Course Evaluation with EvaSys Education

Pacific University processed over 15,000 course evaluations annually using a rigid system of pre-printed forms and a scanner. Each class has a unique course number. Because the questionnaires were standard for all classes, the students entered course information. If the course number was marked incorrectly or omitted, data accuracy and reliability was compromised.

Many campus groups had a vested interest in the survey results. Course evaluations were used by the personnel committee, instructors and administrators for faculty reviews and content improvement.

“We knew the system was flawed but, to change a key practice like course evaluations, many parties had to be consulted”, said Lee M. Colaw, Chief Information Officer and Director of University Information Services for Pacific University.

Pacific University conducted an eye-opening 18-month study that revealed administrative staff spent weeks checking completed forms for errors. More than 160 hours annually were spent pre-processing questionnaires — erasing stray marks, darkening light marks and double checking course codes — before the forms were scanned. Yet, without this time-consuming pre-process, staff found the course evaluation results were largely inaccurate.

Once the forms were scanned, the results were photocopied and distributed in hard-copy reports across campus.

Once Pacific University realised the course evaluation process not only wasted time but was questionably accurate, it adopted the EvaSys Education course evaluation system. With the semester end looming, the university immediately implemented the system, even before the software training.

Students, staff, faculty and administrators benefit from EvaSys’s ease of use. Processing is completed within hours, not weeks. The system generates results automatically and immediately emails reports to the personnel committee, instructors and administrators to provide data for faculty reviews and course assessment.

Pacific University currently uses EvaSys to handle 75,000 course evaluations annually. Questionnaires are easily created and generated on paper or online. Now, the university controls accuracy by including course numbers directly on the forms before distribution. After the questionnaires are returned, the results are immediately distributed in a variety of formats.

Since implementing EvaSys, data accuracy and accountability have increased. Course delivery and content have improved. Problems and management issues are addressed in a timely manner. Litigation surrounding faculty evaluations has decreased. Administrative staff saves more than 160 hours annually. The IT department is praised for the system and the campus is confident with the data accuracy.

In addition, EvaSys brings significant benefits to the campus IT department. “EvaSys adds no overhead to our IT infrastructure. It doesn’t require dedicated servers. It has no impact on network reliability,” said Colaw. “Because it’s so easy to use, it reduces help desk calls for service. We’ve had no technical issues.”

“Many campuses think the amount of time and energy dedicated to course evaluations is insignificant,” said Colaw. “However, staff who process evaluations are often reluctant to tell administrators how much time and labour are involved because they fear it reflects poorly on their performance. At Pacific University, no one realised staff wasted 160 hours annually just pre-processing forms. Automating course evaluations can produce significant savings, and improve the process and results in countless ways”.