Collecting Scores from Faculty via Email Prompt

Planning & Self Study features the ability to collect student scores directly from faculty via emailed prompts.

This feature relies on Planning & Self Study knowing which students are enrolled in particular Course Sections, as well as who the instructor of record for each section is. Thus, using this option requires both "Course Sections" and "Enrollments" data to be uploaded into System Administration. 

• For steps on creating Course Sections manually or via import in System Administration, please see the resource linked HERE.
• For additional information on entering Enrollments data either manually or via import, please see the resource linked HERE.  

Setting Up a Collection Request

1. Enter the Assessment Plan, and create a Measure. For information on creating Measures, click HERE.
2. Be sure to connect the Measure to the intended Course from which Results will be collected.
3. With the new Measure created, locate the Results area, and select "I want to send emails and collect scores from faculty"
4. On the following screen, select how the results should be displayed. The options are:
   • "Show the average of all scores"
   • "Show categories that the scores fall into (i.e. Met, Not Met, etc.)"
     1. Make the selection and click on "Set a target." The next screen will vary based on the preceding selection.
        • "Show the average of all scores" - The target average will be selected
        • "Show categories that the scores fall into (i.e. Met, Not Met, etc.)" - The range of scores that make up each performance category will be put in place
5. Once the Targets are suggested, select "Set Up Collection Request"
6. The next screen will present a list of Terms. These are Terms that contain Course Sections that are connected to the Plan's Reporting Year. Expanding a Term will present additional details:
   • Section
   • Instructor of Record
   • Recipient Email
   • Scores Received
7. To trigger the collection request, select "Send Emails" in the bottom-right. A notification of "Emails sent" will appear in the bottom-left. 

The Instructor View

Once the collection request is sent, the instructors can provide the requested scores from multiple locations:

• Through the emailed collection prompt
• Under the "Courses You Teach" category of the homepage

Providing Scores through the Emailed Prompt

Instructors will receive an emailed prompt, shown below:

Selecting "Input Scores for [Term]" will produce a course roster, where individual scores can be entered for each enrolled student. 

Once all scores are entered, "Submit All Scores" in the top-right can be selected. 

This will produce a message indicating that the scores have been successfully submitted. The user would also see the option to Recall Scores, if needed. See below for additional information on this.

Providing Scores from the Homepage

Instructors also have the ability to add scores from directly within Planning & Self Study. Once the collection prompt is sent, a collection request will appear under the "Courses You Teach" area on the instructor's home page. 

Selecting "New Measure Scores Request" will produce the same interface as shown for the email prompt in the section above. 

Recalling Scores

If required, previously entered scores can be recalled, so that they can be edited and resubmitted. 

By accessing either the original email prompt or the "Courses You Teach" area of the homepage, the score request will present the single option to Recall Scores. 

This will produce the same course roster, with the original scores maintained. This is important if only a single score needs editing - all other scores will appear and can be left unedited. 

If it is desired that the ability to Recall Scores is turned off, this can be done by accessing the Measure and selecting "Close Results Collection."

Viewing Measure Results

The contributed scores will be visible to both Administrators as well as Organization Leads.

1. Enter the Plan
   • As an Administrator, enter the "Plans" module from the left-hand toolbar. Then, select the Plan in question, and the required Organization.
   • As a Contributor, click on the name of the Plan under the My Leadership area of the homepage.
2. Locate the Measure the Results were collected against
3. The number of sections that have contributed scores will be displayed on the Measure. Select "Analyze Results" to view the aggregated score data
4. The Average Score will be displayed, along with:
   • The total number of scores received
   • The Terms that emails were sent for
   • A prompt to track or send additional emails