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Information

Use cases involving setup of evaluations. This is the process of setting up an evaluation so it can be delivered to users and taken by them. It is not the authoring process for the evaluation template.
NOTE: evaluation and survey are used interchangeably below

Creating a survey of a single known group

  • Goal: Create a survey of the users in a site or group in Sakai
  • Summary: An instructor wants to survey the students in their course. They would login to the evaluation system and start a survey using an existing template. They would adjust the various settings and then choose to assign the survey to their site. Once they confirmed the settings and assignment the survey would be saved.
  • Actors: instructor, site maintainer
  • Events:
    1. Login as instructor/evaluatee
    2. Click on start new survey
    3. Enter a title/description for the survey
    4. Select an existing template to use for the survey
    5. Continue on to the settings view
    6. Adjust the dates for the evaluation and other settings
    7. Continue to the assign view
    8. Choose the single group to assign the eval to from the list of groups
      • Note that the group must be a group where the current user has "be_evaluated" permissions or it will not appear
    9. Continue to the confirm view
    10. Confirm the settings and assignments to save the evaluation and make it active
  • Implemented

Completing the setup of a survey that was partially created

  • Goal: User is creating a survey but is interrupted or unable to complete the process for some reason. They come back to the system later and want to continue the process without starting over. The user finds the partially completed survey in their list and completes it.
  • Actors: instructor, site maintainer
  • Events:
    1. Login as instructor/evaluatee
    2. Click on My Surveys
    3. Select a partially created survey and choose to continue creating it
      • Can also choose to remove it
    4. User is placed on the eval settings view and can change the settings, adjust assignments, change title, etc.
    5. Save the evaluation and make it active OR make changes and leave it as partially completed
  • Implemented

Adjusting the settings/assignments on a survey before it starts

  • Goal: User has create a survey and wants to add another group to the assignments before it starts. The user may also want to adjust the dates or other settings for the survey.
  • Actors: instructor, site maintainer
  • Events:
    1. Login as instructor/evaluatee
    2. Click on My Surveys
    3. Choose edit for the survey you want to adjust
    4. Change the survey settings
    5. Save the settings
  • Implemented

Removing a survey before it starts

  • Goal: User sets up a survey but realizes they did not want to give it after all.
  • Actors: instructor, site maintainer
  • Events:
    1. Login as instructor/evaluatee
    2. Click on My Surveys
    3. Choose remove for the survey you want to get rid of
    4. Confirm to remove the survey
  • Implemented

Changing the participants for a survey

  • Goal: Surveyor realizes they left someone out of a survey and wants to add them in before it starts / while it is running.
    Surveyor realizes they put someone in that they should not have and wants to remove them before it starts.
    Surveyor wants to survey the same group that they used on a previous survey with a minor change to the list without creating a new group.
  • Actors: instructor, site maintainer
  • Events:
    1. Login as instructor/evaluatee
    2. Click on My Surveys
    3. Click on edit for the survey whose participants need adjusting
    4. Continue to the group assignments view
    5. Adjust the adhoc group by editing it if that is what is being used (add/remove users)
    6. Adjust the list of groups to change a set of users (see note below)
    7. Save the evaluation
      Alternative Note:
      Changing the list of users in a site which have the "take_evaluation" permission or adjusting the external group provider will also effectively change the participants in a survey currently. This was determined to be desireable so it has continued to work this way.
      Pros - less work for the surveyor in all cases to adjust the existing adhoc group rather than having to create a new one, surveyor can tell who they are surveying since the list of people in the group can be viewed
      Cons - they can change the list of people while the survey is running which could confuse a participant, but this has always been possible with the sites in Sakai and the externally provided groups
  • Implemented

Setting up an evaluation for an entire department/college

  • Goal: Setup an evaluation for an entire group based on the hierarchy of colleges/departments/subjects/whatever
  • Actors: Super User
  • Events:
    1. Login as super user
    2. Click on start evalaution
    3. Select the template to use for all groups which are to be assigned
      • Template items may be marked as specific to certain departments or groups in the overall template
    4. User sets up the settings according to the parameters of the evaluation
    5. User selects the department/college/univeristy node in the hierarchy which will cause the evaluation to be assigned to all groups below it in the hierarchy
    6. User confirms and saves the evaluation
    7. Notifications go out to all instructors for the groups which are assigned to the eval as a result
    8. When the eval starts the users who are meant to take it will get notifications
    9. Users taking the eval will see items based on the levels of the hierarchy that are marked for the items in the eval and the levels above the group the user is a member of
    10. When the eval closes the owner will be able to view all the results of the evaluation
  • Implemented

Setting up a departmental evaluation with specific settings

  • Goal: Setup a departmental evaluation for a large number of courses that conforms to a specific set of configuration options
  • Summary: A user has to set up surveys for 14 courses in a department, these surveys must include 3 institution-wide questions set by the Education Section (a univeristy authority). Once they have set up the surveys, the instructor must be allowed to comment and possibly add questions of their own. The survey should go live on a preset day and email reminders should go to those who do not complete the survey within 3 days. When the survey is complete, I should be able to see/download all results. This instructors should be able to see only their results (compared to an anonymous aggregate of the department for the departmental questions)
  • Actors: Super User, departmental user
  • Events:
    1. Click on start evalaution
    2. Select the template to use for all groups which are to be assigned
      • Template items may be marked as specific to certain departments or groups in the overall template
    3. Choose to associate this evaluation with the tag which indicates it should use the Education Section questions
    4. User sets up the settings according to the parameters of the evaluation
    5. User continues on to the assign groups view
    6. User selects the department node in the hierarchy which will cause the evaluation to be assigned to all groups below it in the hierarchy
      • If this is more than the 14 desired groups then the user simply open up the hierarchy and chooses the 14 groups specifically
    7. User continues on the confirm view
    8. User confirms and saves the evaluation
    9. Notifications go out to all instructors for the groups which are assigned to the eval as a result, the notifications include a URL which allows the instructor to add their own items or make comments
      • See use case for instructor adding items or making comments
    10. When the eval starts the users who are meant to take it will get notifications
    11. Users taking the eval will see items based on the levels of the hierarchy that are marked for the items in the eval and the levels above the group the user is a member of
    12. When the eval closes the owner will receive a notification and be able to view all the results of the evaluation
    13. The instructors will also receive notifications and be able to view only the results for their courses
  • NotImplemented - no support for departmental/hierarchical users yet, no UI for configuring university authority questions (though this could be done by manipulation of the DB and the autoUseTag), no UI for instructor comments or adding their own items (could be done via direct DB manipulation), support for instructor viewing of only their results is generally untested

Instructor adding in their own items to an evaluation from above

  • Goal: An evaluation is created by a departmental user (someone above in the hierarchy) and the instructor wants to add their own items to the evaluation
  • Actors: instructor, site maintainer
  • Events:
    1. Receive a notification that an evaluation was created for a course I am an instructor in
    2. Login as instructor/evaluatee
    3. Follow the link on the summary view which indicates there are evals assigned to my courses
    4. View the current set of items that would be visible to my courses
    5. Click on add my own items
    6. Choose the type of item to add and enter the appropriate information
    7. Save the item
    8. This item will only appear to takers in my courses and only I will be able to view the results for them
  • NotImplemented

Sample Use Case template

SampleUseCase

  • Goal: goal
  • Summary:
  • Actors: user
  • Events:
    1. Login as instructor/evaluatee
    2. stuff
  • ImplementedNotImplemented
  • No labels

2 Comments

  1. About "Changing the participants for a survey", I am unable to change/add participants to an evaluation that has already started. Following the instructions above I am not finding the "group assignments view". During the initial setup of the evaluation there are two inputs on the bottom of the Edit page, "Continue to Assign to Courses" and "Cancel". Once the evaluation has started these change to "Save Settings" and "Cancel". If you have any ideas on why I am seeing this I would greatly appreciate it.

    Thanks

    1. Your best guess is to ask this stuff on the email list. However, you need to basically click on the link which appears in the assigned column in MyEvaluations. This link will take you to the assignments view where you can add more groups and eventually where you will be able to control the individual participants once we have time to add in that feature.