CALIFORNIA STATE POLYTECHNIC UNIVERSITY, POMONA
I&IT STUDENT EVALUATION PROCESSING PROCEDURE GUIDE
1. Academic Departments will work with Graphic Communications Services (GCS) to
produce student evaluation (SE) forms.
A. Departments should order the SE forms (Attachment A) via a Graphic
Communications Services Work Order Request F-694.
B. Departments should order Section Header Sheets (Attachment B) from GCS. One
Section Header Sheet will accompany the student evaluations from each section
submitted.
2. A Submission Cover Sheet shall be distributed by I&IT to the appropriate academic
departments by the end of the 7th week of the term.
A. Academic departments should ensure that the Class Schedule tables from
PeopleSoft for each Class Subject are as accurate as possible before the end of the
6th week of the term.
B. On the Monday of the 7th week of the quarter, I&IT will generate a Submission Cover
Sheet (Attachment C) for each Class Subject (e.g. MAT or ENG). The information
used to initialize tables for the Student Evaluation Process is derived from the Class
Schedule in PeopleSoft.
C. SE forms that have invalid Class Numbers will be rejected. Thus, it is critical that
departments ensure that all classes are accurately listed in the Class Schedule in
PeopleSoft by the end of the 6th week of the quarter.
3. Academic departments will create, distribute and collect SE forms in compliance with
Appendix 10 of the University Manual titled “Student Evaluation of Teaching”.
A. Academic departments should determine a deadline for instructors to return forms
that will allow time for packaging and transporting forms to I&IT on time.
B. Academic departments will ensure that one stable questionnaire is distributed to all
instructors teaching the same subject in the same teaching situation.
C. The individual conducting the evaluation will ensure that the students are provided
with the Class Number, Term, Subject, Course, Section, Course Title and Instructor
Name to enter on the SE forms.
D. Instructors teaching sections not offered by their home department should retain a
copy of the blank forms to include in their RTP package as needed.
E. Students should complete one form for each instructor to be evaluated in team taught
courses. The instructor number entered by the students on the forms needs to
correspond to the number on the Submission Cover Sheet in order to have the
assessments reported to the appropriate instructor.
4. Academic department staff will prepare SE forms for delivery to I&IT.
A. No part of the SE forms shall be corrected.
B. Blank forms should be removed.
C. The Submission Cover Sheet should be marked to indicate which sections are being
submitted. Departments may indicate the number of forms submitted for each section
if they wish under the Form Count section.
D. Departments should not submit forms for sections not listed on the Submission Cover
Sheet. Class Numbers not shown on that report were not initialized. The software
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CALIFORNIA STATE POLYTECHNIC UNIVERSITY, POMONA
I&IT STUDENT EVALUATION PROCESSING PROCEDURE GUIDE
rejects forms with invalid Class Numbers.
E. A Section Header Sheet should be placed on top of each course section submitted.
At a minimum, the Class Number, Term, Instructor Number, Instructor's Surname and
Check Digit need to be entered as shown on the Submission Cover Sheet for the
assessments to be correctly recorded. The Subject, Course Number and Section
also need to be entered.
F. The Class Number from the Section Header sheet defines the Class Number for the
entire group of assessments for a given course section. Therefore, entire sections
with the wrong Class Number will be corrected when the software obtains the correct
Class Number from the Section Header Sheet.
G. Individual forms with errors SHOULD NOT be flagged in any way.
5. Departments will hand deliver the SE forms to the I&IT Help Desk (1-100) with the
Submission Cover Sheet no later than the Friday after grades are due. The specific due
date for each term is printed with the signature panel on the Submission Cover Sheet.
A. The Submission Cover Sheet will be signed by the department representative
delivering the forms.
B. I&IT cannot guarantee that student evaluations submitted after this date will be
processed on time. Requests for processing after this date should be submitted to
the Office of Academic Planning, Policy and Faculty Affairs.
6. I&IT staff will scan the forms and process the data.
A. I&IT staff may correct errors related to section information for an entire section on the
Submission Header sheet.
B. I&IT does not correct errors on individual forms.
C. I&IT staff will identify forms containing data that cannot be processed by the system
and consult with the academic departments involved to resolve the issues if possible.
7. I&IT staff reconciles the Submission Cover Sheet with the assessment forms processed
and the reports generated. I&IT staff will contact Department staff no later than the end of
the second week of the next quarter for pick up of the forms, reports and the Submission
Cover Sheet.
8. Resolution of Issues
A. Every effort will be made to address issues before the forms are returned to the
instructor. Resolution of errors found after forms have been returned to the instructor
will be addressed on a case-by-case basis with approval by the Office of Associate
Vice President for Academic Planning, Policy and Faculty Affairs.
B. I & I T will send processing error reports each quarter to the Office of Associate Vice
President for Academic Planning, Policy and Faculty Affairs.
C. Rejected forms will be returned to the department chair with a memo explaining the
problem no later than the third week of the next quarter. The department chair and
instructor will attempt to resolve the issue with I & I T by the end of the quarter
subsequent to the term assessed.
D. I & I T may be able to correct errors caused by incorrect Section Header Sheet
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I&IT STUDENT EVALUATION PROCESSING PROCEDURE GUIDE
information. For accuracy and consistency, new reports may be run for the entire
subject associated with the affected class section with approval by the Dean and/or
the Office of Associate Vice President for Academic Planning, Policy and Faculty
Affairs.
E. I&IT may be able to correct errors caused by multiple questionnaires processed into
one peer group (e.g. Chem Lect, Chem Lab). For accuracy and consistency, the
erroneous forms will be removed and new reports will be run for the entire peer group
affected with approval by the Dean and/or the Office of Associate Vice President for
Academic Planning, Policy and Faculty Affairs.
F. I&IT staff shall report any remaining unresolved issues to the Office of Academic
Planning, Policy and Faculty Affairs and work with them to resolve these issues.
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