Troubleshooting the Course Evaluations & Surveys to Faculty Success Integration

After configuring the Course Evaluations & Surveys (CES) to Faculty Success (FS) integration through the work request utility, you may encounter a few additional troubleshooting steps as you work through syncing your first projects. We have outlined all common sync issues and other considerations below for reference as you familiarize with the integration and its requirements.

Missing Project

When selecting project results to sync to Faculty Success, you may find the project does not appear in the drop-down list of options. There are a few reasons for this, which all need to be reviewed in Course Evaluations & Surveys. This is typically caused by one of the following:

  1. Project status is not ended
  2. Individual courses added after Project End Date
  3. Results not available to instructors
  4. Course-level dates have been scheduled for the future.

If after review of the listed project, none of the above seem incorrect, use the Submit a Request feature to contact support for further investigation.

Project status is not ended

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Only courses which have the Status of "Ended" are available for syncing from CES to FS. Projects which are Not-Deployed or In-Progress will not appear in the list of CES reports to sync. Once the project end date has passed, the course will become available to the Course Evaluation Project drop-down menu in Faculty Success. If you update the status of a project in CES to Ended, please allow 15 minutes for the project to appear in Faculty Success.

Individual courses added after Project End Date

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By viewing the Courses tab in CES for a project, sort by End Date to ensure no individual courses have an End Date after the Project End Date. If any courses have an End Date after the Project End Date, the Project will not be available to Faculty Success until all Course End Dates have passed. For more information on how to search courses in CES, see this article.

Results not available to Instructors

If the project still does not appear after the above dates have been reviewed, it may be due to a project setting in Course Evaluations & Surveys. In CES, open the project you are attempting to sync and review the Report Setup tab. Under "Reporting Access", the option "Allow Instructors to view reports for their courses" must be checked. This article describes the access dates that can be configured to allow results to be made available to instructors.

cestofs6.png

Course-level dates have been scheduled for the future

If the project is still missing, it could be because certain courses within the project have course-level dates scheduled for the future in CES. As a result, you must adjust all future course-level dates by updating them to a past date or removing them entirely, given that course-level dates take precedence over project-level dates.

When manually editing a course for the missing project in CES, you can find and edit course-level dates, as shown in the image below. Course-level dates may also be edited in bulk by exporting the courses to an excel file and then adjusting the dates in the file. The modified file can then be imported into the project to implement the new course-level dates. 

 

Screenshot 2024-01-02 at 3.03.33 PM.png

The guide outlined in this article to export and modify course-level dates can be used to make the necessary changes. 

 

Attachment Failed

In some cases, you may receive the message "Attachment Failed" after attempting a course evaluation file sync to Faculty Success. This is uncommon, and may need to be reviewed by our support team for next steps. However, please confirm the following:

  1. Only one sync is occurring at a time
  2. Data is not being imported via CSV or Web Services (API) to Faculty Success Scheduled Teaching at the time of the sync

If the error persists after confirming the items below, contact our support team to open an investigation through the Submit a Request feature.

Processing one sync at a time

It is not uncommon for CES projects for a term to be broken up into many smaller projects. When syncing these results to Faculty Success, we highly recommend waiting for the previous sync to finish before queuing another project sync.

Mitigate import processes during the sync

Adding, updating, or deleting courses in Faculty Success during a sync can result in the "Attachment Failed" message. Please avoid processing other imports to Scheduled Teaching data while the sync is in progress.

Attached

A successful project sync will result in the "Attached" status appearing in the History table for your Course Evaluation Management tool. A successful project sync does not indicate that all course evaluations in the CES project found matching courses in Faculty Success. Review the detailed results of the sync by selecting "Download Results" from the Action menu for the synced project. The downloaded csv file will contain a breakdown of evaluation results from courses in CES that the system attempted to find matches for in Faculty Success. By reviewing the "status" column for all failures, and referencing the "message" column for the reason for the failure, there are three common issues you will find in the results file. 

  1. No user found
  2. More than one record found
  3. No matching records for "username"

For these errors, data can be corrected in either CES or FS, as needed.

No user found

status message
Failure No user found

User matching from CES to FS relies on the email address stored separately in each system. If a matching user email is not found in FS, the course evaluation file is unable to be imported to a user account. This may be quickly updated in Users & Security for Faculty Success, or by reviewing the Instructors in the project for Course Evaluations & Surveys.

More than one record found

status message
Failure

More than one record found

When the sync is initiated, the integration employs one of the following methods to find matching courses from CES to FS in order to determine which Scheduled Teaching record within FS to attach the CES reports to.

  • If you follow the course code format "CoursePre-CourseNum-SectionNum" in CES, the integration will use this information to identify the matching record in FS, according to the corresponding fields in the course code within FS.

  • Alternatively, an additional "CE&S Course Code" field may have been added to your Scheduled Teaching screen to store the CES course code of a course as part of the implementation of the integration, and the integration will use this course code between both applications to determine the matching record in FS. Keep in mind that this field is populated as part of your Scheduled Teaching imports.

The integration uses one of the methods above to determine a matching course in FS to attach the CES report. If more than one course in the Scheduled Teaching screen in FS is found with the same course code, it results in the error message "More than one record found." To address this message, ensure that only one record in FS exists with the corresponding course code for the CES report to successfully attach when a sync is initiated.

No matching records for "username"

status message
Failure No matching records for username

When this message appears, a matching Faculty Success account was located for the Instructor listed in FS, but when the system attempted to match the course code, no matching record was found. There are two ways to ensure that a record's course code was properly configured in order for the sync to match the report to it.

  1. CoursePre-CourseNum-Section
  2. CE&S Course Code

CoursePre-CourseNum-Section

This configuration is most common for institutions that implemented CES and FS at the same time, relying on system automation rather than manually uploading CES course code values to FS, as discussed further below in CES Course Code. If all CES projects are set up using this exact format for their course codes, you can review the course codes from CES in FS by concatenating COURSEPRE-COURSENUM-SECTION field codes. It is easiest to review this in FS by using the Create a New Report feature to create an Export Raw Data report.

To find the course codes in CES, you can follow the steps outlined below: 

  1. Navigate to the Courses tab of the desired project. 
  2. You can then view the courses from this tab to view the course codes from the "Code" column. 

    Screenshot 2023-08-30 at 4.45.55 PM.png

    You can export the course codes from CES by clicking the "Export All Courses" hyperlink. To export selected courses, first select all courses on the same page (you can adjust records per page at the bottom of the page to accommodate large groups of courses prior to export) and then click the "Export Selected Courses" hyperlink to export the selected courses.

    Screenshot 2023-08-30 at 4.10.20 PM.png

    Information about the courses in your project will then be exported to an Excel file, where the course codes can be found in the "Code" column of the Excel file.

 

CES Course Code

It is more common that the course codes in CES follow a unique format, especially when they are imported from other source systems. In this case, it is crucial these course codes are added to Scheduled Teaching in Faculty Success within the EK_COURSE_CODE field in order for the sync to find matching records to attach the report to. This can be processed as part of a CSV Data Import to update existing records, or your data feed to FS can be modified to include the EK_COURSE_CODE as part of record creation.

The steps on how to retrieve course codes from CES and add them to FS are below:

    • Login to CES as a CES Administrator to navigate to "Surveys & Projects" from the navigation bar.
    • Select "Projects" and locate the desired project.
    • Go to its "Courses" tab and export courses either selectively by clicking "Export Selected Courses" or all at once by selecting "Export All Courses."
    • An Excel file will be automatically downloaded to your computer.
    • In the exported Excel file, find the column labeled "Code" which contains the course codes.
    • Add these course codes to the corresponding Scheduled Teaching records in FS under the field with the field code as "EK_COURSE_CODE." These course codes can then be added in bulk via a CSV data import to FS by your Faculty Success Administrator. 

 

Note: The EK_COURSE_CODE must be imported for all courses in a term for which you want to sync project results. This should occur before running a sync. 

 

Re-Syncing a Project

After troubleshooting your first sync attempt, you may re-sync a project. With each sync, the system will replace all previously uploaded files with the latest version from CES and attempt to find new matches where previously a matching user or course was not found. There is no limit to the number of times you can attempt to re-sync a CES project.

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