Personal Teaching Evaluation with EvaSys€¦ · Personal Teaching Evaluation with EvaSys – Manual for Lecturers (Status 2020) – Page 10 Edit questionnaires You have created a

Personal Teaching Evaluation with EvaSys – Manual for Lecturers (Status 2020) – Page 1

Personal Teaching Evaluation with EvaSys

Manual for Lecturers

1 Table of Contents

1. EvaSys – the Basics ........................................................................................................ 2

1.1 Login ....................................................................................................................... 2

1.2 Change Password .................................................................................................... 2

1.3 Creating Surveys ..................................................................................................... 3

2 EvaSys – in Depth .......................................................................................................... 9

2.1 Editing of Questionnaires ........................................................................................ 9

2.2 Sending Survey to Participants by E-mail ..............................................................15

2.3 Further Options: Scheduled Tasks .........................................................................18


1. EvaSys – the Basics

1.1 Login

Open the link https://www.lehrevaluation.uni-muenchen.de/evasys/indexeva.php and log in with your user name (first name.last name) and your password (you will receive your password in an email from us after sending in the registration form).

1.2 Change Password

After the successful initial login, please change your password under "Settings" in the menu bar at the top.

Please note: If you have forgotten your password, you cannot reset it yourself. In this case, please inform us via e-mail and we will assign a new password for you.

https://www.lehrevaluation.uni-muenchen.de/evasys/indexeva.php


1.3 Creating Surveys

In order to evaluate your course in the context of the online teaching evaluation, you only need to create a survey with your EvaSys-account. The exact procedure is described in this chapter.

New survey

Click on "Actions" at the top of the menu bar. You will now see the "Surveys" area on the left. Click on the "New Survey" option to create a survey.

Survey name and folder

First, name your survey, such as "Personal Teaching Evaluation Seminar (titel xy on dd.mm.yyyy)".

Then create a folder in which your survey will be ar-chived, for example "Personal Teaching Evaluation (semester xy)".

Of course, you can also use an existing folder if you have already created one.

Click on "Next".


Choose questionnaire

Now select the questionnaire you want to use for your survey.

We provide questionnaires in German and English for the following teaching formats:

Lecture/Seminar

Tutorial

Bedside teaching

You can also preview the questionnaire as a PDF-file.

Then click on "Next".

Choose survey type

Now select the survey type "Online Survey" and con-firm your selection with "Next".

Please note: Please only create online surveys! You cannot scan paper sheets independently; a special scanning station is required for this.


Online survey – details

Select the option "General Password" and assign a password with which the participants can then register for the Online Survey (here: Sample Password).

Confirm your entry with "Next".

Online survey (further details)

You can skip these settings and confirm with "Next".

Important: Please do not check the box "Activate forwarding after survey is completed"!


Confirm survey configuration

Here you can check your survey settings again.

If you want to correct something, click on "Back", oth-erwise click on "Generate survey".

Overview surveys

Now you have successfully created your survey. If you click on the name of the survey, you can view the survey details.


Survey details (link and QR-code)

From now on you can forward the link of the survey (here in the example: https://www.leh-revaluation.uni-muenchen.de/evasys/online.php?) to the students. Students can then register for the survey with the corresponding password (here in the example: "Sample Password").

If you pass on the link that already contains the password (here in the example: https://www.lehrevaluation.uni-muenchen.de/evasys/online.php?p=SamplePassword), the students will be able to enter the survey without entering the password.

If you click on "Download QR code for this survey", the QR code for the survey will be generated.

Please note the Tips for sharing the evaluation link in your course.

https://www.lehrevaluation.uni-muenchen.de/evasys/online.php?p=TeachingEvaluation

https://www.lehrevaluation.uni-muenchen.de/evasys/online.php?p=TeachingEvaluation

https://www.lehrevaluation.uni-muenchen.de/evasys/online.php?p=SamplePassword


Tips for sharing the evaluation link

in face-to-face events:

Integrate the QR code into a PPT presentation and let the students scan the code from

the slide.

Alternatively, you can prepare handouts for the students with the link to the survey

and/or the QR code and distribute the handouts for evaluation (not every student needs

their own handout). At the end of your course, plan about 10 minutes for the evaluation.

in digital teaching formats:

(e.g. a synchronous live-course using Zoom or Adobe Connect and/or asynchronous teach-

ing on Med.Moodle):

At the end of a live event, send the link to the evaluation via the chat function and have

the students fill in the evaluation immediately after the event.

Integrate the QR code into a PPT slide that you show the students using the screen shar-

ing function at the end of the live event. Students can scan the code and fill in the evalua-

tion directly.

For asynchronous formats, you can store the link in the course on Med.Moodle (as an ex-

ternal link to EvaSys). After completing the learning materials independently, the stu-

dents can complete the evaluation. You can invite the students to participate in the evalu-

ation or remind them of the evaluation via an announcement forum on Med.Moodle.

Results of the survey

You can download the results of the survey as a PDF directly after the evaluation under "Report".


2 EvaSys – in Depth

2.1 Editing of Questionnaires

Questionnaires Overview

Go to the "Actions" menu at the top of the page. In the left side menu you see the area "Questionnaires". Under the option "Ques-tionnaire Templates" you will find the questionnaires that we pro-vide for the personal teaching evaluation.

Questionnaire templates

We provide questionnaires in German and English for the following teaching formats:

Lecture/Seminar

Tutorial

Bedside Teaching

You can display the questionnaires under "Preview".

If you want to add questions yourself, click on "Use Template".


Edit questionnaires

You have created a copy of the template and you are now in the section "Own Question-naires". Here you can add up to five more questions to the copy of the template. Therefore click on "Edit".

Note for editing a questionnaire

You can simply confirm this note with "OK". You are already working with a copy of the questionnaire template. The questionnaire templates themselves cannot be changed and re-main in the "Questionnaire Templates" section.


Add question group

On the right side, you will see the questionnaire for your online evaluation, on the left side you can side the side menu with all actions you can perform. To integrate new questions into the questionnaire, you must first create a question group. To do this, click on "Add Question Group".

Question group

Assign a suitable name for your question group. If, for example, you would like to find out more about the content of the learning objectives of your course, you can name the question group "Learning Objectives".


Add question

Now the title of the question group "Learning Objectives" appears in the questionnaire. You can now fill this question group with questions. To do this, click on "Add Question".

Choose question type

Now you can select a question type that is suitable for you. We recommend the types "Scaled Question" and "Open Question".


Scaled question

Enter your question in the field pro-vided. Activate the abstention field (=no answer option) and label the scale as shown in the example:

Left Pole: fully agree

Right Pole: fully disagree

Abstention: n.a.

Confirm your settings with "Apply".

Open question

Enter your question in the field provided. Confirm with "Apply".


Questionnaire with inserted questions

You will now see the two newly inserted questions in the questionnaire on the right. In the menu on the left, you can change the order under "Move" or delete individual questions under "Edit". Then exit the questionnaire and click on "Save and Exit".


2.2 Sending Survey to Participants by E-mail

Overview of the surveys created in your "Personal teaching evaluation" folder

First, open the survey for which you want to send an e-mail. Click on the name of the survey. Here in the example "Personal teaching evaluation seminar".

Send e-mail/reminder to respondents

You can now choose between the options "Send password via email to participants" and "Send reminder to respondents".

Select "Send password via email to participants" if you want to send the evaluation link to the participants of the course for the first time.

Select "Send reminder to respondents" if you want to remind the participants of the course of the evaluation.

Click on the corresponding option. The procedure is similar in both cases and is described in the next steps.


Recipient, Sender (name) & Sender (email)

Enter the e-mail addresses of the course participants in the recipient field. Please enter your own name as sender (name). Very important: In the field "Sender (email)" you have to enter the e-mail address [email protected]. Otherwise you will receive mail delivery notifications. Then click on "Submit". Before the e-mail will actually be sent you will have the opportunity to modify the text as described in the next step.

Edit E-mail text

EvaSys generates a standard text for the e-mail, as you can see in the two screenshots (left: Sending the solution by e-mail to respondents; right: Sending reminders to respondents). You can use the text accordingly or adapt it individually. To finally send the e-mail, click on "Send e-mails".


Confirm dispatch

You will be finally asked for your consent to the sending your e-mail. Confirm with "OK". Please do not close the browser window until the mailing has been completed successfully.

Sent Emails

The e-mail has been sent. You can close this window now.


2.3 Further Options: Scheduled Tasks

If you do not want to send the e-mail directly, you can also schedule it to be sent. The procedure for this is described in this chapter.

Scheduled Tasks

You can schedule the sending of the e-mails. To do this, select the "Scheduled Tasks" op-tion.

Single password to respondents, Online survey reminder & Finish survey

Under the function "Scheduled Tasks" you have three options for scheduling your survey:

1. You can send the single password (link to the survey with password) to the re-spondents. (This option can also be used as a reminder for the respondents if you have already assigned the QR Code/Link of the survey to the participants in your teaching session).

2. You can remind the respondents of the online survey. 3. You can end the survey.


1. Option: Single password to respondents

If you want to send the single password (link to the survey with password) to the course participants, select the corresponding option and click on "Activate".

Select date and time

Set the desired date and time and thus schedule the sending of your e-mail.


Recipient, Sender Name & Sender E-mail

Very important: In the field "Sender (email)" you have to enter the e-mail address [email protected]. Otherwise you will receive mail delivery notifications. Enter your name as sender (name). In the field on the right you can enter the recipients of the e-mail. You can also customize the text of the e-mail. Save your entries afterwards.

2. Option: Online survey reminder

In order to send a reminder for the online survey, "Single password to respondents" must first be scheduled and the recipients of the e-mail must also be specified there. If you have already assigned the QR code during your teaching session (as recommended by us), you can simply use the option "Single password to respondents" as a reminder and change the e-mail text accordingly.


Set date and time

Now you can set the date and time for sending the e-mail. In addition, you can choose between "Single reminder" and "Multiple reminder".

Sender e-mail, sender name & text

Very important: In the field "Sender (email)" you have to enter the e-mail address [email protected]. Otherwise you will receive mail delivery notifications. Enter your name in the sender (name) field. You have again the possibility to adjust the text individu-ally. Then click on "Save".


3. Option: Finish survey

If you want to schedule the end of the survey, activate the corresponding option.

Note: There is no need to schedule the end of the survey. You can also leave the survey open and download the PDF report without any problems (if data is available). By ending the survey, further participation in the survey is no longer possible.

Set time and date

You can now select the day and time.


Save changes

Save your changes afterwards.

Further information about EvaSys can be found in your account under "Extras". Under "Extras" and then "Help" you can also download the current EvaSys user manual.

Documents

Personal Teaching Evaluation with EvaSys€¦ · Personal Teaching Evaluation with EvaSys – Manual for Lecturers (Status 2020) – Page 10 Edit questionnaires You have created a