Survey Administrator FAQ

myExperience Data Preparation FAQs

If you have any queries or problems completing the steps above, please read through these answers to frequently asked questions.

If these FAQs don't solve your problem, please contact the myExperience team: myExperience@unsw.edu.au

Question 1

What is the difference between the course convenor task and the instructor task?

Question Instructor task Course convenor task
How does the data work for this task?
  • There is one row of data per class
  • Each row represents one survey
  • Please put the relevant teacher for each component against each row.
  • There is only one row of data per course.
  • The data listed for the course is usually the lecture, however occasionally this is listed as a secondary component of the course (e.g. a lab or tutorial)
  • As long as the correct course code is listed, then the course report and personalised question will be made available to the course convenor, regardless of the type of component listed.
Who should I enter into each row of data on this task?
  • Add any instructors who you wish to be surveyed about their individual teaching, against the relevant class/survey.
  • Add the person who takes responsibility to leading the course; this may be the course convenor, coordinator or lecturer in charge.
  • Students will not see the course convenor name in the survey.
What happens if I enter an academic’s name in this task?
  • When you enter an academic’s name here it will appear in the survey
  • The survey created will be based on the teacher questions.
  • The academic will be given the opportunity to add an additional question to the standard teacher questions.
  • When reports become available, this person will receive a report about their own individual teaching.
  • The course convenor will be able to add an additional question to the standard course questions. If the course is co-convened, then the academics will share this responsibility.
  • The course convenor will have access to the course report.
What if the academic is both a teacher and a course convenor?
  • Add their name to the instructor task against the correct row/class survey
  • If an instructor is not added to the instructor task they will not be surveyed.
  • Please add their name to the course convenor task, even if they are also teaching and previously added within the instructors task
  • If they are not added to this task, they will not receive the course report or additional course question option.

Question 2

What happens if I hit publish but realise I need to make changes to the class data?

You can’t make further edits to class data after you hit 'Publish'. If the data you have published is incorrect, please contact the myExperience team on myExperience@unsw.edu.au.

Question 3

For one of my courses, the lecturer is also a tutor – how should this be set up so that students do not receive a duplicate question set?

If the lecturer is the only tutor in the tutorial – set this tutorial class to 'evaluate – No'.

If there are other tutors in the tutorial – include these, but not the lecturer. Set this tutorial class to 'evaluate – Yes'.

Question 4

For one of my classes there are different ‘streams’ of students who are taught by different teachers (i.e. not all students are taught by all teachers) – how should this be set up?

Add all of the teachers to the class. Teacher questions are not compulsory, so students can evaluate all teachers they interact with, and select n/a against any they don’t.

Question 5

For one of my classes there are multiple teachers and I’m not sure which teacher is in front of which student – how should this be set up?

Add all of the teachers to the class. Teacher questions are not compulsory, so students can evaluate all teachers they interact with, and select n/a against any they don’t.

Question 6

What should I do if a teacher does not appear in the drop down list when I try to add them to a class?

All staff working at UNSW should be included in the database. If for any reason, a teacher is not in the user database:

  1. Contact myexperience@unsw.edu.au
  2. You will be provided with a template to add the user
  3. This will be added to the database
  4. This can then be added against the relevant course

Question 7

Can I edit the preferred name of a teacher?

Yes, you can manually update the text in the preferred first name field on the data preparation page. Preferred first name is first name that will appear in the student survey.

Prefered name screen shot.png

Question 8

If a class or tutorial is closed due to no enrolments (‘cancelled’ in class maintenance), will it appear in my class list?

No, only classes with students enrolled will be included in your list. The driver is student enrolments rather than the class being offered.

Question 9

What happens if I click the ‘Restore’ button in the class drop-down menu?

If you click ‘Restore’ your ‘Evaluate’ choice (yes or no) will revert back to the setting before you made any changes. 

Question 10

What is the ‘eyeball’?

The eyeball shows which was the last survey you edited.

Question 11

Where will the course questions appear?

  • Course questions are assigned to the primary component of the course (aka where EFTSL is assigned). In most cases, this is the lecture component.
  • You can see this in Data Prep in the right-hand column marked 'Survey question status'. Any row marked 'Course and Teaching questions' will include the course questions. There may be multiple rows for one course (e.g. if the course has multiple lecture streams). This data is then aggregated in the reporting stage.
  • This serves two benefits:
    • Course reports are able to be viewed based on different groups (e.g. lecture A or B).
    • Fewer links appear to students when they login to their survey (e.g. if a student is enrolled in a lecture and a tutorial, only two links appear to students).

Question 12

How can I see which class is which?

  • The data displayed in Data Prep is based on data prepared in SiMS term planning
  • Both the Class ID and Section ID are displayed in both the Object ID and the Survey name

Question 13

What survey name appears to students?

The 'name' column will be displayed to students when they login to the survey

Question 14

How do I access the response ratio monitor?

  • Login to myexperience.unsw.edu.au
  • Click the link in the top right hand side

Question 15

In the course convenor task, only a lab (or tutorial) is listed. Why is this?

**UPDATE** Thank you for your feedback about this bug. We have removed the desciption in brackets from all courses for the Course Convenor task. Please note - if your course convenor course was published prior to 20 April, then the previous name will remain. Please be assured that your data is unaffected.

  • In the course convenor project, we have only row of data for each course. This is to reduce the administrative burden for survey admin.
  • Usually this component is the lecture, however occasionally this is listed as a secondary component of the course (e.g. a lab or tutorial)
  • Please be assured that as long as the correct course code is listed, then the course report and personalised question will be made available to the course convenor, regardless of the type of component listed.