Overview
This service level agreement defines OIT responsibilities as well as client responsibilities with respect to web-based Exam Scheduler; the agreement also addresses common questions and procedures.
Step-by-step guide
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Features and Functions
The web-based exam scheduler serves a single function - to enable reservation of seats in classrooms for exams when the classes are larger than the classroom capacity. Exams are spaced over several blocks of time to give all students access to the classroom.
OIT Responsibilities
OIT will complete routine requests within 5 Upon signing of this service level agreement, OIT will provide client access to the online exam scheduler within 7 business days. If your unit has a time-sensitive request, please notifyevaluations@franklin.ugacontact ssharp@plexusweb.com or brewer@uga.edu as as quickly as possible. If your request cannot be completed within 4 2 business days, you will be contacted promptly with an explanation and a projected completion date.
In order to ensure that your evaluation is prepared on time, please use the following table to determine deadlines for providing critical information to OIT staff members:
| Task | Deadline |
|---|---|
| Loading Course Lists To ensure that the correct students are given access to the correct evaluation, administrators should submit a list of courses to OIT for processing (see below for format) | 5 business days before start date of evaluation |
| Opening an Evaluation In order to open an evaluation, administrators should submit a date and time to open each evaluation | 2 business days before start date of evaluation |
| Editing an Existing Evaluation In order to modify any of the questions on an evaluation form, the new format (which must be vetted, see below) should be submitted to OIT in order to implement the changes | 15 business days before start date of evaluation |
Client Responsibilities
Please become familiar with UGA policies on End of Term Course Evaluations and Midterm Course Evaluations.
UGA policies regarding course evaluations can be found by visiting the following links:
Identify Primary Unit Administrators
Please identify your primary unit level course evaluations administrator; this individual will be responsible for conveying unit decisions to the Franklin College application developer. Units may have multiple administrators if desired. If your primary unit level administrator changes, please notify us promptly. It is preferred that the unit administrator be a non-faculty member of the unit’s staff in order to minimize conflicts of interest.
Approve New Changes to Evaluation
When a unit intends to make changes to an evaluation, these changes should be approved by the department head before submitting the change to OIT. It is the department head’s responsibility to ensure that these changes meet the standards and needs of the faculty in their unit.
Provide Course Lists to Be Evaluated
Please submit all course evaluation requests through the Course Evaluation Load Request Form.
Administrator Tasks
The following tasks may be completed via the administration interface available at
Client Responsibilities
Client is responsible for loading all data into the system, and communicating with students on how to access the system.
- Creation of all classes using the classroom being scheduled
- Creation of all test dates and times
- Upload of all student rolls in classes
URL's to Exam Scheduler
Chemistry
- For students: https://www.franklin.uga.edu/chem_signup/
- For admins: https://www.franklin.uga.edu/
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- Edit course roll data (enrolled students) at the unit level. We usually download course rolls after the mid-point to minimize editing. For example, by waiting until after the midpoint, we minimize the need for admins to remove students who drop the course late in the term.
- Coordinate dates with OIT for load time of an evaluation, start time, and end time. See above for appropriate deadlines. A note regarding dates: if a time is not provided, an evaluation opens at 12:01 am on the start date; if a time is not provided, an evaluation will be closed at 11:59 pm on the day previous to the end time.
- Manage the course list for the unit, which includes the following:
- Remove extraneous classes (directed study, research, or breakout sessions)
- Set instructors for breakout sessions/labs, if they are to be evaluated
- Clone courses, where needed, for example, when there are multiple instructors for a course that need to be evaluated separately
- Export evaluation data to Excel, when necessary, sharing the resulting file with cross-evaluating units, where appropriate
- Monitor course evaluation turnout during evaluation period
- Email students who have not yet completed evaluations for the unit, if desired, to prompt their participation. Generally, we do not provide results to faculty until after the due date for submitting grades.
- Handle exception cases for units, such as students who require paper evaluations, students who want to turn in an evaluation after the closing time, or instructors who need to close an evaluation early, etc.
To request assistance with any of these tasks, please email evaluations@franklin.uga.edu
Summary of Course Evaluations Web Addresses
- For admins:
Math
- For students: https://www.franklin.uga.edu/exam/
- For admins: https://www.franklin.uga.edu/exam/admin/
MED-EDS
- For students: https://www.franklin.uga.edu/evaluation/admin/MED-EDS_group_advising/
- For faculty/instructors/TAs: https://www.franklin.uga.edu/evaluation/instructors/MED-EDS_group_advising/admin
All use secure MyID authentication.
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