Briefing session on
Online Student Evaluation of
Teaching and Learning
for Administrative and Clerical Staff
Prepared by
Social Sciences Research Centre of
The University of Hong Kong
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SETL process
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 This year, online process must cover all undergraduate courses
(including Common Core courses) on 2 semesters system and
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 (e.g. this semester from Nov 8 to
Dec 5, 2014)
 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
SETL process
 Must use standard forms unless Chairman of TLQC approves
 Online yields lower response rates, but better open-ended
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)
 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 3 weeks until the assessment period (e.g. Oct. 24, 2014 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,
although
the
teacher/tutor/demonstrator parts are only done if there are at
least 2 students per teacher/tutor/demonstrator (unless
Chairman of TLQC agrees)
 For the paper SETL, all courses with enrollment of at least 5
students must undertake the evaluation (unless Chairman of
TLQC 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)
 Tutor means person running tutorials, demonstrator means
person responsible for lab or field sessions (role descriptions)
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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 (before the end of September 2014)
 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 on or before 3.5 weeks
before the assessment period (e.g. this semester mid of Oct, 2014),
so departments 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 for 3 to 2.5 weeks until the start of
the assessment period between (e.g. this semester Oct 20 and 24,
2014)
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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
on or before 1 week before the assessment period for the final
check (e.g. this semester Oct 31, 2014). If any errors occurs,
please contact SSRC through email setl@ssrc.hku.hk immediately
(on or before Nov 4, 2014).
 For information, SSRC will provide a student list to the Information
Technology Services on Oct 28 for sending out reminder emails on
November 8 and December 1, 2014
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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 (soon after
Nov 8, 2014), 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 8 to Dec 5,
2014)
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. this semester 20 January
2015) 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 uploads the SETL results to the APA on or after 20 January
2015 (after the examination result release date 19 January 2015)
 SSRC uploads the SETL results to the SSRC online SETL report
system on or after 20 January 2015 (after the examination result
release date 19 January 2015)
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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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Thank you! I am happy to answer
questions.
Prepared by
Social Sciences Research Centre of
The University of Hong Kong
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