Data dissemination and data protection. 

The Office of Assessment manages requests for student data on behalf of Trinity College.  To summarize, we recognize that much of the information we collect and use is of a fundamentally private nature. We make both implicit and explicit pledges of confidentiality to students and faculty. The Office of Assessment supports collaboration between and among the various university offices charged with the assessment of student learning outcomes or program evaluation. Assessment personnel are empowered to share data between offices, subject to standards of review. These procedures are current as of summer 2021, and are subject to change. [Link to the full policy]

Amendment of course evaluation submissions. 

It is the long-established policy of the Office of Assessment not to amend or remove any course evaluation submissions from students, whether at the request of the student, course instructor, or a program officer. While these errors are infrequent, they fall into two categories. Students may misread the response scale of a question and check the inverse of their intended response. Also, students may accidentally complete an evaluation for the wrong course. We ask instructors to remind students to be careful when completing their evaluations. This policy may be reviewed by the Arts & Sciences Council Committee on Assessment in fall 2021.

Retention of course evaluation reports.  

Although the Watermark Course Evaluations and Surveys (CES) system stores evaluation data and reports for the duration of the University's license, individual academic departments are required to download and archive evaluation reports for courses taught within or crosslisted with the department for a minimum of seven 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 an electronic copy of the report. If you have written confirmation that the instructor does not want to retain the report, it may be deleted securely. Prior to summer session II 2013, course evaluations were conducted via paper and packets. Because the administration date of these materials necessarily exceeds the 7-year archival window, they may be destroyed if and only if the department has written confirmation that the original instructor does not want to retain the hard copy materials. If the department wishes to digitize print materials, they may do so, then destroy the hard copies. Please make every effort to deliver electronic copies of the materials to the course instructor.  

SACES opt-out. 

The policy for Student Accessible Course Evaluation System (SACES) was recently changed in a vote by the Arts & Sciences Council in fall 2021. Moving forward, the process for instructors to share evaluation results will function by default opt-in. If you wish to opt-out of sharing results, you must complete a submission the SACES form after reports are made available and before the deadline. Please refer to the course evaluation calendar for the deadline of the current evaluation cycle.


Last reviewed December 2021