Summer 2019 semester
The Official CIS Request Period opens June 17 for ALL summer sessions.
- Each department must designate at least one staff person (“CIS Contact”) to be responsible for managing CIS on behalf of the department and in accordance with associated policies, deadlines, etc. Departments should notify the CIS Office via email regarding updates to department CIS Contact designations. To obtain authorization for the CIS Administrative system, a restricted site utilized to officially request CIS for each department, a CIS Contact must complete the Course Instructor Survey Departmental Contact Training class. Registration for this class occurs via UTLearn.
- Authorized department CIS Contacts are responsible for collecting all necessary information from instructors in a timely fashion in order to successfully manage paper and electronic CIS requests/records by the close of the official CIS Request Period (see below). This includes (but is not limited to) collecting information regarding Survey form (e.g. B100) and delivery format (paper or electronic) preferences; CIS that must be administered prior to the official CIS Administrative Period ("early paper CIS") to accommodate special circumstances; study abroad/Maymester courses; cross-listed courses; team-taught courses; and TA assignments.
- 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, instructors and CIS Contacts are encouraged to establish communication regarding CIS early in the semester.
- During the Official 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 department CIS Contact prior to the close of the CIS Request Period.
Summer CIS Request Deadlines and CIS Administration Periods:
Authorized department CIS Contacts may begin adding paper CIS records (i.e. requests) to the CIS Administrative System for all summer sessions beginning June 17, but must add each summer session's paper CIS records (including EARLY PAPER CIS requests) by its associated deadline (see below). CIS Contacts must email their summer eCIS requests to the CIS Office by the associated deadline (see below).
FIRST (F) TERM
- Electronic CIS (eCIS) request deadline: June 26. CIS Contacts must email their (F) Term eCIS Requests (via Summer eCIS Template) to the CIS Office by this date. The Summer eCIS Request Template is disseminated to CIS Contacts via email at the end of Spring semester.
- Paper CIS request deadline: June 28. CIS Contacts must add (F) paper CIS records to CIS Admin system by this date.
- (F) Official CIS Administration Period is July 3-11
CIS Contacts may continue to request paper and electronic CIS for N, S & W Terms until the associated deadlines (see below).
- Electronic CIS (eCIS) request deadline: July 15. CIS Contacts must email their (N) Term eCIS Requests (via Summer eCIS Template) to the CIS Office by this date. The Summer eCIS Request Template is emailed to CIS Contacts at the end of Spring semester.
- Paper CIS request deadline: July 17. CIS Contacts must add (N) paper CIS records to CIS Admin system by this date.
- (N) Official CIS Administration Period is July 23-30
CIS Contacts may continue to request paper and electronic CIS Requests for S & W Terms until the associated deadline (see below).
SECOND (S) & WHOLE (W) SESSION
- Electronic CIS (eCIS) request deadline: July 31. CIS Contacts must email (S/W) Summer eCIS requests (via Summer eCIS Template) to the CIS Office by this date.
- Paper CIS request deadline: Aug. 2. CIS Contacts must add (S/W) paper CIS records to CIS Admin system by this date.
- (S/W) Official CIS Administration Period is Aug. 9-16
Summer & Maymester Paper CIS must be returned in person to Scanning Services or the CIS Drop Box (both located at SZB 563) by Aug. 21
Provisional paper & electronic CIS Results (*except Law School) post to MyCIS on August 27, 2019.
- Department CIS Contacts will be notified via email regarding retrieval of their department's paper CIS from Scanning Services (SZB 563) 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.
- While typed student comments on eCIS are available via an instructor’s restricted MyCIS page, 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 directly contact the associated academic department 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 (to correct a CIS Office processing error) is Aug. 27-Sept.12, 2019
- Instructors who discover a CIS Office processing error should coordinate with their dept. CIS Contact to submit 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 subsequently inappropriately scanned and reported for Instructor Y's record.
- Forms completed in pen or insufficiently marked with a pencil (e.g. check mark instead of bubble fully filled in) 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.
*Electronic & paper CIS Results post for the School of Law on: Sept. 23, 2019
**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.]