Evaluation States

Import of enrollment data

1. Get the enrollment data from the university office. The data is an .xls which must match the format in the sample file exactly.
2. Check the format of the file manually. E.g. right column order, no blank fields, search for unusual usernames and email addresses etc. EvaP has only rudimentary checks for the syntactical correctness of the data and no checks for its semantical correctness.
3. Determine the default evaluation period.
4. Create a new semester.
5. Import the data. All courses are now in the state new.
6. You probably should spot-check the data after importing.
7. Assign questionnaires. These are the default questionnaires based on the course type and can be changed per course later on.

Evaluation

1. When all preparations are done, the managers can "enable the course for lecturer review". This will send the "Lecturer Review Notice" email to the responsible person. If possible, do this with all courses at once, so the responsibles will get only one email. The new state is Awaiting editor review.
2. The responsible person can now adjust the evaluation period and the selection of questionnaires, modify the participant list and add contributors. When they approve the course, it is in the state Approved by editor.
3. The managers can check if the responsible person did everything right and approve the course as well, the course is then Approved by manager.
4. (Automatically) When the evaluation period starts, the course will be switched to the state In evaluation. This is done by a cron job.
5. (Automatically) A fixed time before the evaluation period ends, the system will send the "Student Reminder" email to all participants who did not evaluate one of their courses yet.
6. (Automatically) When the evaluation period ends, the course will be closed for evaluation and switches to the state Text answers awaiting review.

Notes

• Managers can approve each course in the states In preparation, Awaiting editor review and Approved by editor and thus switch it to the state Approved by manager
• Managers can edit any course at any time until it is In evaluation.

After Evaluation

1. Staff members can now check all text answers e.g. for insults. When the last text answer is reviewed, the system will switch the course to the state Waiting for publication.
2. When the grades of the course are released, managers can publish the course (or this will be done automatically if the grades are uploaded to EvaP by the grade publishers), it is then in the state Published. This will send the "Publishing Notice" email to all contributors and participants.