Distributing Surveys Workflow

Distributing Surveys Workflow

Distributing Surveys Workflow

CourseEval HQ enables campus LMS administrators or Distance Education (DE) coordinators to distribute student surveys to courses that are scheduled to be evaluated, without ever entering the courses.

To distribute an evaluation to one or more published courses, click on “Distribute Evaluations” on the right menu of the CourseEval HQ app under the root account or a sub-account.

CourseEvalHQ menu for distributing evals

Note: You may distribute more than one survey in a course. For example, there may be cases where instructors or campuses wish to administer pre and post course evaluations or want to survey students about a particular topic. If more than one survey is open at the same time in a course, students are provided with navigation buttons to progress to additional surveys. Further, they are informed in the “What’s Next?” steps that multiple surveys are available in the course.

Choose the survey and the course (or courses) to distribute it to. Only published courses within the selected term’s dates are listed. You cannot distribute surveys to closed courses (end date in the past) or unpublished courses that may have no rosters or no teacher yet, as they could not get notifications, etc.

There are three options in selecting courses to distribute evaluations to.

1) Selecting one or more courses. 

Click inside the “Courses” text field. The available published courses will be displayed.

Click on a course to select it. Continue clicking on course titles to select more than one. You may also hold the CTRL key down to keep the list open and click on all the courses where the survey must be distributed into.

select courses to distribute evaluations to

If you are interested in selecting courses for a specific department, you can narrow down your search fast. Just type the first few letters of the subject (i.e. MATH, ENGL, etc. or a section #, if you include these on course titles.) and only courses that match will be listed. The more precise your text, the narrower the list of courses that will be displayed. This is a great function, if you need to find specific courses from 1,000’s in your Canvas instance.

sensitive search

2) Selecting all courses in the default term.

If you plan to conduct student evaluations in all the courses in the term, click on “Select All Courses” and distribute a survey to all courses at once.

select all courses

If you will distribute a large number of evaluations, plan in advance, as it can take several hours to distribute thousands of evaluations. You can continue to work in CourseEval HQ while surveys are being distributed.

3) Using the Course Upload SIS IDs feature to distribute a large number of evaluations.

If you plan to distribute evaluations to many courses, but not all, you may use the “Upload Course SIS IDs” feature. Prepare a CSV file that lists the course SIS IDs in one column, with one course ID in each row.

Each CSV file should not exceed 50 entries.

upload course SIS IDs

Dates and Settings

Once you’ve selected the courses, you need to specify when you’d like the survey to open and close in the course(s).

Dates are required!

Course Evaluation dates

In addition to defining open and close dates, there are a few optional settings in this section:

Settings (optional)

  • You can specify if the survey should be restricted only to officially registered students (those with an official student ID in the LMS account). By default, this is checked.
  • You can choose to have CourseEval HQ add an announcement, a ‘feedback’ module and an assignment automatically in the course, with a link to the survey. By default, these options are pre-checked when distributing surveys to courses, as adding a module, assignment, and announcement can increase participation. Students are more likely to bump into the survey and complete it.
  • The ‘feedback’ module that gets added includes the ‘view’ requirement, by default, in order to be considered complete. instructors can then set a prerequisite in the modules and require students to complete the survey prior to continuing on with another task. This further automates the process, and can greatly increase participation and response rates to your student evaluations.”Viewing” a survey is considered being completed, as students have the right to not answer any questions. Like in the traditional classroom, they can hand in a survey with no responses, if they choose.

Feedback module

  • If a course has more than one section, you will be given the option to limit the survey to students in one or more sections.

limit survey to specific sections