Protocol for On-Line Surveys

Office of Educational Assessment (OEA)

Protocol for On-Line Surveys

This information is helpful to course directors or the designated person in a discipline who is responsible for creating/editing surveys that will be placed on-line through the Office of Educational Assessment.

How to Add or Remove Students from Your Course on Blackboard

OEA's Protocol for On-Line Surveys:
Due to the high volume of surveys that the OEA is processing for the Medical, Dental, and Graduate Schools, we ask that the following steps and timeline be adhered to in order to place a survey on-line. Toward the end of the academic semesters, many are seeking our services to place surveys on-line. The surveys will be prioritized in terms of receipt of the necessary information. Please monitor your future needs for on-line surveys to allow sufficient time for OEA to process your requests and maintain contact with Diane Blahun to assure the ongoing collection of data. Feel free to contact Diane to review any of the steps that follow:

The OEA will place each survey on-line (SOL) on the last day of the course/section unless otherwise directed.

One Month prior to SOL:
Diane Blahun will forward a survey in MSWord format (if it exists from the prior year) to the course director for editing. If a prior survey does not exist, then it is the responsibility of the Course Director to contact OEA if an on-line survey is needed. The course director is then responsible for forwarding this survey to the appropriate faculty for any needed editing.

Two weeks prior to SOL:
The final edited survey needs to be returned to the OEA. The course director needs to prompt the faculty to forward the edited surveys to OEA if that hasn't already occurred. The OEA will then be happy to make these changes to the on-line version of the survey.

Anytime Prior to SOL:
Each course director must assure that the list of course enrollees on Blackboard is accurate. The OEA does not have the capability of performing this essential function. Please add or remove students as needed from the course listing in Blackboard. How to Add or Remove Students from your Course on Blackboard: You can access the list of enrolled students by going into the Course on Blackboard (click here for Blackboard access: http://help.uchc.edu), click on Control Panel and then on "List/Modify Users" under User Management and click on "List All". If you need to remove a student, click on "Remove Users from the Course". If you need to add a student, click on "Enroll Users", locate the student and add them as a "student".)

Date Survey Is Placed On-Line:
Each course director (with the exception of the the Basic Medical Science courses) needs to send an e-mail to the appropriate students notifying them that they have a course survey to complete. Set a deadline to complete it, and describe any conditions (e.g., withholding their exam grade pending completion of survey). Please cc the OEA on that e-mail. Surveys will be made available in Blackboard on the last day of the course unless notified otherwise.

Between SOL and Deadline for Survey to Be Completed:
Each course must monitor via Blackboard's on-line grade book how many students have completed the survey. If there is a small window of opportunity in which the students need to complete the survey, it is important that someone from the course notice if the students aren't taking the survey while there is still a captive audience. The OEA does not have the resources to perform the important task of re-notifying or encouraging students to complete the survey.

Following the Deadline for Survey Completion:
Once the course director is satisfied with the number completing the survey, he/she needs to then notify Diane Blahun to compile the survey results.

We greatly appreciate your help with this on-line survey process. Please let us know if you have any questions or concerns on the above process.

Diane Blahun
blahun@nso1.uchc.edu

Office of Educational Assessment
School of Medicine
University of Connecticut Health Center
263 Farmington Avenue, Farmington, CT 06030-1925
Tel: (860) 679-4590, Fax: (860) 679-1832