Help

For more information about the practice of assessment, please consult our list of assessment resources. A summary of assessment policies and procedures is also available.  If you have additional questions that are not addressed in the Frequently Asked Questions (FAQs) below, please complete our Help Form. A staff member will respond to your inquiry as soon as possible.

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Please use this menu to navigate through the Frequently Asked Questions on the rest of the page.

Course Evaluation Access

Course Evaluation Policies
Data Requests
Portfolio
SACES
Scanning Assistance
Survey Development and Usage
Trinity College Assessment Initiatives and Results

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Course Evaluation Access

How do I receive a summary print out of my course evaluations?

  • The Office of Assessment does not mail electronic reports to individual departments or faculty. All instructors and department personnel obtain summary reports of course evaluation data via the Course Evaluation website. Instructors should log-in under Course Evaluation Instructor Log-in/View. Department staff should log-in under Course Evaluation Department Log-in/View. Both points of access require a valid net ID. Once you are logged in, locate the appropriate term and course, and click on the associated link in the course title. A summary report in PDF should open, and it may be saved and/or printed at any time. If you have difficulty logging into or navigating the Course Evaluations website, please contact Evan Widney (Evan.Widney@duke.edu) for assistance.
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I'm a graduate student. Am I allowed to see my course evaluation reports?

  • Yes, like any other instructor, you may view your evaluation reports online on the Course Evaluation website. Please log-in using the link for Course Evaluation Instructor Log-in/View. If you have difficulty logging into or navigating the Course Evaluations website, please contact Evan Widney (Evan.Widney@duke.edu) for assistance.
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If I'm the secondary instructor of a course, can I still get a copy of the report?

  • Currently only the primary instructor can access the summary evaluation report on the Course Evaluations website. As the secondary instructor, please ask the primary instructor or your DUS for a copy of the report. Also, please remember that both faculty must agree on whether evaluation data should be made available on STORM. If you and your colleague have not discussed your SACES selection, please do so as soon as possible.  More information about the SACES system and associated procedures can be found on the Course Evaluations website.
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When I try to access my course evaluation summary online, I get the error "authentication failed" when I log-in from the Course Evaluation website. Any suggestions?

  • The error "authentication failed" means that your net ID and/or passcode were not recognized by our program. If you are confident that your passcode is correct, and you continue to have trouble logging in, please contact Evan Widney (Evan.Widney@duke.edu) for assistance. Most likely, your net ID needs to be added or updated.

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I'm a new staff member in my department, and I was told that I need access to the Course Evaluation website. Can you give me access?

  • Please ask the Chair or Director of Undergraduate Study for your department/program to complete the Change in Access form found online.   This form notifies the Office of Assessment, Trinity College of any changes that need to be made to department personnel's access to assessment and course evaluation reports.  Access to the reports is restricted only to those persons who have a work-related need, and, therefore, the Chair or DUS also must indicate which personnel no longer require access and should be removed on the form.
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My name recently changed. What does this mean for accessing CEs?

  • Reports are uploaded and accessed on the basis of the user's net ID.  If you net ID is unchanged, you should still see all appropriate reports.  Note that the SACES system publishes evaluation data on the basis of the instructor's name and ID.  The name or spelling most recently associated with your courses is the name that will be displayed in SACES. Please contact Evan Widney (Evan.Widney@duke.edu) to report any questions or concerns.
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I am unable to open the summary report for this term's evaluations. The error message I am receiving mentions that it is either an unsupported or a damaged file that was not properly decoded. Could you please verify that they are readable?

  • This error occurs when reports are not uploaded properly or when the uploads are still in progress. Please contact Evan WIdney (Evan.Widney@duke.edu), and she will be able to confirm and/or resolve the issue.
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Course Evaluation Policies

Is there a retention policy for original course evaluations and summary reports?

  • All original course evaluations should be retained for a minimum of 7 calendar years after the term of administration. After that time, department personnel should demonstrate a reasonable effort to contact the course instructor to determine if he or she would like to retain the packet. If you have written confirmation that the instructor does not want to retain the packet, then the packet may be destroyed (shredded). Your department or program may prefer to optically scan evaluation forms and retain the files electronically. Each electronic file should include each student form and the Instructor Course Description Form (if applicable). Once electronic files are created and the instructor confirms that he or she does not want the physical forms, the packet may be destroyed. If your department or program has any questions about this policy, please contact Drs. Matt Serra (serram@duke.edu) or Jennifer Hill (jlh9@duke.edu) for additional clarification.  A memo pertaining to this policy is also available online.
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A couple of instructors returned course evaluation packets a week late. Will you still accept them late?

  • We do accept late packets.  However, we strongly encourage departments to return all packets on time; otherwise we may not have an opportunity to scan the late packets until after the initial batch of reports are completed. Although we make every effort to scan packets and complete reports promptly, late-arriving packets risk significant delays. (Academic units who have a paid contract to scan and write reports will be subject to an additional set-up charge for each batch of reports delivered to our office. To avoid that additional charge, those departments are encouraged to deliver all packets at one time.)
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I noticed on one of my evaluations that a student wrote "Great job!" under the comments, but gave a 1 instead of a 5 for the ratings. It looks like he or she misunderstood the rating scale when answering questions 1 and 2 on the student form. Is it possible to adjust the analysis, either removing this one student's response or correcting the error?

  • Very rarely students mis-code their numeric responses on the student evaluation form. Our policy is to not adjust any student responses or remarks on the evaluation forms. In this case, though your assumption is reasonable, we can't confirm the student's actual intentions. This may be a good opportunity to remind other instructors of the response scale, so that they can clarify the options to students when evaluations are issued.  Please see this memo for additional information.
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How do I compare my course data with those of other faculty?

  • In addition to your individual course evaluation reports, you have access to department-level evaluation reports. This report will appear on the same site as your individual course reports. Department-level reports aggregate all students' responses for all courses owned by your department that term. Although you cannot compare your results with those of other individual instructors, you can contextualize your evaluation data within the overall data for the department. Additionally, we make available division-level and Trinity College-level reports as alternative references. If you have difficulty finding your department-level, division-level, or Trinity-level reports online, please contact Evan Widney (Evan.Widney@duke.edu) for assistance.
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I remember seeing on the Course Description Form that instructors can submit descriptions of other instructional technology applications or skills that students are expected to use in a course that are not listed on the form.  Where do I share this information?

  • The Instructor Course Description Form explains that instructors can submit descriptions of additional information technologies used in their course via a survey form. The form is located at http://trinity.duke.edu/survey. You will be asked to provide specific information about the course including term, course title, class number, and four-digit class number.
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Data Requests

I need to obtain a specific list of students, as well as some background information about them. Can you send me the information I need?

  • Our office does not regularly disseminate students' admissions, bio-demographic, enrollment, or grade information. If you are developing an assessment plan or project that would be enhanced through the integration of student data, please contact Dr. Matt Serra (serram@duke.edu) to schedule an appointment to discuss your assessment objectives. Alternatively, if you have an immediate need for student information, please consult the University Registrar's policy regarding data requests.

 

Do you have a policy statement regarding the dissemination of raw data to department users?

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Portfolio

My department plans to usean online portfolio to collect and review artifacts of student learning, specifically capstone papers. Can you help us initiate and use a portfolio tool?


  • Our office provides consultation services pertaining to Chalk & Wire, a proprietary ePortfolio tool.  If you are in the early stages of planning, please contact Drs. Matt Serra (serram@duke.edu) or Jennifer Hill (jlh9@duke.edu) to schedule an appointment to discuss the ePortfolio.  When program personnel have a clear plan for the architecture and use of the ePortfolio, the Office of Assessment will recommend scheduling a follow-up appointment with consultants from the Center for Instructional Technology to discuss the technical implementation of the ePortfolio in Chalk & Wire.

    As of the fall 2011 term, programs that require use of an ePortfolio should direct their students to purchase Chalk & Wire accounts through Duke Stores. The Office of Financial Aid has also approved this expense under financial aid. Faculty and staff accounts will continue to be free in association with departments/programs using the service.
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SACES (Student Accessible Course Evaluation System)

What do the SACES options mean?

  • There are three possible selections available to instructors. Opt-in global means that the instructor wants evaluation data from this course, all other courses taught in the same term, and all future courses to be made public. Opt-in, course-specific, means that the instructor wants evaluation data from this course only to be made public. Opt-out means that instructor wants evaluation data from this course to be kept private. There is no option for global opt-out.  All selections for the current term are made on the Instructor Course Description Form, which should be completed at the same time that students are issued the student evaluation forms.
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I remember reading that instructors can leave public comments to students along with their numerical evaluation data. How do I get these comments posted?

  • The Instructor Course Description Form explains that instructors can submit their comments via a survey form. The form is located at http://trinity.duke.edu/survey. You will be asked to provide specific information about the course including term, course title, class number, and four-digit class number. This information is required. Any omissions or inaccuracies may delay the posting of your comments online.
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Can I still select my SACES setting online?

  • Course, department, divisional, and Trinity evaluation summary report PDFs remain accessible via the Course Evaluations website, however starting in Spring 2008 faculty no longer select their opt-in / opt-out status via this website. Instead, instructors are asked to designate whether course evaluation results should be made public to students on the Instructor Course Description Form. The Instructor Course Description Form is instructors’ only opportunity to indicate their SACES designation. Previous SACES designations made via the course evaluation website are not transferred to the new system.
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I decided I no longer want some evaluation data to be public. How do I remove those courses?

  • Instructors who wish to change their SACES selections must make the request in writing via the following web form. Changes will be accepted retroactively only for the two academic years immediately preceding the current term. For example, in Spring 2010, the earliest term for which we will accept changes to SACES selections is Spring 2008. Instructors are permitted to request changes to SACES selections for Summer terms. For courses that utilize multiple instructors, both instructors must provide written confirmation of the requested changes. Such changes to the course’s SACES status require that each instructor submit a copy of the web form listed above. The Office of Assessment will check that we receive consistent change requests from all instructors. Requests submitted via the web form will be reviewed as soon as possible. Unfortunately, the Office of Assessment cannot guarantee that STORM will be updated immediately. Please contact Dr. Jennifer Hill (jlh9@duke.edu) for additional questions or clarification. 
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I went to the SACES report site to check that my course evaluation data were posted. It looks like some of them are missing. What should I do about this?

  • It is possible that you did not indicate your SACES selection on that course's Instructor Course Description Form, or that selections you made for multiple courses are incompatible.  Please contact Dr. Jennifer Hill (jlh9@duke.edu) to report the problem.  You may be asked to submit a web form request for adding a past term's evaluation data to SACES.
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A colleague and I co-taught a class this past term. We disagree about whether our evaluation data should be available to students. What is your policy?

  • Because the default SACES option for instructors within Trinity College is opt-out, the Office of Assessment requires that, to post evaluation data on SACES, both instructors must be agreement. Instructors select their SACES designation on the Instructor Course Description Form when evaluations are issued to students. Because only one form may be submitted per class, multiple instructors must agree on their selection and mark the appropriate bubble. For more information about the role of the instructor in the course evaluation process, please review the supporting documents posted on the Course Evaluation website.
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What is the role of the DUS assistant in maintaining records of faculty opt-in and opt-out?

  • DUS assistants will maintain records of faculty opt-in/opt-out designations by term. Quality record-keeping is essential to the success of this process. To assist this effort, the Office of Assessment will provide departments instructors' most recent opt-in status each term. (These reports are available under Assessment Reports, in the green menu bar at left.) For all subsequent terms, department staff will pre-code the Instructor Course Description Form(s) for faculty who elected to opt-in globally, in perpetuity. All other instructors will be required to select their opt-in/opt-out for each course, each term.
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Scanning Assistance

I had students complete an exam on scantron sheets. I need someone on campus to scan them. Can you scan them for us?

  • The Office of Assessment possesses equipment for high-speed scanning and data collection. Currently, we do not scan examination materials unless they are part of a specific Trinity College assessment project.
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Survey Development and Usage

I'm interested in developing a survey. What software is available to me? Should I use a non-Duke survey development tool to create my survey?

  • The Duke community is encouraged to use Qualtrics (duke.qualtrics.com), which is supported by the Office of Information Technology (OIT). Every member of the university community, including students, may access Qualtrics and use it for survey development.  We recommend that you visit OIT's description of Qualtrics for additional information and links to training workshops.  If you need assistance using Qualtrics, we recommend you visit Qualtrics University to view webinars, tutorials, and FAQs, or to submit questions.

    Undergraduate students are strongly encouraged to consult with the appropriate university personnel, including but not limited to their research mentors/supervisors, the Undergraduate Research Support Office, the Office of Student Activities and Facilities and the Dean of Students Office, to ensure their compliance with university policies and procedures.
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I'm a program coordinator, and I'd like to send a survey to our undergraduates. Can you help us implement it?

  • We do consult with academic programs to develop and revise surveys. Please contact Drs. Matt Serra (serram@duke.edu) or Jennifer Hill (jlh9@duke.edu) to schedule an appointment to discuss your survey objectives. Please note that we require as much notice as possible, especially during busy periods of the year (e.g., at the end of the term). The Office of Assessment reserves the right to decline requests for survey consultation and implementation.
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Trinity College Assessment Initiatives and Results

Can you provide a summary of some of the different assessments currently being administered within the college?

  • To measure and evaluate student learning and development, the Office of Assessment administers several assessment instruments on a regular basis. These include, but are not limited to the DIT-2, the RCI, the CAT, and the GPI.  The Defining Issues Test (DIT-2) assesses students' moral development while in college. The Reasoning about Current Issues test (RCI) evaluates students' reflective judgment. The Critical thinking Assessment Test (CAT) measures the development of students' critical thinking skills. The Global Perspectives Ineventory (GPI) assesses global perspectives and intercultural engagement.  Please click on any of the preceding links for more detailed information about the instruments.
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I took an assessment this year, and I haven't received my results yet. Will you send me the results? Is a summary report available anywhere?

  • Part of our mission is to provide students timely results pertaining to college assessments, such as the GPI or DIT-2. It often takes us several months to analyze and report assessment data, but we make every effort to communicate the results to you as quickly as possible. If you have any questions about the assessment experience or your results, please contact Dr. Jennifer Hill (jlh9@duke.edu). Summary reports for select assessment are available under Assessment Reports, Duke Accessible Reports.


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