As the official “faculty of record” for a given lecture, seminar, practicum, or lab section with an enrollment of five or more students, you are asked to contribute to the success of the SFS process by informing / reminding students of the online survey and encouraging them to participate in the process .
SFS: An Overview for Spring 2014 (standard 15-week courses)
Each student enrolled in your lecture, seminar, practicum, or lab course(s) will be issued an e-mail message inviting him/her to complete an online Student Feedback Survey for the class on Thursday, April 17.
These e-mail messages will be sent to the student’s official UT Arlington e-mail account (“mavs.uta.edu”) from the following sender: UT Arlington Student Feedback Survey [email@example.com]. The message subject: “UTA Values Your Input! End-of Term Survey for Professor XXXXXXX's course now open!"
Each invitation will direct students to the SFS link for your course’s survey, a password to access the survey, and a deadline by which the survey must be completed.
Students who have not responded to the initial invitation after one week will receive two reminders: April 23 and April 30. Access to the survey will end at 11 PM on the last official course meeting day of the semester, Friday, May 2. Note: This means that survey closes before we begin final exams.
If you so choose, you may designate a day during the week of April 21 (or April 28) as “Survey Day” in your course(s).
Prior to Survey Day, remind your students that on Survey Day, they'll want to come to class with a web-enabled electronic device: laptop, netbook, i-Pad, table, smart phone, etc.
On Survey Day, begin your class meeting by setting aside 10 to 15 minutes during which time you instruct your students to:
- power up their web-enabled electronic devices,
- access their MavMail account,
- locate the invitation message for your course, and
- complete the online survey.
Alternatively, you may direct your students to the UT Arlington's Blackboard portal, where they can log in and view all of their currently outstanding surveys.
You may adopt alternative methods to administer the survey during class time is you so choose, provided that you do not offer incentives or impose penalties that requires you to know exactly you did or didn't complete the survey, as you won't have access to such data. (Remember, survey data are aggregated to preserve the anonymity of the respondents.) During the survey period, please absent yourself from the classroom.
Procedural Questions and Answers
Below you will find some anticipated questions about how moving the Student Feedback Survey completely online. If your question is not addressed, please let me know; I will do my best to respond to your query and, as appropriate, will update this document.-David Silva
The Most Frequently Asked Question...
Q: My students didn't receive a survey! Why?
A: More likely than not, the course falls outside the scope of the SFS process, which includes only lecture, seminar, practicum and lab courses in which there's an enrollment of at least five students. If your course has not been officially designated as one of these course types and/or if your course has too few students enrolled, then we did not (and cannot) issue a survey. You should feel free to gather student feedback by some alternative means, but only after having conferred with your department chair or program director.
Q: Will you tell me how the response rate looks partway through the process?
A: Yes, we will, in terms of a system-generated "Response Rate Notification" delivered to your inbox on Thursday, April 24.
(Right now, the software only allows us a single "response rate notification" for a given survey, but we're working with the vendor to change this option.)
Q: The course I'm teaching is not a standard 15-week offering. When will my students be able to complete the SFS?
A: For courses offered outside the standard 15-week schedule, invitations to the SFS will be issued approximately one week prior to the course's end-date (as specified in MyMav).
- For courses offered at the Fort Worth Center, access to the survey will end at 11:00 PM on the day immediately before the official end-date (i.e., the second to last day).
- For all other courses not taught on the standard 15-week schedule, access to the survey will end at 11:00 PM on day before the official end-date.
Q: How will students know that they’re supposed to complete a Student Feedback Survey online?
A: Every student enrolled in each course will receive an e-mail message informing him/her about the survey, including a hyperlink to the survey for your particular course and a unique password allowing access to the survey questions. SFS links now also appear on students' Blackboard page.
Q: Is there a central website where my students access all of their Student Feedback Surveys at once?
A: Yes! They may see all of their outstanding surveys on their Blackboard page.
When the students complete and submit survey responses for a given course, the software provides two options: to exit the SFS system or to enter the password for accessing the SFS for another course.
Q: If a student is taking more than one
course this term, will that student receive multiple e-mail
messages about completing a survey for each course?
A: Yes. Students will receive one e-mail message for each course in which they are enrolled. Each of these messages includes a unique password for each of the different surveys to be completed.
Q: What if my students don’t check their
official MavMail accounts? Will the Office of the Provost be notifying
them by alternate means?
A: Yes, via Blackboard. We will not, however, send e-mail notifications to non-UTA addresses.
Q: So as the course instructor, am I really being allowed to encourage my students to complete the survey?
A: Absolutely! In fact, research tells us that faculty encouragement critical to the process. Just bear in mind that no student may be offered any sort of reward or inducement for participating.
Q: Will I be provided with information about the response rate for my course before the survey period ends?
A: Yes. At about the halfway point of the survey period, you should receive an automated message informing you of the current response rate for your course(s). If the interim response rate is lower than you'd like, you're encouraged to speak with your students about the importance of the SFS process and to set aside class time to allow them to participate in the survey.
Q: Am I required to discuss the SFS with students?
A: No. It should be noted, however, that by talking to your students about the importance of their feedback -- and by allowing them time in class to complete the survey -- may improve your overall response rate.
Q: I am team-teaching a course. Will student fill out separate surveys for both/all instructors?
A: Yes, provided that your department’s administrative contact provided the SFS Team with this information per established administrative deadlines. Speak with your unit’s AA to find out who’s been assigned responsibility for the SFS in your unit to confirm, or contact David Silva.
Q: If one of my students misses the deadline for completing the survey, can a new survey be issued?
A: No. All surveys must be completed during the time frame specified in the invitation e-mail.
Q: As the instructor, will I be able to
connect a student’s survey responses with his/her identity, e.g., by
referencing a Net ID or e-mail address?
A: No. Each student’s responses are anonymously combined with those provided by others in the course. Once a student has accessed the survey, all identifying information is removed from the process. Except in the case that a single student is enrolled in a course, neither the instructor nor anybody working on the survey can know how a particular student responded.
Q: When will I receive my survey results?
A: For the long semesters, instructors should expect to receive summary reports (as a PDF to their official UT Arlington e-mail address) approximately two to three six weeks after final grades have been posted to MyMav.
For summer courses – including the two five-week sessions, the 11-week session, and summer-framed dynamic sections – all of the SFS data are processed at one time, i.e., after the last session has ended. Summary reports should be issued in early September.
Q: I didn't receive a summary report for one of my classes. What do I do?
A: Faculty members should file a "missing report" claim by sending us an email - CLICK HERE.