Please Note: The functionality described in this article is scheduled for a future release and is not currently active in the system. Release Notes will be published once this feature becomes available.
Overview
Instructors and Administrators can track response rates for every course in an open evaluation project and send reminder emails to students who haven't responded, all from one place on Results Home. No more switching screens or exporting lists to find out who still needs to respond.
A new Response Rates tab on Results Home shows every open course and its response rate at a glance.
Select one or more courses and send a reminder email to everyone who hasn't responded yet, in just a few steps.
Preview the exact email before you send it.
See when a reminder was last sent for a course, and how many emails succeeded or failed.
Administrators can set a default subject and message for the whole institution, and choose which roles are allowed to personalize it.
Note: CES Administrators can enable or disable this feature for Instructors, Administrators, and TAs in Results Settings. See the instructions at the bottom of this article for details.
Where to Find It
To access this feature, navigate to Results Home and select the Response Rates tab located next to Overview. This tab is accessible to Instructors, Administrators, and CES Administrators. Available functionality depends on assigned administrative permissions.
The Response Rates Table
Each row in the table represents a course within an open evaluation project. The table includes the following columns:
- Course Name: The title of the course.
- Response Rate: The percentage of enrolled students who submitted evaluations, displayed as a number and a visual bar.
- Students Responded: The count of completed responses relative to total enrollment (for example, "6 of 20").
- Time Remaining: The duration remaining in the evaluation window (for example, "3 days," "1 hour," or "Closed").
- Reminder Email: The count of successful and failed reminder emails, including a link to view full delivery activity.
- Reminder Last Sent: The date of the most recent reminder (for example, "Today," "Yesterday," or "2 weeks ago"). Displays "No reminders sent" if no previous attempts exist.
Instructors view assigned courses only. Administrators and CES Administrators view courses according to existing organizational access levels in Results Home.
Searching and Filtering
Users can locate specific courses by entering the course title, code, or ID into the search field. Dropdown filters allow narrowing results by project or course status. Select Search to update the table display. If no open courses exist, the table displays an explanatory notice.
Sending a Reminder
Users with reminder permissions can send notification emails using the following steps:
Select one or more courses. Use the checkbox on each row, or select the main checkbox to choose all courses on the current page. Courses with a 100% response rate or a closed evaluation window are locked and cannot be selected.
- Select Send Reminder. Use the button above the table to batch send, or select the action item on a single row to send to an individual course.
Review the email. A panel opens displaying the subject line, message text, and selected courses. Depending on the institution's configuration:
- Fields may appear blank for manual entry.
- Fields may display pre-filled, editable default text.
- Fields may be locked from editing.
Note: The Subject field is required and supports up to 50 characters. The Message field is optional with no character limit.
Preview the email. Select Next to preview the rendered email with sample data from a selected course.
- Send the email. Select Send Reminder to deliver the message immediately. Reminders cannot be scheduled for future delivery. A confirmation notice appears upon completion.
Who the Email Comes From
Reminder emails display the sender's full name. If the institution's email domain is verified, the message sends directly from the user's email address. Unverified domains send via the Watermark notifications address. Student replies route directly to the sender's inbox.
Tracking Reminder Activity
The Reminder Email column displays successful and failed delivery counts for each course. Select View Activity to inspect sending history, including individual student delivery statuses.
Who Can Send Reminders
Access to send reminders and customize email text is controlled by permissions managed by the CES Administrator under Account > Permissions:
- CES Administrators: Possess send and edit permissions by default.
- Administrators, Instructors, and Teaching Assistants: Granted permissions individually by a CES Administrator.
- Students: Cannot be granted reminder permissions.
For CES Administrators: Setting Up Defaults
Under Account > Results Settings, there is a Quick Reminders tab CES Administrators can use to configure institution-wide defaults:
- Subject: Define a standard subject line (up to 50 characters) and specify which roles are permitted to edit it before sending.
- Message: Choose whether to allow custom messages, disable body text entirely, or enforce a global message template with role-based edit permissions.
Only roles with active Quick Reminders permissions can be granted template editing privileges.
Future Enhancement: Cross-Listed Courses
Note: This enhancement is currently in development and is not yet available.
Currently, cross-listed courses display as separate rows for parent and child sections in the Response Rates table. An upcoming update will combine cross-listed sections into a single row with aggregated response rates and activity metrics. Instructors will retain permission controls to send reminders exclusively to their assigned students.