Course Evaluation (Class Climate)

iCIT provides course evaluation services that allow students to evaluate academic courses and instructors. Evaluation services are available using either an online methodology (the Class Climate system from Scantron) or in a traditional print format.

Online Course Evaluations

The online course evaluation system, Class Climate, can be used for any type of course, whether it is a traditional classroom course, a hybrid course, or a course that is entirely online. It can be used for either 8-week, 16-week, summer or Winterim courses. Evaluations are sent to students via email; students complete the form and submit, and the central system tabulates the results and sends a completed report to department chairs and their designates.

Learn more about the online course evaluations process »

Online Course Evaluation Schedule

Summer 2015 Session 1
3W1
Session 2
3W2 / 6W1
Session 3
3W3 / 6W2 / 9W1
Session 4
3W4 / 6W3 / 9W2 / 12W
Course Selection Spreadsheet Deadline 5/27/2015 6/12/2015 6/12/2015 6/12/2015
Questionnaire Confirmation Spreadsheet Deadline 6/3/2015 6/19/2015 6/19/2015 6/19/2015
Message to Instructors 6/3/2015 6/24/2015 7/15/2015 8/5/2015
Evaluations Open 6/5/2015 6/26/2015 7/17/2015 8/7/2015
Student Reminder 1 6/10/2015 7/1/2015 7/22/2015 8/12/2015
Student Reminder 2 -- --- --- --
Student Reminder 3 -- --- --- --
Evaluations Close 6/12/2015
11:59 pm
7/3/2015
11:59 pm
7/24/2015
11:59 pm
8/14/2015
11:59 pm
Participation Report Delivery 6/19/2015 7/10/2015 7/31/2015 8/21/2015
Final Reports Delivery 6/19/2015 7/10/2015 7/31/2015 8/21/2015

Printed Course Evaluations

The traditional print format for course evaluations requires departments to purchase pre-formatted answer sheets, and manually distribute in class for students to complete. The manual forms are then hand-delivered to the iCIT Helpdesk, where they will be scanned and processed, and the results are distributed as MDI or PDF format. For more information regarding print format course evaluations review the Printed Evaluations tab above.

Learn more about the printed course evaluation process »

Class Climate Survey Process

Current Online Evaluation Process Followed by online evals team

Step 1

Online evals team will generate an extract of all classes/sections from WINS

  • This extract will be pulled out of WINS after the last day that students can add classes

Step 2

The generated spreadsheets will be sent to ADAs/Department Chairs

  • Selection Spreadsheets will be sent two days after the term’s final “add” date.

Step 3

ADAs/Department Chairs will work with instructional faculty to denote which class/section they would like surveyed and submit the questions they would like asked for each class and section

  • Online evaluations will follow the instructor’s primary department from HRS. Please be aware of this when noting course additions or selections.
  • The ADAs/Department Chairs will compile the information from instructional faculty and note that on the selection spreadsheet.
  • Selection Spreadsheets from the ADAs/Department Chairs are due back to ICIT on the Friday of the week following the week the selection spreadsheets were sent to ADAs/Department Chairs. These spreadsheets will include either the questions to be asked or a reference to a previous term’s questionnaire to be used in surveying.
  • Any responses received from the Dean's designee, ADA or Department Chair after the “Selection Spreadsheet due to ICIT date”, will require approval from the Provost’s Office.
  • For class/section, which is to be surveyed but no questions are provided, will get the default questionnaire for that department (if one exists), otherwise no survey will be sent.
  • If a Class/Section is not listed in the selection spreadsheet sent to Dean's designees, ADAs or Department Chairs, we expect them to note it in the selection spreadsheet. It is expected that Dean's designees, ADAs or Department Chairs will work with the Registrar’s Office to register this change in WINS. This will ensure that the change will be included in the final class/section extract from WINS to the course evaluation tool. If this step is not performed, then no surveys will be sent out.
  • All survey and questionnaire requests will need to be routed through the Dean's designee, ADA or Department Chair.
  • If you would like a course surveyed that is not taught by an instructor in your department, it is your responsibility to note that course and instructor name in the course selection spre3adsheet as well as the questions/questionnaire you would like used.
  • Courses with zero student enrollment will not be included in the final WINS import.

Step 4

Once the selection spreadsheets are returned to ICIT, the selections entered in the spreadsheet by the ADAs/Department Chair will be used to develop the online surveys in Online Course Evaluation tool

  • This process will take two weeks to create all surveys and develop the confirmation spreadsheets.
  • Cross-listed courses will receive a survey for each section of the course. Co-taught courses will receive a separate survey for each instructor.

Step 5

ICIT will pull a final class/section extract from WINS after the final drop date for the term. This extract will then be uploaded to include the student data and final course data in online survey tool and create the surveys for the term. This extract will include all students who are currently enrolled in the class/section.

  • The extract will be pulled from WINS after the final drop date of the term
  • Classes/sections without enrollment at this point will not be included in the student extract from WINS to online course evaluation survey tool. 
  • Class/section with an instructor listed as TBD and/or No Room Assignment will not be included in the student extract from WINS to online course evaluation survey tool.

Step 6

The online evals team will send out a confirmation spreadsheet to the ADAs/Department Chair. This spreadsheet will provide them an opportunity to confirm that:

  • The correct class/section they selected on the selection spreadsheet is being surveyed
  • The questions they selected on the selection spreadsheet are accurately reflected in the survey
  • This will be the final opportunity for changes, additions, or corrections. It is expected that all changes will be collated by the ADA or Department Chair before sending to ICIT Evals team.
  • Any new course additions at this stage will need to be approved by the Dean and Provost’s Office
  • ADAs / Department Chairs will have one week to respond during the confirmation process with any changes or additions. After that point, any changes will need approval from the Dean and Provost’s office

Step 7

Online Course Evaluations Open / Close

  • Surveys will open the Friday of the week two weeks before final course grades are due.
  • Surveys will close one week after opening at 11:59 pm.
  • Instructors will receive a notification the Monday before surveys open informing them that surveys will be deployed and encouraging them to request that their students complete the surveys in their email.
  • Students will receive an email reminder to complete their survey (if they haven’t already) four days after the surveys open. This reminder will include the date that surveys close as well as a link to their specific survey.
  • ICIT will not extend survey close dates without prior approval from the Provost’s Office. All requests will need to be routed through the Dean's designee, ADA or Department Chair.

Step 8

Participation reports will be sent starting the day after surveys close to all instructors who participated in the online survey system

  • Participation Reports Sent: two days after evaluations close

Step 9

Final reports will be sent to all instructors for which they were requested (on the initial selection spreadsheet) one week following the final grades due date.

  • Requests for Special Reports will be evaluated on a case by case basis. All requests should be routed through the Dean's designee, ADA or Department Chair to evals@uww.edu
  • ADAs and Department Chairs will automatically be sent the reports for all completed surveys for their department the day following final grades are due. They will be sent as a .zip file containing the .pdf reports for all of their department’s surveys.

Sample Timeline(s) Below are sample timelines for various course term types. These are general timelines, and will be adjusted each term to take into account holidays and other university schedule changes. The specific dates for each course will be available each term at http://www.uww.edu/icit/services/course-evaluation

Regular Term (16W) Courses:

8W1 Course:

8W2 Course:

Evaluation Reports:

The final reports delivered to the department will consist of a single ZIP file which contains each of your department's individual PDF reports rather than one single PDF file.
The final evaluation reports will be emailed as PDF files to the department chairs and their designees on by the Participation Report Delivery date listed above.
Instructors will only receive the results of their evaluations upon your request. Based on the previous semester's settings, your instructors will not receive their results.
Instructors who would like a report of the students that completed their evaluations may request this report by emailing evals@uww.edu. These reports will be sent within two business days from the closing of the evaluation window. (Instructors will be notified of this option in the email sent to them on the "Message to Instructors" date listed above.
Please reply to this message by the "Final Reports Delivered" date listed above if you would like to designate any additional recipients for your department's results or if you would like to change your choice for whether instructors receive their results.

Service Billing:

In order to streamline the billing process, please make sure to enter your department's 10-digit org code that should be used for chargebacks for this service in the survey questionnaire spreadsheet from step 2. As indicated in the Service Level Agreement, there is a $0.07 charge per evaluation sent.

Email to Instructors:

Instructors with courses using Class Climate evaluations will receive an email by the "Message to Instructors" date above with the details of the evaluation process, including evaluation dates and information to provide their students.
You may choose to have your department's evaluations run during the alternative evaluation period.
Please email evals@uww.edu before the "Questionnaire & Report Request Deadline" date above if you would like to select the alternative evaluation period for your department.

Printed Course Evaluations

Hours: Mon. - Fri. 7:45am - 4:30pm
Contact: Course Evaluation Services / Test Scoring Services, opscan@uww.edu, ext. 4864 or 1149
Drop-off Location: TSC Helpdesk - Andersen Library 2000
Hours:  Mon - Thurs 8am to 9pm, Fri 8am - 4:30pm

Explanation of Services

The traditional printed format for course evaluations requires departments to purchase pre-formatted answer sheets and manually distribute them in class for students to complete. The completed evaluation forms are hand-delivered to the TSC Helpdesk, where the machine-readable answer sheets are scanned and processed, and the results are distributed in PDF format. Once scanned, the evaluations are then mailed back via intercampus mail. The printed Course Evaluation Services are provided by iCIT's Network Operations Center (NOC).


Deadline

For all courses (3-week, 8-week, or 16-week), the deadline for making prep requests is two weeks prior to the end of the final day of classes. 

Instructions for Requesting Printed Course Evaluations

  1. To request printed course evaluations, you must submit a completed request and class list using the following forms. 
  2. Once the forms are completed, send them via email to Course Evaluation Services at opscan@uww.edu.
  3. You will receive an email asking you to approve PDF samples of your evaluations before they are printed. Once approved, you will receive the evaluations by intercampus mail.

Instructions for Requesting Scanning of Course Evaluations

  1. Completed evaluations may be addressed to Course Evaluation Services and hand-delivered to the TSC Helpdesk. Sort completed evaluations first by instructor last name and then by ascending course number and section (for example:  Johnson, Brad MUSC 102-01, MUSC 102-02; Johnson, Kelly MUSC 230-02, MUSC 230-04). Sorting is critical for timely processing.
    • If the evaluations where printed by Course Evaluation Services, along with the evaluations, include a printed copy of the request form.
    • If the evaluations were not printed by Course Evaluation Services, you will still need to complete the following forms. When filling out the Class List Form, leave the "Print" column blank. 
      Request Form
      Class List Form
      Send the completed forms via email to Course Evaluation Services at opscan@uww.edu and indicate in the email that you will be dropping off evaluations to be scanned (instead of requesting forms to be printed).
      Include a printed copy of the request form when you drop off the completed evaluations at the TSC Helpdesk.
  2. You will receive an email confirmation when your evaluations are received.
  3. When your evaluations have been scanned, you will receive PDFs of the results via email and asked to approve them. Once the results have been approved, the evaluations will be sent back by intercampus mail.

Completing Evaluations

Evaluations must be completed using a No. 2 pencil. 

Evaluation Results

Results are sent to the academic department associate's campus email account. Course Evaluation Services will no longer print results, as they can be printed by the department. If you need assistance printing, please contact the TSC Helpdesk at x4357. Emailed results are in PDF format. During peak end of semester times (January or May), evaluations results can take up to a month to process.

Cost

Departments are charged $0.12 per evaluation.

Documentation

Training

Please email training@uww.edu to schedule training on the Class Climate course evals system.

CLASS CLIMATE FREQUENTLY ASKED QUESTIONS


WHAT IS CLASS CLIMATE?
Class Climate is the campus enterprise online course evaluation system from Scantron. The purpose of Class Climate is to provide an online method for student evaluation of instructors and courses.

HOW DOES CLASS CLIMATE WORK?
Departments submit evaluation questions, which will be put into an electronic format by iCIT. Students will be invited to complete the evaluation through emails sent automatically by the system. Results of evaluations will be sent to department chairs and their designees.The Service Level Agreement for Class Climate can be found here: Class Climate SLA

WHO DO I CONTACT WITH QUESTIONS ABOUT CLASS CLIMATE?
Questions and requests can be emailed to evals@uww.edu.

WHERE CAN I FIND THE CURRENT CLASS CLIMATE SCHEDULE?
The schedule for the current semester/session evaluations is circulated through the college chair offices, and published on the iCIT Web site on the Class Climate page.

HOW DOES A DEPARTMENT GET STARTED WITH CLASS CLIMATE?
iCIT will work with the department chair and ADA to get the necessary information to prepare Class Climate for their departments evaluations, which includes the set of questions to use and report delivery options.

WHAT DOES A DEPARTMENT NEED TO DO EACH SEMESTER TO PARTICIPATE?
Once a department has already used Class Climate for a semester, their questionnaires are already in the system so the only information that needs to be submitted is the list of courses to be evaluated. iCIT asks department chairs to submit the list of courses to be evaluated each semester to evals@uww.edu prior to that semester's deadline.

WHAT TYPES OF QUESTIONS CAN WE HAVE?
There can be 4 different types:

  • Scaled questions- Scaled questions can be set up with a scale between 2 and 11 choices. The values of the Left and Right poles can be defined (e.g. Strongly Agree and Strongly Disagree). Only results from scaled questions will include a mean, median and standard deviation.

  • Open questions- Open questions offer the student a text box to type their response. Responses will be show as a list in the final report. Responses that are identical will be listed one time on the report with a count of the number of times they were entered.

  • Single Choice questions- Single choice questions display as a drop-down menu where the student can only select one choice from the dropdown menu. The results from single choice questions show on the report as a total count of each response in a bar chart format.

  • Multiple Choice questions- Multiple choice questions show the choices with checkboxes next to them and the student can check as many boxes as they need.


HOW MANY DIFFERENT QUESTIONNAIRES CAN THERE BE?
There is no departmental limit. In most cases, departments use one or two sets of questions for all of their courses. If more than one questionnaire is used by a department, it is usually because their courses can be split into different types, i.e. traditional vs. web-based, lab vs. lecture, etc.

CAN INSTRUCTORS ADD ADDITIONAL QUESTIONS TO A DEPARTMENTAL QUESTIONNAIRE?
Yes, if the department chair approves the addition of additional questions for an instructor. iCIT asks that department chairs submit these additional questions at the same time they submit the list of courses to be evaluated.

WHO RECEIVES THE EVALUATION REPORTS AND WHEN ARE THEY SENT?
Evaluation reports are sent as PDF files via email to department chairs and their designees. Each semester department chairs can designate additional recipients such as program assistants or department email accounts. Department chairs also specify whether the system should send instructors their own results. Reports are scheduled for distribution on the day after grades are released to students.

IS IT POSSIBLE TO RECEIVE A REPORT OF WHICH STUDENTS COMPLETED EVALUATIONS FOR A COURSE?
Yes. Participation reports can be sent for any course upon request of the instructor. Instructors should request this prior to the start of the evaluations by sending the request to evals@uww.edu. These reports will be sent within 2 business days of the end of the evaluation period.

WHEN IS THE EVALUATION PERIOD?
The default evaluation period each semester varies slightly depending on the Academic Calendar but can loosely be defined as the week before Finals.

IS THERE AN ALTERNATE EVALUATION PERIOD AND IF SO, WHEN IS IT?
Yes, an additional evaluation period is offered to department chairs. The alternate evaluation period each semester varies slightly depending on the Academic Calendar but can loosely be defined as the week of Finals.

WHAT WILL STUDENTS SEE? HOW DO THEY INTERACT WITH THE SYSTEM?
The morning the evaluations open, students will receive an email message from evals@uww.edu inviting them to complete an online course evaluation. The email will identify the course and the instructor and list the deadline for completion. There will be a direct link in the message to the evaluation. Students will receive a separate email for each participating course in which they are enrolled. The student will click the link which opens the online evaluation in their web browser. After they fill out and submit the evaluation, they will receive a confirmation email stating they completed the evaluation.

ARE STUDENTS SENT ANY REMINDERS?
During the evaluation period, the system will track who has/has not completed the survey, and will send reminder messages to the students who have not yet completed the survey.

WHAT ARE THE RESPONSIBILITIES OF THE DEPARTMENT CHAIRS?
Department chairs are responsible for initially submitting the evaluation questions as well as any changes to the questions. They are also responsible for submitting the courses to be evaluated each semester. Department chairs can also define additional report recipients beyond themselves.

WHAT ARE THE RESPONSIBILITIES OF THE INSTRUCTORS?
Instructors are responsible for communicating with their department chair in order to get their courses scheduled for online evaluations. Instructors should inform their students that their course will use online evaluations and encourage students to complete the evaluations. Instructors are also responsible for requesting a participation report for their course(s), if needed.

ARE THERE ANY CHARGES ASSOCIATED WITH THE USE OF THIS SYSTEM?
Departments are charged back for each evaluation distributed at the same rate as the cost of paper evaluations, currently $0.07 per evaluation.

IS THIS SYSTEM CONFIDENTIAL AND ANONYMOUS?
Yes. It is not possible for any user of the system to view, modify or delete an individual student's responses. Also, the system internally tracks which students have completed evaluations to prevent a student from responding multiple times.

WHAT IS DIGITAL MEASURES?
Digital Measures is an online course evaluation system used exclusively by the College of Business and Economics.

SHOULD FACULTY SELECT THE ONLINE EVALUATION CHECKBOX IN WINS?
Do not select the online evaluation checkbox in WINS unless you are a faculty in the College of Business and Economics, and are planning to use the Digital Measures system for course evaluations. To request participation in the Class Climate online evaluation system, contact evals@uww.edu.

Related Policies & Agreements