Email #2 to instructors

The following emails were sent on Wednesday March 12th. The first one was sent to instructors who are required to give the survey. The second was sent to instructors who had the option to give or not give the survey. The departments determined who is optional and who is mandatory.

These emails were the second of those sent to instructors, with the first one being forwarded to them through their department representative.

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Email sent to mandatory instructors:

The new online Course And Faculty Evaluation System (eCAFE) is open for use. Please log in to eCAFE at http://www.hawaii.edu/ecafe using your UH username and password to set up your surveys.

Setting up your surveys involves adding your own questions to those already selected by your campus and department. If you have set up a survey in the past, you can choose to copy those questions into a current survey and edit as desired.

Your students will start using the system from April 21st. Prior to this date, you will receive an email providing instructions on the eCAFE system which you should forward to your students.

You can also indicate if you want to publish your results at the end of the semester. Publishing your results means that the aggregate results will be displayed through a link on http://www.hawaii.edu/ecafe for all to see. You are not required to publish, and if you decide to publish, you will have the ability to decline showing individual open-ended responses. You can also revoke your decision at any time.

Why would you want to announce that you intend to publish? Because your students will be told of your intent, which gives them an incentive to fill out the survey. This will increase the number of surveys completed, and provide an alternative to the now popular http://www.ratemyprofessors.com, sans hotness ratings.

You have until Friday, April 4th to make your changes. After the 4th, the system will close and you will not be able to make any further changes.

Usage of eCAFE should not be combined with using the paper-based surveys. If you receive the application for a paper survey, please let us know asap by email or phone ().

As this is a pilot test, any and all feedback is greatly appreciated. Please feel free to email us at cafe-support-l@hawaii.edu.



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Email sent to non-mandatory (optional) instructors:

The new online Course And Faculty Evaluation System (eCAFE) is open for use. Please log in to eCAFE at http://www.hawaii.edu/ecafe using your UH username and password to set up your surveys.

Your department has specified that your participation in the eCAFE pilot test is voluntary. If you don't want to participate, you must log in to http://www.hawaii.edu/ecafe and click the Disable button next to the survey(s). If you choose to Disable, no further notices will be sent to you or your students, and you can ignore the rest of this email. Otherwise...

Setting up your surveys involves adding your own questions to those already selected by your campus and department. If you have set up a survey in the past, you can choose to copy those questions into a current survey and edit as desired.

Your students will start using the system from April 21st. Prior to this date, you will receive an email providing instructions on the eCAFE system which you should forward to your students.

You can also indicate if you want to publish your results at the end of the semester. Publishing your results means that the aggregate results will be displayed through a link on http://www.hawaii.edu/ecafe for all to see. You are not required to publish, and if you decide to publish, you will have the ability to decline showing individual open-ended responses. You can also revoke your decision at any time.

Why would you want to announce that you intend to publish? Because your students will be told of your intent, which gives them an incentive to fill out the survey. This will increase the number of surveys completed, and provide an alternative to the now popular http://www.ratemyprofessors.com, sans hotness ratings.

You have until Friday, April 4th to make your changes. After the 4th, the system will close and you will not be able to make any further changes.

Usage of eCAFE should not be combined with using the paper-based surveys. If you receive the application for a paper survey, please let us know asap by email or phone ().

As this is a pilot test, any and all feedback is greatly appreciated. Please feel free to email us at cafe-support-l@hawaii.edu.

Email to Staff Members

The following email was sent to participating Staff on Tuesday, February 12, 2008 at 4:12PM.

Subject: eCAFE reminder

Dear ,

The UH eCAFE (Course And Faculty Evaluation) pilot test is underway. If you have not already done so,
please visit http://www.hawaii.edu/ecafe to setup your department surveys. You have until the end of
this week, Friday, February 15th. After the 15th, you will be unable to make any further changes.

Starting Monday, March 3rd, your instructors will be able to log in and make any allowed changes to
their surveys. On that date, we will be sending you an email to forward to your instructors. The notice
will introduce eCAFE, what it is, and what is expected of them.

Thank you again for volunteering to participate in eCAFE. If you have any questions or concerns, please
feel free to contact us by email or phone ().

Email to staff members

Here's the body of the email all staff members get this week:

Update: this was sent Fri, 25 Jan 2008 15:33:03

Dear ,

The UH Course And Faculty Evaluation (eCAFE) system is now up and running. Please visit http://www.hawaii.edu/ecafe to login and setup your department surveys. You have until Friday, February 15th before the staff setup period closes. After the 15th, you will be unable to make any further changes.

Once you log in, you will see several buttons that guide you through the setup process.

1) Edit faculty survey: Go here to set the questions that will appear on all surveys for your department's faculty members. You can add and remove questions and set the order that the questions appear in. If your department has set up a survey during our previous pilot test, you can click the "Clone" button next to the past survey to copy any of those questions into your current survey.

2) Update settings: This button takes you to a page where you have two actions. First, you set whether or not you want to allow your department's faculty members to add their own questions to the survey, in addition to the ones you personally selected. Second, you can select which faculty members have mandatory surveys, and for which faculty the surveys are optional. Please make sure ALL instructors who are teaching in your department are listed on this page. If any are omitted, please let us know as any instructor not listed on the page will not receive a survey.

3) Override concurrent courses: From here, you can select a TA as the primary instructor of a concurrent course.

Thank you again for volunteering to participate in the eCAFE pilot test. If you have any questions or concerns, please feel free to contact us by email or phone ().

Mahalo,