EEE+ Final Evaluations Manager

Overview

Review the MOU

The Memorandum of Understanding (MOU), which outlines the evaluations toolkit, OIT’s responsibilities, Senate policies, and department responsibilities, can be found on the left side of the Home tab at any time.

Please review the MOU periodically.

Overview of the new tool

Using EEE+ Final Evaluations Manager

1. Set Up Your Help Contact

The Help Contact is used by instructors and students who have non-technical questions about department-activated evaluations.

To set up your help contact:

  1. Log in to EEE+ Final Evaluations Manager: https://evaluations.eee.uci.edu/dept/
  2. Click on the “Home” link (on the top blue navigation bar)
  3. Locate the “Primary Help Contact” text (it should be just below your group name)
  4. Click on the “Enter one now” link

If you already have a Primary Help Contact set, you can change it at any time by following the steps above but clicking on “Change” instead.

2. Create Your Evaluation Form Template (Skip this step if using CTEF)

Evaluation Form Templates contain all the questions and response options that will be used when activating evaluations.

You have three options when it comes to Form Templates:

To customize the Campuswide Teaching Evaluation Form:

  1. Log in to EEE+ Final Evaluations Manager: https://evaluations.eee.uci.edu/dept/
  2. Click on the “Forms” link (on the top blue navigation bar)
  3. Locate the Senate Templates section and the template you want to customize
  4. Click on “Copy to Template Library”
  5. Locate the gold highlighted copy in the Template Library, below the Senate Templates
  6. Click on “Edit” to customize the form
  7. Change the title of the form by clicking on the title, which is similar to “Copy of Campuswide Teaching Evaluation Form (CTEF)”

To create a completely new form:

  1. Log in to EEE+ Final Evaluations Manager: https://evaluations.eee.uci.edu/dept/
  2. Press the “Create a new template” button
  3. Give the form a name
  4. Add questions

Be sure to Preview your form to make sure that the questions, answers, and any other elements are correct.

3. Set Up Email Announcement and Reminder Templates

Email templates for announcements and reminders are used when the system sends out emails you have scheduled. While scheduling occurs within an Evaluation Set (see below), you will need to set up your email templates prior to scheduling them.

Creating a template

  1. Log in to EEE+ Final Evaluations Manager: https://evaluations.eee.uci.edu/dept/
  2. Click on the “Email” link (on the top blue navigation bar)
  3. Press the “Create new template” button
  4. Configure the email template:
    • Nickname: A short name displayed only to department evaluations admins, and NOT to instructors or participants
    • Template type: Used to help you find your email templates when scheduling a reminder later
    • Subject: The subject line of the email; be sure to keep it concise and catchy
    • Opening/intro text
    • Closing text

How scheduling works

Once you have created your template, you will be able to schedule email reminders in your Evaluation Sets (see below to learn about those). Here’s how to schedule email reminders:

  1. Access an Evaluation Set
  2. Locate the “Email Announcements & Reminders” section
  3. There are two types of emails; click on either one to set it up:
    • Announcement: sent to possible participants as soon as the evaluation is available
    • Reminders: sent to non-participants at the scheduled time
  4. For announcement emails, you just need to choose the email template
  5. For reminder emails, choose the email template and select a time to send the message out

The person being evaluated will also get a copy of these emails.

4. Check Your Available Sections

One of the new features in Final Evaluations Manager is a list of the sections and instructors available for evaluation activation in your group. If you are in a larger department or school, you can continue to use the CSV upload option. But, if you instead used the Manual Entry method in the Legacy system (where you would type in course codes and employee ID #s or UCInetIDs), then this new feature should save you some time.

Prior to activating your evaluations, please visit the Sections list to ensure that all of your classes and instructors appear.

This list is powered by the Schedule of Classes; if your data is complete there, then it should also be complete here.

Note: This list shows all the possible evaluations that could be activated; you still must activate evaluations using Evaluation Sets (see below).

Adding additional people to be evaluated if they are not in SOC

If you need to associate additional people to a course code (for example: you have a section with more than 3 instructors, or you have sections where TAs aren’t entered in SOC and need to be evaluated), follow these steps:

  1. Access the Sections list by clicking on the “Sections” link at the top
  2. Press the “Add person + class association” button
  3. Provide the UCInetID of the person to add
  4. Select the class from the list
  5. Press “Look up person and confirm”
  6. Verify that the person and class are correct, and then press “Add person + class association”
    • If the person and/or class is not correct, then press “Change person or class” to go back and change it

The new association will then appear in the Sections list. Note that this addition will be effective only in EEE+ Final Evaluations Manager; adding a person here does not grant them access to any other resources for the class.

5. Activate Evaluations Using Evaluation Sets

What is an evaluation set?

Evaluation sets are how you activate and manage evaluations for a quarter. You’ll create a new evaluation set (or sets) each term.

Each evaluation set includes:

After the quarter has ended, you can also easily run reports for evaluation sets.

How does EEE recommend that evaluation sets be used?

This depends on how your unit conducts online evaluations. There are a couple of ways that evaluation sets can be used:

By instructor type: if you have different forms for faculty and TAs, you can have evaluation sets like this:

By department: If you run evaluations at the school level, but have different forms or reporting needs for departments, you can have evaluation sets like this:

You could also use evaluation sets to group evaluations for specific programs together.

Step by step guide for activating evaluations

After you have set up your form templates and email templates, you can activate evaluations. Note that you’ll only need to do the form and email template set up once; your forms and emails will be available in any quarter within the tool.

Here’s how to activate evaluations:

  1. Navigate to the “Evaluation Sets” screen by clicking on “Evaluation Sets” at the top of Final Evaluations Manager
  2. Press the “Create evaluation set” button
    • See above for information on ways to use evaluation sets
  3. Provide a name for the set
    • The name is only displayed within your Final Evaluations Manager tool, and is never displayed to students nor instructors
  4. Choose the default availability window
    • This window can be changed later
    • Individual evaluations can have custom windows that differ from this default window
  5. Choose the default form
  6. Review the default window, form, and instructor permissions
    • If it is your program’s practice to let instructors change their evaluation windows, press the “Change permissions” button to allow that
  7. Scroll all the way down to the two buttons at the bottom of the screen and press the relevant button:
    • Add Evaluations: pick from a list of classes to activate evaluations, and skip down to the “Add Evaluations via List” section
    • Bulk Activate Evaluations: upload a CSV file containing evaluations to activate, and skip down to the “Add Evaluations via CSV Upload” section

Add Evaluations via List

Adding evaluations for the class sections list is a 2-step process:

  1. Select one or more class sections
  2. Press the “Add selected evaluations to set” button
  3. If you need to add more, press the “Add Evaluations” button again; otherwise, you’re done

You can also search for a specific course or instructor, or filter to focus on certain class types, classes taught by Senate faculty, unit-bearing classes only, or only certain departments.

Add Evaluations via CSV Upload

If you have a CSV file or Excel spreadsheet containing all your classes and instructors to activate, then this option is for you. Final Evaluations Manager features a guided process for uploading and processing this file. It includes checks for invalid classes, invalid people, cross-listing, and more.

Files should have one row per evaluation in this format: ccode, ucinetid or ccode, employeeIdNumber

This is in the same format as the EEE Legacy system.