Briefing session on
Online Student Evaluation of
Teaching and Learning
for colleagues supporting the
administration of SETL
Prepared by
Social Sciences Research Centre of
The University of Hong Kong
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SETL process
 Online process must cover all undergraduate courses
(including Common Core courses) on 2 semesters system
 TPG courses can be evaluated online if they also use 2
semester system. All other TPG courses must use the
paper form for the evaluation
 The online SETL evaluation will be conducted for 4 weeks
until the start of the assessment period (i.e. this semester
from Nov 9 to Dec 7, 2015)
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SETL process
 SETL form covers course, teachers, tutors and
demonstrators
 Uses SIS database record of
course/teacher/tutor/demonstrator
 An option in SIS is available for joining different courses in
the evaluation, only one overall report will be generated
 For information, MBBS and Dentistry online SETL evaluation
were handled separately
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SETL process
 Must use standard forms unless Chairman of TLQC
approves
 Online yields lower response rates, but better openended responses, which is good for improvement
 To ensure good response rates, need to ensure that
students are given time at the end of a class to complete
the form (although they can complete any time before the
deadline)
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SETL process
 Cannot currently change teacher names in system, which
come from Human Resources
 For the Department Items, a maximum 5 extra questions for
both on-line and paper evaluation, please contact and
confirm with SSRC staff, Ms. C.C. Ho at 3917-1623 or
hocc@hku.hk (on or before Oct. 23, 2015 for this semester)
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SETL process
 For the online SETL, all courses with enrollment of at least 2
students must undertake SETL
 For the online SETL, the teacher/tutor/demonstrator parts
are only done if there are at least 2 students per
teacher/tutor/demonstrator (unless VP agrees)
 For the paper SETL, all courses with enrollment of at least 5
students must undertake the evaluation (unless VP agrees),
although the teacher/tutor/demonstrator parts are only done
if there are such persons for the class
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SETL process
 A maximum list of teacher/tutor/demonstrator is 25 names
 Separate online forms for course, teacher, tutor,
demonstrator as needed. Up to 25 teachers can be
evaluated in each course by a student, but only 1
tutor/demonstrator selected by a student from a list (or
evaluated as a group) of each course
 All teachers/tutors/demonstrators must have staff
ID/University No. (HKU requirement and needed for staff
review)
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 Tutor means person running tutorials, demonstrator means
person responsible for lab or field sessions (role
descriptions)
SETL Workflow
Prepared by
Social Sciences Research Centre of
The University of Hong Kong
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SETL Workflow of the Online SETL
 Departments/Centres/Schools/Institutions should enter/update
the course enrollment information including all undergraduate
and TPG courses in the Student Information System (SIS)
especially the staff number linked to the name of
teacher/tutor/demonstrator in each course and sub-class
information 10 weeks before the assessment date (i.e. before
25 September 2015 for this semester)
 All information must be updated for the appropriate semester
 Student enrollment should be updated automatically,
but the rest of the information relies on the
departments/centres/schools/institutions to update
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SETL Workflow of the Online SETL
 SIS unit exports the course enrollment information of all
undergraduate and TPG courses including:
 Course code;
 Course title;
 Term (Semester 1/2/full Year);
 Student list in each course (student name and university
no.);
 Teacher name list in each course (teacher name and staff
number);
 Tutor and Demonstrator name list in each course (teacher
name and staff number); and
 Jointly evaluated courses (course list)
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SETL Workflow of the Online SETL
 The enrollment information received from SIS except the
student list and indication of whether online or paper
process will be sent out to
departments/centres/schools/institutions
(i.e. on or before 9 October 2015 for this semester),
so departments/centres/schools/institutions can check for
errors and missing information (Please refer to Course List,
Teacher List, Tutor List and Demonstrator List)
 Departments/Centres/Schools/Institutions should update any
data amendments in the SIS system between 9 and 23
October 2015 for this semester
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SETL Workflow of the Online SETL
 The final enrollment information of courses with
teacher/tutor/demonstrator names will be sent out to
departments (i.e. on or before 2 November 2015 for this
semester). If any errors occurs, please contact SSRC
through email setl@ssrc.hku.hk immediately (i.e. on or
before 6 November 2015 for this semester).
 For information, SSRC will send out the invitation emails to
all HKU student on 9 November and 2 reminder emails to all
HKU student on 30 November and 4 December, 2015 for this
semester
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Instructions for Online SETL
Before administration
The teacher concerned should inform the students
in advance the date of the online evaluation (i.e.
soon after 9 November 2015 for this semester), and
that the students are encouraged to bring a mobile
internet device (such as laptop, tablet or
smartphone) to class at the scheduled time.
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Instructions for Online SETL
On the day of administration
Similar to the paper exercise, the SETL
questionnaire should NOT be administered by the
course teacher, but faculty/department staff.
The teacher should briefly explain the objectives of
the student evaluation and then leave the room
leaving it to faculty/department staff to oversee the
process.
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Instructions for Online SETL
On the day of administration
Faculty/Centre/Institution/Department staff should
read out:
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Please go to the weblink http://setl.hku.hk where
you should see a list of all forms that you need to
complete. Your evaluation will be saved
anonymously, without any identification. There are
separate forms for the course, teacher (and if
appropriate) tutor and demonstrator. There are
instructions, an FAQ link and a link for you to
report any missing courses at the weblink.
Instructions for Online SETL
During the evaluation period
Students should



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Access the SETL system via the weblink http://setl.hku.hk/
where there are instructions, FAQ and a list of forms for
completion (separate links for the course, teacher, tutor,
demonstrator forms)
Complete the forms for the class for four weeks until the start
of the assessment period (e.g. this semester from Nov 9 to
Dec 7, 2015)
if they cannot find the course that they have enrolled in, send
an email to SSRC using the link on the page so SSRC staff
can rectify this promptly
Workflow for Paper SETL
 Departments/Centres/Schools/Institutions should be responsible for
the accuracy of SIS data before SSRC generates the SETL reports
and inform SSRC about the course enrollment information for
printing purpose.
 For any amendment of the evaluation form (after received the
Chairman of TLQC approval) should inform SSRC 4 weeks before
the evaluation date.
 Departments/Centres/Schools/Institutions should inform SSRC for
printing at least 2 weeks before the evaluation date. Departments
collects the blank forms one week before the evaluation date and
carries out the evaluation.
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 For the paper evaluation forms, departments should deliver to SSRC
all completed forms, completed cover sheet on the top of each
envelope.
SETL Workflow for Reporting
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 The SETL results will be generated upon notice from SSRC
after the examination result release date (e.g. 21 January 2016
for this semester) and the following report will be provided to
each department/centre/school/faculty/institution :
 an individual report of every teacher in each course;
 an overall teacher report of every course;
 a report for the tutor/demonstrator of every course
(if applicable);
 a course evaluation report of every course;
 a soft copy of all open-ended questions’ answer using
online SETL (in MS excel format by question number and
course code);
 an overall report on the undergraduate courses; and
 an overall report on the TPG courses
SETL Workflow for Reporting
 Additional requests may be entertained at cost
 SSRC will upload the SETL results to the APA on or
after 22 January 2016 for this semester (after the
examination result release date 21 January 2016)
 SSRC will upload the SETL results to the SSRC
online SETL report system on or after 22 January
2016 for this semester (after the examination result
release date 21 January 2016)
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Instructions for Online SETL

My colleague, Mr. Samson Lee, will now demonstrate
Online SETL, so you can see how the process works
in practice:
http://setl.hku.hk

My colleague, Mr. Samson Lee, will now demonstrate
Online SETL report system, so you can see how the
process works in practice:
http://setl.hku.hk/report
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Instructions for Online SETL
The SSRC Guide (Third Edition, April 2015),
Briefing session on Online Student Evaluation of
Teaching and Learning (6 October 2015),
Briefing session on Online Student Evaluation of
Teaching and Learning for Administrative and Clerical
Staff (6 October 2015) and SETL Online DEMO are
available:
http://www.ssrc.hku.hk/setl.html
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Thank you! I am happy to answer
questions.
Prepared by
Social Sciences Research Centre of
The University of Hong Kong
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