How to Initiate a Sync Between Course Evaluations & Surveys and Faculty Success

Once the Course Evaluations & Surveys (CES) and Faculty Success (FS) integration has been enabled for your campus, you can initiate a sync through the Course Evaluation Management tool to attach CES reports to their corresponding Scheduled Teaching records in FS. This article walks you through how to prepare for and initiate a sync.

Important: Only users with access to the Course Evaluation Management tool in Faculty Success can complete the steps outlined in this article. If you're unsure whether you have access or need help obtaining it, refer to Course Evaluation Management tool: Who has Access and How to Request Access.

Preparing to Initiate a Sync

Before initiating a sync, verify the following requirements have been met:

Course Evaluations & Surveys (CES) Checklist

The CES project you intend to sync for must have:

1. A status of "Ended."
2. No course with a course-level date for Survey Access set in the future; all course-level dates for Survey Access must have passed. To review:
   • Go to the project's Courses tab.
   • Sort the Start Date and End Date columns to review the course-level dates for Survey Access.
   • Or select Export All Courses to download the course data. In the Excel file, refer to the SurveyStart and SurveyEnd columns.
3. Reporting must be available to Instructors. This can be verified by:
   • Going to your project's Report Setup tab and ensuring that instructors have been granted access to view reports for their courses.
   • Review Account Results Settings to ensure instructors can access the CES report type (e.g. Instructor Details Report, Instructor Detailed Report with Comments) you intend to sync for.

Faculty Success (FS) Checklist

1. Scheduled Teaching records must exist for the term you are syncing. For example, if the CES project you're syncing for was conducted to gather evaluations for Fall 2025 courses, you must have Scheduled Teaching records for those courses in FS for Fall 2025.
   • To review existing records in FS, utilize the Export Raw Data report.
   • If records need to be created refer to Creating New Scheduled Teaching Records Using Export Data Report and CSV Data Import.

Course Matching Checklist

1. One of the following methods must have been used to connect courses between the two systems:

   • Automated Matching: Requires your CES course codes to follow the format: CoursePrefix-CourseNumber-SectionNumber. Additionally, it's required that the SCHTEACH screen primary key fields be made up of the following fields: TYT_TERM, TYY_TERM, COURSEPRE, COURSENUM, and SECTION.
   • Custom Matching: Uses the EK_COURSE_CODE field to link courses. If this method is selected, custom primary keys for the SCHTEACH screen are supported and no changes are required to the SCHTEACH primary key fields.

   If you're unsure which method was used or need to implement one, refer to Connecting Courses: Automated Matching vs. Custom Matching.

Note: Regardless of the matching method used, each course's course code must be unique across all terms and academic years. Reusing course codes will cause syncing errors.

Steps to Initiate a Sync

Once you've met the requirements to prepare for a sync, follow these steps in Faculty Success to initiate it:

1. Select Tools from the navigation bar and click Course Evaluation Management. If you don't see these options, refer to Course Evaluation Management tool: Who has Access and How to Request Access.
   
2. Fill out the following fields within the Course Evaluation Management tool:
   • Instrument: Select the appropriate instrument name as configured by your institution.
   • Screen: Select Scheduled Teaching.
   • Term and Year: Enter the academic year and term for which you are syncing.
   • Field: Choose Evaluation File. This is the field that the CES reports will be attached to.
   • Course Evaluations Project: Select the course evaluation type project you would like to initiate the sync for in order to attach the CES reports from the project to the corresponding Scheduled Teaching records in FS. If a project is missing from this option, refer to Troubleshooting Failed Syncs: Common Errors and Fixes.
   • Report Type: Choose the CES report type to attach to the Scheduled Teaching records. Available report types include:
     • Detailed Report
     • Detailed Report with Comments
     • Short Report
     • Short Report with Comments

3. After filling out all the required fields, select Sync Evals to begin the process.

   You can track the progress of a sync from the History table within the Course Evaluation Management tool. Keep in mind that multiple syncs cannot be run at the same time, you must wait until one sync finishes before initiating a new one.

After the Sync

Once your sync is complete, you can do the following:

• Verify the results of your sync by following the steps outlined in this article, How to Confirm your Sync was Successful.
• If a sync needs to be rolled back, visit Rolling Back a Completed Sync .
• Run a new sync.

The CES and FS integration ensures CES reports are attached to the corresponding Scheduled Teaching records in FS, giving instructors seamless access to their evaluation data alongside their course data in FS. With everything properly configured, future syncs can be completed smoothly by following the same process outlined in this article.