AEFIS - Eval - Frequently Asked Questions (Admin)
This document provides answers to frequently asked questions about AEFIS evaluations
AEFIS LLC (Assessment, Evaluation, Feedback & Intervention System) is a web-based assessment management solution that facilitates the collection and application of real-time assessment data. AEFIS is used for digital course evaluation surveys at UW. UW-Madison has entered into a multi-year partnership with AEFIS to provide a campus-wide digital course evaluation survey tool, which is part of a suite of digital learning assessment tools. For more information about the transition, upcoming training sessions and other resources, visit provost.wisc.edu/assessment/digital-course-evaluation-surveys.htm .
Training sessions will be held each semester for college/department AEFIS admins. If you would like to be notified of training opportunities and become part of the department admin AEFIS Users Group, you must be an AEFIS department admin. Just email Learn@UW Madison Support.
How-to documents can be found here. Also here is a list of Frequently Asked Technical Questions:
How are "Cross-Listed" and "Meets With" course sections handled?
All students are listed in their enrolled course section.
For cross-listed courses:
- AEFIS displays the primary course section in the department that owns it and also displays all secondary courses.
- AEFIS displays the secondary course sections in BOTH 1) the department that owns the secondary section, and 2) in the department that owns the primary section.
- AEFIS displays the primary course section with a chain-link icon, accompanied by a red square with a number in it. (The number indicates the number of cross-listed sections.)
- AEFIS displays the secondary course sections will just the chain-link icon (without a red square and number).
- The department that owns the primary course section is expected to include all secondary course sections in its surveys. When assigning courses to an AEFIS survey, the AEFIS departmental administrator should select the primary course section. In doing so, AEFIS automatically assigns all the secondary course sections to the same survey.
- The departments that own the secondary course sections should not include those course sections in their surveys. (Doing so would cause students enrolled in the secondary course section(s) to receive two course evaluations -- one from both departments.)
For meets with courses:
- AEFIS displays the "meets with" course sections only in the department that owns each course section.
- Each department is expected to include their own "meets with" course sections in their own course evaluations.
How often does AEFIS pull data from SIS?
AEFIS updates its database nightly with the latest SIS data using the CAOS integration. Updates must be in SIS by 4pm to be part of the nightly update in AEFIS.
My Course information isn't correctly listed in AEFIS
AEFIS lists student and course data directly from SIS. Please check that the information is correctly listed on SIS and wait for the nightly SIS->AEFIS update cycle.
How do I view additional Instructors?
In AEFIS click on Menu > Course Sections > Home. Additional instructors will be listed at the bottom of the Course Details if any are available.
How do I fix incorrectly listed instructors?
All instructors are pulled from SIS. If an instructor or TA is incorrect, check SIS and update. Any changes to SIS are updated to AEFIS each day after 4 pm.
What instructor will students see on the survey?
When the survey is sent out, the words "Instructor" will be replaced with the name of the instructors listed for that section (for instructor type questions). If there are two instructors the question is listed twice, one for each instructor. Instructors may be excluded when the survey is assigned. For example, if a separate TA survey is used, the tenure faculty should be excluded if listed on the course section. All Supervisory instructors (as listed in SIS) are called course section directors in AEFIS and are NOT evaluated, even though listed.
When can instructors add their (course section) questions to the survey?
If you have added a Rollup Question question to your survey template, then instructors will be able to add their own additional questions. Questions must be added and finalized at least one day before survey start in order to be attached. Questions cannot be added once the survey has started. Instructors and department admins can add course section questions. Directions are found in the following two KBs: AEFIS - Eval - Survey Questions - Adding course section specific questions (Instructor) OR AEFIS - Eval - Survey Questions - Adding course section specific questions (Admin). Section questions will only be added to any survey that is not currently running. These questions can be added at any point in the semester, however, if no survey is assigned to that course, these questions will not be used.
How can I create and edit questions?
If you are an instructor, see AEFIS - Eval - Survey Questions - Adding course section specific questions (Instructor)
if you are an admin, see AEFIS - Eval Survey Template - Creating and Editing Questions (Admin)
How do I create different surveys for lecture (faculty) and discussion/lab sections (TAs)?
It is up to your department. Some departments use the same course evaluation survey for all sections. Other departments create two separate survey templates, one for Instructors and one for TAs.
What is the difference between a "Student course evaluation" and "Faculty Course evaluation" Survey Type?
Student survey types are surveys that go to students. Faculty survey types are surveys that go to faculty and are not used at UW.
When would it be advantageous to use the Question Library?
If you plan to use a question in multiple surveys, you should save the question to your library to be able to quickly access it in the future.
I cannot add a metric question even if there are metrics assigned, what should I do?
You can add multiple questions to one metric, however, a question can only be assigned to the one metric. If you have recently unassigned a question as metric, it may take the system a few minutes to update and allow you to re-assign that question as metric. Metric question results display on the faculty dashboard to quickly see a value.
What are metric questions, and how do I edit them?
Each survey template can have two additional metrics created. These metrics are created from the existing questions and can be a combination of all questions. However, each survey question can only be added to one metric. For example, there are five questions about course content and you want to average all together, create a metric for this average. The two metrics also display on the faculty AEFIS dashboard for quick viewing.
Why isn't my course listed?
AEFIS courses are automatically populated from SIS, if the course is not listed in SIS it will not show up in AEFIS.
How would you know questions are in the question library?
There will be a green book icon on the bottom right of the question window on the question editor.
Does the "No Answer" option have weight attached to it?
No, it has no numeric value as long as you added the no answer option. No answer is not one of the choices you enter, but an option below.
Where do you recommend I place the "No Answer" Field?
Why can't I delete a finalized survey?
You cannot get rid of a survey after it has been completed.
How is the "Pause" button different than the "Stop" in the survey schedule page (Actions>Pause/Stop)?
- Stop → Don't schedule this survey next semesters, if you just stop it it will continue to run this semester but not next.
- Pause → Temporarily stops the survey schedule. For example, if you do not want to have a survey created for summer but want the survey running every spring and fall, you can pause it after the spring survey is created and start it again in the fall.
What is the difference between schedule and survey?
A survey schedule is exactly what it says, it schedule the survey and creates the pool of course sections that are possible to assign. The survey, commonly called survey instance, is the actual course evaluation survey students complete after the course section are assigned and the survey starts. It is easier to change dates in the survey instance than in the schedule.
I don't see the survey in the AEFIS System
Are the survey schedules set to run each semester? If not, schedule a survey to see a survey instance. Also check to see if you are filtering the list on the screen.
Who will receive a survey email?
Each student will receive one generic email per survey start date. So if the students has five courses starting today, they will receive one email. Every three days they will receive a reminder until either the survey is taken or ends.
Where are my surveys from last term?
Navigate to : Surveys->Surveys and filter by term.
Why can't I see any assigned users in my survey?
Survey Participants list will not be populated until the survey begins. On the day the survey starts, the number of students enrolled in all course sections assigned are populated.
Can I reopen/extend the survey evaluation period past finals?
As a department or college AEFIS administrator, you can reopen or extend the survey. However, the survey extends for all assigned courses in that specific survey instance. If a student misses the survey window and wants to complete, it is best to open the survey up for a few hours so the reminder emails are not sent.
When do surveys close?
Surveys close at midnight on the day selected for the end date.
Can you assign a course to a survey after the survey started?
If you missed a course, you can assign courses after a survey has started. Those students will be notified that night by email that a course survey is available to complete.
How do I un-submit a survey ?
Under the Survey Participants list, in the drop down menu, you will have the option to un-submit a survey that has been completed.
How does the "Email Preview" work?
Email Preview takes a random student and shows you what the actual email that will be sent to that student looks like. You will not be able to use this option until you have assigned a course to the survey because it needs a list of students to pull data from.
What is the Email Queue Manager
The Email Queue Manager keeps copies of actual emails sent out to students. However, many emails are listed "on Hold" because students only receive one generic email. If they have five evaluations starting today, only one email is sent and four are listed on hold.
Can you send a test survey or a test survey email?
No, these function are not available in AEFIS.
Will students receive an email to my survey?
No, students will receive an email with a link to AEFIS (aefis.wisc.edu) and their dashboard will list surveys that they can take.
What URL/link can students use to access my survey?
Students can find the survey by navigating to aefis.wisc.edu. It will appear under action items once the survey has started.
How many emails will students receive?
Students will receive one generic email the day the survey starts. After the initial email, students will receive an email reminder every three days.
How do I exclude Instructors from being surveyed?
Navigate to the survey of interest. Excluding instructors only works when you have surveys with instructor type questions. When you assign a course, once assigned you can click on the arrow by and there is now an exclude faculty option. It will open a list of all faculty and you can exclude the ones you do not want listed. All supervisory instructors listed in SIS are listed in AEFIS as Course Section Directors. These instructors are automatically excluded from evaluations and do NOT need to be excluded manually.
How can I preview my Survey?
You can preview a survey either from Templates or Surveys (survey instance).
- Open the survey template or instance.
- Locate and open the Export drop-down menu button on the left-hand side of the page.
- Select Preview under Survey Form.
When are survey results available?
The day after final grades are due.
My survey response is very low, how do you recommend I run my surveys?
Check out the Student Learning Assessment best practice for course evaluation website. Achieving higher response rates includes giving time in class, discussing the purpose and importance, instructor should share how they have incorporated feedback into their course, and more.