CIS Dates and Deadlines

Fall 2017 semester

The paper CIS RETURN DEADLINE is December 20

  • Any paper CIS received after this deadline will receive a Frequency Count only. Frequency Counts are not included in the University's official data record, nor are they tracked by the CIS department.

Provisional Results for electronic CIS (eCIS) post to MyCIS on *December 26

*exception: provisional eCIS results for the School of Law post: Jan. 29

Provisional Results for paper CIS post to MyCIS on January 22

*exception: provisional eCIS results for the School of Law post: Jan. 29

  • CIS Contacts will be notified via email between January 16-19 regarding retrieval of their department's paper CIS from the Scanning Office (GSB 2.100 corridor) for the Provisional Results Period, Rescan Period, and university retention.
  • MyCIS is a restricted site: Instructors may view their own results only. Authorized department CIS Contacts may also access this site for business and educational purposes conducted on behalf of the university.
  • While the typed student comments associated with eCIS are available via MyCIS, the handwritten student comments associated with paper CIS are accessible only via the forms themselves and must be managed according to FERPA guidelines. Instructors (former or current) seeking access to their paper CIS should contact the associated academic department directly for assistance.
  • Academic departments are responsible for official retention of paper CIS according to university policies for records management.
  • The department may designate instructors as custodians of their paper CIS during the Retention Period (10 years), but please be aware that paper CIS are property of the university.

The RESCAN PERIOD, utilized to correct a CIS Office processing error, is Jan. 22-Feb. 7

  • Instructors who discover a CIS Office processing error should coordinate with their dept. CIS Contact re: submitting a Rescan request to the CIS Office. Instructors may view their Provisional results by checking their MyCIS page during the Provisional Results Period (see above). An example of a CIS processing error is: Instructor X's surveys were returned in Instructor Y's packet and subsequencty scanned/reported for Instructor Y's record.
  • Forms completed in pen or insufficiently marked with a pencil (e.g. check mark instead of bubbled filled) cannot be read by our optical scanners and are consequently excluded from CIS data collection/reporting. Though such forms are returned with the CIS packet for departmental retention, they do not constitute a CIS Office processing error and therefore do not qualify for a Rescan.
  • A perceived discrepancy in a student's response pattern on a form (= "The student apparently didn't read the response scale and made a mistake!") is not a CIS Office processing error and does not qualify for a Rescan. Per policy, the CIS Office does not interpret what a student intended versus what was actually marked, and student responses are neither altered nor deleted.

Official CIS Results post to MyCIS & *CIS Results Site on February 9

*Survey results are eligible for inclusion on the CIS Results Site only if:

  • Configuration of the Class Unique Number(s) is consistent with that as defined for a course by the Office of Institutional Reporting, Research, & Information System (IRRIS); this is referred to as a "Recognized" record. (Results for "Unrecognized" CIS records post to the Unrecognized CIS Results page within MyCIS.)
  • The record contains at least five responses
  • The record yields a minimum response rate of 20%
  • A Basic (B) series, Expanded (E) series, or Law (S151) form was utilized for data collection. [Results for TA forms are not posted to the CIS Results Site even if the aforementioned criteria are met.]

 

Spring 2018 semester

The Official CIS Request Period is March 19 - March 30

  • Authorized department staff persons ("CIS Contacts") utilize the CIS Administrative system to manage paper and electronic CIS requests on behalf of the department. Such persons are responsible for collecting all necessary information from within the department/instructors in a timely fashion in order to successfully manage CIS requests/records by the close of the official CIS Request Period. This includes (but is not limited to) collecting information regarding: Survey form and format preference, CIS that must be administered prior to the official CIS Administrative Period (aka "early paper CIS"), study abroad/maymester courses, cross-listed courses, and team-taught courses.
  • To obtain authorization for the CIS Administrative system, a department "CIS Contact" must register for (and complete) the Course Instructor Survey Departmental Contact Training class via UTLearn. Departments should notify the CIS Office via email regarding updates to department CIS Contact designations.
  • Faculty/TAs/AIs should inquire within the academic department to learn who is currently designated as their CIS Contact and become familiar with department procedures, deadlines, and communication practices regarding CIS. As the official CIS Request Period deadline is enforced, communication between instructors and CIS Contacts should be established early in the semester.
  • During the CIS Request Period, instructors may utilize MyCIS  to review current CIS requests made on their behalf as well as the name of the associated department CIS Contact(s). Instructors should direct all communication regarding CIS preferences and adjustments to the associated department CIS Contact before the close of the CIS Request Period.

The Official CIS Administration Period is April 23 - May 4

  • Electronic CIS (eCIS) can only be administered during the official CIS Administration Period. Therefore, any CIS that is approved to be administered outside the official CIS Administration Period (e.g. Maymester; Study Abroad; team-taught course resulting in an earlier administration for an instructor) should be requested as a paper CIS.
  • Paper CIS that must be administered prior to the CIS Administration Period are referred to as "Early Paper CIS." CIS Contacts are responsible for submitting "Early Paper CIS" requests to the CIS Office via email (*and also ensuring aligning records are present in the CIS Administrative System*), allowing three business days to fulfill the order upon receipt of request submitted via email. Instructors who require an "Early Paper CIS" should communicate this request to their CIS Contact early in the semester.
  • Approximately one week prior to the CIS Administration Period, the CIS Office will notify department CIS Contacts via email once their department's paper CIS are ready for retrieval from Scanning Services (GSB 2.100 corridor). To ensure data integrity, instructors are prohibited from retrieving paper CIS directly from Scanning Services and otherwise handling paper CIS until the CIS Provisional Results Period. Instructors should consult the department CIS Contact for more information regarding internal retrieval of paper CIS packets for administration.
  • Department CIS Contacts are responsible for managing all logistics associated with paper CIS administrations within the department as well as those that must be administered off campus (e.g. study abroad). Departments are responsible for keeping paper CIS packets remain secure, free from damage or tampering, and implementing a process wherein the correct packet is retrieved for the correct class/instructor.
  • Each paper CIS packet contains a Paper CIS Administration Instructions sheet.
  • Departments should provide pencils to students for each paper CIS administration as pen cannot be read by the optical scanners. Forms completed in pen are excluded from CIS data collection/reporting.
  • Students can learn "How to Take an eCIS" here.
  • Instructors may use class time to "administer" the mobile-adaptive eCIS to students. There is only one eCIS URL (https://utdirect.utexas.edu/ctl/ecis/index.WBX) and it is active ONLY during the official CIS Administrative Period.
  • Instructors utilizing eCIS are encouraged to personally notify students via Canvas about an active eCIS and further provide the (one and only) eCIS URL (https://utdirect.utexas.edu/ctl/ecis/index.WBX).

The paper CIS RETURN DEADLINE is May 16

  • Department CIS Contacts are responsible for ensuring all paper CIS for the current semester are returned to the Scanning Office or CIS drop box (both located in the GSB 2.100 corridor) by this deadline. (Spring Semester exception: Maymester paper CIS may be returned by the summer paper CIS Return deadline.)
  • Any paper CIS (exception: maymester) received after this deadline will receive a Frequency Count only. Frequency Counts are not included in the University's official data record, nor are they tracked by the CIS department.

Provisional Results for eCIS post to MyCIS on *May 21

*exception: provisional eCIS results for the School of Law post: June 17

Provisional Results for paper CIS post to MyCIS on *June 8

*exception: provisional eCIS results for the School of Law post: June 17

  • CIS Contacts will be notified via email between January 16-19 regarding retrieval of their department's paper CIS from the Scanning Office (GSB 2.100 corridor) for the Provisional Results Period, Rescan Period, and university retention.
  • MyCIS is a restricted site: Instructors may view their own results only. Authorized department CIS Contacts may also access this site for business and educational purposes conducted on behalf of the university.
  • While the typed student comments associated with eCIS are available via MyCIS, the handwritten student comments associated with paper CIS are accessible only via the forms themselves and must be managed according to FERPA guidelines. Instructors (former or current) seeking access to their paper CIS should contact the associated academic department directly for assistance.
  • Academic departments are responsible for official retention of paper CIS according to university policies for records management.
  • The department may designate instructors as custodians of their paper CIS during the Retention Period (10 years), but please be aware that paper CIS are property of the university.

The RESCAN PERIOD, utilized to correct a CIS Office processing error, is June 8-15

  • Instructors who discover a CIS Office processing error should coordinate with their dept. CIS Contact re: submitting a Rescan request to the CIS Office. Instructors may view their Provisional results by checking their MyCIS page during the Provisional Results Period (see above). An example of a CIS processing error is: Instructor X's surveys were returned in Instructor Y's packet and subsequencty scanned/reported for Instructor Y's record.
  • Forms completed in pen or insufficiently marked with a pencil (e.g. check mark instead of bubbled filled) cannot be read by our optical scanners and are consequently excluded from CIS data collection/reporting. Though such forms are returned with the CIS packet for departmental retention, they do not constitute a CIS Office processing error and therefore do not qualify for a Rescan.
  • A perceived discrepancy in a student's response pattern on a form (= "The student apparently didn't read the response scale and made a mistake!") is not a CIS Office processing error and does not qualify for a Rescan. Per policy, the CIS Office does not interpret what a student intended versus what was actually marked, and student responses are neither altered nor deleted.

Official CIS Results post to MyCIS & *CIS Results Site on June 20

*Survey results are eligible for inclusion on the CIS Results Site only if:

  • Configuration of the Class Unique Number(s) is consistent with that as defined for a course by the Office of Institutional Reporting, Research, & Information System (IRRIS); this is referred to as a "Recognized" record. (Results for "Unrecognized" CIS records post to the Unrecognized CIS Results page within MyCIS.)
  • The record contains at least five responses
  • The record yields a minimum response rate of 20%
  • A Basic (B) series, Expanded (E) series, or Law (S151) form was utilized for data collection. [Results for TA forms are not posted to the CIS Results Site even if the aforementioned criteria are met.]