The following information explains how to request Course-Instructor Surveys, how to prevent classes from being surveyed, and how to add classes that are not found in the database located at https://utdirect.utexas.edu/diia/ecis/admin/ . Only authorized persons will have access to the information. If you are unable to access the site, and have a need for access, contact the CIS office at 471-8175, or email cis@utlists.utexas.edu for authorization.

Course-Instructor Survey requests and changes for fall and spring semesters can be made at
https://utdirect.utexas.edu/diia/ecis/admin/

Access
Only individuals who have had their EIDs placed into the system will be allowed to access and change the records found there. If an individual should have access to the system, but is unable to, please have the chair, or the CIS-recognized contact person inform the CIS office, and provide us with the person's EID.

Menu
On the eCIS Maintenance screen you will find a side bar that will present you with four choices. You can find information pertaining to each in the bold numbered sections below.

1. Home
This choice will return you to the eCIS Maintenance screen

2. Help
This choice will connect you to this page of instructions for making Course-Instructor Survey requests or changes.

3. Search for Survey
From here you can search for a particular record by either the instructor's name or part of name, or search by class number, or section number. Fill in the search information, and click on the "search" button.

When your search is found, it will be displayed on the bottom half of the screen. All records that match your search information will be displayed, followed by all records that come after the searched record(s). Each record displayed will show the instructor's name, the course identification, the section number, the survey form, and the type of survey desired. You may choose "no" for no survey, "yes (paper)" for a paper survey, or "yes(electronic)" for an online survey.

If you wish to see more details pertaining to any of the records displayed, click on the section number, and more information will be displayed for that class on the following screen.

Section numbers (combined and separate)
All sections within the same department will be displayed as an individual record. If a class is comprised of two or more sections, there will be a listing for each section, and a listing for all sections combined. For example, if a class is comprised of 10 sections, there will be 11 listings, one for each section and one representing the all sections combined. The listing of information that represents the combined sections will display only the first occurring section number followed by an asterisk ( * ). In the "Receive Survey" column, there will appear the affirmation, "Yes(paper)", indicating a paper survey will be prepared for it. None of the individual sections will be marked with an asterisk, and their "Receive Survey?" columns will be left with "no", indicating that no survey will be prepared for that section alone. Only the class of combined sections will be surveyed. If you wish, you can change the survey request to "no", or to "yes(electronic)".

If a class consists of only one section, it will not be marked with an asterisk. An asterisk is only used to mark records that consist of two or more sections. Single section classes will display "Yes(paper)" in the "Receive Survey?" column, indicating they will receive a survey unless you change the "Yes" to "No". You can change "Yes" to "No" by clicking on the "Receive Survey?" drop down list of choices.

Only sections within the same department will be listed. To see the sections from outside your department that meet with sections in your department, click on "Toggle information about cross listed courses". All sections that meet together, whether they are offered by your department or not, will be displayed.

Adding and removing section numbers
If you do not want all the sections to be included in the survey of the combined class, you can remove sections. That can be done by clicking on the section number of the complete class (the record with the * ). This will result in a new screen that will display more details for the survey. On that screen you can remove the sections you do not want to be included in the survey. The enrollment will change (lessen) as you remove sections. Sections can be added or removed from the combined class.

You can also remove section numbers by clicking in the small box before the section number you want to remove, and clicking on the Update Survey Record. As sections are removed, the enrollment will decrease. The rectangular boxes in the lower half of the screen can have section numbers entered if you wish to add other sections to the survey. As you add sections, the enrollment will increase.

If you want a removed section to be surveyed alone, you can request that by clicking on "Receive Survey?" If a section that appears with a group of combined other sections is to be surveyed alone, it should be removed from the group of combined sections that will be surveyed by following the instructions for doing so as described in the two paragraphs above.

Class information
You can see more details for any record displayed on the "Search For Survey" screen by clicking on the section number. That will take you to a new screen that will display additional information. The additional information shown on the following screen will be all the section numbers that meet together, the instructor's EID, the class's official enrollment, the days and time the class meets, whether or not the class is Individual Instruction, the default survey form, the survey form chosen for use in the survey, and whether the class is set to have a survey prepared for it.

Default survey form
The default survey form will be filled in automatically in both the Department Default Form field and in the Survey Form Selected field, but the Survey Form Selected field can be changed to any approved optional survey form. The chosen form may be different from the default form, but it must be within the options approved by the department chair. The list you are to choose from will include only those forms that have been approved for your department's use.

Survey? Yes or no
The list of classes will have a column for "Receive Survey?".  A drop down selection is provided.  The selections are "no", "yes(paper)", or "yes(electronic)". The screen with the detail class information will display the choice whether or not the class should be surveyed. The default choice for all organized courses will be "yes (paper)". The person confirming or changing survey requests may change the default response from "yes (paper)" to "yes (electronic), or "no" if the class should not be surveyed.

Choosing an electronic survey
Course-Instructor Surveys are available in electronic as well as paper form.  If an instructor wishes to conduct an electronic survey, click on "Receive Survey?".  A drop down selection will appear from which you can choose "yes(electronic)".  Individual Instruction classes are not eligible for an electronic survey at this time.  Electronic surveys are open for student responses during the same period as the paper surveys.  This is true during the long semesters as well as the summer sessions.

Individual Instruction
Individual Instruction classes will have the "Receive Survey?" choice set to "No" because many Individual Instruction classes are not surveyed. If the Individual Instruction class should be surveyed, you can change the response from "No" to "Yes (paper)." Once "Yes" is chosen, the default survey form will automatically be filled in by the system. The default survey form can be changed to any optional survey form. Individual Instruction classes are not eligible for an electronic survey at this time.

Information that can be changed
On the screen with the list of classes, two fields can be changed:
        The survey form
        The request to survey or not to survey the class
On the detail screen the two fields above can be changed, plus:
       The sections that meet with the class can be removed or added.

Because the Course-Instructor Survey office will maintain only records that conform with official records of the University, we will not allow changes to course identifications, or to professors's names without first making those changes through the Office of Institutional Research. Labels on the survey envelopes should not be changed without informing the CIS office of the change, including enrollment changes.

Enrollment
The enrollment can be changed, but only by deleting or adding sections that meet with the designated class. Without changing the sections that meet with the class, the enrollment can not be changed.

4. Add a Survey Record
Teaching Assistants (TA) and their classes will not appear in the database because such reports are not made to the Office of Institutional Research. However, CIS must have this information in order to prepare surveys for the classes. Therefore, all TAs, and any other rank/instructor who does not already appear in the database must be added in order for a survey to be prepared. Only instructors and Teaching Assistants with valid EIDs, and only sections with valid unique numbers will be accepted by the system.

To add a survey, locate the section number on the department class list (Search for Survey screen) for which you want to add a survey request. It does not matter whose name is associated with the section number you choose. Once you have located the section number, click on it. When the detail screen opens, click on the statement "Add a new survey for this unique" that is printed in orange in the upper part of the screen. When you click on the statement, a new screen will open. Enter the EID for the person you wish to add a survey for. After entering the EID, click on "Create new survey for this unique". The survey record you created will appear on the department class list on the Search for Survey screen.   If there is information you wish to change for the added survey, return to the "Search for Survey" screen, locate the survey you just added, and make the changes that are needed.

To delete a class
Any class that has been added can be deleted. Only records you add can be deleted. However, a record that was not added can have its survey cancelled by choosing "no" in the "Receive Survey?" column.

Labels and reports
Sections that meet together will have their enrollments combined for one total enrollment. Not all sections will be identified on the survey envelope's label. Only one section will appear on the label, and the accompanying course abbreviation and number for that section. All other sections will contribute to the overall enrollment, and will appear when the "Toggle" box is clicked on, but will not appear on the survey envelope's label, or on the survey's statistical summary report. After the survey has been processed and uploaded on line, only the designated course abbreviation and number (as they appear on the survey envelope label) can be used to access the survey results.

Instructions for Summer Course-Instructor Survey Requests

Requests for paper surveys:
Make requests at:  https://utdirect.utexas.edu/diia/ecis/admin/not.WBX

The dates that the summer survey request system will be open for the four summer session requests are:
        First six-week classes,
        Nine-week classes,
        Second six-week classes,
        Whole session classes,

Fill in the requested information.        
         Information requested:
        1.  Course ID (course abbreviation and number)
        2.  Summer session
        3.  Unique number
        4.  EID of person to be surveyed
        5.  Class day(s)
        6.  Class time
        7.  # of Forms
        8.  Survey Form

After the information has been entered, click on "Add Records".  The system will store the information for survey preparation by the CIS staff.  If any information entered is not acceptable, the system will point out the information that needs correction.

After you have submitted one or more survey requests, you will be shown a screen displaying all the information you have submitted.

If you wish to add more records, click on "Add more records", and you will be presented with the survey request screen again.

Once survey requests have been added to the survey request summer database, you can make changes to the added records by visiting the summer database site at  https://utdirect.utexas.edu/diia/ecis/admin/index.WBX . There you can make changes just as you do for the spring and fall surveys.  You can cancel a survey request by choosing "no" in Survey column.  The Survey Form can be changed.  If you want to add other unique numbers that meet with the primary, or Parent, unique number, you can add them by clicking on the unique number and adding the other unique numbers in the box(es) you will find on the following screen.

Electronic (eCIS) surveys cannot be requested by this system.  See the instructions below.

Requesting the Electronic Course-Instructor Survey (eCIS) 

Gather eCIS requests for classes offered by your department
Send the eCIS requests in an email to Kyung Huh (kyung.huh@austin.utexas.edu).  The following information must be included in the email:
        - Class Unique Number
        - Session
        - Instructor UT EID
        - Survey form
       
Send the eCIS requests to Kyung Huh by these deadlines:
        - First session -
        - Nine week session -
        - Second session -
        - Whole session -