FAQs for staff

Answers to commonly asked questions about course and teaching evaluations.

How do I know when SET is taking place?

The University's SET evaluation period is the final two teaching weeks of semester (or quarter), and the last teaching week of Summer School.  2022 dates are listed here.

Term Term Code Start (Monday 00:00) End (Sunday 23:59
Summer School 1220 7 Feb 13 Feb
Quarter 1 1222 7 March 20 March
Semester 1 1223 23 May 5 June
Quarter 2 1224 30 May 12 June
Quarter 3 1226 22 Aug 4 Sept
Semester 2 1225 10 Oct 23 Oct
Quarter 4 1228 14 Nov 27 Nov

How do I find out whether a course is eligible to be evaluated in SET?

From Week 3 of each Quarter/Semester, SET schedules become available through the SMR Course and Teaching Evaluation Dashboard.

The two criteria for SET eligibility are:

  • the course has an 'in-scope' primary graded component (LAB, LEC, ONL, SEM, STU, TUT, or TBL)

and

  • the enrolment headcount is 5 or more

If there are changes to the enrolment headcount and the threshold is not met, SET schedules will adjust automatically when they are refreshed/updated by the system.

Link to SMR Course and Teaching Evaluation dashboard

 

I am teaching a course that is eligible for SET, but I cannot see my name in the SET schedules.  What can I do so that I will be evaluated with the course?

You must have a 'Teacher' role in Canvas.  If you are a Course Coordinator, you can assign yourself a teacher role.

If another member of staff is the Course Coordinator for this course, please ask the Course Coordinator to give you a 'Teacher' role in Canvas.  Please note changes made in Canvas will take 24 hours to be seen in SMR dashboard.

Changes to roles in Canvas must be completed by Week 6 of each Semester/Quarter.

If you have been given a 'Teacher' role in a course and this is not accurate, please contact the Course Coordinator to remove you from the teacher role and assign you to a Teaching Support/Assistant/Learning Designer role as appropriate.

 

What are the required actions for Associate Deans, Heads of School/Department, academic and professional staff in the SET process?

We have outlined for staff key SET activities against the semester timeline.  This is available at SET Resources 

 

How is the Canvas ‘Teacher’ Role related to SET/OLE evaluations?

The 'Teacher' role in Canvas is the source of the data for SET/OLE that links teachers with courses they teach. A ‘Teacher’ role in Canvas must be given to all staff who teach a course, including on concurrently-taught and cross-listed courses.

Course Directors who teach on a course need to also have a ‘Teacher’ role in Canvas. Canvas roles must be accurate and confirmed by Week 3.


Is a Course Director evaluated in SET?

If a Course Director teaches on a course, she/he must be given a 'Teacher' role in Canvas to be linked with the course evaluated in SET.

If a Course Director does not also teach on a course they do not require a 'Teacher' role in Canvas.

 

I am a contract teacher – will my teaching be evaluated?

Yes, if you have a significant teaching role.  This means that you have teaching and other course responsibilities equivalent to at least that performed by a PTF. 

Before your name is linked with the course you teach, you must also have 1) an established University identity, 2) a completed ITS-25 form, and 3) a valid University email address. For more information see Identity and Access Management.

The final decision about whether you are eligible for evaluation will be made by the Associate Dean (Academic) in your faculty, in consultation with your Academic Head and Course Director. 

 

As a contract teacher who has been evaluated, will I see my teaching report and the course report?

Yes, you will be able to access and retrieve reports from Canvas as long as you have a University email address.  Please contact your faculty to request a University email address.

 

What if I am incorrectly listed in SET as a teacher on a course?

If you receive a notification before the evaluation starts, please ask your Course Coordinator to update your role in Canvas.

If you discover you are incorrectly associated with a course after the evaluation opens, please inform your Associate Dean (Academic; Teaching and Learning) to discuss possible solutions with the Academic Quality Office.

This applies to situations where a teacher has to be changed in the middle of a semester due to unforeseen circumstances.

 

Can I opt out of a SET/OLE evaluation?

No. All eligible courses and the teachers associated with that course are evaluated via SET each time the course is taught.  All eligible courses are evaluated via OLE when there the threshold is met of 5 or greater students studying online.  


How do I seek student feedback if I teach a small course (fewer than 5 students) under the eligibility threshold?

Alternative surveying approaches (e.g. Qualtrics) may be used although other means of evaluating the course may be more appropriate. 

 

Where do I find information about setting up a summative Qualtrics survey for my course?

Summative Qualitrics surveys may be used instead of SET only in faculty-approved and Academic Quality Office-approved cases where a course has a unique delivery timing.

All Qualtrics surveys must use the SET University questionnaire and include the appropriate faculty Associate Dean (Academic) as a survey collaborator.  Click here for information on setting up a Qualtrics course or teaching evaluation.

 

How do I access SET reports?

Course and teacher evaluation reports will be available shortly after the close of the evaluation period.  These reports are generated by the SET system. Reports are available through the 'SET Reports' menu item in any Canvas course page, or an emailed link to a specific report.  


Why is my individual SET Report 'greyed out' in the Dashboard?

When a SET Course and Teaching Report is 'greyed out' in your dashboard, and 'Not Met' appears after the SET report name, it means that the number of responses received for that evaluation is fewer than 5, and an individual teaching report will not be made available.

You may choose to obtain a copy of the SET Course Report from the Course Director and/or Academic Head. The SET Course Report does not include summarised results of teaching questions.

 

What type of SET reports are available and who sees them?

SET report Available to Format
Individual course and teacher SET report (in one report)
  • Individual teachers
  • Academic Heads
  • Associate Deans (Academic) and (Learning&Teaching)
  • Deans
HTML, PDF
SET course report
  • Course directors
  • Academic Heads
  • Associate Deans (Academic) and (Learning&Teaching)
  • Deans
HTML, PDF
Academic unit SET summary report
  • Academic Heads
  • Associate Deans (Academic) and (Learning&Teaching)
  • Deans
HTML, PDF
Faculty SET summary report
  • Associate Deans (Academic) and (Learning&Teaching)
  • Deans
HTML, PDF, CSV

How do I interpret SET reports?

For individual academic staff, a Quick Guide has been developed for interpreting the information in your SET report, and for providing feedback to students.

For Deans, Associate Deans, and Heads of Department, a Quick Guide to Academic Unit and/or Faculty SET Reports has been developed. To access these guides, see the Resources page.


How do I treat inappropriate comments in my SET reports?

Open-ended comments will be provided to staff unedited. Academic staff who are concerned about a comment in a SET report should consult Information for Staff on Inappropriate Comments in SET Evaluations.

 

What should I tell my students about SET/OLE?

The most important messages for students are:

  • Please complete the evaluations, when you are invited to give feedback!
  • Feedback through SET/OLE evaluations is important to individual teachers, and to the University, and will make a different in future iterations of the course.
  • Feedback should be honest and constructive.

Their feedback is secure and confidential.There is a PowerPoint presentation available for use in class you might consider as the message for students. To access the PowerPoint, see the Resources page.


Can I remain in the room while my students complete evaluations on devices?

Yes, although some teachers prefer to have a professional staff member administer the survey if done in class on devices.

 

How do I share evaluation outcomes with my current and future students?

The most important thing to do with SET/OLE evaluation is to respond to the feedback presented, regardless of whether changes can be made. This can usually be done through Canvas, and through a briefing to next year's class about what changes have been made. If no changes are going to be made, give an explanation. Students appreciate having their feedback taken seriously.

Write up what you did, the feedback you got, and how you intend to respond to that feedback.  Put this into your Digital Course Outline. Keep this as a record of your reflective practice – it will prove valuable as you develop your teaching practice, or when you want to provide evidence of teaching effectiveness for other purposes.


How do I get historical evaluation reports (from the former Cecil system)?

CECIL was decomissioned on 30 September, 2021The CECIL Enterprise Learning Management System was removed as a storage device from October 2021, including for teaching evaluations.  Staff were requested to extract any data needed prior to 30 September 2021 when CECIL was decommissioned.


I am a tutor, GTA or demonstrator - how do I evaluate my teaching?

Tutors, graduate teaching assistants and demonstrators can seek feedback on their teaching using formative evaluation - for example, a quick survey.

How are low response rates, report configuration threshold, and apparent outliers demonstrated in SET and SMR?

SET Course and Teaching Report includes a 'sliding' target response rate based on class sizes (see table below).  Staff may use this as a reference when providing feedback to students to 'close the loop', and also to plan a 'Bring Your Own Device' session to maximise response rates in future iterations of SET evaluations.

SET Course and Teaching Report (individual report) requires 5 or more responses to be configured and distributed after evaluations are closed.  Course and teaching evaluations with fewer than 5 would show as 'greyed out' reports.

In the case of apparent outliers in a course or teaching evaluation response, it is not the usual practice of the Academic Quality Office to 'clean' the data by removing these responses. Staff might consider including an explanatory note for the apparent outliers when using SET reports.

Class size Low response rate
<40 students under 50%
40 - 199 students under 40%
> = 200 students under 30%

Who do I contact in my faculty if I have questions about SET?

    Faculty Contacts  
ARTS Lindsay Diggelmann

l.diggelmann@auckland.ac.nz

Associate Dean (Learning & Teaching)
ARTS Sushila Pinto s.pinto@auckland.ac.nz Group Services Mgr
ARTS Alison Salmon aj.salmon@auckland.ac.nz Group Services Team Lead
ARTS Nadia Huertas Lopez n.lopez@auckland.ac.nz Group Services Team Lead
ARTS Nina Mamnani n.mamnani@auckland.ac.nz Group Services Team Lead
B&E Douglas Carrie d.carrie@auckland.ac.nz Associate Dean (Learning & Teaching)
B&E - non-GSM Chrissy Bretherton c.bretherton@auckland.ac.nz Group Services Mgr
B&E - GSM only Nino Murjikneli n.murjikneli@auckland.ac.nz Programme Mgr (Business Masters)
B&E - GSM only Maribel Caballero maribel.caballero@auckland.ac.nz Group Services Admin (MCE, MBA & PGDipBus)
CAI Becca Weber b.weber@auckland.ac.nz Associate
Dean (Learning & Teaching)
CAI Lesley Ruki-Willison 
l.ruki-willison@auckland.ac.nz
Group Services Mgr
EDSW Gail Ledger g.ledger@auckland.ac.nz Associate Dean (Learning & Teaching)
EDSW Samantha Lafaialii s.lafaialii@auckland.ac.nz

Group Services Mgr
EDSW Ursula McIntyre u.mcintyre@auckland.ac.nz Group Services Mgr, Te Puna Wānanga
ENG Peter Bier p.bier@auckland.ac.nz Associate Dean (Learning & Teaching)
ENG Aruna Lal a.sundar-lal@auckland.ac.nz Group Services Team Lead
ENG Yogita Ragini-Hirst y.ragini-hirst@auckland.ac.nz Group Services Team Lead
LAW Marcus Roberts m.roberts@auckland.ac.nz Associate Dean (Learning & Teaching)
LAW Louise Allan l.allan@auckland.ac.nz Student Academic Services & Engagement Mgr
MHS John Egan j.egan@auckland.ac.nz Associate Dean (Learning & Teaching)
MHS Christine Baes christine.baes@auckland.ac.nz EA to Associate Deans
SCI Andrew Luxton-Reilly a.luxton-reilly@auckland.ac.nz Associate Dean (Learning & Teaching)
SCI Anne-Marie Simcock am.simcock@auckland.ac.nz Group Services Team Lead