myCourseExperience course and teacher evaluations are created automatically at the beginning of each study period for all course offerings including OUA.
Evaluations for short courses are created at the beginning of the year as they aren't delivered within a specified study period. All teaching staff associated with the course in PCMS will be evaluated.
Actions in the lifecycle of each evaluation and their corresponding trigger dates are governed by the last day of the study period as defined in the Academic Calendar published by Student and Academic Services (SAS).
Key actions in the evaluation lifecycle include:
- Evaluation open
- Email to Course Coordinator advising that the evaluation has been created and they can select optional questions prior to the evaluation opening to students.
- Question selection ends
- Email to students inviting them to complete the evaluation
- First reminder email to students
- Second reminder email to students
- Evaluation close
The table below details the trigger dates applied to all study periods that are used to activate each action. myCourseExperience will adjust actions if the open and close dates are changed e.g. if the evaluation span is reduced to seven days, the students will receive three emails within a week.
You may find it useful to use the Lifecycle template to calculate the trigger dates for any study period. All you need to do is enter the last day of the study period into the spreadsheet.
Short courses don't fit within a standard study period and therefore don't have a last day of the study period that is system-defined. myCourseExperience needs a study period last day to function. We therefore have to set the last day for short courses to the last day of the year and the evaluations to open at the beginning of December. Coordinators of short courses must access myCourseExperience and change the open and close dates to suit the reality of their delivery. This can be done at any time during the year as evaluations for all courses are created at the beginning of January each year.
myCourseExperience action triggers
|Evaluations open date||End of study period minus 30 days|
|Email invitation to Course Coordinator to select optional questions||14 Days before evaluation open date|
|Email reminder 1 to Course Coordinator if no optional questions are selected||11 Days before evaluation open date|
|Email reminder 2 to Course Coordinator if no optional questions are selected||8 Days before evaluation open date|
|Question selection ends||When the first response is received|
|Email invitation to students to complete evaluation||Evaluation open date|
|First student reminder email||3 Days after the evaluation open date|
|Second student reminder email||7 days after the evaluation open date|
|Evaluation close||Last day of the study period|