CAFE - Course and Faculty Evaluation, University of Hawaii

Emails to Staff:

Target When sent Text
All Staff Start of Staff edit period Dear <staff name>, The UH Course And Faculty Evaluation (eCAFE) system is now up and running. Please visit http://www.hawaii.edu/ecafe to login and setup your department surveys. You have until <date/time> before the staff setup period closes. Once you log in, you will see several buttons that guide you through the setup process. 1) Edit survey: Go here to set the questions that will appear on all surveys for your department''s instructors. You can add and remove questions. 2) Update instructor settings: This button takes you to a page where you have two actions. First, you set whether or not you want to allow your department's instructors to add their own questions to the survey in addition to the ones you personally selected. Second, you can select which instructors have mandatory surveys, and for which instructors the surveys are optional. Please make sure ALL instructors who are teaching in your department are listed on this page. The instructors will not receive a survey if they are not listed on this page. 3) Finally, and most importantly, you need to click the 'Manage Surveys' link at the top of the page to enable/disable your instructors' evaluations. By default, all surveys are turned OFF (disabled), so be sure to enable the evaluations as needed. There is a walkthrough available at http://www.hawaii.edu/ecafe/demo.jsp#staff where you can get the details on all the options available to you. If you have any questions or concerns, please find the appropriate contact information for your campus at http://www.hawaii.edu/ecafe/contact.jsp.
All Staff Middle of Staff edit period Dear <staff name>, The UH eCAFE (Course And Faculty Evaluation) survey setup is underway. If you have not already done so, please visit http://www.hawaii.edu/ecafe to log in and setup your organization's surveys. You have until <date/time> before the staff setup period closes and you can no longer edit. It is important that you log in and click the "Manage Surveys" link at the top of the page. This is how you enable and disable the evaluations for your organization. By default, all the evaluations are turned OFF (disabled) so if you want your instructors to use eCAFE, please be sure to turn them go to this page and enable their evaluations. If you have any questions or concerns, please find the appropriate contact information for your campus at http://www.hawaii.edu/ecafe/contact.jsp
All Staff Roughly one week before close of Staff edit period Dear <staff name>, The UH eCAFE (Course And Faculty Evaluation) survey setup is underway. If you have not already done so, please visit http://www.hawaii.edu/ecafe to setup your survey. You have until the end of this week, <date/time>. This survey will close to any further editing by you on <date/time>. Please forward the attached message to all your instructors. The notice will inform instructors about what eCAFE is, what the relevant dates are, and what is expected of them. This will also help us in making sure that no instructor has been omitted from the survey process. Starting <date/time>, your instructors will be able to log in and make any allowed changes to their surveys. On that day, we will be sending the instructors another email to remind them that the system is o pen and to provide further instructions. If you have any questions or concerns, please find the appropriate contact information for your campus at http://www.hawaii.edu/ecafe/contact.jsp ----- To be forwarded to your instructors: Hello, Your department has elected to use eCAFE, the online Course And Faculty Evaluation system. Starting <date/time>, you will be able to set up your surveys. To do so, please log in to eCAFE at http://www.hawaii.edu/ecafe using your UH username and password beginning <date/time>. Each participating campus and department has selected questions that will appear on all surveys for their instructors. Your department has also set how many questions you may personally add to each of your surveys. While you are not required to add your own questions, if you choose to do so, you may select from a list of existing eCAFE questions. You will have until <date/time> to make your changes. This survey will close to any further editing by you on $instructorEndDate. Your students will be taking the surveys from <date/time> to <date/time>e. During this time, you will receive emails from us to be forwarded to your students. These emails will introduce eCAFE and provide usage instructions. You will also receive weekly emails with completion rates and ideas on how you can improve the number of responses if need be. If you have any questions or concerns, please find the appropriate contact information for your campus at http://www.hawaii.edu/ecafe/contact.jsp
All Staff The day the instructor period opens Dear <staff name>, Starting today, <date/time>, instructors can log in and make any allowed changes to their surveys. Please forward the attached message to all your instructors. The notice will inform instructors about what eCAFE is and what is expected of them. This will also help us in making sure that no instructor has been omitted from the survey process. If you have any questions or concerns, please find the appropriate contact information for your campus at http://www.hawaii.edu/ecafe/contact.jsp -------- To be forwarded to your instructors: Hello, The online Course and Faculty Evaluation System (eCAFE) is open today, through <date/time>. eCAFE is an entirely online process where everything from setting the questions, to the students taking the surveys, to getting your results is done entirely online at http://www.hawaii.edu/ecafe. To use the system, please log in to eCAFE at http://www.hawaii.edu/ecafe using your UH username and password. This system is not the same as the paper-based CAFE (http://www.cafe.hawaii.edu) and the two should not be used together. You will be receiving an email in the next 24 hours from the eCAFE system providing instructions on what you need to do, if anything, before the system closes on <date/time>. If you do not receive an email, please contact the appropriate representative for your campus, found at http://www.hawaii.edu/ecafe/contact.jsp, so we can make sure that you haven't been unintentionally omitted. Your students will be taking the surveys from <date/time> to <date/time>. During this time, you will receive emails from us to be forwarded to your students. These emails will introduce eCAFE and provide usage instructions. You will also receive weekly emails with completion rates and ideas on how you can improve the number of responses if need be. If you have any questions or concerns, please find the appropriate contact information for your campus at http://www.hawaii.edu/ecafe/contact.jsp
All Staff Day results are available to instructors Dear <staff name>, The online Course And Faculty Evaluation system (eCAFE) is now available to instructors to view the results of their surveys. If instructors are required to submit their evaluation results, please email your instructors and have them login to eCAFE (http://www.hawaii.edu/ecafe) where they have the option of making their results available to others. There are three ways for the instructor to accomplish this: 1) via the "Email my results" button which gives access to a specific result set, 2) by downloading the results to a PDF file and forwarding it to the appropriate person, or 3.) by the "Share My Results" button which gives ongoing access to all results. If you have any questions or comments on this process, please use the contact information at http://www.hawaii.edu/ecafe/contact.jsp. Thank you for using eCAFE.

Emails to Instructors:

Target When sent Text
All instructors with enabled surveys who are set as "Mandatory" First day of instructor edit period Dear <instructor name>, The online Course And Faculty Evaluation System (eCAFE) is open for use. Please log in to eCAFE at http://www.hawaii.edu/ecafe using your UH username and password to set up your surveys. Your campus and department have already added questions that will appear on your survey. Some departments require the survey to be given as they have set it, with no further modifications, while others allow their instructors to add questions in addition to those already set. If you are in one of the latter departments, you will see an "Edit Survey" button through which you can add questions should you choose to do so. If you have set up a survey in the past, you can choose to copy those questions into the current survey and edit as desired. You can also indicate if you want to publish your results at the end of the semester. Publishing your results means that the aggregate results will be displayed through a link on http://www.hawaii.edu/ecafe for all to see. You are not required to publish, and if you decide to publish, you will have the ability to decline showing individual open-ended responses. You can also revoke your decision at any time. Why would you want to announce that you intend to publish? Because your students will be told of your intent, which gives them an incentive to fill out the survey. This will increase the number of surveys completed, and provide an alternative to the now popular http://www.ratemyprofessors.com, sans hotness ratings. You have until <date/time> to make your changes. This survey will close to any further editing by you on <date/time>. Usage of eCAFE should not be combined with using the paper-based survey system located at http://www.cafe.hawaii.edu. The two are mutually exclusive and independent from each other. Your students will start using the system on <date/time>, and the system will remain open to them through <date/time>. On <date/time>, you will receive an email providing instructions for the eCAFE system which you should forward to your students. The email will introduce eCAFE and provide instructions on using the system.
All instructors with enabled surveys who are set as "Optional" First day of instructor edit period Dear <instructor name>, The online Course And Faculty Evaluation System (eCAFE) is open for use. Please log in to eCAFE at http://www.hawaii.edu/ecafe using your UH username and password to set up your surveys. Your department has specified that your participation in the eCAFE is voluntary. If you do not want to participate, you must log in to http://www.hawaii.edu/ecafe and click the "Disable Survey" button next to the survey(s). If you do not do this, your survey will be presented to your students on <date/time>. When your surveys are disabled, no further notices will be sent to you or your students, and you can ignore the rest of this email. Otherwise... Your campus and department have already added questions that will appear on your survey. Some departments require the survey to be given as they have set it, with no further modifications, while others allow their instructors to add questions in addition to those already set. If you are in one of the latter departments, you will see an "Edit Survey" button through which you can add questions should you choose to do so. If you have set up a survey in the past, you can choose to copy those questions into the current survey and edit as desired. You can also indicate if you want to publish your results at the end of the semester. Publishing your results means that the aggregate results will be displayed through a link on http://www.hawaii.edu/ecafe for all to see. You are not required to publish, and if you decide to publish, you will have the ability to decline showing individual open-ended responses. You can also revoke your decision at any time. Why would you want to announce that you intend to publish? Because your students will be told of your intent, which gives them an incentive to fill out the survey. This will increase the number of surveys completed, and provide an alternative to the now popular http://www.ratemyprofessors.com, sans hotness ratings. You have until <date/time> to make your changes. This survey will close to any further editing by you on <date/time>. Usage of eCAFE should not be combined with using the paper-based survey system located at http://www.cafe.hawaii.edu. The two are mutually exclusive and independent from each other. Your students will start using the system on <date/time>, and the system will remain open to them through <date/time>. On <date/time>, you will receive an email providing instructions for the eCAFE system which you should forward to your students. The email will introduce eCAFE and provide instructions on using the system.
Individual Instructor Upon instructor saving their survey edits Dear <instructor name>, This email confirms that on <date/time> you saved the eCAFE survey for <course/section/crn>. Following are the questions that will appear on your survey. Note that they include those set by your campus, college, division, or department. <list of all questions that will be on survey> This survey will be available to your students starting <date/time>. At that time, you will receive an email from eCAFE for you to forward to your students. The email will tell the students about eCAFE, and serve as a reminder for you that the survey period has started. This survey will close to any further editing by you on <date/time>. Please keep this email for your records.
Individual Instructor Upon instructor enabling one of their surveys Dear <instructor name>, This email confirms that on <date/time> you enabled the survey for <course/section/crn>. This survey will be available for your students on <date>. At that time, you will receive an email from eCAFE for you to forward to your students. The email will tell the students about eCAFE, and serve as a reminder for you that the survey period has started. This survey will close to any further editing by you on <date/time>.
Individual instructor Upon instructor disabling one of their surveys Dear <instructor name>, This email confirms that on <date/time> you disabled the survey for <course/section/crn>. This survey will not be available for your students. No further notices will be sent to you or your students.
All Instructors One week before the instructor evaluation period closes Dear <instructor name>, Dear Jennifer Geis, The new online Course And Faculty Evaluation System (eCAFE) will be closing this <date/time>. If you have not setup your surveys yet, or have changes to make, log in to eCAFE at http://www.hawaii.edu/ecafe using your UH username and password. You can: - Add questions to the survey. - Copy a past survey into a current one. - Declare your intent to publish your results. - Disable your surveys if you don't want to use eCAFE. You have until <date/time> before the instructor setup period closes. This survey will close to any further editing by you on <date/time>. Usage of eCAFE should not be combined with using the paper-based surveys. If you applied for a paper survey, please login and disable your online surveys. If your surveys are enabled, the system will open to students on <date/time>. At that time, you will receive an email from eCAFE for you to forward to your students. The email will tell the students about eCAFE, and serve as a reminder to you that the survey period has started.
All Instructors One day before the instructor evaluation period closes Dear <instructor name>, The online Course And Faculty Evaluation System (eCAFE) will be closing tomorrow, <date/time>. If you have not setup your surveys yet, or have further changes to make, log in to eCAFE at http://www.hawaii.edu/ecafe using your UH username and password. You can: - Add questions to the survey. - Copy a past survey into a current one. - Declare your intent to publish your results. - Disable your surveys if you don't want to use eCAFE. You have until <date/time> before the instructor setup period closes. This survey will close to any further editing by you on <date/time>. Usage of eCAFE should not be combined with using the paper-based surveys. If you applied for a paper survey, please login and disable your online surveys. If your surveys are enabled, the system will open to students on <date/time>. At that time, you will receive an email from eCAFE for you to forward to your students. The email will tell the students about eCAFE, and serve as a reminder to you that the survey period has started.
All instructors First day of student open period Dear <instructor name>, The eCAFE system is now open to students. Below, an email has been included for you to forward to your students, please do so at your earliest convenience. It's important that this first eCAFE email comes from you as it lets the students know future emails generated from the site are not spam. Your students will have until <date/time> to access the system. During the student open period, you will receive periodic emails updating you on the number of surveys completed. In addition to the emails, you can log in at any time to http://www.hawaii.edu/ecafe to see up-to-date completion rate statistics, however, you will not see the actual survey results until <date/time>. During the student open period, here are some things you can do to increase the number of surveys that are submitted. 1.) Forward the attached email to your students. 2.) Talk about the system in class and encourage participation. a. If you intend to publish your survey results, mention it. b. Explain why it's important for your students to complete the survey. 3.) Consider incentives if the class reaches a pre-determined completion rate, for example dropping one quiz or homework grade if 80% of the class completes their surveys. The eCAFE system replaces the prior paper-based survey. If you received a paper survey, please use the contact information at http://www.hawaii.edu/ecafe/contact.jsp to let us know this occurred. Do not distribute any paper surveys to your students. Mahalo, Jennifer Geis eCAFE Project Team Information Technology Services -------- Content to be forwarded to students: Subject: eCAFE: Course And Faculty Evaluations Dear UH Student, The University has a new online Course and Faculty Evaluation System (eCAFE), which will eventually replace the current paper-based version. You have one or more classes that have volunteered to participate in this system. You will have until <date/time> to view and complete your surveys. To do so, please log in to eCAFE at http://www.hawaii.edu/ecafe using your UH username and password. While you do need to log in, all survey submissions are entirely anonymous. During the next few weeks, you will receive periodic reminder emails from the eCAFE system to complete your surveys. Once you complete all your surveys, you will receive no further reminder notices. Thank you for your participation. Mahalo, Jennifer Geis eCAFE Project Team Information Technology Services
All instructors with enabled surveys Weekly during student open period Dear <instructor name> The eCAFE system is currently open to students since <date/time>. While your results will not be available until <date/time>, here are the completion rate statistics for your survey(s) thus far: <table of completion rates> You can get the most up-to-date numbers by logging in to the eCAFE site at http://www.hawaii.edu/ecafe and viewing the summary underneath each of your surveys. Your students have until <date/time> to submit their surveys.
All instructors with enabled surveys Weekly during student open period Dear <instructor name> The online Course And Faculty Evaluation system (eCAFE) is now closed to students. Results of the surveys will be released after grades are due. Starting <date/time> you may log in to http://www.hawaii.edu/ecafe and view your results. Here are the final completion rate statistics for your classes: <table of completion rate statistics>
All participating instructors Day results are available Dear <instructor name>, The online Course And Faculty Evaluation system (eCAFE) now has the results of your most recent surveys. Please login to eCAFE at http://www.hawaii.edu/ecafe using your UH username and password. You will be able to see the results in two different formats. The first shows the responses in aggregate, similar to the paper-based CAFE system. The second allows you to page through each student's survey, similar to having the completed paper-based surveys to leaf through. You will also have the opportunity to publish your results if you have not already done so. Publishing results of a survey means that the aggregate results will be made available for all to see. If you are concerned about comments that were made in response to open-ended questions, you can choose not to display certain responses to these types of questions. There is a link on the publish page to preview what your results would look like if published, and you can revoke a decision to publish at any time. Publishing results are optional, but gives students an incentive to complete future surveys and fosters an atmosphere of openness. Published results will appear via a link off the eCAFE login page starting Tuesday, September 14, 2010. So you have time to decide if you want to publish your results and which comments should be excluded. You can see who has published from past semesters by going to http://its06.its.hawaii.edu:9301/cafe/published-instructors.html If you are required to submit your results to your department, there is a means in the site to email your aggregate results to another person. You can also download your results in PDF format. A final option is provided via the "Share My Results" button found at the top of the "Past Surveys" section of the Instructor home page. This button takes you to a page where you can enter the UH username of whomever you want to share your results with. That person will have ongoing access to all your results. You can revoke this access at any time.
Person who has been granted limited viewing permission by an instructor Sent at time instructor grants the permission <instructor name> has forwarded his/her survey results to you. Please go to the link below to see the survey and aggregate responses. The url to view your survey results will expire in 3 months. <url>
Person who has been granted ongoing viewing permission by an instructor Sent at time instructor grants the permission <recipient name>, This email confirms that on <date/time> <instructor name> granted you the permission to view his/her survey results through eCAFE (electronic Course And Faculty Evaluation). To do so, please log in to eCAFE at http://www.hawaii.edu/ecafe using your UH username and password.
Person who had ongoing viewing permission revoked by an instructor Sent at time instructor revokes the permission Dear <recipient name>, This email confirms that on <date/time> <instructor name> revoked the permission for you to view his/her survey results via eCAFE.

Emails to Students:

Target When sent Text
All students with unfinished evaluations Three days after instructors were notified of the student period starting Dear UH Student, A few days ago, you should have received an email forwarded by your instructor telling you about the online Course And Faculty Evaluation system (eCAFE). These online surveys are replacing the paper-based in-class evaluations, so please take a few minutes to log into http://www.hawaii.edu/ecafe with your UH username and password to fill out your surveys. You have until <date/time> to access the system. After the survey close, you will no longer have access to the evaluations. In the meantime, you will receive periodic email reminder notices. Complete your surveys and no further notices will be sent to you. Thank you for your participation.
All students with unfinished evaluations Weekly during the student evaluation period Dear UH Student, The online Course And Faculty Evaluation System (eCAFE) is open for use. These online surveys are replacing the paper-based in-class evaluations, so please take a few minutes to log into http://www.hawaii.edu/ecafe with your UH username and password to fill out your surveys. You have until <date/time> to access the system. After the survey close, you will no longer have access to the evaluations. In the meantime, you will receive periodic email reminder notices. Complete your surveys and no further notices will be sent to you. Thank you for your participation.
All students with unfinished evaluations The last week of the student evaluation period Dear UH Student, You have unfinished Course And Faculty Evaluation (eCAFE) surveys! This is your last chance to rate your class and instructor at http://www.hawaii.edu/ecafe before the system closes at midnight tonight. Your instructors need this information to improve their courses, and departments use the data to determine who gets hired or tenured. The results from these surveys can influence your future University experience. Some instructors publish the aggregated results of their surveys. You can see past results at http://www.hawaii.edu/ecafe/published-instructors.html. Thank you for your participation.
All students with unfinished evaluations The last day of the student evaluation period Dear UH Student, You have unfinished Course And Faculty Evaluation (eCAFE) surveys! This is your last chance to rate your class and instructor at http://www.hawaii.edu/ecafe before the system closes at midnight tonight. Your instructors need this information to improve their courses, and departments use the data to determine who gets hired or tenured. The results from these surveys can influence your future University experience. Some instructors publish the aggregated results of their surveys. You can see past results at http://www.hawaii.edu/ecafe/published-instructors.html. Thank you for your participation.