Biobibnet-EvalSys Course Evaluation Archive

UCSC:APO rev:10/13

Frequently Asked Questions




FAQ - Biobibnet/Courses Taught Screen

  • Issue A1: Enrollment counts in the Courses Taught area do not match the number of people surveyed as listed on the front of my EvalSys summary statistics PDF

    • Reason: Biobibnet sources enrollment data from the AIS 3rd week snapshot stored in the Data Warehouse (DWH). EvalSys gets a count of people surveyed at the time the survey was created in EvalSys (timing of creation varies by department).

      • Department/division staff resolution - Either continue to use the 3rd week data, or update enrollment data manually and add a comment in the course record that data has been modified to be end of term (or department convention).
      • Faculty resolution - Contact department for help
  • Issue A2: Evaluation response percentages in the Courses Taught area do not match the response percentage on the EvalSys summary statistics report.

    • Reason: Biobibnet sources enrollment data from the AIS 3rd week snapshot stored in DWH. EvalSys gets a count of people surveyed at the time the survey was created in EvalSys (timing of creation varies by department).

      • Department/division staff resolution - Either continue to use the 3rd week data, or update enrollment data manually and add a comment in the course record that data has been modified to be end of term (or department convention).
      • Faculty resolution - Contact department for help
  • Issue A3: A record for a course is missing or incorrect in the Biobibnet/Courses Taught section

    • Reason: Biobibnet sources enrollment data from the AIS 3rd week snapshot stored in DWH. If course information was incorrect or missing in AIS at the time the 3rd week snapshot was taken, it will be reflected in Biobibnet.

      • Department/division staff resolution - Manually add or correct course record to the Biobibnet/Courses Taught section. If the course is missing in Biobibinet, download and archive evaluations from EvalSys manually.
      • Faculty resolution - Contact department for help
  • Issue A4: I don’t have access to add/delete a record in the Courses Taught screen.

    • Resolution: Contact department or division staff for assistance


 

FAQ – Biobibnet/Individual Evaluations

  • Issue B1: Evaluations are associated with the wrong person or there is something else wrong with the data set.

    • Resolution: Department or divisional staff should be notified immediately of erroneous evaluation data set. Staff will need to delete set in Biobibnet and go directly to EvalSys to download and save a copy of the data before it is purged.

  • Issue B2: Evaluation sets are missing from faculty's Biobibnet profile.

    • Resolution: Department or divisional staff should be notified immediately of missing evaluation data set. Staff will need to go directly to EvalSys to download and save a copy of the data before it is purged. Check to see if faculty has an appointment that is eligible for evaluation archiving.

  • Issue B3: Department chair wants a copy of evaluations

    • Resolution: Use the “Custom CV” report to carve out the evaluations for a specified time period, and print to PDF as a file. Send file to department chair

  • Question B4: Will evaluations using a different template or scale be archived?

    • Answer: Evaluation data sets will be archived and displayed in Biobibnet using the template and scale data obtained from EvalSys.

  • Question B5: How can I download this data for curriculum analysis and planning?

    • Answer: The intent of the Biobibnet evaluation archive is to create and maintain a long term archive of instructional evaluations for use in the academic review process.  Any other analysis should be performed on data directly downloaded from EvalSys.


FAQ – Biobibnet/Load Success Report

  • Issue C1: A faculty from outside my department taught a course in my department, but I can't see their evaluation set in my Load Success Report when it is run for my department.

    • Answer: Selection of faculty in the Load Success Report is dependent on the home department marked in their DivData appointment record. If their appointment is in a different home department, run the Load Success report for that department to see their data.

  • Issue C2: A faculty from my department taught a class in my department, but I can't see their evaluation set in my Load Success Report when it is run for my department.

    • Answer: Check to see if faculty has an appointment that is eligible for evaluation archiving. Check Load Fail Report to see if evaluation set failed to load.