Setting up an Administration
Where do I begin?
Before you set up your first administration, ensure that the following actions have been performed.
Core Data implementation is complete
Evaluation built (if you are an IDEA campus, you will already have the three IDEA instruments on your site)
In the Administration tab, click Create Administration in the term in which you have imported your courses.
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Administration Set Up
The new setup process guides administrators step by step through configuring an administration and offers improved methods to meet user needs. The enhanced configuration retains all existing functionality while adding additional features for greater control and convenience.
The administration setup process is broken down into 4 sections -
Administration Settings
Select Course Sections
Evaluation Dates
Report Release Dates
Step 1 – Administration Settings
Begin by defining your administration’s basic settings by including a descriptive Name that accurately represents the Administration and select the evaluation of your choice. Next, users can toggle on or off the ability to allow instructor’s who have been granted permission to add custom instructor questions within their User Permissions to be able to add custom questions.
Finally, the Grant Management Permissions dropdown allows you to assign management access for this administration to site users who already have administration management rights configured in their Permissions settings. Only users with administration management rights tied to the selected organizational unit will be able to manage this administration once it has been created.
Note: The organizational unit selected in this step will determine which course sections can be added to the administration in Step 2.
For example, if you select the organizational unit "Biology", only courses associated with the “Biology” unit will be available to add in Step 2. This ensures that users granted management access can only view and manage course sections that align with their assigned permissions, maintaining appropriate access control.
Step 2 – Select Course Sections
Administrators now have enhanced flexibility and ease of use when choosing which course sections to add to the administration. They can select from the following options:
Add all available course sections.
By selecting "All Available Course Sections," you will include: (a) all course sections within the term, and (b) if you have limited the administration’s management permissions to a specific organizational unit below the highest level, only course sections within that unit will be available.
Create a Custom Segment
Creating your own custom segment will allow you to view all available course sections and select which specific sections you would like to include.
There are 3 filter options available to create your ideal custom segment - organizational unit, attributes, and parts of term. Additionally, the search functionality allows users to search for specific course sections. You may utilize any combination of these filters and hit “Apply” to view your filter results. From there you may individually select course sections or choose to “Select All” from the list.
Once you are satisfied with your selections you may choose to “Add Course Sections” to the administration.
The final option offers feature parity to the previous experience which allows you to simply copy and paste your course section identifiers into the provided text box.
Step 3: Evaluation Dates
One of the most significant updates is the new option to release evaluations based on course section end dates. Many universities follow diverse academic calendars which consist of many sub-terms within the broader academic term. These sub-terms pose a unique challenge when scheduling evaluations to be released at the appropriate times that appropriately align with the unique course section end dates.
The Evaluation Dates feature introduces an exciting new capability, allowing institutions to automatically generate evaluation open and close dates that are relative to . This flexibility enables evaluations to be opened and closed relative to each unique course section end date, rather than relying on a single fixed date. As a result, administrators can efficiently manage a wider range of course sections within a single administration, significantly reducing the need to create multiple administrations for varying end dates. These updates not only simplify the management of evaluations but also enhance flexibility and efficiency for administrators handling complex scheduling needs.
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.
Step 4: Report Release Dates
Users will have the ability to schedule the release of reports a specific number of days after an evaluation closes. This ensures that report distribution to instructors and administrators aligns seamlessly with the evaluation’s end date, offering greater flexibility and convenience.
By introducing these enhancements, Evaluate empowers administrators to adapt effortlessly to varying course schedules while maintaining efficiency and organization. This underscore Evaluates ongoing commitment to delivering innovative solutions that enrich the educational experience for both students and educators.