Who do you recommend we include in this process?
Typically, we would encourage you to include a minimum of one representative from the following groups:
- The Provost/Provost’s office
- Faculty committee
- Last year’s IDEA site administrator
- Information Technology – Authentication
- Information Technology – Student Information System
How far in advance of our first administration do we need to start planning?
We recommend beginning the process of evaluating and educating yourself on the new platform 6-12 months before you want to start using it. From the time the license agreement is executed, it typically takes 8-12 weeks to prepare for the first administration period.
Will we need to sign a contract? If so, what does that look like?
Yes. When you move to the new platform, you will be asked to sign a license agreement. That agreement is between the institution, IDEA (for the instruments, data, and faculty resources) and Campus Labs (for the technology platform)
Where do students go to complete the surveys?
Students can be notified in several ways that the survey period is open. In most cases, they will receive an email with a link to login to their survey homepage. In addition, we can incorporate a link into the LMS or other campus portal/webpage or the URL can be posted on message boards around campus or by an instructor in class. Students will login with their existing campus credentials (login ID and Password), and will then be presented with all of the surveys they have available to them at that time.
Unlike the IDEA Online process, students will receive only one email per administration, rather than one email per course. So if a student is enrolled in multiple courses, they will only get one initial notification and then will login to gain access to the surveys for all of their enrolled courses.
Can surveys be completed on a mobile device?
The surveys are mobile-friendly and can be completed on any mobile device with a connection to the internet (over wifi or cellular connection). We encourage instructors to give class time for students to complete the survey, which is made easier with the use of mobile technology.
Can we customize the email being sent to students?
Yes! You can create custom email text for each administration and/or you can create email templates to use regularly.
What about reminder emails?
You can set up as many reminder emails as you wish and can customize the text of those as well. You can also create a reminder email template. Reminders will go out to students who have not completed all of the available surveys for that period. A single reminder will be sent to a student, regardless of how many courses they have yet to evaluate.
How will instructors select the relevant learning objectives for their course(s)?
Instructors will receive an email notifying them that their Objective Selection Forms (formerly FIF forms) are ready for completion. They will then login to the site with their campus credentials and be taken to a page that lists each course they are teaching that term with a link to complete the Objective Selection Form (OSF) for each course.
Note that instructors will receive one notification per term that their objective selection form is ready for completion, regardless of how many courses they are teaching. They do not need to keep track of multiple emails and URLs to complete the forms as they will all be waiting for them upon login.
Instructors will no longer need to select or verify the discipline code on the form. This information is brought over from the Student Information System.
Can anyone other than the faculty member select the learning objectives for an individual course?
Yes. Objectives for an entire course can be selected by the administrator. For more information please see this support article.
Can we customize the emails being sent to instructors?
Yes! You can customize the emails regarding the objectives selection form as well as the emails that get sent when reports are ready. You can also create templates for these emails.
Can instructors add their own questions to the evaluations?
Administrators have the ability to allow instructors to add custom questions to their course sections. For more information please see this support article.
How will instructors access their reports?
Instructors will be notified by email when their reports are ready. It will contain a link to their reports. When they click on the link, they will be prompted to login to see their reports. Once logged in, they will have access to their list of courses for that term and an option to view the reports for any courses whose reports have been made available.
Can we set the dates when instructors should have access to the reports?
Yes. With each administration period, you will be able to set the date on which the reports should be made available to instructors. Typically, this would be a date after grades close for submission.
What kind of new reporting options are available on the new platform?
There are a number of new reports available in the new platform.
|Unit Summary Report
||This report for administrators has been intentionally designed to provide necessary information to support targeted professional development, unit analysis of relevant objectives selection and student learning, and understanding your unit’s learning environment and contextual factors that influence student ratings on learning. This report is populated with raw data from the Diagnostic Feedback and Learning Essentials survey instruments.
|Question Mean Analysis
||This report for administrators shows results at a question by question level.
||This report for administrators shows the response rate across units.
||This report for administrators as well as instructors shows the results for an instructors section for an entire term.
||This report for administrators as well as instructors shows comparisons across different segments of the institution.
Will we continue to have access to all of the reports we currently receive?
You’ll continue to have access to the majority of the data that you currently receive, but it will often be presented or accessed in a different way. For example, the Group Summary report will no longer be available however the new Unit Summary report will provide much of the same information based on organizational units as opposed to groups. As part of the migration process, we will have a thorough discussion about the kinds of reports that you’re currently using so that we can explain any differences in where that information is housed in this platform.
What about the CD or Dropbox file we used to get with data from IDEA?
All of your data can now be accessed through the IDEA Data Portal, by downloading the raw data from the Campus Labs environment, or by requested an Aggregate Data File from IDEA. More information on the raw and aggregate data can be found here.
Is there an API through which we can receive the data from IDEA and Campus Labs?
The IDEA Data Portal enables programmatic access to your institution’s IDEA survey and report data, on demand 24/7. This can be used to build integrations with on-campus archives, research, dashboards, and/or learning management systems. This is the preferred mechanism for accessing data, particularly if there is software development personnel on staff familiar with REST APIs.
Data included: The Data Portal provides access to data from the Student Ratings of Instruction system as well as IDEA Administrator and Chair Feedback Systems. More information about the REST API and JSON data can be found at https://rest.ideasystem.org/IDEA-REST-SERVER/
Process: The Data Portal is a new product that will be available as a subscription service. While it is in “beta” testing, there is no charge for this service. Requests for information on the Data Portal can be sent to data.portal@IDEAedu.org
Is there a way to export raw data?
Yes. An administrator with full access will be able to export the raw student data. More detailed information about what is supplied in the report can be found here.
As IDEA's technology partner, Campus Labs provides detailed information regarding the integration of this system with existing university systems.
Additional detail can be found on the Campus Labs migration page, questions 26-29.
Who can set up the surveys?
Currently, only a full site administrator with the appropriate access will be able to set up the surveys.
Can we customize the start/end dates of the survey for an individual college or department?
Yes. A full site administrator can customize the start and end dates for the surveys for an individual college or department, provided that the surveys for those units are set up as independent administrations
Can a faculty member customize the start/end dates for their course(s)?
At this time, the only people who can set the start and end dates for a survey are the full site administrators. The site administrators can schedule the start and end dates for an administration, but not for the individual course at this time.
Do you support cross-listed courses?
Yes! Information about cross-listed courses should be provided to us in the course file you will send to us. When a course is cross-listed, the students completing the survey will see only the course number in which they are enrolled. Instructors will see both course numbers assigned to the one course in the faculty hub.
Do you support team-taught courses?
Yes! Information about each instructor should be provided in the user file you will send to us. This may include an instructor-type field, in the event the second instructor is a Teaching Assistant or other role distinct from the lead instructor. In the case of team taught courses, the students may be presented with instructor questions for each available instructor. Each instructor will see a report that includes all of the course-specific questions, but only the instructor-specific data for him/her.