AEFIS - Eval - Survey Settings (Admin)
Every AEFIS survey instance comes with five date fields which control various behaviors of the survey. This document explains these dates and shares UW-Madison best practices.
Locating the Survey Dates
- From the AEFIS main menu, (the three-stacked lines icon) select Survey.
- Locate the survey in question.
- Select the Manage button, on the right-side of the screen.
- In the navigation bar on the left, select Settings.
- You will now see these five dates.
About Those Dates
|Title||What is it?||Who is notified?||Default date||Modifiable?||Notes|
|Activation Date:||A reminder for the department AEFIS administrator. ||You (AEFIS admin) will receive an email notifying you that the activity for this survey is about to begin. |
Please review the survey instance to ensure it is ready to go.
|Two weeks prior to the Survey Starts date (described below). ||Yes||When changing dates, set this date first, then save before editing other dates. This date can be any time before any of the other dates. Normally it is set at least two weeks before the survey begins.|
|Faculty Notification:||This email informs the instructors that the evaluation period is about to begin. ||Instructors for the course sections included in this survey instance. ||Three days before the Survey Starts date||Yes||For instructors to receive notification, course sections must be assigned to the survey at least 24 hours before this Faculty Notification date.|
|Survey Starts:||The first day students can access and complete course evaluations.||Students will receive an email notifying them that the evaluation is now open. |
Students receive the initial email and a reminder email is sent every three days.
Emails continue until either student completes survey, or the survey ends.
Recommend leaving the Survey Starts date at its default value, unless the survey is a pre-semester or mid-semester survey.
AEFIS will consolidate reminder emails for students, provided the emails are being sent on the same day. If every school/college were to declare their own survey start dates, students will be receiving reminder emails every day.
|Survey Ends:||This date identifies the last day students can complete the course evaluation.||Yes|
|Results Available:||The first date instructors can access the specific responses in an AEFIS course evaluation.||Instructors||The day after grading period ends.||No – Set by institution.|
Results Available date also applies to evaluations administered for short courses. A short course and its survey may end mid-summer, but the instructor cannot see the results until after the entire summer semester has ended.