Faculties at the Universitiy of Twente may want to perform the following:
- Send identical questionnaires to multiple courses at once
- Send a reminder to the lecturer when reponse is low
- Automatically send the final report to the lecturer
For example, you may want to send a questionnaire to multiple Master courses at once. This can be achieved by following the instructions below.
Business Objects Report
You will need access to Business Objects to run the report ''Osiris UT 051.01 Evasys course import'. The report contains all the information you need to perform the actions below. If you do not have access to BO, please contact the Educational Data Service at eds@utwente.nl or use their access request form.
Adding Lecturers to EvaSys
If you want to send reports or reminders to lecturers, they first need to be added to EvaSys. They can be added to a separate subunit so their names are stored separately from the course names. In the example below, the lecturers are stored in the subunit 'Faculty BMS - lecturers'.
The lecturers are on the tab 'Lecturer import' in the BO report (the primary lecturer listed in Osiris). Save this tab as Comma Separated Values and import this as indicated in the image below.
The import file contains a dummy course name and dummy course code. You can leave this as is (they will not be linked to a real course; they just need to 'exist' in EvaSys).
Importing courses to generate surveys
The next step is to import the courses into EvaSys. You can find the import data on the tab 'Course import' in the BO report. In the report, the 'users' in EvaSys are the programmes (B-IEM and B-COM in the example below). Before starting the import, you need to manually update all the yellow fields in the report:
- The 'central email' is the shared mailbox for your quality care team.
- In 'course location' you can enter whether a course is Bachelor 1, Bachelor 2 etc. (for reporting purposes). You can also remove this column.
- The 'course type' is a setting that is selected for each questionnaire. It determines which questionnaires will be available. Defaults are Lecture, Seminar, MSc course etc., and programmes can also add their own types. See also the next section below.
- The column 'SECONDARY_INSTRUCTOR_EXTERNAL_IDS' contains the email of the course lecturer (whom you added in the step above). If you leave in this column, the lecturer will automatically receive the report when the survey closes. The report will also go to your quality care email box, which is the primary recipient. If you prefer not to send an automatic copy to the lecturer, remove this column from the import file.
- Save the data as a .csv and import as shown in the image below.
- The count in 'course participants' is a count of the email addresses on the tab 'Participants'.
Selecting the course type
When you import the .csv, you may get an error message 'No course type'. In this case, you can choose the course type from the dropdown that says 'undefined'. Choose the course type that is also linked to the questionnaire you are going to use.
When you have clicked the course type for all courses, click Verify. the page will reload without these red warning messages. When you click Submit, the courses will be created and you can go to the next step.
Importing students
Before you generate the surveys, you can import the students from the BO report. Save the 'Participants' tab as a .csv. In the menu on the left, choose Data Import and then click 'Import survey participant data'.
Generating surveys
When you click Generate Surveys, you select the appropriate period and course type, and will be able to schedule the tasks for the courses in bulk. The students will appear on the first tab in the Scheduled Tasks overview.
You can schedule a Response Rate Notification to go to the lecturer. The default here is 'instructor for the course' which is your central email. However, you can manually choose any lecturer that 'exists' in EvaSys from the dropdown.
When the survey closes, you can automatically send the report to both your central mailbox and the 'secondary instructor' (the lecturer from the import file) by clicking this box:
If you have any questions about this process, please contact Quest at quest-ces@utwente.nl.