CAFE - Course and Faculty Evaluation, University of Hawaii

See an 11 minute video general overview of eCAFE here. (11 minutes, popup window)

See a video of the Staff-oriented Brown Bags eCAFE session here. (13 minutes, popup window)



Walkthroughs

  • View Coordinator Walkthrough
  • View Staff Walkthrough
  • View Instructor Walkthrough
  • View Student Walkthrough
  • Coordinator Walkthrough

    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.

    Org Level Results

    Go to http://www.hawaii.edu/ecafe

    Welcome

    Click the "Login To eCAFE" link or the "Login" link in the upper right corner of the page. This takes you to the normal UH username and password prompt. Log in using your regular UH username and password, and it will take you to a page that looks like this (but listing the name of the Campus that you are affiliated with):

    Coordinator Home

    Org Level Results

    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. Coordinator Org Level Results - Select Org

    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.

    Coordinator Please wait...

    The results will be displayed as follows.

    Coordinator Campus Level Results - Select Org

    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.

    Coordinator Campus Level Results - Select Org

    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".

    Coordinator Excel

    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.

    Coordinator Excel

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




    Staff Walkthrough

    Add Questions

    View Survey

    Copy a past Survey

    Instructor Settings

    Crosslisted Courses

    Turn Surveys ON/OFF

    Go to http://www.hawaii.edu/ecafe
    The following will take you through all the possible things you can do as a Staff member.

    Welcome

    Click the "Login To eCAFE" link or the "Login" link in the upper right corner of the page. This takes you to the normal UH username and password prompt. Log in using your regular UH username and password, and it will take you to a page that looks like this:

    Staff Home

    If you don't see something resembling the "Upcoming Survey" portion of that page, then click on "Staff Home" in the green line near the top of the page. It's possible that you have multiple roles (Coordinator and Staff for example) and you were taken to the home page for the other role. If you do not see either the "Upcoming Survey" page AND there is no link labelled "Staff Home", please check the FAQ page /ecafe/staff/faq;jsessionid=1EF707303A33EA8813EF7E6052EA2E3D to see if your name is listed. If your name is not listed, that means you are not in our system as a Staff member. If you feel this is in error, please contact us via the appropriate email address at /ecafe/staff/contact;jsessionid=1EF707303A33EA8813EF7E6052EA2E3D.

    Setting questions for the first time:

    Assuming you do see the "Upcoming Survey" portion, let's continue. If you've never used eCAFE before, you're going to have to select the questions you want to appear on the surveys of all courses in your organization (An organization is a campus, college, division, department, or subject). Click the "Edit Survey" button, and you will see something similar to the following.

    Edit Survey Page

    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.

    Select Survey Questions

    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:

    Survey Saved Message

    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.

    Reviewing your survey:

    Once you've saved your questions, you likely want to have review, so click the "View Survey" button and you will see something like this:

    View Survey

    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:

    View Survey as Student

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

    Copy a past survey:

    If you've used eCAFE in the past, and want to use the same questions as you did previously, there's an easier option. You can clone your questions from a past survey. To do this, go back to the home page by clicking on the "Staff Home" link in the green bar in the upper- right portion of the page.

    Staff Home

    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.

    Copy a past Survey

    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.

    Past Survey Copied

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

    Edit Instructor settings (Mandatory vs. Optional Instructors and limiting the number of questions instructors can add):

    Now that you've set the questions on the survey, it's time to determine the instructor options. Go back to the home page by clicking on the "Staff Home" link in the green bar in the upper- right portion of the page. When you're back on the main page, click the "Update Instructor Settings" button. You will see a page like this:

    Instructor Options

    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.
    Near the top of the "Instructor settings" box there is a single checkbox. If this box is checked, then instructors are allowed to add questions to their personal surveys in addition to the ones you just set. If the box is un-checked, the instructor must use the survey as-is without adding any questions. Note that no matter what setting you select, the instructors cannot remove any of the questions you set.

    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):

    Crosslisted Courses:

    Next up is handling of crosslisted courses. A crosslisted course is a course that is shared between multiple departments but is really one course. For example, a course called "Business Finance" might be listed under both Business and Accounting. Students register for the class using different crns depending on the department they signed up through, but it's really the same class with the same instructor, location, dates, and times.

    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.

    Crosslisted Courses

    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.

    Saved Crosslisted Courses

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

    Turn surveys ON/OFF:

    The final action you must take is to verify courses and determine which courses/instructors should have surveys turned ON.
    Look up in the top-right hand corner for a link titled "Manage Surveys," it's located in the green bar. Click on it and you should see something like the following.

    Courses Enabled and Disabled

    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):

    This concludes the walk-through of the Staff portion of the site.



    Instructor Walkthrough

  • Changes to eCAFE as of 201410
  • Fast Track: Copy Questions
  • Fast Track: Publish Surveys
  • Fast Track: Share Surveys with other UH Users
  • Courtesy Notifications
  • Enable/Disable Surveys
  • Add Questions
  • View Survey
  • Copy a past Survey
  • Verify Students
  • View Results
  • View Results for Surveys with Multiple Sections
  • Share Results by Designating Users to View Results
  • Share Results via Email
  • Publish Results
  • Sign Up for Courtesy Notifications
  • The following will take you through all the possible things you can do as an Instructor.

    To get started, go to the eCAFE Home Page: http://www.hawaii.edu/ecafe

    Welcome

    Click the "Login" button or the "Login" link in the upper right corner of the page. This takes you to the normal UH username and password prompt. Log in using your regular UH username and password, and it will take you to a page that looks like this:

    Instructor Home

    This is the layout of the instructor home page. If you have another role (Staff, Coordinator, Student) this may not be the first thing you see. To navigate to this page when you have other roles in the application, look up in the menu bar at the upper right corner for a link labeled, "Instructor Home" and click that to come to this page.

    The instructor home page will contain different information depending on the timing of when you log on. If it is during the 'Instructor Set Up Period' you will see all your courses. If you have courses that don't match the normal 16 weeks of instruction, you may see those courses listed on the page. Regarless of timing, the upper part of this page remains the same.

    There are two sections up top:

  • Fast Track Edits
  • Courtesy Notifications


  • The Fast Track Edits provides the ability to do actions that can affect multiple surveys, i.e a faster way to get things done. The courtesy notifications allows you to register to receive email notifications.

    Changes to eCAFE as of 201410


    eCAFE was changed prior to the fall 2013 semester. Before explaining the instructor pages and tasks please note that as of the fall 2013 semester eCAFE conducts evaluations based on sections. Each course reference number for each instructor will have a unique survey. Prior to the change eCAFE conducted surveys per course and instructor. If a course included multiple sections, all those sections were treated as one class and had only one survey. The reason change was implemented is so that the staff and instructor can choose directly which sections to conduct surveys for and the instructor is also able to select a different set of questions for each of the sections. This is helpful when one section is face to face and another is online. To make a meaningful survey many instructors want to ask different questions depending on the type of class they taught. If you teach many sections of the same course you might be unpleasantly surprised having to set up many surveys. To assist in the tedious task we created the Fast Track Edits: Copy Question feature. Set up one survey per type of section, then use those 'template' surveys to copy the questions to all applicable surveys.

    Fast Track Edits: Copy Questions


    Copy Questions

    Clicking on the 'Copy Questions' image in the Fast Track Edits section will navigate you to a page that looks like this:

    Instructor Copy Questions

    Select the applicable survey to copy questions from in the drop-down list. All surveys for which you have selected questions will appear in this drop-down even surveys from the current term. If you have no surveys to copy from, exit this page and go to one of your surveys and set it up individually (see instructions below if needed). Once you have selected questions for one survey, click on the 'Copy Questions' again and the survey for which you just selected the questions, will show up in the drop-down and you can copy the questions to all or some of your other current surveys. In the example above, the survey selected to use as the 'copy-from' have 18 questions. The 18 questions will be copied to any course selected in the list box.

    In the list box, select one or more surveys to copy the questions to. You select multiple by holding down the ctrl-key while clicking on a course listing.

    Click on the 'Copy Questions To Selected Surveys' button. If you select a survey to copy questions from that have more questions than you are able to copy to your new survey, it will copy the questions up until it hits the maximum. If the question counter reaches the maximum before it is done copying, you will see a message. If you reach the max, you should go to the individual survey and check it out. This process will only copy distinct questions. If a question already appear on the 'copy-to' survey, the question will not be copied.

    Fast Track Edits: Publish Surveys


    Publish Surveys

    Clicking on the 'Publish Surveys' image will navigate you to a page like this:

    Instructor Publish Surveys

    The page displays two listboxes. The left will show all your surveys that are not published. The right side will show all the surveys you selected to publish, if any. You can choose to publish or revoke publication by selecting the survey and using the left or right button to move the survey(s) to the opposite side. Once the survey is moved over, the task is complete. There is no need to click on any other button to save. You can select to move multiple surveys by holding down the ctrl-key while clicking on the surveys.

    Fast Track Edits: Share Surveys with other UH Users


    Share Surveys

    Clicking on the 'Share Surveys with other UH Users' will navigate you to a page that will allow you to designate another UH user to view all your survey 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.

    If you do not know the persons UH name, use the directory at
    www.hawaii.edu/dir to search for person(s).

    Select Designee

    To confirm that the correct UH user name is selected eCafe lists details regarding the entered user name.

    Share Results With

    Use the buttons at the bottom to either cancel or confirm to share the results. If you confirm, you will see the selected users name in the "Your Result Recipients" list on the instructor home page.

    Result Recipient

    You may select additional UH users to share your results with by repeating the steps above.

    If at any time you would like to revoke the permission for a designated person - navigate back to this page and click on the 'Delete' button listed next to the particular user.

    Each person you designate will receive an email from eCafe stating -

    "This email confirms that on - date - the instructor's name - granted you the permission to view his/her survey results through eCAFE (electronic Course And Faculty Evaluation). To view a survey, please log in to eCAFE at http://www.hawaii.edu/ecafe using your UH username and password. "

    Each of the designated users home page will have a 'Result-Recipient Home' link on the menu on the upper right side of the home page. From the Result-Recipient home page the person can access the results for all your surveys.

    Recipient Home

    The designated person selects the applicable instructor and a page with all that instructor's past surveys are displayed.

    Recipient View

    When the designated person clicks on the View Results button the aggregate results are displayed just as it displays for the instructor. The viewer cannot see any individual results, just the aggregate.

    Courtesy Notifications



    eCAFE does not turn on any surveys automatically. Your campus, college, division and/or department may turn on your surveys or they may not. eCAFE sends automated notifications and reminders of the deadlines for setting up the surveys. These emails are only sent to instructors with surveys turned on. To avoid missing to set up your surveys because eCAFE won't email you, you can choose to recieve at least one email each semester notifying you that eCAFE is in the instructor period and that if you plan to use eCAFE this semester you should log on and set up your survey. You 'opt-in' to receive the emails by clicking on the 'Please ensure I receive eCAFE courtesy notifications' button at the top of the instructor home page, see picture below. You can change your mind at any time by selecting 'No thanks, I don't want eCAFE courtesy notification'.

    Result Recipient


    Home Page Before Set Up Period


    If you log on to eCAFE before the instructor set up period begins you will see a message telling you when the set up will be open.

    Home Page Before Set Up Period


    Non Traditional Surveys


    Non-traditional surveys are created for courses that do not follow the academic calendar's normal 15-16-week schedule. For fall or spring, if the course do not end a couple of weeks after the end of the instructor period and before the end of the semester, a non-traditional survey will be created. In the example below the two courses end 9/26/13 and 10/31/13 and can therefore not be evaluated during the fall student evaluation period at the end of November, early December.

    Home Page Showing Non Traditional Courses

    Non-traditional surveys will use the organizational questions from the previous fall or spring which ever one falls the closest. The reason the previous set up is used vs. the current is to ensure the question set is set and will not change during the evaluation period. The instructor can select questions at any time. No rules apply to the non-traditional surveys. The instructor or staff must turn the survey on to activate it. The survey becomes available to the students the moment it is activated. Please note that eCAFE does not send emails to students with non-traditional surveys. The instructor must notify his/her students. The survey will automatically close after the listed end date. The results statistics will be computed the following week and the survey results will be released after the instructor enteres all the grades and the registrar 'rolls' the grades. Using the non-traditional surveys is not meant to be the norm. It is an attempt to make eCAFE a little more flexible to handle the not normal situation. The usage of this type of surveys should be minimal. Normal 'staff-rules' such as requirement of conducting the survey or rules of how many questions to add to the survey are not enforced. The instructor should follow directions from his staff. If the staff turned on a non-tradtional survey, you may want to check with your staff before turning off.

    Like any other survey, you can choose to set up the surveys by using the Fast Track: Copy Question describe above or by clicking on the 'Edit Survey' button and choose questions from the long list of questions available in the system. The process of selecting questions is identical to how you set it up for the traditional courses and for further instructions please review the sections describing the process below.

    Traditional Survey Set Up


    If you login during the instructor period - the 'Traditional Term Courses' should list all your classes that follow the normal academic calendar. If some or all of your classes are missing, please check if they are listed in the non-traditional category (non-traditional surveys would be listed just above the traditional surveys if there are any). Please review above how eCAFE classifies a course as non-traditional. If your course is either missing and incorrectly categorized as non-traditional, please contact us via the appropriate email address listed at
    http://www.hawaii.edu/ecafe/contact.jsp

    Below is a sample of the 'traditional' term courses section on an instructor home page.

    Home Page Showing Traditional Courses

    Enabling/Disabling Surveys:

    Notice that next to the CIS699 there is a "Disable" button and next to the ICS111 classes there are "Enable" buttons. This instructor has those buttons because his organization (campus, college, division, department, or subject) allows him to decide if he want so use eCAFE or not. He has the ability to turn his surveys on and off at will.

    If you are in an organization that require the instructors to use eCAFE you will NOT see the Enable/Disable buttons. If the staff user enabled your survey, you would not be able to turn it off. The only exception to this are x99 and x00 courses.

    Your organization has the ability to turn on your surveys. If you receive a notice from eCAFE saying it's time to set up your surveys, this means you have an enabled survey.

    It's important to note that if your organization do not turn on any of your evaluations, then you will NOT receive the email notice from eCAFE informing you that your surveys are available 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 or select to receive courtesy emails from eCAFE. If you chose to use the courtesy email you will be notified when the instructor set up period starts. You can select to receive the courtesy emails by making the selection at the top of your instructor home page.

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

    Setting questions for the first time:

    There's another button that appears next to the CIS699 classes, the "Edit Survey" button. You will only see this button if your survey is enabled. Your organization determines whether or not their instructors can add questions in addition to the ones that they already set. If you do not see this button while your survey is enabled, it means that your organization do not allow you to add additional questions. There's nothing you need to do to your survey if such is the case.

    If you see the "Edit Survey" button you have to option to add questions to the survey. If you've never used eCAFE before, you're going to have to select the questions you want to appear on at least on of the surveys. To set questions for a survey, click the "Edit Survey" button next to that course reference number and you will see something similar to the following:

    Instructor Edit Survey Page

    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 the survey. The questions listed on this page are the questions available. eCAFE does not allow you to create new questions. If you cannot find any question that cover what you want to ask, contact us via the appropriate email address listed at http://www.hawaii.edu/ecafe/contact.jsp. If the proposed questions is unique, support staff will be able to add your question to the pool of questions. 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.

    Organization 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 question you want to appear on your survey.

    Select Survey Questions

    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:

    Survey Saved Reload Page

    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.

    Survey Saved Message

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

    Survey Saved Questions Bolded

    Reviewing your survey:

    Once you've saved your questions, you likely want to have review, so click the "View Survey" button and you will see something like this:

    Instructor View Survey

    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:

    Click on "View Survey As Student" button if you want to see what the survey will look like when the students are evaluating your course.

    View Survey as Student

    The order of the questions are based on its category and sub-catergory. The questions of the same type will be group together on the survey.

    Copy a past survey:

    If you've used eCAFE in the past, and want to use the same questions as you did previously, you have two options: use the Fast Track: Copy Questions as described earlier or go to the result section for a previous survey and copy the questions from a past survey. The difference between the two processes is that you have the ability to select a sub-set of your previously selected questions if you follow the process described below. The fast track copy features does not give you the option to pick and choose what questions you want to copy, it will copy all until it reaches the maximum number of questions allowed.

    The instructions below describe how to use a past result and copy specific questions to a new survey.

    Go back to the home page by clicking on the "Instructor Home" link in the orange bar in the upper right portion of the page.

    Instructor Home

    When you're back on the main page, look towards the bottom of page where it shows all past surveys. The sample page above does not show past surveys. Below is an image of how the results section would be displayed.

    Instructor Home Past Surveys

    ICS331 Fall 2012, ICS331 Spring 2012 and ICS331 Fall 2011 displays 'Copy Survey' buttons off on the right side. That means that the instructor selected questions for those surveys - in addition to what ever other questions the instructor's department, college, division or campus may have set. There is no copy button for ICS464, that means the instructor didn't select any questions. The instructor can re-use the question selected for any upcoming survey. The user must click on the 'Copy Survey' button for the survey he/she wished to 'copy-from'. You will be navigated to a page that looks like this:

    Copy a past Survey

    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 'copy-to' survey. 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.

    Copy past Survey select course

    Just below that, you will see a list of all the questions available on the 'copy-from' survey.

    Copy past Survey select questions

    Check all the questions you want to appear again on the 'copy-to' 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.

    Past Survey Copied

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

    Past Survey Copied Message

    All the questions you selected should be bolded in green:

    Past Survey Copied Questions

    If 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 next to the applicable survey and follow the instructions provided in the appropriate section above.

    Verify Students:

    To ensure that all your students are recorded correctly in eCAFE, click on "My Students" button next to each course.

    My Students The page that follows will show you a list of all the students enrolled in that course. If there are any discrepencies, then please report it to the appropriate contact information found at http://www.hawaii.edu/ecafe/contact.jsp. Please note that all student enrolled in the class will be on that list and will have the ability to fill out an eCAFE survey. We do not remove any student that is officially enrolled, regardless of their attendence record.

    That's it for what you can do for upcoming surveys, the rest is what happens after. At the start of the student open period, you will receive an email message from the eCAFE system which contains content that we ask you to forward to your students. It's important that you forward this message as it lets the students know that you are involved in the process and that subsequent emails that the student receives directly from the eCAFE system are legitimate and not spam. If you do not forward this message or talk about eCAFE in class it's highly likely you will have a very low response rate as your students will assume eCAFE is spam or a phishing attack and delete the message without ever reading it.

    All subsequent reminder notices will be sent directly from eCAFE to the student. You can see the general text and time frames of all messages the eCAFE system sends out at http://www.hawaii.edu/ecafe/email.jsp (popup window). While the text of the messages may change in the future, the general point of the messages will remain the same, and any changes will be reflected on that page.

    Results are ready a few days after grades are due at the last campus in the UH system. Different campuses require final grade submission on different days so we hold the grades until all grades system-wide are submitted. Typically this is approximately one week after the end of finals week. See the front page of the site http://www.hawaii.edu/ecafe (popup window) for the date results will be available this semester. Before releasing any survey results, eCAFE will check that the grades have been set for all the students in the class and the registrar rolled the grades.

    Viewing your results:

    Log on to eCAFE and find the instructor home page. It should be your default page if you only have the instructor role. If you have multiple roles in eCAFE, look in the menu on the upper right and click on the 'Instructor Home' link.

    Instructor Home

    To view results, look for the section "Most Recent Released Survey Results" towards the bottom of the page. If you can't find the survey results you are looking for, scroll to the bottom of the page and click on the button 'View All Past Survey Results'. Below is a sample of the what the result section look like.

    Instructor Home Past Surveys

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

    Instructor View Aggregate Results

    This brings up a page that shows you the aggregate results. For courses prior to 201410 , this page will show the course statistics as well as broken down into all the sections that was evaluated. Starting 201410, the survey is no longer per course but per section and the only time you will see multiple sections is if the section is crosslisted. For each multiple-choice question the results will shows the aggregate statistics broken down by campus, college,division, department and your class.

    Instructor Aggregate Results

    Open-ended results are shown in a list:

    Instructor Open-Ended Results

    If the class was crosslisted the list of open-ended answers will be grouped by section.

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

    Instructor 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, just like flipping through a stack of paper surveys. This shows all responses given by a single student.

    Viewing your results of surveys with multiple sections:

    Just as if you were viewing surveys with only one section, after logging in and coming to your home page, take a look towards the bottom of the page where the results are displayed. A survey with multiple sections will have a layout as follows showing response information per section.

    Instructor Section Results

    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.

    Instructor Aggregate Section Results

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

    Instructor Open-Ended Section Results

    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.

    Instructor Individual Section Results

    Export your results:

    If you want to export your results, go back to the page of aggregate results by clicking the "All Sections" link in the upper-right corner. On that page you'll see this near the top of the page:

    Instructor Export Aggregate Results

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

    Sharing Results

    The results of the survey is private to the instructor. The instructor can choose to share the results or keep it private.

    There are three ways for an instructor to share the survey results:

  • Selecting specific users that can login to eCafe and view the results
  • Email users a link to a page where he/she can view the results
  • Publish the results to the public section of eCafe where anybody can review the results
  • All three tasks can be accomplished from the Instructor's home page.

    Instructor Home

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

    Share Results by Designating Users to View Results

    This process is explained above in the Fast Track: Share Surveys with other UH Users section.

    Share Results via Email

    To share survey results via email, on the instructor home page, click on the 'Email Results' button next to a listed course.



    Emailing Results

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

    Emailing Results

    Click on the 'Email your Results' button.
    Results Sent

    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 you would like to share.


    Publish Results on eCafe

    The third alternative to share survey results is to allow for the results to be shown in eCafe's public section.

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

    Publishing the results can be done two ways, either by click on the 'Publish' button to the right of the listed surveys as described below or by using the Fast Track: Publish Surveys feature described above.

    If you use process initiated by clicking on the 'Publish' button in the results section, eCafe will give you the opportunity to 'hide' some of the open-ended responses. All responses are displayed by default (selected).

    Publish Results

    List of sample of open ended responses

    Unselect questions that you choose to hide, for example:

    Response to be Removed

    Click the "Save" button.

    Update Successful

    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.

    Preview Survey

    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"

    Unpublish Survey

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

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

    eCAFE Home

    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.

    Student Walkthrough

  • Enter an Evaluation
  • Opt-out of Survey
  • Opt-out of All Surveys
  • Not Evaluation Period
  • The following section will describe how a student uses eCafe.

    To get started, go to http://www.hawaii.edu/ecafe. Click the "Login To eCAFE" link or the "Login" link in the upper right corner of the page. This takes you to the normal UH username and password prompt. Log in using your regular UH username and password, and it will take you to a page that looks like this:

    Student Home

    If any of your courses have an open evaluation you will see it listed. In most cases the evaluations will be open during the 'Student Evaluation' period which you can see the dates for on the eCAFE home page. In certain circumstances eCAFE allows the instructors to conduct the evaluations at different times. That could happen when you are in a course that ends at a different time from the academic calendar. If your instructor asks you to go to eCAFE to fill out a survey during times outside of the normal evaluation period, please do so.

    As you can see in the picture above, you have two evaluations availabe to fill out. For PSY212, the instructor has chosen not use eCafe. You will see the text 'There is no survey given for this class'.

    You have three options, either fill out a survey, opt-out of a specific survey or opt out of all surveys.

    Enter an Evaluation

    To enter an evaluation, click on the 'Do Survey Now' button. eCafe will display the survey for the selected course and instructor.

    Student Home

    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. It also lists the name of the instructor when ever possible in the actual survey questions. 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 you submit an evaluation with mistakes, 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 take 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.

    Open Ended Question

    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. If it lists the name of a different person, do not submit. Contact your instructor for clarification.

    Submit Survey

    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.

    Confirmation

    Opt-out of Survey

    If you wish to opt-out of a survey, click on the 'Opt-out' button for the particular course and instructor on the student home page.

    Opt Out

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

    Opt Out Popup Confirmation

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

    Opt Out Popup Confirmation

    Opt-out of All Surveys

    If the student do not wish to participate in any of the surveys he/she can choose to opt out of all surveys by, clicking the 'Opt-out of my all surveys' button on the student home page.

    Opt Out of All

    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.

    Completed All

    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. Once the evaluation period ends, the opportunity printout proof of completion ends.

    Not Evaluation Period

    If the students log into eCafe during a time period when eCafe isn't accepting evaluations, a page looking like this will be displayed (it will show different dates depending on the semester).

    Opt Out Popup Confirmation

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



    This concludes the walk-through of the Student portion of the site.