Office of the Provost
and Vice President for Academic Affairs

Student Ratings of Instruction

I. Administering
  1. Student Ratings of Instruction forms should be distributed and conducted within two weeks before the last day of classes.
  2. Effective Spring 2001, all instruments must comply with the University standard set of twenty-three questions first, followed by additional questions that must be approved at the Dean level, and ending with the two required open-ended questions. Additional open-ended questions may be added if approved at the Dean level. However, the normal time to complete the entire survey should not exceed thirty minutes.
  3. Another instructor, graduate assistant, or student in the classroom should distribute the forms and read the following:
    “I have been asked to conduct the teaching ratings for this class. These ratings are important to both the department and the instructor to improve teaching effectiveness. Please take your time and answer each question honestly and fairly. To ensure that your answers are confidential, do not put your name on the form. Use only a number 2 pencil to complete the form. Once completed, I will collect the forms, put them in an envelope, and take them to the departmental office. Your instructor will not see the results until the semester is over.”
  4. Students’ written comments are a valuable element in obtaining feedback for improvement because they may raise issues not related to the standardized ratings items. Faculty should have an opportunity to read the written comments in the early weeks of the following academic term. Copies of the written comments for classes with enrollments of more than 15 students may be given to the faculty member, or the faculty member may read the original responses as long as they remain on file in the departmental office. WRITTEN COMMENTS FOR CLASSES WITH ENROLLMENTS OF 15 OR FEWER STUDENTS SHOULD BE TYPED BEFORE THEY ARE SHARED WITH THE FACULTY MEMBER.
  5. The following course types are exempt from assessment:
    • Independent study, directed study, student teaching, internship/practicum, thesis, and dissertation. These courses are coded 50 (G), 55 (H), 60 (I), 81 (N), 91 (O), and 92 (P) in Banner SSASECT with the alpha character denoted in parentheses.
    • Team-taught courses
    • Lab courses which are coded 30 (E) and 40 (F)
    • University System of Georgia Studies Abroad courses taught by non-GA Southern faculty
    • Courses with only one student
  6. Beginning spring semester 2011, fully online courses designated in Banner with an instructional method code of “F” and partially online courses with an instructional method code of “P” will be evaluated online via CoursEval. This includes GOML (Georgia On My Line)/franchise courses, but excludes WebMBA and WebBSIT courses since these consortium programs are bound by other processes. Hybrid courses (instructional method code “H”) will need to be evaluated using the Student Ratings of Instruction paper form. Questions regarding CoursEval should be directed to the Center for Academic Technology Support.

II. RUNNING the Forms

To set up a Ricoh copier to scan batches:

  1. Click “Scan” button on copier. Place documents in feeder.
  2. Click on Folder, and click on where you want the documents to be sent to.
  3. Under Scan Settings, click on “Original Feed Type” to set for 2 Sided Original.
  4. Click on “2 Sided Original”, then click “Batch” and “Ok”. (Note: The batch will allow you to continue to scan multiple batches of forms until all forms have been fed through the document feeder.) Select the appropriate folder destination —should be the folder option entitled “Remark” (for Ricoh copiers)
  5. Press Scan.

If utilizing a Xerox or Konica and need assistance, please contact your Service Technician or the Service Desk at 478-2287.


III. Scoring
  1. Departments are required to submit a printed summary report to the Provost Office and upload the CSV files to SharePoint. Materials must be submitted to the Provost Office no later than the second week of classes for the following term. Departments should verify that each course has the correct CRN (Course Reference Number) on the first form. Departments should also check the .CSV file to ensure that the CRN is in the first cell of each row. If it is incorrect or blank, this should be corrected before uploading file to SharePoint at https://inside.georgiasouthern.edu/VPAA/evaluations/default.aspx.
  2. For courses with low enrollment, it is permissible to group multiple sections of a course taught by the SAME PROFESSOR and to aggregate as one course. This applies ONLY to enrollment of fifteen or less. Cross-listed courses may also be treated as a single course. ALL departments should include a written description of the section/courses combined to accompany the reports.
  3. Fully and partially online courses will be evaluated with CoursEval software, and each department will log into My.GeorgiaSouthern and click on the “CoursEval” service to pull the evaluations. It is not necessary to send the report and .CSV file for these courses. The Office of the Provost will download from CoursEval.
  4. A list of courses with missing evaluations and the explanations MUST be provided for every single course not evaluated, regardless of the reason, along with the printed summary reports for all other courses evaluated. If there are any discrepancies, the Provost Office will contact your department for additional information. A comprehensive list of missing evaluations will be compiled and distributed to the Provost and Deans.
  5. Please keep copies of summary reports and .CSV files for your records. (See Section IV #2 for more details)

IV. Filing
  1. Departments should retain student responses (evaluation forms, raw data files containing student responses, and CoursEval data files) on student ratings of instruction for the entire probationary period of the faculty member.
  2. At any given time after the tenure, departments should have on file: student responses (evaluation forms, raw data files containing student responses, and CoursEval data files) on student ratings of instruction for the previous five years for each tenured faculty member.
  3. Summaries of student responses on student ratings of instruction should be retained by the department as long as the faculty member is employed, and for three years following termination, except in the case of a non-renewal, a pending complaint, or a legal action.

V. Compiling (Provost Office)
  1. The official curriculum file/academic data mart will be used to verify that all courses have been evaluated.
  2. All printed copies of summary reports will be filed in the Provost Office.
  3. Printed report & data file will be checked against the curriculum file to correct for mislabeled information (instructor, control number, prefix, number, and section). The number of respondents printed on the report should equal the number of data lines in the file. Respondents should not exceed enrollment in the class unless the department informs the Provost Office that grouping occurred.
  4. If numerical discrepancies occur or data or reports are missing, departments will provide an explanation and/or be required to re-scan.

VI. Avoiding Common Problems
  1. Make sure all evaluation forms are straightened, have no bent corners; are not bound by staples, paper clips. etc.; and that the stack of forms is aligned properly.
  2. Provide a list of all courses missing in the data set with an explanation as to why courses were not evaluated. These data files are checked based on the official curriculum file; therefore, if a class is missing or discrepancies exist, the department will be contacted to provide explanations for missing courses and/or discrepancies. In order to prevent future contradictions, PLEASE compile a comprehensive list BEFORE submitting the data set to the Provost Office.
  3. Please double-check that the course prefix, number and section have the correct Course Reference Number (CRN) which should match on three different forms: the evaluation form, the CSV file and the printed summary reports.
  4. PLEASE follow the file naming guidelines stated above in Part II #3 and #9.
  5. If grouping courses as specified under criteria stated above (Part III #2), please send a note explaining the classes relevant to this method of reporting.
  6. If you save any files to the hard drive, please remember to copy those files to another computer (using a jump drive will suffice), and delete those files from the hard drive directory. Note: files saved to the hard drive without a specified path will automatically be saved in the ISD-Eval folder.
  7. The Provost Office does not need a copy of the written comments. Please submit only a hard copy of the summary reports and upload the CSV files to SharePoint at https://inside.georgiasouthern.edu/VPAA/evaluations/default.aspx.

VII. Final Thoughts

PLEASE remember that administering, scoring, and filing Student Ratings of Instruction is a series of steps, and each step is performed by a different entity. Therefore, it is often difficult to maintain continuity throughout the process. For this reason, the Graduate Assistants in the Office of the Provost have made themselves available at any time for questions, concerns, or problems (ext 8.0650). Please do not hesitate to contact that office at any point in the student evaluation process. The ultimate goal of these guidelines is to make processing of Student Ratings of Instruction a little less painful for all departments across campus.

Last updated: 4/6/2016

Office of the Provost • PO Box 8022, Statesboro, GA 30460 • (912) 478-5258