  • Evaluation Window - Close date and time
    Note: According to Academic Senate Policy, all evaluations are required to close by the Registrar's grade submission deadline.
  • Instructor / TA access to cancel evaluation
  • Instructor / TA access to edit window
  • Instructor / TA ability to view participant list, including the minimum number of submissions

To make changes to any of these settings for activated evaluations:

  1. Access Department Evaluations.
  2. Verify that you are within the Evaluation Summary tab.
    Image of Evaluation Summary tab
  3. Click the name of the folder that contains the evaluation(s) you would like to modify.
  4. Click the checkbox to the left of each evaluation whose window you would like to edit.
  5. Press Edit Settings.
    image of edit settings link
  6. Make the necessary changes.
  7. Click Next>>.

If you need to modify other evaluation settings, consider canceling or editing the evaluation window to stop accepting submissions on the original evaluation, then activate the evaluation with corrected settings.

Please Contact Us with any questions or to determine if EEE staff can help modify evaluation settings

Edit evaluation windows

  1. Access Department Evaluations.
  2. Verify that you are within the Evaluation Summary tab.
    Image of Evaluation Summary tab
  3. Click the name of the folder that contains the evaluation(s) you would like to modify.
  4. Click the checkbox to the left of each evaluation whose window you would like to edit.
  5. Press Edit Settings.
    image of edit settings link
  6. Under the Window section, change the evaluation window by clicking Change to: and entering the new date and time you would like the window to open and close.
    Note: According to Academic Senate Policy, all evaluations are required to close by the Registrar's grade submission deadline.
  7. Click Next>>.
The evaluation window should now be updated.

Cancel evaluations

  1. Access Department Evaluations.
  2. Verify that you are within the Evaluation Summary tab.
    Image of Evaluation Summary tab
  3. Click on the name of the folder containing the evaluation(s) you wish to cancel.
  4. Check the boxes to the left of each evaluation you would like to cancel.
  5. Click Cancel Evaluation.
    cancel evaluation
    Are you sure you want cancel your evaluation?
    Canceling an evaluation will permanently delete all submitted responses. Any submissions will be deleted and cancelled evaluations cannot be recovered.
    You might consider editing the evaluation window, to ensure no new submissions are received, instead of canceling the evaluation.
  6. On the confirmation screen, type CANCEL in the text field and click Yes, Cancel.
    image of yes, cancel button
The selected evaluation(s) will now be canceled.

Allow instructors/TAs to edit windows and/or cancel evaluations

Instructors and assistants can edit an evaluation's duration or cancel their evaluation only if they were given permission during the activation.

If you do not wish the instructors or assistants being evaluated to have this access, be sure to remove this permission during activation.

Organizing Evaluations

Learn about folders

A folder is a method of organizing evaluations that can be used to send customized email reminders, group activated evaluations by desired criterion, and download collected results.

For example, a department or school might organize evaluations in the following set of folders:

  • Faculty and Lecturers — all evaluations activated for a facuty or lecturer
  • Teaching Assistants — all evaluations activated for a TA

Or, perhaps this type of organizational structure makes more sense for a department:

  • Lecture Sections — all evaluations for lecture sections, regardless of the instructor
  • Discussion Sections — all evaluations of discussion sections, regardless of instructor
  • Lab Sections — all evaluations of laboratory courses
  • Online Courses — all evaluations of courses offered in an online format

Or, perhaps this type of organizational structure makes more sense for a department:

  • Majors Courses — all evaluations activated for courses that fulfill requirements for your department's major
  • Non-Majors Courses — all evaluations for courses within your department that do not fulfill major requirements

Folders cross term boundaries. So, for example, a folder that is created in the current term and titled 'Lecture Sections' will be available in all terms. This provides department evaluation administrators a method for organizing evaluation results both by term and custom criteria.

Create folders

  1. Access Department Evaluations.
  2. Verify that you are within the Folder Mgmt tab.
    Image of Folder Mgmt tab
  3. Click Create Folder.
    image of create folder button
  4. Enter the name of the new folder in the box titled Name.
  5. Select how you wish enrollment to be counted:

    • Multiple Times — This folder will contain multiple evaluations for the same course code with different associated UCInetIDs.

      Example: TEST CLASS 101 LEC A has three instructors and 100 enrolled students. Each student is expected to complete all three evaluations, so the evaluations placed in a folder are set to count enrollment multiple times (100 students x 3 evaluations = 300 expected submissions).

      If each student completes just one of the three evaluations, you will see a response rate on the folder of 100 / 300 (or 33%).

    • Only Once — This folder will contain single evaluations for the same course code with different associated UCInetIDs.

      Example: TEST CLASS 101 LEC A has three instructors and 100 enrolled students. Each student is expected to complete just one of the three evaluations, so the evaluations are placed in a folder set to count enrollment only once times (100 students = 100 expected submissions).

      If each student completes just one of the three evaluations, you will see a response rate on the folder of 100 / 100 (or 100%).

  6. Press Create Folder.
    image of create folder button
Your folder should now be created.

Edit folders

Note: While Evaluations are term specific, Folders are not. This means that the folders you create are available every term.
  1. Access Department Evaluations.
  2. Verify that you are within the Folder Mgmt tab.
    Image of Folder Mgmt. Tab
  3. Click Edit.
    image of edit name button
  4. Enter the folder's new name in the provided text field and select how you wish enrollment to be counted (multiple times or only once).
  5. Click Update Folder.
    image of update folder
The folder should now be updated.

Reorganize evaluations in folders

  1. Access Department Evaluations.
  2. Verify that you are within the Folder Mgmt tab.
    Image of Folder Mgmt. tab
  3. Click View Evaluations in Folder for the folder with the files you wish to move.
    View Files link
  4. Check the boxes to the left of each evaluation you wish to move.
    Note: While you can move multiple evaluations, you must move your selection to a single folder. Therefore, you must perform multiple moves in order to move files between multiple folders.
  5. Press Refile.
    Refile button
  6. Select the folder you wish to move the evaluations to in the dropdown.
  7. Press Refile.
    2nd refile button
Your evaluations should have been moved. You should now be viewing the evaluations in the new folder.

Delete folders

  1. Access Department Evaluations.
  2. Verify that you are within the Folder Mgmt tab.
    Image of Folder Mgmt. Tab
  3. Click Delete in the row that contains the folder.
    image of delete link
    Read the warning carefully. Deleted folders cannot be recovered.
  4. Click Yes, Delete if you are sure you wish to delete the folder(s).
    image of yes, delete button
The folder(s) should now be deleted.

Managing Emails

Learn about email notifications

Administrators can schedule and send an unlimited number of notification and reminder emails to encourage participation in evaluations.

Email notifications are sent to those students officially enrolled in the class with the instructor or assistant being evaluated. Optionally, the assistants and instructors may receive the email notifications at your discretion.

Once students participate, they will no longer receive any email notifications regarding their completed evaluations.

Schedule/send email notifications

Email announcements and reminders are a crucial tool for generating evaluation participation.

Scheduling an email:

  1. Access Department Evaluations.
  2. Verify that you are within the Emails tab.
    Image of Emails tab
  3. If you wish to create a custom email notification, click Create a New Email Template.
    image of create a new email template button
  4. To send a new email using a preexisting template, select a template from the Email Templatessection and click Schedule.
    image of schedule link
  5. Verify the template from the drop-down menu.
  6. Select a folder or folder(s) to which you would like the email to be sent.
  7. Select the email sending date and time.
  8. Enter required information in the text fields (marked with an asterisk), any optional information you would like to include, and edit any information in the template as desired.
  9. Click Next and confirm the email notification settings.
  10. Click Schedule if you are sure you wish to schedule the email notification.
    image of schedule button
The email notification should now be scheduled and should be sent at the designated time to all enrolled students who have not yet participated.

Customize email notifications

  1. Access Department Evaluations.
  2. Verify that you are within the Emails tab.
    Image of Emails tab
  3. Click Create a New Email Template.
    image of create a new email template
  4. Fill in the following fields:
    • Label
    • From
    • Subject
    • Name
    • Email
    • Introductory Text (optional)
    • Closing Information (optional)
    • Department (optional)
    • Phone Number (optional)
  5. Click Create if you wish to make the template and schedule the email later,
    or Create and Schedule Now if you wish to create the template and schedule it to be sent immediately.
    image of create button
    • If you chose Create, your template has now been created and is ready to be scheduled at your discretion.
    • If you chose Create and Schedule Now, select the folder to which you would like to send the email, the recipients and the date/time at which you would like it sent.
      Verify the email template settings, and click Next >>.
      Click Schedule after reviewing the confirmation.
      image of schedule button
Your custom email should now be created and scheduled for delivery.

Notify instructors & TAs

Instructor and TA involvement in evaluations is critical to success (i.e. high response rates). In addition to using the EEE Department Evaluations system, it is highly recommended that evaluation administrators communicate directly with instructors and TAs.

Tips:

  • Ask instructors & TAs to communicate the importance of evaluations to students.
  • Ask instructors & TAs to tell students how past evaluations have impacted their teaching.
  • Ask instructors & TAs to include evaluations in their syllabi or class schedules.
  • Ask instructors & TAs to send their own email reminders via EEE ClassMail lists and EEE Announcements.

Viewing Results and Participants

Learn about results

Evaluation results are available within 24 hours of the final grades deadline as determined by the University Registrar.

The results are available in three standard formats:

  • PDF
    The PDF view is identical to the Web view, but in downloadable, printer-friendly format.
  • Web
    The Web view is designed to be reviewed online and is identical to what instructors/TAs see when they log in and view their results. The view includes all questions and responses.
  • Raw Data Download
    The Raw Data Download is in a comma-separate-value (CSV) format compatible with most spreadsheet application and administrators can customize their download to include the data of their choosing.

Students can see the results of quantitative questions in Academic Senate-represented faculty members' official, final evaluations, beginning in Fall 2012. — Learn More

View complete results in EEE

  1. Access Department Evaluations.
  2. Verify that you are within the Evaluation Summary tab.
    Image of Evaluation Summary tab
  3. Select the evaluation for which you would like to view the results by checking the appropriate box.
  4. Click Reports + Downloads.
    image of reports plus downloads link
  5. Select either "PDF," "Web," or "CSV Download," depending on the format you prefer.
    • PDF — Print-friendly.
    • Web — Viewable online without download.
    • CSV — Excel-compatible spreadsheet.
  6. Depending on your browser and the results option you chose, you may now be prompted to choose a save location for the CSV or PDF file. Or, you may have downloaded the file in the background or automatically opened it.

Learn about statistics

Statistics are automatically generated for evaluations activated with the standard Campuswide Teaching Evaluation Form (CTEF) or any custom form that includes numeric equivalents for answer options.

Evaluations using custom templates that do not have numeric equivalents will not have automatically-generated statistics.

Customize results reports

  1. Access Department Evaluations.
  2. Verify that you are within the Evaluation Summary tab.
    Image of Evaluation Summary tab
  3. Select the folder for which you would like to prepare a customized results report.
  4. If you would like to prepare a customized report for a single evaluation, select List Evaluations located under the Action column and check the box to the left of the evaluation for which you would like to prepare a customized results report.
  5. Click Reports + Download.
    reports plus download button
  6. Click Raw Data Download.
    image of raw data download link
  7. Click Create Data Template.
    image of create data template
  8. Select which type of delimited format you would like:
    • Comma delimited will separate each section with a comma. (Excel compatible)
    • Pipe delimited will separate each section with a pipe. For example, the data will be separated by a "|" character. (not Excel compatible)
    • Tab delimited will separate each section with a tab. (Excel compatible)
    Note: Comma and tab delimited files will open in any word processor or spreadsheet application, but pipe delimited will not open in a spreadsheet application.
  9. Optionally, enter a name for the template to save it for reuse.
  10. Select the information you would like to include in your data report by checking and unchecking the option boxes as desired.
  11. Click Generate Report.
    image of generate report button
  12. Your report will now have been created. To view the report, click Download your report now!. Depending on your browser and application settings, the file may open automatically in a compatible application. Otherwise, you will need to locate the file on your computer and open it.
    image of download your report now button
Your report should now be created and downloaded.

Confidentiality and anonymity

Anonymous evaluations results are distributed to instructors, teaching assistants and departments; participant identities are confidential.

  • EEE provides quantitative and qualitative results only to the individual being evaluated and, in the case of official department-administered final evaluations, to designated department staff.
  • Results for midterm evaluations are not available until the evaluation closes; results for final evaluations are not available until after the Registrar's final grades submission deadline.
  • The Evaluations system provides no information to instructors, TAs, or department administators that makes it possible for them to associate any given response with a particular participant.
  • The Academic Senate regulates the evaluations process and prohibits instructors and TAs from receiving a list of the participants unless a minimum of 5 submissions have been received. Departments can also raise this minimum or disable the list entirely.

Timeline for Final Evaluation results and participant lists

image of final evaluation timeline

Digital Citizenship, Civility, and Computer & Network Use Policy

Students are expected to be responsible digital citizens in their online interactions through EEE and all campus systems, and are required to adhere to the Computer & Network Use Policy.

See also:
Campus Civility - 4/27/12 message from Chancellor Drake

What results can students see?

Self-diagnostic evaluations — Students cannot see results

Students cannot see any self-diagnostic evalution results.

The results of self-diagnostic evaluations (all Midterm Feedback Forms and any Final Evaluations activated by instructors and TAs for themselves) are only provided to the person who activated the evaluation. That instructor or TA has discretion over what to do with that information.

Official final evaluations — Students can see some results

Students can access limited quantitative results for evaluations beginning in Fall 2012 using Eater Evals. — Learn More.

Students can see:

  • Results for official, department-activated final evaluations
  • Results for quantitative questions only
  • Results for Senate faculty and lecturers with SOE/PSOE who have not chosen to opt out during the quarterly opt-out period
  • Results for undergraduate courses
  • Results for evaluations for courses beginning in Fall Quarter 2012

Students cannot see:

  • Results for self-diagnostic evaluations instructions and TAs activate for themselves
  • Qualitative results (freeform comments)
  • Results for teaching assistants or lecturers (other than SOE/PSOE)
  • Results for evaluations for courses offered prior to Fall Quarter 2012

Please note that evaluation forms vary from school to school and from department to department. In all cases, only the available quantitative results will be displayed.

Instructors/TAs: Viewing results

Instructors and assistants can view their own evaluation results within 24 hours after the final grades deadline as determined by the University Registrar.

The results will be available through the regular Evaluations tool.

Complete instructions can be found in Evaluations Help & How-to.

Instructors/TAs: Viewing participant lists

Instructors and assistants can view a list of participants if they were given permission during the activation.

The list will be available through the regular Evaluations tool.

Complete instructions can be found in Evaluations Help & How-to.

If you do not wish the instructors or assistants being evaluated to have this access, be sure to remove this permission during activation.

The Academic Senate has mandated that if less than five students participate in the evaluation, a participation list will not be released under any circumstance.

The department administrator will not have access to the participation list at any time, but may raise the minimum participant level, if deemed necessary, to a number greater than five.

To raise the minimum participant level, enter the preferred number in the appropriate text field during activation.

Students: Viewing Results on Eater Evals

After the final grades deadline for a given quarter, quantitative (non-textual) evaluation results for participating Senate Faculty will become viewable to students and campus members who authenticate with a UCInetID using Eater Evals. Only results from Fall 2012 and forward will be made available. — Learn More.

View evaluations for an instructor

Evaluation results for instructors and courses meting specific criterion are now available through Eater Evals.

  1. Open Eater Evals
  2. Click the Browse Faculty tab
    image of Browse Faculty tab
    Note: If you are not already logged in, you will be prompted to login with your UCInetID and password.
  3. Click the first letter of the faculty's last name
    image of Alphabetical Browse Faculty
    Or use the search box on the right to find a specific faculty.
    image of Faculty search
  4. Click the name of the faculty to access all available evaluations.
  5. Click the course title.
  6. Click View results by the appropriate evaluation.
You should now be seeing evaluation results.

View evaluations for a course

Evaluation results for instructors and courses meting specific criterion are now available through Eater Evals.

  1. Open Eater Evals
  2. Click the Browse Departments tab
    image of Browse Departments tab
    Note: If you are not already logged in, you will be prompted to login with your UCInetID and password.
  3. Click the department abbreviation to see all available courses.
    image of Browse Departments tab
    Or use the search box on the right to find a specific department.
  4. Click the title of the course to access all available evaluations.
  5. Click View results by the appropriate section.
You should now be seeing evaluation results.

Frequently Asked Questions (FAQ)

What are the departmental responsibilities?

Departments are responsible for training new staff to use the EEE Department Evaluations system and assisting instructors, TAs and students with any non-technical questions.

How should we handle technical issues?

Contact EEE Support with any technical issues.

Strategies and tools for increasing participation

There are a number of ways to increase student participation in final evaluations.

Email Announcements and Reminders

Email notifications can be extremely important in increasing student participation in evaluations. Department Evaluations makes it easy to use a preexisting or customized email template, and to schedule email notifications and reminders. One important consideration is to send a reasonable number of email reminders, so that students are periodically reminded of open evaluations they have not completed, without being overwhelmed.

Get Help from Instructors and Assistants

Instructors and assistants play an important role in increasing student participation. It is recommended that evaluation administrators notify instructors and assistants that you will be activating final evaluations on their behalf. Consider asking instructors and assistants to:

  • Include the evaluation in the syllabus.
  • Talk to students about the importance of evaluations.
  • Remind and ask students to participate.
  • Offer extra credit for participation.

CSV Upload Error: Duplicate Rows Found

You will receive this error message upon uploading your CSV file if you have entered two or more copies of the same course code and UCInetID/employee ID number combination.

EEE Department Evaluations will automatically remove the erroneous row(s).

If you feel you received the message in error, please Contact Us.

CSV Upload Error: Existing Evaluations Found

You will receive this error message upon uploading your CSV file if you have attempted to activate an evaluation that has already been activated for the same course code and UCInetID or employee ID number combination.

If you believe that your department did not previously activate the evaluation, verify that it is not a cross-listed class with an evaluation that was activated by another department.

EEE Department Evaluations will automatically remove the erroneous row(s).

If you feel you received the message in error, please Contact Us.

CSV Upload Error: Insufficient Permissions to Activate

You will receive this error message upon uploading your CSV file if you have entered a course code that is not within your department's range.

Double-check the course code to verify that it is correctly entered.

EEE Department Evaluation will automatically remove the erroneous row(s).

If you feel you received the message in error, please Contact Us.

CSV Upload Error: Invalid UCInetIDs and/or Employee ID #s

You will receive this error message upon uploading your CSV file if you have entered a UCInetID or employee ID number that does not exist.

Double-check the UCInetID(s) and/or employee ID number(s) to verify that they are correctly entered.

EEE Department Evaluations will automatically remove the erroneous row(s).

If you feel you received the message in error, please Contact Us.

CSV Upload Error: Error: No course Code Found in ESOC

You will receive this error message upon uploading your CSV file if you have entered a course code that does not exist as a class in the Electronic Schedule of Classes (ESOC).

Double check the course code to verify it is correctly entered.

EEE Department Evaluations will automatically remove the erroneous row(s).

If you feel you received the message in error, please Contact Us.

CSV Upload Warning: Cross-listed Course Codes

If you attempt to activate an evaluation for your department's listing of a cross-listed course, you will be notified of the cross-listing and given a chance to activate the evaluation for the cross-listed course(s) as well.

It is the evaluation administrator's responsibility to coordinate the activation and settings of evaluations for cross-listed courses between all affected departments.

If you feel you received the message in error, please Contact Us.

CSV Upload Warning: Evaluation Already Exists for Course Code

You will receive this error message upon uploading your CSV file if an evaluation has already been activated for the course code/instructor or TA combination entered.

Double check your records; did you or another administrator in your department already activate an evaluation for that person and class? If this is a cross-listed course, check with the other department(s). If your department has not asked EEE to block self-activated final evaluaitons, check with the instructor or TA.

EEE Department Evaluations will automatically remove the erroneous row(s).

If you feel you received the message in error, please Contact Us.

CSV Upload Warning: Person Not Associated With Course Code

You will receive this error message upon uploading your CSV file if you have entered a UCInetID or employee ID number that is not associated with the corresponding course code.

Department Evaluations allows you to associate the individual(s) with the course code(s) as assistant(s) within the tool itself, or remove the erroneous row(s).

Associating Unknown IDs with Course Code:

  1. Activate an evaluation and opt for CSV upload.
  2. Upon receiving the error message, Warning: Person Not Associated With Course Code, press Next>>.
  3. Check the box(es) located under the Add as Assistant column next to any individual(s) you wish to associate with the corresponding course code.
  4. Click Next>>.
  5. Continue with the activation as usual.
The selected individual(s) should now be associated with the course code as EEE assistants with permissions to evaluations only.

If you feel you received the message in error, please Contact Us.