1. Evaluation Policies
Phase in of UF Online Evaluations began with four Colleges in Fall 2010 and continued through the end of Summer 2011. As of Fall 2011 all faculty evaluations at the University of Florida are conducted online. Previously the majority of evaluations were completed in the classroom setting using hard copy evaluation forms. A drop in response rate has been noted for many colleges as they moved from classroom-based evaluations to online evaluations.
1.2 Courses Required to be Evaluated
All courses taught by a faculty member including those taught by adjuncts and graduate assistants, must be evaluated by students using the online UF Faculty Evaluations system (GatorRater).
The following courses may be excluded:
- Courses involving individual instruction such as independent study, internship, and practicums, thesis and dissertation supervision;
- Courses or class sections involving types of instruction that occur outside of traditional classroom and/or laboratory settings for which the assessment questions would not be appropriate;
- Class sections for which the number of possible respondents to the instrument is so small as to make the results of limited statistical usefulness, such as any course where the number enrolled is less than or equal to 10.
For multiple instructor courses each instructor must be evaluated separately. In addition, in courses with multiple instructors, there should not be a separate evaluation for any instructor who met with the class fewer than ten (10) times. Otherwise, unless the course falls under one of the excluded areas above, it must be evaluated.
1.3 Evaluation Forms and Data
A common evaluation form with the ability to add up to 30 customized questions per college will be used. All colleges will be required to provide evaluation results for the base questions (1–10) for all courses except those specifically exempted as outlined in section 1.2 above.The numerical results of the entire evaluation will be reported to the dean, the department chair, and the faculty member. Questions 1–7 and 10 will be summarized and copies of the summary will be placed on the internet for public review. By default these summaries will be publicly accessible after the evaluation's Available Date. However an evaluation will not be publicly accessible if the instructor meets the following criteria at the time the evaluation is created:
- The instructor does NOT carry a Primary Affiliation of “F” in the UF Directory (cf. http://identity.it.ufl.edu/identity-coordination/uf-directory-affiliations/primary-affiliation/).
- The instructor is actively associated with one of the following affiliations:
- 191 – Student
- 214 – DCE Student
- 216 – Non Reg Student
- 224 – Newly Admitted Applicant
If the evaluations are conducted outside of the official UF Faculty Evaluations system it is the responsibility of the college to ensure the results for items 1–10 are transmitted and accepted for processing by the University Evaluations Technical Coordinator. Fall evaluations must be reported by March 1, spring by June 15, and summer by October 1. Numerical evaluation results will be retained online for a period of ten years and will be archived offline for an additional period of not less than five years. The official record keeper for evaluation results is: Associate Provost – Information Technology.
1.4 Access to Written Comments from Students
Faculty, including graduate teaching assistants, will have access to student comments associated with their course and may download them for personal use. Access by others to the written comments contained within the UF Faculty Evaluations system will be based on determinations made at the college level. In colleges where access is granted it will be only to those having a supervisory relationship to the faculty member and their designees (i.e. Deans, Department Chairs, College and Department Evaluation Administrators). Colleges wishing to grant access must make a written request via email to EVALUATIONS@UFL.EDU. The default is no access.
2. Administrative Procedures
2.1 Evaluation Availability Dates
There will be standardized dates utilized for the initial setup of UF Faculty Evaluations. Those dates will be:
- Opening Dates: Day after the last day to drop or withdraw without failing grades
- Closing Dates: Day before the beginning of the final exam period or prior to the final examination if it is earlier
- Faculty Result Availability Date: Day after final grades are available to students on ONE.UF
Courses utilizing a non-standard calendar should open the evaluations based on a ratio of approximately one week of evaluation per 5 weeks of instruction time making adjustments as needed. Whenever feasible, students should be given a minimum of one week to complete the evaluations. College and Departmental Evaluation Administrators will be able to modify the standardized dates as necessary for their unique requirements.
2.2 Conducting In-class Evaluations
If an instructor provides class time for students to complete the evaluation using laptops, smartphones, or other electronic devices the evaluation is to be administered in a class session beginning the day after the official UF deadline to drop a course without receiving a failing grade and before the last day of classes or prior to the final exam (whichever is earlier).
The evaluation is to be conducted during a class session in which no examination is scheduled. Students should be given at least 15 minutes to complete the evaluation. The instructor should not be present while the evaluation is being completed.
2.3 Evaluation Administrators
Each college will appoint a College Evaluation Administrator for the evaluations. The College Evaluation Administrator is responsible for checking the final accuracy of instructor data and appropriate open, close, and release dates for faculty evaluations. They also are responsible for authorizing and deauthorizing College Evaluation Report Readers and Departmental Evaluation Administrators for the College. College Evaluation Administrators are also responsible for entering and managing optional evaluation questions for all departments in the college. College Evaluation Administrators, upon request, will verify supervisory relationships for non-tenure track faculty and teaching assistants and authorize Evaluation Report Reader access for them.
Each department will appoint a Departmental Evaluation Administrator for the evaluations. The Departmental Evaluation Administrator is responsible for ensuring that all courses required to be evaluated each term are set up for evaluation with appropriate open, close, and available dates. They are also responsible for notifying faculty and students when evaluations have opened and when they will close. In consultation with the College Administrator they are responsible for sending scheduled follow-up notices to those students who have not completed evaluations. Departmental Evaluation Administrators will have primary responsibility to verify supervisory relationships for non-tenure track faculty and teaching assistants and to authorize Evaluation Report Reader access for them.
2.4 Data Correction Requests
Data corrections needed to rectify errors such as courses and sections with the wrong instructor; evaluations submitted for a cancelled section, etc. will be authorized by the University Evaluations Coordinator. Correction requests will be reviewed individually to determine the specific circumstances. If a correction is required, approval from the chair of the department offering the course is obtained. All such data changes are documented. In order to submit a data correction request, please submit a "Provost/AA Application Support" help request form found on this page: http://tss.it.ufl.edu/help-requests. Include as much pertinent information (course/section number, instructor UFID, etc.) as you can in the comments area of the form.
2.5 Instructions for Evaluation Administrators
Evaluation instructions will be emailed by the University Evaluations Coordinator to College and Departmental Administrators each semester four (4) weeks prior to the last day of classes.
3. Response Rates
The challenge of an online evaluation process is response rates. Each College may develop incentivization structures intended to enhance these rates. Such incentivization plans must conform to the following parameters:
- Instructors will not have the ability to know which students completed or did not complete their faculty evaluations. The percentage of evaluations submitted for each section will be available to instructors.Instructors can review the response rates for the current and immediately past semester by following these steps:
- Log on at https://evaluations.ufl.edu
- Click on the "View Evaluations & Results" link
- Select the term you wish to review and click on the "Get Evaluations" button. The current response rate will be presented under the column "Response %" on the right-hand side of the data grid.
- Instructors may not provide incentives for students relating to the completion of Faculty Evaluations that affect the course grade.
If a college chooses to delay release of internal grades contingent on submission of evaluations, it must conform to the following:
- Instructors may withhold the release of grades for a period (delay period) as long as the response rate is below some specified percentage.
- Within the delay period, grades will be released to all students in the course as soon as the response rate reaches the specified minimum. (The recommended minimum is 50%.) Neither the instructor nor the college will know which students completed the survey.
- The delay period cannot exceed 10 days from end of the class (module, block ) or the submission of the last assignment, test, or exercise, whichever is latest.
Response rate data with incentive plans will be tracked and shared.