Academic Support Unit
Frequently Asked Questions & SOP’s:
I know when, but HOW do I get my teaching evaluated by the students?
You can pick up instructor evaluations packets from C-116, or you can contact ASU (email/call) to arrange for a pick up packet(s) in advance.
Sometimes course coordinators do the evaluations at the same time and pick up a group of packets, others allow for each instructor to schedule their own.
Either prior to, or just before just before handing out the evaluations, ask the class representative to collect and return the evaluations to C-116. The evaluated instructor cannot collect the forms.
Is it possible to have the Course # and Instructor fields “pre-filled” on the evaluation ScanTron sheets?
Yes! Simply make a request to the ASU staff person that supports your course. We’ll make certain its done.
How can I check if an evaluation for my teaching was completed?
There are two ways, you can contact ASU (call/email) or check with your home department. Periodic reports will be submitted to the department heads that lists the completed evaluations submitted to the ASU office.
When do I get the results? How do I get the results?
After the evaluations conducted results are compiled and the report generated by ASU staff. The results are released after the semester is over. An electronic copy (PDF) is delivered via email to the evaluated instructor and the department head. The original hard copy forms, are returned to the instructor’s home department.
For fall, completed results are generally released prior to MLK Holiday weekend, and for spring results they are generally released prior to “father’s day weekend”. If there are evaluations received during the summer, they are processed with the fall evaluations.
How can I get a replacement report?
If you have lost your results, please check with your home department for an additional copy.
ASU will keep an electronic copy of the report on file for one year.
What does LMS mean? What’s a Moodle? What does moodle mean? What does Moodle mean for NCSU? Do I have to use “Moodle” (for my course)? Are all the “DVM” courses in Moodle? Where do I get (find) my “moodle”?
LMS means “learning management system”. That also means working with Moodle here at the CVM for your teaching courses. Moodle stands for “abbreviation for Modular Object-Oriented Dynamic Learning Environment”. In other words, Moodle is a FREE program that the university can freely manipulate to help with posting course materials to the web.
So yes, all of the courses, first through third years are now in Moodle for the CVM. Academic Services is working on moving any courses that are coordinated via the CVM, remaining in NCSU’s wolfware lockers to Moodle. This includes undergraduate and graduate courses. Those that have already been moved to Moodle have been contacted. And yes, you have to use Moodle if the DVM course is coordinated via the CVM.
To access a CVM course in Moodle, go to http://dvm.ncsu.edu.
Remember to access the site, Moodle requires a NCSU log in for the vast majority of the courses.
I have a course in Moodle, so how can ASU help me? I don’t see my course in Moodle? What now?
Academic Services can assist with posting materials in moodle, just have the materials in the final electronic format (only) you would like the students and/or participants to see. In most cases, unless otherwise specified, word, powerpoints and excel documents will posted as PDF file, in an annotatable format. Just email, or drop by with your flash drive to the ASU office. Academic Services will post course materials within 2 business days of receipt of the request.
If you don’t see your course in moodle contact ASU, and if its via email please give the course number. If you are an instructor in a course, and don’t see your course listed, contact your course coordinator FIRST, and ask that they contact Academic Services to get you added.
What about Grades? Is that in Moodle or “My Pack Portal”? I like spreadsheets (excel).
Posting FINAL GRADES (University Registration and Records ) are to be completed by the course coordinator. The coordinator has the option to use “My Pack Portal” or Moodle. ASU can only help with posting scores for a test, quiz or exam in Moodle.
You can download a copy of your entries from Moodle to excel, and you have the option to upload your spreadsheet entries from excel into Moodle. To learn more about this or how to do so, stop by or contact the ASU office.
How do I get a test, exam or quiz copied?
The course coordinator and/or the instructor can contact ASU (call/email) at least 3 business days prior to the date of the exam to arrange a copy request. When you do so, the exam needs to be in the final format you wish for it to have it printed. Just submit your request via email, CD, and/or USB.
ASU sends the request to NCSU’s Wolfxpress (formerly Wolfcopy). Wolfxpres does not employ students to help with their copies and print jobs.
If you exam has multiple sections, and needs to be collated (stapled/arranged), ASU can work with the instructor as well. ASU can also help with separation when its over.
I use Scantron (red bubble sheet) for my test, where do I get the forms? How about pencils? What do I do once the exam is over?
Red bubble scantron sheets can be obtained in two places. If the course if for a MBS or DOCS course, you can get the forms from the ASU office. If you’re in PHP, you can obtain them from the PHP Admin office.
ASU has pencil packets too. Just come by ASU office to check one out.*
Once the exam is over ASU can work with the faculty member to send off the Optical Mark Reading (OMR) Services group in the Hillsborough Building on main campus for processing. Please allow a full business day (24 hours) for processing of the exam. Only the course coordination and/or instructor can pick up the returned assessments.
Can ASU help with exam reviews? What do I need to do?
Yes. ASU will work with faculty member(s) and the students to schedule a review session. Often, the reviews are held during lunch, 12:15 to 1:30 pm.
ASU conducts 30 minute or 45 minute review session opportunities for students.
For a successful review session to take place, please have a “key” for your exam (or quiz), unless you have each test marked with the correct answer. Additionally if students have a question, they will be instructed by ASU to contact ”you” the instructor.
Any additional reviews after the one scheduled by ASU are to be conducted by the instructor(s).
While students are not allowed to use any electronic devices during review sessions they are encouraged to make notes for themselves via paper and pencil/pen.
Exams are over, reviews are over, who keeps the exams (assessments)?
ASU will archive the assessments for up to one year. This is not a requirement, it is an option. The assessments will be filed by year, course number, and date of exam and with instructor name. For example if your course exam was in Fall 2011, the exams will be securely disposed of after December 2012.
The assessments on file will only be only accessible to the course coordinator and/or instructor(s) who were associated with that particular assessment. If the instructor and/or course coordinator does not want their assessments shredded, they have to sign out their assessment prior to the shred deadline.
1. TurningPoint Clickers
1.1. TurningPoint Development Kits, each including a response unit (clicker), receiver and instructions will be made available for check out to teaching faculty through the Academic Support Unit.
1.2. The instructor is strongly encouraged to test their presentation well before the designated class (or lab) session in the classroom in which they intend to use it.
1.3. Classroom computers on which the TurningPoint presentations are used are supported by the Computing Resources Unit and problems with those systems should be reported in-person (Room C-101), via telephone (513-6677) or by email (email@example.com).
Goal 1: identifying all courses for conducting teaching evaluations for each instructor
To facilitate faculty career progression for our teaching and teaching-research faculty and to promote teaching excellence in the classroom across the curriculum; instructor teaching evaluations are utilized as a tool to capture instructional feedback from students. A collaborative effort is needed between course coordinators, instructors, and Academic Services to ensure these courses are identified, evaluation dates are set, and evaluation forms are completed each semester.
1.1 Course Coordinators update syllabus well in advance of each semester to include each instructor’s teaching load. It is the responsibility of the Course Coordinator to make certain that the syllabus schedule is accurate, as this data starts the process.
1.2 For DVM Courses:
1.2.1 Academic Support Unit will receive data from SyllaBuilder that reflects each instructor’s DVM teaching responsibilities. From this data departmental lists of teaching faculty will be created.
1.2.2 The departmental list of teaching faculty will be sent to the Department Heads for review so that they may provide feedback to Academic Services as to which instructors need to be evaluated and allowing the Department head to identify the specific courses per instructor for that purpose.
1.2.3 Academic Support Unit will email individual instructors/course coordinators to set up teaching evaluation dates.
1.2.4 Academic Support Unit will confirm review dates and send confirmation to each instructor for each course taught
1.2.5 Academic Support Unit will maintain an on-line Evaluation of Instruction Status Report to include instructor/course number/course description/semester/ year and scheduled teaching evaluation review date for internal tracking purposes.
1.3 For Graduate and Undergraduate Courses:
1.3.1 Per University policy, these courses are to be evaluated using the Campus’ on-line “ClassEval” system.
1.3.2 Special requests from Department Heads to additionally evaluate individual teaching faculty in Graduate and/or Undergraduate course will be accomodated via the same methodology used in DVM courses, as described in section 1.2. Such requests should be made in a timely manner.
1.4 An on-line Evaluation of Instruction Status Report will be available for Department Heads, and/or Assistant Department Heads to review each faulty member’s evaluation status.
1.5 It is the responsibility of the course coordinator to ensure each instructor arranges teaching evaluations per departmental guidelines.
1.6 Department Heads/Assistant Department Heads will follow up with course coordinators should issues of non-compliance arise.
Goal 2: Consistency in obtaining instructor teaching evaluations
As a provider for academic services, consistency in capturing teaching evaluations for teaching faculty and gathering data for a variety of courses, to include selectives, graduate, and undergraduate courses, in addition to DVM courses is a priority and will be a component of how we measure success of the unit.
2.1 Maintain consistency and broaden the scope of teaching evaluations for our teaching faculty.
2.2 Academic Support Unit will send a reminder to the instructor one week prior to the scheduled teaching evaluation.
2.3 Course Coordinator, Instructor or Academic Support Unit Student Assistant picks up the evaluation packet from Academic Support Unit (C-116)
2.4 The Academic Support Unit will utilize the same formatted teaching evaluation forms for all DVM Courses.
2.4 Instructors distribute forms to the students during the class period for completion.
2.5 The class Academic Support Unit Student Assistant will return the signed/sealed packet to Academic Support Unit in a timely fashion.
2.6 It is strongly advised that evaluation packets be returned the same day they are distributed to students.
2.7 Academic Support Unit will update an on-line Evaluation of Instruction Status Report as evaluation sets move through the process
2.8 So that tracking of outstanding evaluations does not become an issue, Academic Support Unit requires a complete set of returned forms in the envelope provided by ASU. Any forms turned in outside the signed/sealed evaluation packet will not be included in the evaluation data.
Goal 3: Teaching evaluation statistical data
The teaching evaluation statistical data is a critical component on the instructor’s dossier that includes an evaluation of teaching effectiveness as part of the retention, promotion and tenure process. Our goal is to provide accurate, verifiable statistical data.
3.1 As a general rule, Academic Support Unit will process teaching evaluations at the conclusion of each semester. Special request for early processing will be accomodated in a timely manner.
3.2 The on-line Evaluation of Instruction Status Report will be updated as the evaluations are compiled and that progress report will be made available to the department heads and/or assistant department heads for review and follow up as needed.
3.3 Each statistical data report and scanned comments section will be released to the instructor and department head/assistant department head at the end of each semester.
3.4 The teaching evaluation hard copy will be sent to the department to archive or disseminate to instructor per departmental guidelines
3.5 A final report will be sent to the course coordinator/department heads/assistant department heads for final review, projected planning & troubleshooting for the next semester or calendar year.
3.6 Academic Support Unit will maintain an electronic copy of the teaching evaluations for 1 year. Departments should archive evaluations for future reference.
1. On-line Instruction
1.1. Ideally, Course materials to be received well in advance of the start of a semester
1.2. Course materials must be submitted in final, formatted form. Faculty will be responsible for scanning materials for posting to the course web site in accordance with all copyright regulations.
1.3. Upon request, the Academic Support Unit will make conversion of files to annotatable PDF files prior to posting.
1.4. Course material updates will be posted to the LMS within 2 business days of receipt by Academic Support Unit
1.5. The Academic Support Unit will not email course materials to students nor provide communication services (email reminders, etc.) to students
1.6. The Academic Support Unit will not store course materials for faculty
2. Grade Books & Final Course Grades
2.1. If requested, the Academic support Unit will post grades to the Moodle grade book
2.2. If requested, spreadsheet backup files, as exported directly from Moodle, will be provided
2.3. Posting of final course grades to the University Registration and Records system will be the responsibility of the Course Coordinator
2.4. The Academic Support Unit will provide backup assistance with MyPackPortal for Student Services as needed
1. Course Packs/Notes
1.1. Academic Support Unit staff will review Course Packs/Notes provided by Course Coordinators to adjust format and pagination.
1.2. After review of the edited work by the Course Coordinator, Academic Support Unit staff will make arrangements for the duplication and distribution of these materials by VETS.
2. Booklets and Binders
2.1. Academic Support Unit staff will prepare course materials and arrange duplication for distribution to students. Leads times will vary according to demand.
2.2. Duplication costs will be charged to the appropriate course phase numbers.
Applicable to all Graded Assessments (to include Quizzes, Tests, Exams, & Laboratory Attendance)
1. Assembly, Duplication and Distribution
1.1. Assessments are to be received from the course coordinator (or designee) via email, CD or USB key three business days prior to test date (Wolf Express and/or in-house copier will be utilized for duplication)
1.2. If assessments are not received from the course coordinator (or designee) three business days prior to test date, the instructor will need to make special arrangements for duplication with Academic Support staff.
1.3. The documents will be counted and numbered for tracking purposes.
1.4. To insure security, faculty (or designee) will be required to pick up these assessments from the Academic Support office, in person. The documents will be counted and the transaction will be logged.
1.5. Assessment bubble sheet/ pencil packets will be made available for pick up from the Academic Support office
2.1. Upon completion the assessments (and bubble sheets) should be returned to the Academic Support Unit office. The documents will be counted and the transaction will be logged.
2.2. Assessments will be hand-carried by an ASU staff member to the Optical Mark Reading (OMR) Services group in the Hillsborough Building (main campus) for scanning. One trip to campus per day will be scheduled, as a 24-hour turn-around is the standard service. Results will be returned to faculty for review. All documents will be counted and the transaction will be logged for audit purposes.
2.3. If requested, scores will be posted to the course Moodle grade book. Moodle scores will be entered by one and cross-checked by a different ASU staff member.
2.4. If requested, completed assessments will be re-collated for distribution to faculty for grading. To insure security, faculty will be required to pick up these assessments from the Academic Support office, in person.
3. Storage and Archiving
3.1. Assessments will be securely stored in locked file cabinets by Class Year, then Course Number in the ASU office.
3.2. File cabinets will remain locked to be accessed only by ASU staff. Archived assessments will only be made available to associated faculty and/or students.
3.3. For security and tracking purposes there is no faculty “self-service” within the Academic Support Unit. ASU staff will retrieve exams and individuals will sign out specific student exams/files. Room C-116 is manned or locked at all times.
3.4. Assessment will be archived for 1 year after the end of the semester..
3.5. A log will be kept for the entire life cycle of each assessment recording names, times and dates for each document checked out and back in by faculty and/or students.
4. Review Sessions
4.1. To schedule a review session a class representative should contact Academic Support Unit staff.
4.2. Review sessions will be scheduled to allow for time to reserve a room. The exam review will only be conducted in a closed room
4.3. Should a student be unable to attend a scheduled review session, a make-up session should be scheduled with ASU staff within 5 working days of the conclusion of a scheduled review session.
4.4. For privacy, a completed, scored assessment will only be distributed to the test taker and no one else.
4.5. Students will be required to sign exams out/in during each review session. A log of these transactions will be kept on file for the entire life cycle of the document.
4.6. Students are not allowed to use any electronic devices during review sessions. Students are allowed to make notes for themselves on paper, by hand.
4.7. It is the responsibility of the student to contact faculty regarding individual test items that are in question by the student. While copying verbiage from the exam is forbidden, the student is encouraged to make a note of the exam item number for discussion with the faculty.
4.8. Grade changes will be accepted from the course coordinators only. Faculty wishing to change a grade must submit that grade change through the course coordinator.
4.9. Students/instructors may contact Academic Services directly for data entry errors to exam grades in Moodle.
5.1. ASU will contact the instructor prior to disposal to determine if the documents should be preserved beyond the 1-year time frame or returned to the faculty.
5.2. All logs will be kept on file for the duration of the archived documents.
5.3. Assessment documents will disposed of in a secure manner.