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Erik Kelly
Interim Instructional Support Supervisor

Vanessa Yieh
Technology Support Specialist


Zachary Zahringer
Technology Support Specialist
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Use MyEEE

General Information

Overview

Use of some EEE tools is governed by specific policies, which are reproduced below.

Remember, your use of EEE's resources is always governed by broader policies pertaining to copyright, student privacy, and other university policies.

Activity Logs

EEE keeps detailed logs of user activity. Some tools, including DropBox and Quiz, provide partial participant activity logs directly to instructors and TAs. EEE staff can provide copies of detailed system logs upon request in certain circumstances.

Example of a scenario in which EEE staff can provide system logs

Peter Anteater is a student in History 101 and needs to submit his final paper via EEE DropBox. The paper is due at 5:00pm, but the campus computer lab Peter is using is affected by a power outage at 4:58pm. By the time the power comes back on at 5:02pm, the DropBox deadline has passed and Peter cannot submit his paper. Peter reports this to his instructor, who verifies that the power outage occured and asks EEE staff to confirm Peter's account. EEE staff can review Peter's activity and provide these logs to Peter and the History 101 instructor:

02-15-12 16:57:52   PANTEATE   BeginUpload   /PANTEATE/History 101/AssignmentSubmission
02-15-12 16:57:50   PANTEATE   EnterUpload   /PANTEATE/History 101/AssignmentSubmission   op=uploadfileform
02-15-12 16:57:33   PANTEATE   openfolder&folder=266123   /PANTEATE/History 101/AssignmentSubmission   op=openfolder folder=266123

These logs substatiate Peter's report of when he opened the dropbox folder and started to upload his file, right before the power outage.

When course-related logs are provided to a student, it is EEE policy to send the appropriate instructors an FYI and a copy of the relevant logs.

Content Ownership and Access

Academic departments are responsible for maintaining instructor associations in the Electronic Schedule of Classes (eSOC). During the quarter, EEE synchronizes with that data periodically throughout each day to determine who has instructor-level access to a class's EEE resources. Because a department may change these associations, instructors should be aware that the department has the final authority to authorize other individuals, such as co-instructors or in some cases, administrators, to access any class-associated materials on EEE.

Class-associated materials include any instances of an EEE tool that have been published, assigned, or otherwise bound to a specific class.

By the same authority that allows departments to add or modify instructors and administrators listed in eSOC, departments may request post-quarter modifications to EEE class resource permissions.

EEE has historically been treated as an archive, but it is no longer viable to preserve EEE data and content indefinitely as the campus transitions to Canvas. Learn more about the Canvas transition.

File Deletion/Retention

The EEE website has historically been treated as an indefinite archive, but the campus transition to Canvas and retirement of EEE Legacy necessitates the phased removal of EEE Legacy tools and their associated data. The previous policy is below as a matter of record.

The EEE Legacy website is scheduled to be fully retired and removed in November 2020. Unfortunately, we will be unable to provide continued access to past EEE data at that time.

[No Longer in Effect] EEE Retention Policies before Canvas Transition

The Electronic Educational Environment (EEE) is an archive as well as a teaching resource. Most content on EEE is retained indefinitely, except dropboxes (which have expiration dates set by their owners) and ClassMail Archives (which are removed after 5 years, starting January 1, 2015). As the use of rich media continues to increase additional EEE tools may be moved to a 5 year retention cycle in order to conserve storage space.

Downloaded Files

The Electronic Education Environment allows instructors to download files from certain tools. Some of these files can contain sensitive information, such as students' names. To protect yourself, your students, and the University, it is strongly recommended that you delete any files containing sensitive information once you no longer need them.

As noted in the Site-wide File Deletion/Retention policy, while the EEE website has historically been treated as an indefinite archive, the campus transition to Canvas and retirement of EEE Legacy necessitates the phased removal of EEE Legacy tools and their associated data, including files posted to EEE tools including DropBox, MessageBoard, and EasyWebsite. The EEE Legacy website is scheduled to be fully retired and removed in November 2020. Unfortunately, we will be unable to provide continued access to past EEE data and files at that time.

EEE Tool-Specific Policies

Department Evaluations

Department Evaluations allows authorized department staff to create and activate final evaluations for instructors and assistants in order 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.
    http://www.rgs.uci.edu/ora/rp/hrpp/
  • 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 is no longer a user and should be removed from accessing the Department Evaluations tool.

Evaluation anonymity & confidentiality

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

Opt out of sharing final eval results

Students can see the results of quantitative questions in Academic Senate-represented faculty members' official, final evaluations beginning Fall 2012 (learn more above).

Per Academic Senate oversight, faculty may opt out of sharing results on a class-by-class basis. The deadline for the opt-out period varies. Faculty may opt out until the third week of a quarter during the school year. During Summer Sessions I & II, the opt-out period is two weeks. For Summer Session 10 week, the opt-out period is four weeks.

Academic Senate Policy
The opt-out period was determined under Academic Senate review. The EEE team and OIT staff do not have the authority to make exceptions to or change these policies. For questions, contact the Academic Senate (senate@uci.edu).

Opt-out:

  1. Open the Evaluations Templates tab.
    image of Templates tab
  2. Press Manage Release Options.
    image of Templates tab
  3. For each class, choose either 'Release' or 'Opt-out'.
    image of Templates tab
  4. Press Save Changes.
    image of Templates tab
When evaluation results are published, only those for classes marked 'Release' will be included.

Why can't Survey or Quiz be used for evaluations?

Neither EEE Survey nor Quiz is designed for conducting course evaluations.

Here is a breakdown of some of the critical differences that separate Evaluations from Survey and Quiz:

  • The Academic Senate reviewed and approved the EEE Evaluations system for official, final evaluation use; the Academic Senate has not reviewed or approved similar use of the Survey or Quiz tool
  • Evaluations are always anonymous; surveys can be set to either 'Identified' (default) or 'Anonymous;' quizzes are never anonymous
  • Evaluation participant lists are not available until a minimum of 5 students have participated; Survey requires only 2 participants and Quiz has no minimum before releasing the participant list
  • Midterm Evaluation results are not available until the evaluation closes and Final Evaluation results are not available until the Registrar's grade submission deadline has passed; Survey and quiz results are available immediately, as they come in
  • Evaluation results show text comments in alphabetic order, while survey and quiz responses are shown in the order received and include an individual view making it possible to correlate a response to one question with the same individual's response to other questions
  • Evaluation results are confidential and are released only to the individual evaluated and the specially authorized department evaluations administrator(s); survey and quiz results are not confidential and the survey or quiz's administrator can share those results with anyone at UCI by identifying them as an additional administrators or results viewers

For these reasons, EEE does not provide students with the same level of assurance regarding their anonymity in completing surveys and quizzes.

Official Photos on EEE

Background & approval

In 2010, the Academic Senate Council on Student Experience (CSE) and ASUCI voted to support establishing a recurring "photo feed" for official, digitally captured, UC Irvine ID card photos of students and employees to be displayed in various EEE tools on the EEE website.

Among other benefits, CSE members felt that access to student photos would be an excellent way to jog the instructor's memory when writing a recommendation letter, would reduce anonymity in lecture halls and help professors associates names and faces to make teaching and learning more personable.

Students' official ID card photos are used as their EEE profile photo. Instructors, teaching assistants and other staff who are not students have the option of using either their official ID card photos or custom photos.

Retention policy

Photos are retained for one year after a student leaves UCI. After that, provided a former student does not have a continuing affiliation with the campus (for example, as an employee), that student's photo will be removed.

Where are photos used?

Currently, photos are only used in two places: on MyEEE profiles in Classmates and in self-diagnostic evaluations. In the future, photos may be added to additional EEE tools. Photos are not shown in any public locations on EEE (you must share a class with someone in order to see his or her photo and additional limitations are described below).

Who can see my photo?

  • For Students:
    By default, only instructors and teaching assistants who have access to rosters for classes in which you are officially enrolled are able to see your official photo. Optionally, you may choose to release your photo to other students who share classes with you.
     
  • For Instructors, TAs, & Staff:
    By default, your co-instructors, teaching assistants, and students officially enrolled in classes with you are able to see your official photo. Optionally, you may choose to replace your official photo with a custom photo (this option is not available to students).

I don't like my photo; can I change it?

ID card photos are taken at The Hill campus bookstore. The Hill can retake your photo and issue you a new ID card for a fee of $5 if you turn in your old card or $15 if you do not turn in your old card. New photos will automatically be sent to EEE and will replace older photos within 24 hours.

For questions about ID cards and policies, contact The Hill at (949) 824-4455 or weborder@uci.edu.

Alternatively, instructors and staff can upload a custom photo to replace their official ID photo. The custom photo can be replaced at any time in MyEEE Profile.

I see a picture of an anteater as my profile photo; how do I change this?

An image of an anteater is used in your MyEEE Profile untill an official ID card photo is taken at The Hill campus bookstore. Once The Hill has taken your photo and produced a new ID card for you, your photo should replace the anteater image within approximately 24 hours.

For questions about ID cards and policies, contact The Hill at (949) 824-4455 or weborder@uci.edu.

ClassMail Lists

ClassMail Lists are available to instructors at the beginning of each term (quarter or law semester) and last for the duration of 2 terms.

For example:

  • An instructor can use a ClassMail List created for Fall 2013 until the end of the next quarter, Winter 2014.
  • Similarly, an instructor can use a ClassMail List created for Law Fall 2013 until the end of the next semester, Law Spring 2014.

There are several alternative ways instuctors and assistants may choose to reach former students after a list has closed.

Options include:

  • Find students' email addresses under the 'Members' tab in ClassMail Manager and email them directly
  • Set up a custom email list via OIT
  • Set up a custom email list/alias for a group of addresses in a desktop email client (like Mac Mail or Microsoft Outlook)
  • Target broader groups of students via the Student Electronic Broadcast System (SEBS)

Survey

Once a survey is published, the published copy cannot be edited by anyone (including the owner and EEE staff).

Survey is designed as a substitution for a paper process. When hard copies of a paper survey are distributed, there is no way to edit the contents after the fact. Likewise, online surveys through EEE cannot be edited once published. If there is an error in a published survey, such as a typo, the EEE team cannot make alterations to the published copy.

Instead, our best recommendation would be to make corrections to the library copy, close the currently published copy, and then publish the corrected copy. If the originally published copy used a friendly URL, it is possible to re-use the URL for the new copy if it is first removed from the old copy — Learn more in Survey Help & How-to.