Course Instructor Survey Frequently Asked Questions

Categories of questions

• When is the Course-Instructor Survey (CIS) request system open?
• What are the dates within which survey administration requests/changes are allowed to be made?
• What day of the semester is the count taken to establish the enrollment for a class?
• When will paper CIS forms be delivered to our department?
• What are the dates within which surveys are allowed to be administered to students?
• When are students allowed to take the eCIS?
• When will the CIS results be available for viewing?
• Where can I go to see CIS results?

Requesting Surveys includes:

• How do I make arrangements for cross-listed or multi-section courses?
• How do I request an early survey?
• Can I request a survey to be administered for a class that does not appear in the CIS system?
• What will happen if I create a group of Unique Numbers to be surveyed together or change an existing grouping of Unique Numbers that were set to be surveyed together?
• Are survey administration records for TAs automatically included in the CIS system when it opens?
• I have found a survey administration record for a class that is labeled Individual Instruction but I know that it isn't. How did this happen?
• If I don't add or change any survey administration records for my department, who will be surveyed and how will they be surveyed?
• How do I cancel a survey administration request?
• What should I NOT do to a survey packet to get it processed for recognized results?
• What if my packet is altered and then rendered non-processable?

Information Flow Questions includes:

• When the system opens, why are there already survey assignment records for some courses and instructors and not for others?
• Who/What is the official source of course and instructor information?
• What formats are available for the CIS?
• What is the role of my CIS department contact?
• How do I indicate my choice of the option I want?

CIS Policies includes:

• What survey administration options exist for instructor/TA surveys?
• Can a single survey be administered for a course that is team taught?
• How many paper CIS forms will be delivered for a class?
• How can my department change a current form or add a new form to the list of available options?
• Currently, what official CIS results reports exist?
• What constitutes recognized CIS records and results?
• Who has access to my survey results?
• What if I need survey results early?
• Who has ownership of the actual CIS forms after processing?
• After the CIS forms have been returned to the department, will I have to return them for any reason?
• What should I do with the forms when the retention period is over?

eCIS Information includes:

• What is the eCIS?
• Can early survey administration requests use the eCIS?
• Which students are allowed to take the eCIS?
• Who is allowed to use the eCIS?
• Will students who are assigned the eCIS receive notification?
• Are there any differences between the paper CIS and the eCIS?
• Where do students go to take the eCIS?
• Are TAs allowed to be surveyed electronically (eCIS)?
• Am I required to use the eCIS?
• How does the privacy of students' comments on the eCIS differ from comments on the paper CIS?
• How do overall ratings of the instructor and of the course on the eCIS differ compared to ratings on the paper CIS?
• How does the response rate for the eCIS differ from that for the paper CIS?
• Is there anything I can do to increase response rates if I use eCIS?
• Is there a difference in the kinds of students who choose to complete the eCIS and the paper CIS?
• Are UT Austin's peer institutions using electronic course evaluations?
• Where can I find out more about research relevant to the eCIS?
  

Glossary of Terms

What if I have questions about the eCIS or the paper CIS?
Contact us at cis@utlists.utexas.edu or call the CIS office at 471-8175.

Important Dates

When is the Course-Instructor Survey (CIS) request system open?
For Fall 2009, November 23-December 4.

What are the dates within which survey administration requests/changes are allowed to be made?
The dates within which the CIS system is open for department contacts to add/modify survey administration records are displayed at https://utdirect.utexas.edu/diia/ecis/admin/.

What day of the semester is the count taken to establish the enrollment for a class?
Enrollment counts used within the CIS system are taken on the 12th class day and at the opening of the Registrar's grades submission period.

When will paper CIS forms be delivered to our department?
Fall and Spring: 10 weeks into semester deliveries begin; delivery period lasts about 10 days.
Summer: Deliveries begin the week before the survey period begins, duration 5 days.

What are the dates within which surveys are allowed to be administered to students?|
Fall and Spring: Anytime in the last two weeks of class, until the last day of class.
Summer: The survey period is the last week of class.

When are students allowed to take the eCIS?
This is the same period as the availability for the paper survey.

When will the CIS results be available for viewing?
Two weeks after the semester ends, and grades have been posted.

Requesting Surveys

How do I make arrangements for cross-listed or multi-section courses?

• For each cross listing there will be one Parent Unique Number, all the remaining Unique Numbers will be Child Unique Numbers.  The lowest Unique Number is by default made the parent by IMA.
• To add Child Unique Numbers to a Parent Unique Number:
• Perform a search for the Parent Unique
• Click on the orange unique number to open the details page
• Enter the Child Unique Numbers in the grid below the information
• Click on “Update this Record”
• Search the Parent Unique again, make sure it is marked as “yes, paper” or “yes, electronic” in “Receive Survey?” column
• Make sure each Child Unique is marked “no” in “Receive Survey?” column
• To change which unique is the Parent Unique Number:
• Contact the department who is currently the Parent Unique
• Ask them to search their Unique, open the details page, delete any Child Unique Numbers by checking the boxes next to the number and click “Update”
• Search for the Unique Number you want to be the Parent
• Open the details page
• Add the other department’s Unique Numbers in the Child Unique grid
• Click on “Update this Record”
• Search the new Parent Unique, make sure it is marked as “yes, paper” or “yes, electronic” in “Receive Survey?” column
• Make sure each Child Unique is marked “no” in “Receive Survey?” column

How do I request an early survey?

To request an early survey, contact the CIS administration office by email at cis@lists.utexas.edu

Can I request a survey to be administered for a class that does not appear in the CIS system?
Yes. A record for a survey that is not for official CIS purpose can be added at https://utdirect.utexas.edu/diia/ecis/admin/not.WBX.

What will happen if I create a group of Unique Numbers to be surveyed together or change an existing grouping of Unique Numbers that were set to be surveyed together?
Groupings of Unique Numbers to be surveyed together as a single class is permitted by the CIS Office. However, if the grouping is not consistent with that sent to the CIS system from the Office of Information Management and Analysis (IMA), the results from the survey will not be included in official CIS reports. This holds true for both paper and electronic (eCIS) survey cases. For more detailed information, contact the CIS administration office by email at cis@lists.utexas.edu.

Are survey administration records for TAs automatically included in the CIS system when it opens?
No. At this time, survey administration records are automatically included in the CIS system only for instructors of record.

I have found a survey administration record for a class that is labeled Individual Instruction but I know that it isn't. How did this happen?
Individual Instruction is a designation that is sent to the CIS system from the Office of Information Management and Analysis (IMA). A course that is recognized as being Individual Instruction by the Office of IMA is declared Individual Instruction in the CIS system as well. For more detailed information, contact the CIS administration office by email at cis@lists.utexas.edu.

If I don't add or change any survey administration records for my department, who will be surveyed and how will they be surveyed?
Because a survey administration record is automatically created for every instructor of record in each course, and automatically set to receive paper surveys, paper survey packets will be delivered for each instructor in each course. The exceptions to this are Individual Instruction cases, which are automatically set by the CIS system not to receive surveys at all.

How do I cancel a survey administration request?
A survey administration record can be cancelled by either deleting or setting the record to 'No' survey.

What should I NOT do to a survey packet to get it processed for recognized results?

• Do Not return a packet that has been altered or one with and unofficial label
• Do Not return packets with mixed forms
• Do Not switch instructor names on packets
• Do Not return CIS forms commingled with separate classes in the same packet

The excessive administrative burden for continuing this service greatly reduces accuracy and timeliness for the majority of survey processing.

What if my packet is altered and then rendered non-processable?
Frequency Counts are available as an alternative to formal CIS processing. Frequency counts are not included in the University’s official data record, and are not tracked by the CIS department.  A printed summary of results is returned with the original surveys to give the instructor access to student feedback. This is a method of providing helpful feedback when a survey packet’s credibility is in question due to the survey administration. 

Information Flow Questions

When the system opens, why are there already survey assignment records for some courses and instructors and not for others?
The CIS system assumes that every instructor of record for every class as sent to the CIS system from the Office of Information Management and Analysis (IMA) will be surveyed. Thus, a survey administration record for each of these instances is automatically created in the CIS system.

Who/What is the official source of course and instructor information?
Course and instructor information is based on official information sent to the CIS system from the Office of Information Management and Analysis (IMA).

What formats are available for the CIS?
Instructors may choose to administer either a paper survey or an electronic survey but not both. By choosing either paper or electronic surveys, CIS can monitor how many surveys are administered per course and avoid duplicate surveys being filled out for a single instructor/class.
What is the role of my CIS department contact?
Your CIS department contact has three primary tasks:
requesting a paper or electronic Course-Instructor Survey for all faculty members, AIs, and TAs in courses assigned to your department
turning off requests for courses/instructors that should not be surveyed
adding surveys for classes that are not found in our database
In addition, your department contact receives, distributes, and collects paper CIS packets and receives and distributes paper copies of provisional CIS results.

How do I indicate my choice of the option I want?
Tell your CIS department contact person by Friday, October 3 whether you'd like the paper CIS or eCIS option, so that he or she can record your option in the request system.

CIS Policies

What survey administration options exist for instructor/TA surveys?
At this time, both paper and electronic (eCIS) survey administration options are available for official courses that are offered by official UT academic departments as sent to the CIS system from the Office of Information Management and Analysis (IMA).

Can a single survey be administered for a course that is team taught?
A set of results from a single CIS survey is associated with only one instructor/TA for a class.

How many paper CIS forms will be delivered for a class?
For official paper CIS survey administration, the number of survey sheets that will be delivered is the same as the 12th class day enrollment as sent to the CIS system from the Office of Information Management and Analysis (IMA). For paper survey administration that is not for official CIS purposes, the number of survey sheets that will be delivered is the number of forms that are requested.

How can my department change a current form or add a new form to the list of available options?
CIS must receive Dean’s requests for new or modified college-wide supplemental forms, not individual course or instructor forms, at the beginning of the fall semester in the academic year before the planned implementation semester (ex: planned implementation: FA08, CIS must receive the request by FA07). Supplemental sections are written and distributed at the discretion of the Dean.  A one year lead time requirement is in place for purposes of designing and ordering.

Currently, what official CIS results reports exist?
At this time, official reports of CIS results are produced for the Office of the Executive Vice President and Provost, the Office of Information Management and Analysis (IMA), and the official CIS Results site. If a different type of report is needed by your office, it is recommended that you go through Information Quest (IQ). Questions regarding Information Quest can be directed to Jamie Sweeney at jsweeny@austin.utexas.edu

Who has access to my survey results?
Surveys for classes that match the IMA records are posted online for anyone with an active University status and UTEID to view.  If the instructor used a form other than the Basic Form (Form B), the instructor, the dean, and chair overseeing the class will be able to view results for the entire form.  Others will only be able to view the nine questions determined to be public domain. The Basic Form questions were designed and used with the intention of public disclosure.  The committee that developed these questions intended the public to have access to the responses to these questions.  The Texas Legislature has determined the answers to these questions are public domain.

What if I need survey results early?
CIS can not return survey results before the registrar receives grades for the semester. We recommend you use DIIA’s informal surveying tool, Ongoing Course Assessment (OCA), to create a customized, low stakes survey with early results.  For more information please go to: http://www.utexas.edu/academic/diia/oca/

Who has ownership of the actual CIS forms after processing?
The act of delivering the original official forms to individual faculty members does NOT make the forms personal property. CIS forms are official government documents and therefore not the personal property of the faculty members. The public has a significant interest in knowing student opinion regarding their instructors’ performance at a state-supported institution and these documents fall within the definition of a completed report, audit, evaluation, or investigation made of, for, or by a governmental body. If a governmental body could withhold records relating to official business simply because they are held by an individual, it could easily and with impunity circumvent the act.  On a more practical level, the survey forms remain university property also because the university pays for and provides the survey material

After the CIS forms have been returned to the department, will I have to return them for any reason?
The University has a legal right to require that the faculty return the original documents when requested to do so. Regardless of where a government document is stored, it remains the property of the State of Texas.  As such, the University has the absolute right to determine the location or repository where it will be stored.

What should I do with the forms when the retention period is over?
At the end of the retention period, the official state record must be destroyed following the official approval process.  It is best practice to destroy convenience copies at or before the end of the retention period or as soon as they have served their purpose.  Any copies of survey documents that are retained beyond the record retention period become the official documentation.  As such they fall under the Texas Public Information Act and TORA.  Upon an open records request or subpoena, they must be produced. While an agency employee or agent is prohibited from destroying the original or official copy of a record prior to retention period, an agency employee or agent generally has discretion to retain either the original or a copy of a record beyond the record retention period as they deem appropriate.  Copies may be destroyed anytime as long as the master is saved.
     

eCIS Information

What is the eCIS?
The electronic CIS (eCIS) is a web based survey system for students which is accessible via an internet browser. Its content is equivalent to the paper version of the CIS.

Can early survey administration requests use the eCIS?
No. The eCIS is only available for students to complete during the standard CIS administration period for a semester.

Which students are allowed to take the eCIS?
Because the selection of eCIS is an option available to instructors and TAs, only those students officially registered in classes whose instructors/TAs have selected this option are allowed to take the eCIS.

Who is allowed to use the eCIS?
The eCIS option is available to all instructors and TAs of courses that are offered by official UT academic departments. The exception to this is Individual Instruction. At this time, the eCIS is not available for Individual Instruction courses.

Will students who are assigned the eCIS receive notification?
Yes. Both students and instructors/TAs of classes who are participating in the eCIS will receive three email notifications. Emails will be automatically sent out during the eCIS administration period on the opening day, 2 days before closing, and the last day. Students who have completed all of their eCIS surveys will not receive further notification.

Are there any differences between the paper CIS and the eCIS?
Yes. In terms of survey content, the two versions are the same. However, the following differences exist between the paper CIS and the eCIS:

• the eCIS is not available for early survey requests
• the eCIS is only available for courses that are offered by official UT academic departments
• the eCIS is not available for survey situations that are not for official CIS purposes
• the eCIS is available for students to complete at any time during the survey submission period
• administration of the eCIS does not require any tasks to be carried out by the instructor/TA in the distribution of survey forms to students

For more detailed information, contact the CIS administration office by email at cis@lists.utexas.edu.

Where do students go to take the eCIS?
The eCIS is located at https://utdirect.utexas.edu/diia/ecis/.

Are TAs allowed to be surveyed electronically (eCIS)?
Yes. A department contact may add a survey administration record for a TA and then set it to receive the eCIS.

Am I required to use the eCIS?
No.

How does the privacy of students' comments on the eCIS differ from comments on the paper CIS?
Typewritten student comments collected on the eCIS system are subject to open records requests but still must be fully redacted. You can find details about the current interpretation under the Texas Public Information Act regarding student comments from the CIS at http://www.utexas.edu/faculty/council/2006-2007/reports/eCIS.html

How do overall ratings of the instructor and of the course on the eCIS differ compared to ratings on the paper CIS?
National and UT-specific research indicates that the ratings do not differ significantly between paper and electronic forms, either at UT Austin or at other institutions.

How does the response rate for the eCIS differ from that for the paper CIS?
National and UT-specific research indicates that after an initial drop in response rates for electronic compared to paper systems, the rates trend upward as use of electronic systems becomes commonplace.

Is there anything I can do to increase response rates if I use eCIS?
Two common strategies are to send students reminders by e-mail and to educate them about the importance of their evaluations. Another effective strategy is to familiarize students with online evaluations through the Ongoing Course Assessment (OCA) tool, https://web.austin.utexas.edu/diia/oca/index.cfm

Is there a difference in the kinds of students who choose to complete the eCIS and the paper CIS?
Research indicates that online evaluations may be less susceptible to non-response bias than are paper evaluations. Results may be biased if responses from students who complete an evaluation are different from responses that would have been provided by students who did not complete an evaluation. Because online systems provide all students an equal opportunity to participate, online evaluations may be less susceptible to this type of bias.

Are UT Austin's peer institutions using electronic course evaluations?
Most of our peer institutions have replaced or are beginning to replace their paper systems.

Where can I find out more about research relevant to the eCIS?
We have published a comprehensive report of three studies we've completed addressing whether an eCIS system provides information and security comparable to the paper-based CIS system. We recommend that you and administrators consider these findings when you make your choice of paper or electronic Course-Instructor Surveys. You can find the report at
http://www.utexas.edu/academic/mec/publication/pdf/fulltext/eCIS.pdf

What if I have questions about the eCIS or the paper CIS?
Contact us at cis@utlists.utexas.edu or call the CIS office at 471-8175.