CoursEval and SPHGrades

Implemented in fall 2008, CoursEval and SPHGrades provides a more streamlined process of accessing course evaluations, providing reporting features to faculty, and offering a more sophisticated process for managing course grades and creating, storing, and issuing Incompletes.

As with any new process, there is an adjustment period that involves learning the software and working through any issues that arise. With that in mind, the Student Services Center has created a frequently asked questions tutorial and examples aimed at helping faculty and students navigate the School of Public Health's new course evaluation and grading system.

All suggestions and comments are welcome: sph-eval@umn.edu

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Frequently Asked Questions

For Faculty
How do I view my course evaluation results?
I taught the lecture section of a course that has lab components, but I don't see any evaluation results?
How do I know if the evaluation period has closed?
Why are some of my courses not being evaluated?
A student wants to submit an Incomplete Contract. How do I advise him/her?
How do I view and approve an Incomplete Contract?
How do I enter my final grades?
How do I submit a supplemental grade?
How do I submit a supplemental grade for a course taught prior to fall 2008?

For Students
How do I complete a course evaluation?
Why do I not see any course evaluations when I log into the system?
I completed my course evaluation, but I still cannot see my grade?
How do I submit an Incomplete Contract?
How do I make changes to an existing Incomplete Contract?
SPHGrades confirms my grade is available, but I cannot view it?


For Faculty

How do I view my course evaluation results?
To view course evaluation results, faculty must log into CoursEval using their x.500 username and password. If the evaluation period is still active, results will not be accessible, and the faculty member must wait until the evaluation period has closed before viewing evaluation results. Once an evaluation period has closed, faculty may view their results for the current term. Evaluation results from fall 2008 to the current available term will always be available. Evaluation results from terms prior to fall 2008 are only available in hard copy from the Student Services Center.

To view results from all courses taught, make sure at least one course is checked and click "view report." This will open an additional window. When navigating to other terms, use the drop-down menus located at the top of the page.

I taught the lecture section of a course that has lab components, but I don't see any evaluation results?
Courses that require students to register for labs, and attend a mandatory lecture (which they do not register for), are only evaluated for the lab sections. Instructors who have been added to the lecture component, but not the labs, will not be evaluated; therefore, only instructors whose names are included under the lab sections will be evaluated using CoursEval. Instructors are encouraged to check the class schedule each semester to ensure that their name is listed correctly for the course(s) they teach.

How do I know if the evaluation period has closed?
Faculty generally receive at least two emails announcing the start and end date of the evaluation period for the current term. Please refer to these emails when questioning evaluation dates, or e-mail sph-eval@umn.edu.

Why are some of my courses not being evaluated?
Per School of Public Health policy, courses with an enrollment of less than five students will not be evaluated to maintain anonymity. Additionally, Field Experience, Independent Study, Master's Project, Directed Study/Research, Thesis Credits, Readings, or Community Engagement courses will not be evaluated due to the independent nature of the course.

A student wants to submit an Incomplete Contract. How do I advise him/her?
If it is before the last day of class, the student may log into SPHGrades and select the "Initiate an Incomplete Contract" link. They will then need to select the appropriate course from their personalized drop-down list, type in a justification for needing to take the Incomplete, list the assignments they are missing, and provide the date they will have these assignments completed. The student will then need to electronically sign their Incomplete Contract by checking the student signature box and clicking "submit." As the faculty member for the class the student selected, you will see their Incomplete Contract awaiting your signature after logging into SPHGrades.

If it is after the last day of class, the student will need to send an email to sph-eval@umn.edu with the above mentioned information. An administrator will then initiate the Incomplete Contract for the student. While this is an option, all students are strongly encouraged to submit their Incomplete Contracts before the last day of class.

How do I view and approve an Incomplete Contract?
After logging into SPHGrades, faculty will see any Incomplete Contract's awaiting their approval. Click on a contract to view. If the contract is missing any information, contact the student and inform them of the updates needed; do not approve. If the contract is acceptable, electronically sign the contract by checking the faculty signature box and clicking "submit." Once the faculty member has signed the incomplete, an "I" grade will be added to the grade drop-down list next to the student's name on the course page. Open the course page by locating the course under the Manage Course Info section and clicking "go." Select the "I" grade next to the student's name and click "finish grades" if grades for all students have been entered, or "save grades, finish later" if not all grades are finished.

How do I enter my final grades?
Log into SPHGrades, select the course, and select a grade from the drop-down list next to each student's name. If you give a student a "N" or "F" grade, you must also submit a last date of participation. Once you have completely finished, click "finish grades" at the bottom of the page. If you selected "finish grades" but did not enter grades for all students, you will receive an error message that directs you back to the grade page. In this instance, click "save grades, finish later" to save your work. This allows you to add or change grades at a later time.

How do I submit a supplemental grade?
For a class taught fall 2008 or later, log into SPHGrades, select the appropriate course under the Manage Course Info section and click "go." Choose the new, correct grade from the drop-down menu located next to the student's name and click "finish grades."

How do I submit a supplemental grade for a course taught prior to fall 2008?
Instructors must submit their supplemental grade through the PeopleSoft Grades system.


For Students

How do I complete a course evaluation?
Log into CoursEval using your x.500 username and password. If the evaluation period is open, you will see a list of the courses you need to complete evaluations for. Click on a course and answer the corresponding questions. Evaluations will always be 12 questions or less, depending upon the course. When you have finished filling out the evaluation, click "submit." Repeat this process until no evaluations are pending.

Why do I not see any course evaluations when I log into the system?
If you do not see any pending course evaluations you have either completed all required evaluations, or the evaluation period has not officially opened. Check the emails sent by CoursEval for evaluation period start and end dates.

I completed my course evaluation, but I still cannot see my grade?
Please allow for a 24 hour turn-around time between when you complete your evaluation in CoursEval, and when it shows up as completed in SPHGrades. Also, make sure you have actually submitted your course evaluation in CoursEval. There is a "save" function at the bottom of the evaluation that will save your work but not officially submit it. If you have officially submitted all of your course evaluations, you will have no pending evaluations on your CoursEval main page. Finally, the University has pre-established grade deadlines, so while you may have completed your course evaluation right away, your instructor may still be calculating final grades and not have them available for student view.

How do I submit an Incomplete Contract?
Log into SPHGrades, and click "Initiate an Incomplete Contract." Then, select the appropriate course from the drop-down list, type in a justification for needing to take the Incomplete, list the missing assignments, and provide the date by which all missing assignments will be completed. Next, electronically sign the Incomplete Contract by checking the student signature box and clicking "submit." The Student Services Office strongly encourages all students to contact their course instructor prior to initiating an Incomplete Contract, and to start the contract initiation process before the last day of class.

Students are unable to initiate an Incomplete Contract after the last day of class. Any student needing an Incomplete Contract will need to send an email to sph-eval@umn.edu with the above mentioned information. An administrator will then initiate the Incomplete Contract for the student.

How do I make changes to an existing Incomplete Contract?
Log back into SPHGrades and click the contract link next to the appropriate course. Make changes as necessary. Any changes made after a faculty member has signed the Incomplete Contract will require a new faculty signature. You are responsible for contacting the faculty member and updating them on the status of your Incomplete Contract.

SPHGrades confirms my grade is available, but I cannot view it?
If you have already completed your course evaluation, make sure you officially submitted it in CoursEval, not just saved it. If it has been officially submitted (meaning it is no longer pending in CoursEval), and it has been 24 hours or longer since you submitted it, please contact: sph-eval@umn.edu.