At this time the Coordinator Walkthrough is incomplete. The only feature described in this write up is how to view aggregate results for questions selected on an organizational level.

Viewing organizational result is a new feature added to eCafe in January 2010. For the fall 2009 results period, the ability to view this type of results is made available to the eCafe coordinators. For the future another role may be created in eCafe to allow specific campus staff the ability to view the information directly.

To view organizational aggregate results for questions selected on an organizational level, in the green menu (see image above), click on the link "Org Level Results".

You will then see a page looking like this.

Your campus is automatically selected in the Campus selection box. To view the aggregate results for the questions set for the whole campus, click on the "Show Aggregate Results" button without selecting college, division, department and subject.

You will see an image like this while the data is loaded. Depending on your selection of organizations and the number of questions selected by the organizations, the loading time for the data varies.

The results will be displayed as follows.

The results will show the actual questions. In the image above - the questions been replaced with "campus level question #..." to protect campus privacy.

To view the results for questions selected on a college level, select the college.

Every time you make a selection in the organizational selection fields (College, Division, Department, Subject) or change the selected semester, any previously loaded results will be removed from the page and the list boxes to the right are refreshed with applicable data. You must select the "Show Aggregate Results" button again to display the results. If the selected organization did not select any questions, you will still see results. Any parent organizations questions will be displayed broken down into the lowest selected organization. If the selected organization did not participate in eCafe, no result information is displayed (in a future release this will be changed so only organizations that do have organizational question results will be listed - in the current release all organizations are listed).

You may choose to include questions selected on a subject level in the result display, however the statistical breakdown will not break down the results into the subject level. The lowest level of results displayed is the department level.

Some divisions do not have a name in Banner. In eCafe those are listed as "No Division Name Available". In the organizational hierarchy retrieved from Banner - the no name divisions can still have departments and subjects. If only one division exist, eCafe will automatically load the department names. If there are more then one, you may need to select the "No Division Name Available" in order to drill down to the particular department.

To view the results in a spreadsheet, click on the "View / Download Results Spreadsheet".

While in Excel use the "Send To" feature to send the spreadsheet to applicable persons via email. If you use this Excel feature the spreadsheet will automatically be attached to the email, you will not have to manually attach it.

Videos of the above (Same content, different formats):

The actual questions may vary depending on your organization, but the idea is the same: place a checkmark next to each question you want to appear on all the course surveys. Note the questions in the "Campus Specific Category" which are bolded and in green. These questions are ones that were previously selected by a higher organization, in this case, the campus. All questions set at the campus, college, division, department, and subject levels will appear on the survey, along with any that the instructor is allowed to add.

When you've selected all the questions you want, then click the "Save" button at either the top or the bottom of the page. Once you've saved, you will see this:

Notice the banner that says "Your changes have been saved." If you don't see that your questions have not been saved and if you leave the page, any changes you made will be lost.

You can also reach this page by clicking the "View Survey" button on the home page. Note the top section includes the questions that you selected, and the bottom shows the questions that were set by the campus. While this is a simple way to verify that all your questions are there, you likely want to see how the survey is going to look to the students. For that click the "View Survey As Student" button.

See survey as the student will see it:

Videos of the above (Same content, different formats):

When you're back on the main page, look towards the bottom of page where it shows all past surveys. Decide on the term you want to copy the questions from and click the "Copy Survey" button next to it.

You will see a list of all the question you had on that past survey. Check all the ones you want to appear again on this semester's survey (use the "Check All" button if you want the survey in its entirety), and click the "Copy to my current survey" button at the bottom of the page.

Videos of the above (Same content, different formats):

There are two settings that need to be determined here:

• Whether or not instructors can add questions, and if so, how many can they add.
• Which instructors are required to use eCAFE, and which instructors are allowed to make their own choice to use eCafe or not.

If you do allow instructors to add questions, you may limit the number that they can add through the drop-down box on the next line.

The next action is determining which instructors are mandatory and which are optional. This particular section was recently modified. You must select the MANDATORY/OPTIONAL buttons next to each of the instructor's names. By default all instructors are OPTIONAL. Please note that even though you make an instructor MANDATORY - you must still go to the Manage Surveys section and turn each evaluation ON. NO evaluations are turned on automatically.

While you're here, it's a good idea to verify the list of instructors to make sure that nobody is missing. If an instructor is not listed here, they will not get a survey.

Once you've determined which settings your organization will use, make sure to click the "Save Settings" button which will refresh the page and show a message verifying that your settings were saved.

Videos of the above (Same content, different formats):

In this case, typically one department is the "owner" meaning their the one paying for the instructor. So the staff member needs to indicate which department is the owner of any crosslisted courses. To accomplish this, Go to the Staff Home page and click on the "Update Crosslisted Courses" button. Don't worry that these all say "Math" taught by "John Smith", I had to anonymize the data for privacy issues. You will see the proper names and departments appropriate for you.

Questions of all crosslisted organizations will appear on the survey regardless of ownership. For example, in the Business Finance course questions set by both the Business and the Accounting departments will appear on the survey. By assigning ownership, what you are doing is saying which department has priority when it comes to the instructor settings. So if Business says that the instructor is mandatory and limited to 5 questions, while Accounting marks the instructor as optional and allowed 20 questions, the department that has ownership will take precedence for these settings. This means if Accounting owns the course, the instructor can turn off the survey or keep it and add up to 20 questions.

You may see that some or all departments have already been marked for ownership. The other department may have already logged in and set these values. For those that aren't set, mark which ones you know the ownership of, and click the save button.

Videos of the above (Same content, different formats):

To see course information you must enter information in at least on the the search fields (department, course title or instructor last name) and click on the 'Search' button.

By default, all instructors in your organization will NOT have survey(s) turned ON. If an instructor is mandatory, you must select the ON button for all courses the instructor is required to conduct surveys for.

After selecting the appropriate ON/OFF settings, click on the "Submit Changes" button at the bottom of the page. A confirmation email will be sent to you entailing the changes you made. If you change your mind - you can change the setting back.

If all the listed courses needs to turned either ON or OFF - you can use the "Turn On All Surveys" or "Turn Off All Surveys" buttons.

If an instructor is optional, the instructor can log in during the instructor period, and determine if they want to use eCafe for their course evaluation.

You can turn surveys ON/OFF until the student period ends. If you change the setting after the Instructor period starts, the instructor will be notified by email that you changed the status.

After the student period ends - you will not be able to change the on/off status but you can see the listing and you will be able to tell if a survey were on or off.

Videos of the above (Same content, different formats):

If you are in an organization that set its Instructors to "Mandatory" you will NOT see these buttons, all your courses are enabled by default and you cannot turn them off. The only exception to this are x99 and x00 courses which are not enabled by default. For these courses only you will have an "Enable" button since they are not already enabled.

Your organization has the ability to set whether your surveys are enabled or disabled by default. Most organizations set all their instructors to enabled so that you will receive the email notices from the eCAFE system. If you receive a notice from us saying it's time to set up your surveys, this means you have an enabled survey. The email will also specify if you are set to optional or mandatory. If you are an "Optional" instructor who does not want to use eCAFE, you must log in and turn off your surveys.

It's important to note that if your organization turns off all your evaluations, or if you are not in a participating organization, then you will not receive the email notice from us informing you that eCAFE is open for setup. If you do want to use eCAFE, please put the eCAFE instructor edit period start date on your calendar so you know when to setup your surveys.

Notice that the last class in the list has no buttons at all. This is because the class has zero enrollment, so eCAFE does not allow you to create or enable a survey for it.

The actual questions may vary depending on your organization, but the idea is the same: place a checkmark next to each question you want to appear on all the survey for that course. Your organization sets a limit on how many questions you can add. Take a look at the top of page to see what your limit is. In the image above, it says "You can select up to 20 questions." Right below that is a counter of how many you've already selected: "You currently have 9 questions selected in your question set." As you select questions, that number will increase.

If you see any questions that are checked, bolded, and in green, these questions were previously selected by your organizations. You cannot deselect these questions.

All questions set at the campus, college, division, department, and subject levels will appear on the survey, along with any that you add. To add questions, go through the list placing a check mark next to each survey you want to appear on your survey.

When you've selected all the questions you want, then click the "Save" button at either the top or the bottom of the page. Once you've saved, the page will reload and you will see something like this:

Notice the banner that says "Your changes have been saved." If you don't see that your questions have not been saved and if you leave the page, any changes you made will be lost.

After saving, if you scroll through the list of questions you will see that all the questions you saved are also bolded in green.

You can also reach this page by clicking the "View Survey" button next to each course on your home page. Note the top section includes the questions that you selected, and the bottom shows the questions that were set by any of your organizations.

See survey as the student will see it:

This shows the survey exactly as the students will see it. The questions are displayed in the same order and format that the students see.

When you're back on the main page, look towards the bottom of page where it shows all past surveys.

Decide on the course you want to copy the questions from and click the "Copy Survey" button next to it.

If you are teaching multiple courses this semester, all enabled surveys for those courses will appear at the top of this page. You need to select one of these courses as the one to which you are going to copy questions. If you have only one course evaluation enabled, it is assumed that is what you copying the questions to and this section will not appear.

Just below that, you will see a list of all the questions you had on that past survey.

Check all the questions you want to appear again on this semester's survey (use the "Check All" button if you want the survey in its entirety), and click the "Copy" button at the bottom of the page.

The page reloads showing something similar to the above image. You should see a banner confirming the save:

And all the questions you selected should be bolded in green:

If at this point you decide you want to add more questions in addition to the ones you just copied, then go back to the home page and click the "Edit Survey" button and follow the instructions provided in the appropriate section above.

take a look towards the bottom of the page where it says "Past Surveys."

To see your results, click the "Results" button next to one of your courses.

This brings up a page that shows you the aggregate results for sections of your course. For each multiple-choice question it shows the aggregate statistics broken down by campus, college, division, department, your course, and each section of your course.

Open-ended results are shown in a list:

You can view the results in non-aggregate format as well. Towards the top right of the page there's a link "Individual results."

This shows each student's survey, anonymized. By using either the Next/Previous links or the drop-down menu, you can flip through each students' set of responses, rather like flipping through a stack of paper surveys. This shows all responses given by a single student.

To see your results (as with courses with only one section), click the "Results" button next to one of your courses. This brings up a page that shows you the aggregate results for your survey questions. For each multiple-choice question it shows the aggregate statistics broken down by campus, college, division, department, your course, and each section of your course.

Open-ended results are shown in a list, showing the course reference number the anonymous student belonged to.

You can view the results in non-aggregate format as well. Towards the top right of the page there's a link "Individual results." Each of the submitted surveys are shown in a list indicating the course referece number of the section the anonymous student belonged to. For more information about viewing the individual surveys, please review the section of this page explaining how to view results for surveys without multiple sections.

With these links you can download your results in either Excel or PDF formats.

The results of the survey is private to the instructor. The instructor can choose to share the results or keep it private. Still, in many cases you will need to provide your results to another person, perhaps your dean or department secretary.

All three tasks can be accomplished on the Instructor's home page.

The following sections will go through the steps to share results.

Once the student period ends and the results are published new options / buttons appear on the Instructor's home page. The instructor can choose to share the results.

On the instructor's home page, click on the "Share My Results" button to designate another user to view all of your results, indefinitely or until you choose to revoke the permission.

On the page that follows - select the UH user name of the person you would like to designate.

Enter the email address of the person with whom you would like to share the survey results. You may also change the 'Subject' field.

Click on the 'Email your Results' button.

A message is displayed to confirm that the email has been sent.

Below is a sample of the email sent -
"-Instructor- has forwarded his/her survey results to you. Please go to the link below to see the survey and aggregate responses. http://www.hawaii.edu/ecafe/results.html?key=..."

The recipient of the email does not have to log in.

Sharing results via email only gives the email recipient access to the aggregates of a specific survey. If you would like to share more than one survey you must repeat the process for each survey in question.

The surveys published to the public section - are as the name indicates - open to all users.

To publish survey results, on the instructor home page, click on the 'Publish' button to the right of the listed surveys.

eCafe will give the instructor the opportunity to 'hide' some of the open-ended responses. All responses are displayed by default (selected).

Unselect questions that you choose to hide, for example:

Click the "Save" button.

In the upper portion of the page is a link to preview the results. The sample below highlights he open ended questions listedn in the previoew.

If you choose to hide a response, it will be marked by the text --snipped-- and a message listing how many responses for that particular question is shown (seen in sample above).

You can change your mind at any time and remove the survey from the published area by clicking on the "Unpublish" button. Or futher edit the visible responses by clicking on "Edit Published Results"

The published results can be viewed by all users in the public section of eCafe.

You reach the public section by clicking on the "Published Surveys" link on the eCafe home page www.hawaii.edu/ecafe.

Videos of how to share results (same content, different formats):

This concludes the walk-through of the Instructor portion of the site. Hope it helps.

Please note that all information about individual students and courses will be held in strict confidence and instructors do not see their evaluation results until after grades are posted.

The surveys have multiple choice questions. The survey may also have open ended questions for students to enter free form text.

In the past it has been reported from students that they accidentally filled in and submitted surveys intended for a different instructor. Students have also reported that they meant to give an instructor positive ratings but accidentally marked the negative column. To minimize occurrences of these two types of errors, eCafe lists the name of the instructor both at the top of the survey and right above the submit button. eCafe lists the positive answer in green with a happy face and the negative responses in red with a sad face.

Since the surveys are anonymous, once submitted there isn't anything that can be done to correct and/or delete incorrect submissions.

We recommend that if it does happen, you notify your instructor of the mistake in writing so the instructor have documentation of the incorrect rating.

When filling out open-ended questions, the maximum number of characters eCafe can handle is 2500. There is a counter below each of the text areas notifying you of the remaining characters available.

Important note - if you are in a class with few students - and you wish to remain anonymous - please ensure that your responses to open-ended questions can't be specifically connected to you.

When filling out your surveys - please do so without taking long breaks. If you spend more than an hour entering your survey or walk away from it, eCafe may be unsuccessful in saving your entries. Also - eCafe is unavailable from 2:30am to 4:00am Pacific Time. If you are in the middle of entering a survey at that time - eCafe will not be able to save your entries.

If you have been working on your survey for over an hour or during the out-age time, we recommend that you save the page to your computer for future reference, in case the submission fail and you have to re-enter the survey.

Submit your survey entries by click on the 'Submit' button.

As mention above, the name of the instructor for the survey right above the submit button. Make sure you submit the evaluation for the listed instructor.

A confirmation message is displayed. Print out the page or save it to for example PDF. If your instructor is giving out extra credits or rewards for filling out the survey - this confirmation notice displayed on your student home page is the proof that you completed the survey.

A pop-up window will appear requiring you to confirm that you choose to opt-out. Click 'OK' to continue.

The student's home page will display an opt out confirmation.

When the students have either completed the surveys for all the listed courses or opted out, the following message is displayed at the bottom of the student's home page.

The student home page can also be used as proof to a instructor that the student completed a survey. Print it or save it and email it to your instructor if need be.

Videos of how to share results (same content, different formats):