Instructors Using The SmartEvals System

(This document was designed with “bookmarks” to click. Any blue highlighted link will direct to the appropriate PDF section)

My EvalCenter - The landing page that will load when you log into your SmartEvals system.

Quick Navigation menu bar

● EvalCenter - Returns “home” to the My EvalCenter landing page

● Handouts ● Edit ● Reports ● Help ● Exit

 

EvalCenter Tiles associated to your course Surveys are displayed.

The tiles allow you to view useful information about your surveys such as:

● The survey begin and end date ● When the survey results will be released ● How many possible respondents there are in the course and how many

responded ● Your response rate % in real time

Your My EvalCenter is divided up in sections depending on your classes:

● Open Surveys - Surveys that are open and available to students ● Awaiting release - Surveys that have closed however the results of the

Surveys have yet to be calculated. ● Surveys Wating to Be Opened - Surveys opening Soon ● Results Ready for Viewing - Results of Surveys that have ended in order by

semester/year to allow for quick viewing of your historical data.

Survey Tile additional options

● Get QR Codes ● Preview ● Email Students ● Add/See Notes ● See Reports ● Add Questions

 

 

 

Get QR Codes - Prints the QR Code for the associated Survey Tile (class)

Printing QR Codes

1. Click on the “Get QR code” hyperlink under correct Survey Tile (class). 2. The SmarEvlas system is set to automatically prompt you to print the QR code. 3. Click the print button.

Preview

A link to preview the survey as a survey taker. The preview is fully interactive allowing you to select choices and view follow-ups

Add/See Notes

Add notes(s) for yourself about the class

Once you type your note(s) in the text box, click Return to Eval Center button to return back to the previous screen

 

Email Students - Emails non responding students or students whom have not completed their survey in this class

Emailing Non Responding Students

1. Click on the "Email Students" under the appropriate Survey Tile (class) 2. There will be four different tabs once the page loads

● Back Arrow - Will take you back to the previous screen. ● Set Up Automatic Email - will set up automatic emails that will send out

reminders to non responding students of ALL your classes without additional input.

● Email All of Your Classes Just This Once - An email will be sent to ALL of your non responding students regardless of which of your class they are enrolled in.

● Email Just This Class - An email will be sent to ALL of your non responding students only in the Survey Tile (class) you selected.

3. When you click an Email option, you will then be taken to template choices. Here

you can click on the “Choose this Option” button to the corresponding message you would like to send.

4. Change the text to what you want to send to your non responding students or leave the default template verbiage. Once that is complete click on the “Save Message” button. *Note: If you would like to add bold text, font color, etc. click on down button click the down arrow in the text editor then click on the “Save Message” button.

5. Click on the button that states “Send this email”.

 

See Reports

Clicking on the See Reports will open up the custom report from that class survey.

There are four tabs to Choose from

● Custom Report ● Percentile Rank ● Multi-Chart ● Comments ● Individual Evaluations

Each Tab will have Drop down options for additional comparisons

● Semester/Year ● Courses ● Course sections ● Course Levels/Types/Traits

 

 

Percentile Rank tab The percentile rank of a score is the percentage of scores in its frequency distribution that are equal to or lower than it. For example, a Test score that is greater than 75% of the scores of people taking the test is said to be at the 75th percentile, where 75 is the percentile rank. In educational measurement, a range of percentile ranks, often appearing on a score report, shows the range within which the test taker’s “true” percentile rank probably occurs. The “true” value refers to the rank the test taker would obtain if there were no random errors involved in the testing process.

You have the same Export, Choose Columns, and Choose Questions options as you did on your Custom Report Tab

Individual Evaluations tab This tab allows you to Export each respondent individual responses including text responses. This option allows you to see/group how a particular user answered all their questions. Please note there is no distinguishing factors allowing you to identify the particular user.

 

 

 

Comments ● Gives you the ability to export just the comments associated to the Survey

Multi-Chart

● A New feature to “interactive” charts of averages

Custom Report tab

You now have the ability to view and/or edit the look of your report.

In the top right hand corner of the custom report you have three buttons

● Export - export the custom report ● Choose Columns - Choose columns to display across the header ● Choose Questions - Choose question(s) to display in the report

 ○ Choose your columns to display across the header

○ N - Number of respondents to the survey item. ○ RR - Response rate. Percentage of respondents to the survey item. ○ Top Two - The percentage of respondents that answered the deemed

Top Two answers to the survey item. If the Institution chooses to elect question answers as the Top Two in the questions rating level.

○ Avg - Most common response rating for survey item. The average represents the mean rating.

○ Median - The Median indicates the central position in a spread of responses. The formula used to find the middle number of a data set of numerically ordered numbers is (n + 1) ÷ 2. This either gives the middle number (for an odd number of values) or the halfway point between the two middle values. For example: in the data set {1, 3, 3, 6, 7, 8, 9}, the median is 6, the fourth largest, and also the fourth smallest, number in the sample. For example, in the data set {1, 2, 3, 4, 5, 6, 8, 9} the median is the mean of the middle two numbers: this is (4 + 5) ÷ 2, which is 4.5 or 4 1/2. (In more technical terms, this interprets the median as the fully trimmed mid-range).

○ IMedian - Interpolated median. The interpolated median which is used to adjust the median slightly upward or downward. This allows for a more accurate representation of the responses. The median is the middle observation in a sorted list of data. Half of the values in the data set are less than or equal to the median and half are greater than or equal to it. The interpolated median which is used in these reports adjusts the median slightly upward or downward. For example, any interpolated median between 3.5 and 4.5 indicates that the actual median rating for the question was 4. An interpolated median between 4.0 and 4.5 also indicates that there were more ratings above 4 than below 4. Similarly, an interpolated median between 3.5 and 4.0 indicates that there were fewer ratings above 4 than below 4.

○ SD - Standard deviation. The amount of spread (variation) among responses for a survey item. Lower SDs represent scores that are close together while higher SDs represent greater amounts of spread (variation)

○ 95% CI Low - 95% confidence low. Represents the range of scores where the true value of Avg is likely to be.

○ 95% CI High - 95% confidence high. Represents the range of scores where the true value of Avg is likely to be.

○ Instructor Avg - The mean score of the survey item of the Instructor. ○ Course Avg - Course Average. The mean score of the survey item for the

course. ○ Dept Avg - Department Average. The mean score of the survey item for

the department. ○ Dept SD - Department Standard Deviation. The amount of spread

(variation) for the survey item within the department. ○ Div Avg - Division Average. The mean score of the survey item for the

division ○ Div SD - Division Standard Deviation. The amount of spread (variation) for

the survey item within the division. ○ Div Lvl - Division Level Average. The mean score of the survey item for

the division Level ○ Div Lvl SD - Division Level Standard Deviation. The amount of spread

(variation) for the survey item within the Division Level. ○ Sch Avg - School average The mean score of the survey item for the

institution ○ Sch SD School Standard Deviation. The amount of spread (variation) for

the survey item within the School. ○ Sch Lvl - School Level Average. The mean score of the survey item for

the School Level ○ Sch Lvl SD - School Level Standard Deviation. The amount of spread

(variation) for the survey item within the School Level. ○ College Avg - Not used ○ Course Group Avg - Course Group Average. The mean score of the

survey item within the Course Group ○ Course Group SD - Course Group Standard Deviation. The amount of

spread (variation) for the survey item within the Course Group ○ Nat'l Avg - The mean score of the survey item across other institution ○ Rating Levels - The Rating Levels/Answer Choices of the survey Item

 

Once you make your selections Choose one of the 4 options

● Use Until Logout - Keeps your selections until you log back into SmartEvals

● Save Permanently - Saves the selections you have made permanently.

● Reload Saved Values - This option is used when you select “Use Until logout” and do not want to take the time to log out and back in again to revert back to your original view.

● Cancel - Return to the previous screen without making any changes

○ Choose what question(s) you want to display

1. Check the box near Select all

or

2. Using the Browser scroll bar to scroll through the question(s) and select the question(s) you wish to display

 

3. Once you make your selections Choose one of the four options ● Use Until Logout - Keeps your selections until you log back into

SmartEvals ● Save Permanently - Saves the selections you have made

permanently. ● Reload Saved Values - This option is used when you select “Use

Until logout” and do not want to take the time to log out and back in again to revert back to your original view.

● Cancel - Return to the previous screen without making any changes

○ Filter the response ■ Clicking on any of the blue highlighted % will allow you to filter your

report on all the responses answered that %. For example if 31% of your respondents answered Str Agree to question 6. Clicking on the blue 31% will filter the report and allow you to see how that 31% of users answered the rest of the survey questions. NOTE: only one filter can be used at a time.

○ Export ■ Show Course Heading ■ Show Column Titles ■ Show Gridlines (Does not apply to PDF) ■ Export PDF in Landscape Orientation ■ File Type

● Export your custom report in a variety of formats ● CSV: Comma Separated Text ● HTML: Web Page ● XLS w/formatting ● DOC: Microsoft Word ● PDF: Portable Document Format

 Add Questions

Adding Questions to Course Evaluations

1. Click on the "Add Questions" under the appropriate Survey Tile (class) 2. Next you’ll be presented with different options to add questions

● All Classes With This Course Title ● This Class Only ● Every Class You Teach

3. Click on the “Add/Edit Questions” button under the desired option.

*Note: If there are already questions there will be a table showing the questions.

○ To delete a question you no longer want to use simply click on the "X". ○ The edit icon allows you to change the wording of the question or to

correct an error. ○ The arrows on the right will change the order of the questions. ○ To add a question use the "+"

Choose between four different question types

■ Single Choice - To get an average ■ Multiple Choice - These questions are used to collect data that

does not need an average score. A question that requires a simple yes or no answer would be considered multiple choice.

■ Text - Used for comments or open ended questions. These questions allow students the freedom to type in their own responses.

■ Other - Headers, Page Breaks. You can use these as you see fit and do not have any impact on reporting. These affect the viewing of the evaluation by the students. As instructors you will only use the Header or Inline Header do not use other types. Headers are used for a group of questions, eg: About Yourself. Inline Headers display on the same line as the answer choices and can be used for single or multiple choice questions as text questions have no answer choices

Once you choose your question type

● Enter a full question text which is what the survey taker will see when taking the Survey.

*NOTE No character limit in the full question text

● Short question text which will show on the report.

*NOTE Character limit for short question text is LESS than eighty characters.

Choose an Answer Choice

Answer choices will have to be selected based on the appropriate responses to the question you add/create.

■ Use the drop down to choose from different existing Answer Choices. You can not add different Answer Choices then what is already available in the system. If one does not fit your needs consider rewording your question.

(Helpful hint: If you are copying and pasting from a document you already have on your computer please put it in Notepad or another program that has no formatting. If you copy from Word you may add formatting code from that program.)

○ When Completed click on the "Create question" button. ○ To enter another question repeat the above steps. If you are done

entering Questions you can click on the "I'm done adding questions" button.

If you click on "I'm done adding questions" button you'll be navigated to the page that shows you all the questions that have been added. From here you can.

● Change the layout of the answer choice - The first arrow moved the question up one question or down one question.

The second arrow moved the question all the way to the top or all the way to the bottom.

● Preview - View how the questions appear to the survey taker. You can also see a preview when on the My EvalCenter by clicking on the magnifying glass/paper icon.

● Add follow-ups. - Follow-up questions will allow you to add a question to a specific answer choice. For an example if they answer "Strongly Disagree" you could use a follow-up question asking what could have improved the power point presentations.

a. To add a follow-up Click on "add follow-ups"

b. Choose which answer you want to add the follow-up to. Adding a follow-up is exactly like adding a regular question, although text questions are recommended as they give students the freedom to explain themselves clearly.

 

 

Handouts

● QR Handouts - Prints out your Class(s) QR Code(s)

Edit

● Thank You Note ○ Creating an Instructor Thank You

1. To create a thank you message click on the “Create Thank You” header.

2. Type your message in the text box and click on the “Save Thank You Note” button.

3. To add a picture to your message, which is optional, Then click on the “Upload Picture” button. You will be directed to another screen, Click the Browse button to choose your picture from your PC. Once you have your wanted picture file Click the “Upload” button

● Email Students - Quick link to email non responding students or students whom have not completed their surveys

● Upload Picture - Upload a picture of yourself

 

 

 

 

Reports

● My Focus - Will Show You What To Focus On ○ How did we calculate your score? Our score calculation goes from

1-100 and is a proprietary analysis that includes your average percentile rank score for each question, what you note as applicable and not applicable, a confidence calculation, and other factors. During the 'create action plan' process you may indicate general agreement or disagreement with the score or whether you feel our analysis is correct or wildly off. If 'too few respondents' appears in the last column, not enough evaluations were completed to produce meaningful data. From here you can create yourself an Action Plan

● See Advice - Advice on what questions you may need improvement on ● Historical Reporting - Multiple Year Reporting

Help

● FAQ - Frequently Asked Questions ● Help Videos - Quick access to helpful videos provided by SmartEvals ● Contact - Your Schools Contact information if you have problems with the

site ● Terms of Use ● Password - Change your password ● Privacy - In accordance with SmartEvals.com privacy policy (and the

General Data Protection Regulation - GDPR), we want you to feel secure that we are protecting your private data. Here is where we list of all of the data we have about you which will be kept as long as your school retains your survey responses.

Exit

● Exit - Log out