Setting up an Administration
An administration is the time period in which your Evaluate survey is active for collecting student responses. It is also referred to as a session or survey. Use the following instructions to help you set up an administration.
Before you begin
Before you set up your first administration, ensure that the following actions have been performed.
Your Core Data implementation is complete.
An evaluation is built (if you are an IDEA campus, you will already have the three IDEA instruments on your site).
Mailing templates are created.
Create an administration
Select Create Administration on the Administration tab for the term in which you have imported your courses.
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The administration set up process is broken down into four steps.
Administration settings
Enter a descriptive Name for your administration.
Select the Evaluation you want to use.
Turn the Include Custom Instructor Questions toggle on to allow instructors who have the appropriate User Permissions to be able to add custom questions to the evaluation.
Select an organizational unit from the Grant Management Permissions menu to assign management access for this administration to site users who already have administration management rights configured in their Permissions settings. Only users with administrators with administration management rights tied to the selected organizational unit will be able to manage this administration after it is created.
Note
The organizational unit selected in this step determines which course sections can be added to the administration in the next step.
For example, if you select "Biology," only courses associated with Biology will be available in step two. This ensures that users granted management access can only access and manage course sections that align with their assigned permissions, maintaining appropriate access control.
Select Next Step.
Select course sections
Select one of the three options.
All Available Course Sections: This option includes all courses within the term. If the administration's management permissions have been limited to a specific organizational unit below the highest level, only course sections within that unit are available.
Create a Custom Segment: This option allows you to view available course sections and select with specific sections you would like to include. There are three filter options available to create your segment: organizational unit, attributes, and parts of term.
Select Add Course Sections.
Select Organizational Unit, Attributes, and Parts of Term from the menus.
Select Apply Filters.
Use the Search field to further narrow your results.
Select the course sections you want to include, or use the Select All button to select all sections.
Select the Add Selected Sections button.
Add Individually: This option allows you to add the section identifiers manually. Enter one identifier per line in the text box.
Select Next Step.
Evaluation dates
Select one of the two options.
Fixed date and time range: Select a specific date and time for the open and close of the evaluation.
Flexible dates aligned to course section end dates: Select the number of days before and after a section ends to open and close the evaluation. It’s important to note that while the flexible date feature generates unique evaluation open and close dates for each group of course section with shared end dates, any changes made to Core Data after the creation of a flexible date administration will not automatically update the evaluation dates for those course sections. These updates will need to be manually adjusted within the Manage Administration page, where a "Warning" notification will appear if any changes to Core Data sections are detected.
Select Next Step.
Report release dates
Select one of the two options.
Release reports a specified number of days after the evaluation closes: Enter the number of days after the evaluation closes that instructor and administrator reports should be released.
Skip report release dates: If you choose this option, reports will not be released. The data will then only be available in the raw data export.
Select Create Administration.