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Course Enhancement Questionnaire Management Guide V 3.0 Student Surveys Unit 28/06/2018
Course Enhancement Questionnaire Management
Guide
V 3.0
Student Surveys Unit
28/06/2018
Index
Overview............................................................................................................ 1
Requesting access for School Survey Coordinators ......................................... 2
Course Enhancement Questionnaire Management in EUCLID ........................... 2
Searching Courses ........................................................................................... 2
Editing Course Questionnaire Details .............................................................. 3
Bulk Update .................................................................................................... 4
Individual Update ........................................................................................... 5
Notifying the Student Surveys Unit .................................................................... 6
Eligible Courses and Students ............................................................................ 7
Contacts ............................................................................................................. 8
Requesting New School Specific Question Sets ............................................... 8
Amending Course Organisers and Teaching Staff not appearing ..................... 8
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Overview The Course Enhancement Questionnaire Management is an interface available in EUCLID. This is designed to help you manage the various aspects of the Course Enhancement Questionnaire process:
1. Ensuring that the Course Organiser details for the course are correct.
2. Choosing when the questionnaire should ‘Open’ (Monday date or week number) and ‘Close’ (Sunday date
or week number). If the ‘Close Week’ is left blank, the questionnaire will stay open for 3 weeks as
standard. The Sunday date of the ‘Close Week’ is used on email reminders to students.
Online questionnaires are not automatically closed: the Student Surveys Unit provides weekly updates on
response rates and, after the Close Week, main admin contacts will be asked if the questionnaire can be
closed or should be kept open for longer.
3. Selecting the appropriate ‘Reporting Phase’ for the questionnaire i.e. Semester 1, 2 or Summer.
This relates to when the questionnaire closes not to when the course took place. If not sure, click on the
question mark icon next to ‘Close Week’. This will display the hyperlink to the calendar: check the latest
close dates. The ‘Reporting Phase’ is linked to the distribution of ‘Staff’ reports.
More information can be found via the link below:
https://www.ed.ac.uk/staff/data-matters/course-enhancement-questionnaire/about-questions-policy
4. Specifying the desired format i.e. paper or online.
5. If applicable, selecting School Specific question sets to be used in addition to Core and Staff questions.
The Core and Staff question sets will be part of the questionnaire as standard and won’t need to be added
as part of this process. The Staff question set will be used for the staff that you will include for each
questionnaire.
6. Ensuring that the correct staff are included in the questionnaire. If the Course Organiser was teaching,
remember to add the details too using the ‘Teaching Staff Lookup’ and ‘Add Lookup’ button.
7. Confirming that the preparation is completed.
8. Saving the information.
Notifying the Student Surveys Unit that details are ready to build the questionnaire(s) by emailing
If the Course Organiser is not teaching and will not be included (see point 6), let the Student Surveys Unit
know when notifying them that the records are ready. Where possible, send one email notification for a
block of courses rather than one email per course code.
The Student Surveys Unit requires at least 2 weeks’ notice prior to a questionnaire going live.
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Requesting access for School Survey Coordinators
School administrators dealing with the Course Enhancement Questionnaire Management interface, will require the role of ‘School Survey Coordinator’ in EUCLID.
Where School administrators do not already have their role recorded in EUCLID as ‘School Survey Coordinators’, this should be applied for and authorised by using the standard form available here:
Student Systems User Account Application Form
If an option to select the ‘School Survey Co-ordinator’ role is not available, enter ‘School Survey Co-ordinator’
in the free-text box for ‘other’ and select ‘Student lookup and immigration overview’ for one of the options.
Course Enhancement Questionnaire Management in EUCLID
Log into EUCLID via the standard MyEd channel. The full list of options available on the screen will vary depending on your role and access rights to EUCLID.
1. Select the ‘DPTs and Course’ tab
2. Under ‘Course Creation, Approval and Maintenance’,
select ‘Course Enhancement Questionnaire Management’
Searching Courses
The Search screen will default to display your School. You can either click on the ‘Search’ button at the bottom right of the screen or use any combination of the following filters to search for courses delivered within your School. Click on the ‘Reset Search’ button if you want to clear the filters.
1. Course – start typing part of the course name or course code and a drop down list will appear for you to select the course. By using this filter, you will only be able to select one course
2. Study level – select either Undergraduate or Postgraduate 3. Period – select when the course is delivered e.g. Semester 1 4. Occurrence – choose from ‘Available to all students’, ‘Part-year visiting students only’ or ‘Not available
to visiting students’ 5. Subject Area – select one from the School specific drop down list e.g. Geography
The ‘Email Survey Team’ button can be used to contact the Student Surveys Unit if:
you are having issues with the process
you would like to add a new School Specific question set that is not already available
the record is showing as ‘extracted’ and you would like to set up another questionnaire for the course
you want to notify the team that details are ready for them to build the questionnaires (see page 6)
The button opens an email window pre-populated with the team’s email address [email protected]
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Editing Course Questionnaire Details There are two ways you can edit and update details for course enhancement questionnaires. You can choose your preferred method depending on what you feel more comfortable using and what works for you. It is important to bear in mind that if you select a course (for example with a bulk update) that has already been edited, the new information you save will overwrite the old. You can use a ‘Bulk Update’ for courses that require the same information for:
1. Open Week 2. Close Week 3. Delivery (i.e. paper or online) 4. Reporting Phase 5. School Specific question sets
After using the ‘Bulk Update’ - where possible and only for the courses that have the above four settings in common - use the ‘Individual Update’ to edit each single course for:
1. Including teaching staff that should appear on the questionnaire 2. Checking if the Course Organiser details are correct 3. Setting the Preparation Completed to ‘Yes’
REMEMBER: The Student Surveys Unit requires at least 2 weeks’ notice prior to a questionnaire going live. The Course Enhancement Questionnaire Management interface in EUCLID will hold the information that you have saved, which means that going forward, for the next academic year, you will only need to update the records that need to be amended with new details (e.g. if a member of staff/course organiser has changed or if you want to use different School Specific question sets, delivery, open date). NOTE: During Semester 2, any YR or FLEX course that was surveyed in Semester 1 will appear as ‘extracted’.
Please email the Student Surveys Unit at [email protected] if a particular course code needs to be
surveyed again in Semester 2. The Student Survey Unit will switch the course back to ‘edit’ mode so that you
can enter the new details as necessary.
Why Online?
Online questionnaires are preferred to paper for a number of reasons:
Saving on printing costs
More environmentally friendly
More flexible – students can complete the questionnaires both in or outwith class hours and online reminders can be set up to encourage completion
Cutting on administration time – paper questionnaires require more time to be spent on logistics, distribution, collection and returning completed questionnaires for scanning
More detailed and readable free text comments – with online questionnaires, comments appears as typed text whereas with paper, a picture of the handwritten comment is scanned into the system
Students are less likely to be identified through their response
Faster reporting on questionnaire results – reports for online questionnaires can be sent to the Course Organiser or School administrator within a week of closing a questionnaire whereas completed paper questionnaires need to be returned to the Student Surveys Unit who will then have to scan them into the system before sending the reports
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Bulk Update
You can use the ‘Bulk Update’ if you have more than one course requiring the same information for the following settings:
1. Open Week 2. Close Week 3. Reporting Phase 4. Delivery 5. School Specific question sets
NOTE: Teaching staff cannot be selected in bulk but can only be included by editing each course individually. IMPORTANT: If you select a course that has already been edited, the information will be overwritten.
NOTE: During Semester 2, any YR or FLEX course that was surveyed in Semester 1 will appear as ‘extracted’. Please email the Student Surveys Unit at [email protected] if a particular course code needs to be surveyed again in Semester 2. The Student Survey Unit will switch the course back to ‘edit’ mode so that you can enter the new details as necessary.
1. Select the relevant courses by clicking on the box next to their code 2. Click on ‘Bulk Update’
Specify the following information:
1. Open Week – enter the Monday date (e.g. dd/mm/yy) or week number that you’d like the questionnaire
to be sent out to students or type ‘ASAP’ if needed. This is a mandatory field.
2. Close Week – if left blank, the closing aim will be the Sunday 3 weeks after the Open Week.
3. Reporting Phase – select the reporting period e.g. Semester 1, Semester 2 or Summer. This relates to
when the questionnaire closes not to when the course took place. If not sure, click on the question mark
icon next to ‘Close Week’. This will display the hyperlink to the calendar: check the latest close dates.
4. Delivery – specify if this should be an online or paper questionnaire.
5. Question Sets – if you would like to include School Specific question sets, select all that apply. To view
the questions, click on the ‘details’ link for the set. If a set is missing, contact the Student Surveys Unit by
clicking on the ‘Email Survey Team’ button.
6. Preparation Completed – if you have partially updated the information, need to return to the records at
a later time or need to include teaching staff by individually updating each record, click ‘No’. If the
course details have all been checked/updated and are ready (including teaching staff), click ‘Yes’.
Remember to Save
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Individual Update To edit a single course, under the Action column, click on the ‘Edit’ button.
NOTE: During Semester 2, any YR or FLEX course that was surveyed in Semester 1 will appear as ‘extracted’. Please email the Student Surveys Unit at [email protected] if a particular course code needs to be surveyed again in Semester 2. The Student Survey Unit will switch the course back to ‘edit’ mode so that you can enter the new details as necessary. Specify the following information:
1. Open Week – enter the Monday date (e.g. dd/mm/yy) or week number that you’d like the questionnaire
to be sent out to students or type ‘ASAP’ if needed. This is a mandatory field.
2. Close Week – if left blank, the closing aim will be the Sunday 3 weeks after the Open Week.
3. Reporting Phase – select the reporting period e.g. Semester 1, Semester 2 or Summer. This relates to
when the questionnaire closes not to when the course took place. If not sure, click on the question mark
icon next to ‘Close Week’. This will display the hyperlink to the calendar: check the latest close dates.
4. Delivery – specify if this should be an online or paper questionnaire.
5. Teaching Staff – type the staff name that should be included in the questionnaire, select it and click on
‘Add Lookup’. IMPORTANT: If the Course Organiser was teaching, remember to add the details.
6. Question Sets – if you would like to add School Specific question sets, select all that apply. To view the
questions, click on the ‘details’ link for the set. If a set is missing, contact the Student Surveys Unit by
clicking on the ‘Email Survey Team’ button.
7. Preparation Completed – if you have partially updated the information and need to return to the
records at a later time, click ‘No’. If the course details have all been checked/updated and are ready
(including teaching staff), click ‘Yes’.
IMPORTANT: Check if the Course Organiser details against the course record are correct. If the details are incorrect, please update them in the ‘Course Creation and Maintenance’ (CCAM) screen in EUCLID.
Remember to Save
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Notifying the Student Surveys Unit
After checking, updating the details where necessary and setting the ‘Preparation Completed’ to ‘Yes’, you will need to let the Student Surveys Unit know that the information is ready for them to build the questionnaires. You can use the ‘Email Survey Team’ button which can either be found on the home page or on the individual course editing screen.
The button opens an email pre-populated with the team’s email address [email protected]
REMEMBER: The Student Surveys Unit requires at least 2 weeks’ notice prior to a questionnaire going live. To avoid sending strings of emails, notify the Student Survey Unit when a significant number of courses are ready to export. For example, if you are working on questionnaires for Semester 1 courses, email the Student Surveys Unit when all the details for Semester 1 records are ready. NOTE: If the Course Organiser is not teaching and will not be included to appear on the questionnaire for the Staff questions, make the Student Surveys Unit aware when notifying them that the records are ready. The Student Surveys Unit will extract all records that have been marked as ‘Yes’ for Preparation Complete. Once the Student Surveys Unit has extracted the details, you will not be able to edit them. IMPORTANT: It is not possible to amend a questionnaire after it has been launched. If a teaching staff was included by mistake or if staff have been missed out and you would like to include them, the Student Surveys Unit will have to delete the questionnaire and issue a new one after you make the changes in the EUCLID screen for Course Enhancement. Any feedback already gathered will be lost and you will have to notify students that they will receive a new email invitation to complete the questionnaire. If you have made a mistake and the course has already been extracted, please contact the Student Surveys Unit by using the ‘Email Survey Team’ button. The Student Surveys Unit will be able to check if the questionnaire has already been sent and how many students have already provided feedback. You can sort the courses by any of the columns shown below.
1. To help you see courses that are ready, sort by the ‘Prep. Complete’ column
2. You can sort by the ‘Action’ column to see what courses have been extracted
3. You can check the details of a course questionnaire by clicking on the course code under the ‘Course Code’ column.
NOTE: If you have a large number of records to check, you can contact the Student Surveys Unit to ask for a ‘Review’ file. This is an excel file that will list the relevant columns for you to check if the all relevant details have been entered. You can’t use the ‘Review’ file to provide the details to the Student Surveys Unit as these have to be entered in the EUCLID screen for Course Enhancement.
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Eligible Courses and Students All taught, credit bearing courses (UG and PG) delivered by the University of Edinburgh should be surveyed using the Course Enhancement Questionnaire process described in this guide. Courses with 0 credit will not appear on the Course Enhancement Questionnaire screen and can’t be included as part of this process.
Questionnaires will be sent to current students on the current academic year.
Questionnaires will be sent to students recorded in the system as attending classes or distance learning e.g. with Study Mode ‘Classes & Assessment excl. centrally arranged exam’, ‘Class Only’, ‘Distance Learning’, etc.
Students that are enrolled on a credit bearing course with Study Mode ‘Assessment’ or ‘Exam Only’ will not be included.
The eligible student cohort number is displayed in both the ‘edit’ window and details window (accessible by clicking on the course code under the ‘Course Code’ column).
NOTE: When students are enrolled, the default ‘mode of study’ is pulled from what is recorded against the course record itself. If a course record has been created with Default Course Mode of Study ‘Assessment’ or ‘Exam Only’, the enrolments might all appear with this status and the cohort on the Course Enhancement screen will be displayed as 0. It is important to select the correct default ‘mode of study’ when a course record is created as enrolments are affected. Each School structure is different, if you are not sure who is responsible for course creation, please check with your manager. If you notice that the cohort is 0 for a course that has students attending classes or distance learning, check the course record itself in EUCLID under ‘DPTs and Courses’, ‘Course Creation, Approval and Maintenance’ (CCAM), ‘View Course’. After locating the course, open the ‘Reference Data’ tab to check the Default Course Mode of Study.
If the Default Course Mode of Study against the course is incorrect, update as necessary. Guidance is provided via the link below or for further advice, please email [email protected] http://www.studentsystems.is.ed.ac.uk/staff/Support/User_Guides/OCE/OCE_Mode_of_Study.html If the Default Course Mode of Study is changed against the course and students were already enrolled on this, the Study Mode against the student enrolments will also need to be updated. This can be updated in EUCLID/Students/Student Hub. You can use the ‘Full search’ to retrieve the course code, current year and current students e.g. 2018/19. In the Assessment tab for each student, you’ll be able to see the Study Mode recorded against the student enrolment for the relevant course code. The Study Mode can’t be changed in bulk for a whole class but has to be done student by student by clicking on the ‘Edit’ button.
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Contacts To contact the team for support and help in the use of the Course Enhancement Questionnaire Management
interface in EUCLID, you can use the ‘Email Survey Team’ button, either from the home page or from the individual course editing screen.
The ‘Email Survey Team’ button opens an email pre-populated with the team’s email address [email protected]
Alternatively, you can contact:
Cinzia Discolo Student Surveys Support Officer [email protected] (01316) 50 8038
Jenni Brown Student Surveys Support [email protected] (01316) 51 4597
Requesting New School Specific Question Sets If you wish to include a new School Specific question set that is not already available in the Course
Enhancement Questionnaire Management interface, you will need to complete a ‘School Specific request
form’. This is an excel file designed to provide the questions in a specific format to the Student Surveys Unit.
To request the form, contact the Student Surveys Unit at [email protected]
NOTE: School Specific sets are normally agreed at School level. Our general guidance is to have sets that can be assigned to a number of courses delivered in a similar way or that have the same themes the School would like to explore/ask feedback for. This way, each year, changes to sets should be minimal, with small changes or new sets for themes not already covered.
Amending Course Organisers and Teaching Staff not appearing If the incorrect Course Organiser details are appearing against a course, please update the correct details
in the ‘Course Creation and Maintenance’ (CCAM) screen in EUCLID.
If a teaching staff is not appearing on the ‘Teaching Staff Lookup’, their staff record must be created by Student Systems. Please note that a student record is separate from a staff record – if they are teaching on University’s premises, they should either have an UUN or a VRS (Visitor Registration System) number and a staff record can be created for them by Student Systems. Contact Student Systems at [email protected] with either the staff UUN or VRS number and with their staff email. Student emails cannot be used. Mention that the new staff record is needed so that the person can be added for a Course Enhancement Questionnaire. Once Student Systems creates the staff record, they will appear on the ‘Teaching Staff Lookup’.
Please note that NHS staff can’t be included on course enhancement questionnaires.
If the error ‘This record can not be added to the list as some details are missing’ appears when clicking on
the ‘Add Lookup’ button, please contact Student Systems at [email protected] and provide the
staff email.
