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Directions to Faculty

IDEA CL – Directions to Faculty 2018

Introduction

This document is intended as a set of guidelines and best practices for helpful reference in the administration of the IDEA Student Ratings of Instruction system. Please keep these guidelines for future reference. If you have specific questions in any area, please contact your Campus Administrator at idea@okcu.edu.

This document is divided into the following sections:

  1. Important Dates for 2018-2019
  2. Access Links
  3. Special Requests
    1. Changing the survey dates for your course
    2. Excluding your course from the IDEA evaluation
  4. Objectives Selection Form
  5. Preparing your students for the survey
  6. Adding Additional Questions
  7. Administration of the IDEA system
    1. Using the “Captive” model (in-class time for surveys)
    2. Using the “Online” model (outside of class)
  8. Response Rates
  9. Viewing your Reports

Guidelines for Faculty

Important Dates

Be aware of the release and ending dates for the surveys. Your Campus Administrator will be sending out reminders in advance of the surveys being made available to the students, but it is important for planning purposes to know the dates that surveys will open and close for students.

The Important IDEA Dates for Fall 2018 are:

Term

Surveys Open to Students

Surveys Close

Reports Available to Faculty

Accelerated 1st 9 weeks

Oct 1

Oct 5

Oct 17

Accelerated 2nd 9 weeks

Dec 10

Dec 14

Dec 26

Block I

Sept 24

Oct 7

Oct 24

Block II

Nov 26

Dec 9

Dec 21

Traditional Semester

Nov 26

Dec 9

Dec 21

If you need to make changes to these surveys dates for any reason, you may submit an IDEA Special Case Request to the Campus Administrator. Once your request is received, the Administrator will be in contact about the requested changes.

To submit an IDEA Special Case Request, please click here.

Access Links

With the IDEA CL system, all access is provided by three simple links. These links stay the same from semester to semester, and will give faculty and students the access they need for all course evaluations.

The Faculty Access Link is: https://okcu.campuslabs.com/faculty

From the Faculty Access Link, faculty can access their current course evaluations and important dates, OSF forms, current Response Rates, Additional Questions, Instant Feedback Tool, and completed IDEA Reports (from current and past semesters.)

The Student Access Link is: https://okcu.campuslabs.com/courseeval

From the Student Access Link, students can access upcoming and active course evaluations.

The Report Administrator Link is: https://okcu.campuslabs.com/ce

From the Report Administrator Link, Report Administrators can access the reports for all faculty they have permission to view. These permissions are requested by department chairs or deans. For more information about viewing faculty reports, or to request Report Administrator access, please contact your IDEA CL Campus Administrator (Ashley Harness eaharness@okcu.edu).

Special Requests

There are some instances in which faculty need to make IDEA Special Case Requests. Examples of these types of requests include changing the starting and/or ending dates for a course survey, or to request your course to be excluded from IDEA. Your Campus Administrator will send a reminder to all faculty regarding the IDEA Special Case Requests each semester. All Special Requests must be made BEFORE the surveys are active, and it’s ideal if they are made at the being of each semester.

Below you will find more information about making these types of requests.

Requesting a Date Change for your course(s)

If you would like to request a different starting and/or ending date for your course surveys, you must complete the IDEA Special Case Request form. You will be asked to provide contact information, as well as information about the specific courses affected by this Special Request. Be prepared to enter the Course Number and PREFIX for ALL courses included in the Special Request, as well as a description of the needed changes. **Please note that all requests must be made each semester. Requests cannot be saved and applied for future semesters.

If you have any questions about submitting a Special Case Request, please contact your Campus Administrator (Ashley Harness eaharness@okcu.edu).

Requesting an Exclusion for your course(s)

If you would like to request that your course(s) be excluded from the IDEA evaluations, you must complete the IDEA Special Case Request form. You will be asked to provide contact information, as well as information about the specific courses affected by this Special Case Request. Most exclusions occur because the course is not taught in a format that works well with the IDEA evaluations, such as with applied music lessons, or internships. In most cases, exclusions must be approved and requested by a department chair or dean. Be prepared to enter the Course Number and PREFIX for ALL courses included in the Special Request, as well as a description of the needed changes. **Please note that ALL requests must be made each semester. Requests cannot be saved and applied for future semesters.

If you have any questions about submitting a Special Case Request, please contact your Campus Administrator (Ashley Harness eaharness@okcu.edu).

Objectives Selection Form

The Objectives Selection Form (OSF) describes your course and provides critical information needed to generate an accurate report. If the Objectives Selection Form is not completed, all objectives not checked will automatically default to important, resulting in possibly negatively affecting your scores.

Using the scale provided, identify the relevance of the thirteen objectives to the course. It is important to remember that no course can be all things to all students. We recommend that you select no more that 3-5 objectives either as “Essential” or “Important,” prioritizing what you want students to learn in your course. As a general rule, if you chose three objectives, only one should be “Essential”; if you choose five, only two should be “Essential.” Objectives marked as “Minor” will not be factored into the course scores.

When selecting “Essential” or “Important” objectives, ask yourself three questions:

  1. Is this a significant part of the course?
  2. Do I do something specific to help the students accomplish this objective?
  3. Does the student’s progress on this objective affect his or her grade?

If you answer “yes” to one or more of these questions, then that objective should probably be weighted as “Essential” or “Important.” (Just remember it is not recommended to exceed 3-5 objectives total.)

Below are the current 13 objectives you will select from when completing your OSF:

  1. Gaining a basic understanding of the subject (e.g., factual knowledge, methods, principles, generalizations, theories)
  2. Developing knowledge and understanding of diverse perspectives, global awareness, or other cultures
  3. Learning to apply course material (to improve thinking, problem solving, and decisions)
  4. Developing specific skills, competencies, and points of view needed by professionals in the field most closely related to this course
  5. Acquiring skills in working with others as a member of a team
  6. Developing creative capacities (inventing, designing, writing, performing in art, music, drama, etc.)
  7. Gaining a broader understanding and appreciation of intellectual/cultural activity (music, science, literature, etc.)
  8. Developing skill in expressing oneself orally or in writing
  9. Learning how to find, evaluate, and use resources to explore a topic in depth
  10. Developing ethical reasoning and/or ethical decision making
  11. Learning to analyze and critically evaluate ideas, arguments, and points of view
  12. Learning to apply knowledge and skills to benefit others or serve the public good
  13. Learning appropriate methods for collecting, analyzing, and interpreting numerical information

For more information about selecting objectives please visit:

http://www.ideaedu.org/Resources-Events/Teaching-Learning-Resources/Notes-on-Learning

Preparing your students for the survey

Communication between professors and students is the single most important factor in the successful administration of this system. Professors should be preparing the students for the surveys from the beginning of each course, and up until the administration of the surveys.

Preparation begins by discussing the IDEA objectives selected for the course. Professors should remind students of the learning goals (as they pertain to the IDEA objectives) throughout the course, as well as keep an open line of communication about the value of student feedback to the teaching and learning process.

For more information about properly preparing your students for the IDEA system administration, please see the Best Practices section of this document.

Adding Additional Questions

The IDEA CL system allows for additional questions to be added to any or all courses. You may select text box (open-ended), or multiple choice (single-select) questions to be added at the end of your course evaluations. You may make these unique to each course, or the same for all your courses. Be sure that you are not duplicating questions that are already on the evaluation. **These questions must be added BEFORE the survey start date. Once surveys have opened to students, faculty can no longer make adjustments of any kind to the survey questions.

Steps for Adding Additional Questions:

  1. Access and log into your Faculty Dashboard (https://okcu.campuslabs.com/faculty).
  2. Choose “Course Evaluation Questions” for the top menu of the home page.
  3. Find your course listed under Course Evaluation Questions, and click “View/Edit Evaluations.”
  4. On the right side of the page, click “Edit” next to Custom Questions.
  5. Click “Add Question” to add your first additional question.
  6. Choose the type of question you would like to create, and follow the on-screen instructions to build your questions.
  7. Repeat for all desired additional questions.

If you would like to see the process on the screen, you can view the Adding Additional Questions tutorial on the CETL website. If you have issues or questions about adding additional questions, please contact your Campus Administrator (Ashley Harness eaharness@okcu.edu).

Administration of the IDEA Surveys

The following steps are intended as a guideline for successful administration of the IDEA surveys. Whenever possible, it is recommended that faculty consider using the “captive” model of administration, as it can drastically improve response rates. For more information about the “captive” model and its effect on response rates, please see the Best Practices section of this document. Steps for both outside of class and the “captive” model are included below:

Steps for using the “captive” model of administration

  1. Important Dates: Be aware of the release and ending dates for the surveys. Your Campus Administrator will be sending out reminders in advance of the surveys being made available to the students, but as a standard, the following guidelines are used for the release and ending dates:
  2. Class Time and Preparation: Plan for class time to complete the surveys and prepare your students. (It is recommended that you put this date in your syllabus.) If you plan to take the survey in class, remind your students to bring a laptop, tablet, or smartphone in order to participate in the survey during class. (**IDEA CL is completely mobile friendly, so students will be able to easily access the surveys from any device that has internet access.) If students do not have a device to use in class, faculty should consult their department/school coordinator to schedule computer lab time for the survey administration.
  3. Student Script and Survey Link: At the time of administration, explain the process of logging in and read the provided script to students. This script provides important information about the purpose of the student ratings of instruction, as well as the value of their honest feedback. Once the script has been read, leave the room and allow the students time to complete the surveys. Students will access the survey either via the link that was emailed to them, or using the link provided by the professor. It is recommended that the professor have both options available. (** There is one link for all students. Students will click this link, taking them to a log in page. They will use their OCU credentials to log in to their dashboard.) The student link is: https://okcu.campuslabs.com/courseeval

Term

Surveys Open to Students

Surveys Close

Reports Available to Faculty

Accelerated 1st 9 weeks

The first day of Finals Week

The last day of Finals Week

One week after grades are due

Accelerated 2nd 9 weeks

The first day of Finals Week

The last day of Finals Week

One week after grades are due

Block I

2 weeks BEFORE Finals Week

The day before Finals Week starts

One week after grades are due

Block II

2 weeks BEFORE Finals Week

The day before Finals Week starts

One week after grades are due

Traditional Semester

2 weeks BEFORE Finals Week

The day before Finals Week starts

One week after grades are due

Steps for administration outside of class (Online only)

  • Important Dates: Be aware of the release and ending dates for the surveys. Your Campus Administrator will be sending out reminders in advance of the surveys being made available to the students, but as a standard, the following guidelines used for the release and ending dates:
  • Preparation: Prepare students for the upcoming release of the surveys. Communicate dates of release and the ending dates. As with the “captive” model, it is critical to communicate the importance of student feedback. It is suggested that faculty send or read the provided script to the students before survey administration, regardless of the model chosen for administering the surveys.
  • Student Script and Survey Link: At the time of administration, explain the process of completing the surveys and read (or send) the provided script to students. This script provides important information about the purpose of the student ratings of instruction, as well as the value of their honest feedback.

Term

Surveys Open to Students

Surveys Close

Reports Available to Faculty

Accelerated 1st 9 weeks

The first day of Finals Week

The last day of Finals Week

One week after grades are due

Accelerated 2nd 9 weeks

The first day of Finals Week

The last day of Finals Week

One week after grades are due

Block I

2 weeks BEFORE Finals Week

The day before Finals Week starts

One week after grades are due

Block II

2 weeks BEFORE Finals Week

The day before Finals Week starts

One week after grades are due

Traditional Semester

2 weeks BEFORE Finals Week

The day before Finals Week starts

One week after grades are due

Students will access the survey either via the link that was emailed to them, or using the link provided by the professor. It is recommended that the professor have both options available. (** There is one link for all students. Students will click this link, taking them to a log in page. They will use their OCU credentials to log in to their dashboard.) The student link is: https://okcu.campuslabs.com/courseeval

Response rates

Achieving adequate response rates for student ratings of instruction continues to be a challenge. A minimum response rate of 65% is desirable to have confidence that the results represent the general experience of the students. It is the responsibility of the faculty member to monitor the progress of responses for each class. Faculty will have access to real-time response rates for each class at any time by visiting their IDEA CL Dashboard. This means a faculty member has easy access to check their response rates at any time, as many times a day as they like. To view your response rates, you will visit the same link you visited to complete your OSF. The faculty access link is: https://okcu.campuslabs.com/faculty

(**IMPORTANT NOTE: For the integrity of the system, the IDEA CL Campus Administrator will not be providing the names of the students who have or have not completed the surveys. It is suggested that you set a class response rate goal, and if necessary, incentivize the class as whole.)

For more information about improving response rates in your courses, please see the Best Practices section of this document.

Viewing your reports

Once the surveys have closed, and final grades have been submitted, the survey results can be determined. Reports will be released by the Campus Administrator based on the schedule provided each semester. The date of release is typically about one week AFTER final grades are due to the Registrar.

You will receive an email notification from the Campus Administrator as soon as your report(s) become available. To view your reports, you will simply visit the Faculty Access Link: https://okcu.campuslabs.com/faculty.

Reports will be available for all courses that have been released during the current term, and for all past terms since Spring 2017, when we began using the IDEA CL system.

If you need reports from before this date, you will need to request these in writing from the Campus Administrator (Ashley Harness eaharness@okcu.edu). Please provide: Course PREFIX and NUMBER, as well as the Semester and Year for each report you are requesting. Please allow up to 2 weeks for this retrieval service.

Administration script

Providing the following instructions to your students, either in-person or via email, may be helpful in the successful administration of the IDEA Student Ratings of Instruction system.

“As a student of Oklahoma City University and a participant of this course, you play an important role in the continued improvement of the learning experiences at our institution. By providing your honest and constructive feedback, you can not only help the institution to ensure the highest quality of instruction, but most importantly, help your professor to better the course and strengthen future learning.

Your feedback will be most helpful to the professor and to the institution if you answer thoughtfully and honestly. IDEA focuses on what the professor was trying to teach, and what you learned. As such, a professor is NOT expected to do well on every item of the survey, and items not related to the course are NOT counted in the final evaluation. Avoid answering open-ended questions with a simple “yes” or “no”, but instead consider the “why” and “how.”

As you provide feedback, you should know that while the results of your ratings will be included as part of the information used to make decisions about promotion and tenure, the purpose of these ratings is to, first and foremost, help professors improve the course and reflect on their teaching. Fairness to both the individual and the institution require accurate and honest answers. While others will read these reports, student raters should answer the question as if addressing the professor and do so in a respectful and professional manner.

Your ratings and comments are always anonymous, and are kept confidential until after final grades are input and released.

**Again, your answers are anonymous and confidential, and your honest and thoughtful feedback is highly valued and greatly appreciated.

Thank you for taking the time to complete the IDEA Student Ratings of Instruction survey for this course.”

Best practices for faculty to improve response rates

Preparing your students for the surveys

Properly preparing your students for the IDEA process can have positive effects on response rate and overall ratings, and it starts with honest communication.

  • Begin your semester by discussing the IDEA objectives you have selected for the course. Put the IDEA objectives in the syllabus, alongside the specific course objectives. Remind the students throughout the semester what the objectives are and how the activities and assignments align with them.
  • Be honest and upfront about the value of their feedback. Try giving an example of something that you have changed as a result of the student ratings. Explain that these ratings are valuable to you because they can help you to improve your course and provide an opportunity for reflection.
  • Describe the kind of feedback that is most useful. Let your students know that you are interested in both positive and negative feedback. What aspects of the course or the instruction helped them to learn? What could be changed that might help future students learn more effectively?
  • Let students know that you are the primary audience for these reports. Although they are considered in tenure and promotion, the main purpose of these ratings is to improve the course and provide an opportunity to reflect on teaching.
“Captive” model vs. outside of class

Achieving adequate response rates for online student ratings of instructions must be emphasized. A minimum response rate of 65% is desirable to have confidence that the results represent the general experience. Every survey that is not filled out is a missed opportunity for valuable feedback. For this reason, it is highly recommended to use the “captive” model whenever possible. Use of the “captive” model has shown to drastically improve response rates, as well as the quality of feedback.

Success using the “captive” model requires preparation and communication. It is important to know the date in which the surveys will be released to the students and plan class time for the surveys. Be sure to tell students in advance to bring a laptop, tablet or smartphone on which to complete the survey. If needed, contact your campus coordinator to schedule computer lab time in your building.

Other tips for improving response rates

The key ideas behind improving on-line response rates are: preparation and communication. By preparing your students and by communicating the importance of their feedback, you strengthen the perception of the IDEA system. Here are some other helpful tips for improving response rates…

  • Monitor Progress: It is the responsibility of the faculty member to monitor the progress of responses for each class. Faculty will have access to real-time response rates for each class at any time in their IDEA CL Dashboard. (**IMPORTANT NOTE: For the integrity of the system, the IDEA CL Campus Administrator will not be providing the names of the students who have or have not completed the surveys. It is suggested that you set a class response rate goal, and if necessary, incentivize the class as whole.)
  • Encouragement: When the survey becomes available to the students to respond, encourage them to complete the form by reminding them that throughout the course you have been giving them constructive feedback. Now is their chance to give you valuable feedback. Remind students of the value of their feedback, and give examples of how you use the feedback.
  • Train Students to Give Feedback: Get students used to giving feedback by giving short, formative evaluations earlier in the semester. These can be simple surveys, asking for quality feedback. These surveys help get students used to giving feedback, but, keep in mind, this method is more powerful if the professor responds to the results. So, only ask questions about aspects of the course that you would be willing to change that semester. This shows the students the value of quality, formative feedback. **IDEA CL’s Instant Feedback Tool is a great resource for regular feedback from your students. For more information about the Instant Feedback Tool visit the tutorial page on the CETL website.
  • Shorter Deadlines: Sometimes, when students have long periods of time to complete a task, they put it off and can forget all together. Try putting a shorter deadline on the evaluations. If the survey opens on Monday, for instance, give them until Thursday. Be sure to keep track of the response progress as you may want to extend the deadline out if you don’t receive the responses you anticipated.
  • Incentives: It is NOT recommended that faculty give a grade on the evaluation responses. Although there are ethical ways to encourage students to submit their evaluations by making it a part of their final grade, it is not recommended as it can create the impression that professors might see the evaluations prior to grading, and that they are being “paid” to participate, impacting the validity of the data. If you are having trouble getting the response rate you desire, try offering an incentive to the class as a whole in return for certain response rate percentages. (i.e. If the class gets to 100%, everyone gets 2 extra credit points).
  • Multiple Reminders, Multiple Locations: As with anything else, it never hurts to place reminders on D2L, or to remind students daily in person and via email. (It is recommended that you give no more than three reminders to avoid reminder fatigue.) Faculty now have the option to provide a direct link to the specific course survey. Faculty can access this direct link after surveys have opened, by visiting their Faculty Dashboard. To access your Faculty Dashboard, visit this link: https://okcu.campuslabs.com/faculty.

To view your current response rates, visit the faculty access link: https://okcu.campuslabs.com/faculty

For more information about the Direct Access Link, please visit this article.

Frequently asked questions & troubleshooting

Here are some frequently asked questions regarding the IDEA CL system:

  1. How can I access my courses to complete my Objectives Selection Form (OSF)?
  2. How do I view the current Response Rate for my courses?
  3. How do I view which students have completed the surveys, and which have not?
  4. How do I view my reports?
  5. How do I access reports from before Spring 2017?

Here are some common troubleshooting topics:

  • 1.My login and password are not working. What do I do?
  • 2.When I login, I don’t see any courses listed. What do I do?
  • 3.I have courses listed on my Dashboard that are not supposed to be evaluated by IDEA. What do I do?
  • 4.My student(s) can’t log in. What do I do?

Make sure you are using either Google Chrome or Firefox. Other browsers seem to experience problems with the login process occasionally. If you are using one of these browsers and still experiencing issues, make sure you are entering your login and password exactly as you do for D2L (and other OCU applications).

If neither of these steps works for you, you will need to contact the CTS HelpDesk for help with your login. You may contact them by phone (405-208-5555) or submit a ticket online at http://help.okcu.edu/

Make sure you are using either Google Chrome or Firefox as your browser. If you are using one of these browsers and are still experiencing issues, try clearing your cache and browsing history. If you are still experiencing issues, please contact your Campus Administrator (Ashley Harness eaharness@okcu.edu), and we will forward your issue to the appropriate people.

First, please verify with your department chair or dean that the course is not to be evaluated by IDEA. Once you have verified this, you may complete the IDEA Special Request form to request that it be excluded. Your Campus Administrator will then be in contact with you about the request.

Make sure they are using either Google Chrome or Firefox. Other browsers seem to experience problems with the login process occasionally. If they are using one of these browsers and still experiencing issues, make sure they are entering your login and password exactly as they do for D2L (and other OCU applications).

If neither of these steps works for the student, they will need to contact the CTS HelpDesk for help with their login. They may contact them by phone (405-208-5555) or submit a ticket online at http://help.okcu.edu/

Tutorials

There are currently several short but helpful tutorials available on the CETL website.

The topics include:

How to Access and Log-in to IDEA

How to Complete Objective Selection Form (OSF)

Adding Additional Questions

Check Your Response Rates

Instant Feedback Tool

Webinar: Student, Faculty and Report Administrator Experience with our IDEA CL platform

This document was created using valuable feedback from faculty, staff and students at Oklahoma City University, as well as documented research concerning best practices for the administration of the IDEA CL Student Ratings of Instruction system. For more information about the IDEA CL system, visit http://ideaedu.org, or contact your Campus Administrator (Ashley Harness eaharness@okcu.edu).

For a printable version of this document, CLICK HERE.