Policies / EEE+ Policies
Name Changes
Depending on your position with UCI, you can set a preferred name in one of two ways. Students can set a preferred name with the Registrar. Employees, including staff and all forms of instructor, can add a preferred name in UCPath (note: this guide is from UCSF but should apply to UCI).
We receive preferred name data from these two sources and will nearly always favor it over the legal name. Canvas, for example, will reflect your preferred name within hours of its approval. To make our applications as responsive and reliable as possible, though, name data in EEE+ tools like Evaluations and RapidReturn may be cached and will not reflect a preferred name. If the name or university email address that is showing for your account in any tool doesn’t match your registered preferred name, we have a process for changing it. Please contact us.
Digital Citizenship, Civility, and Computer & Network Use Policy
Students are expected to be responsible digital citizens in their online interactions through EEE and all campus systems, and are required to adhere to the Computer & Network Use Policy and the Code of Student Conduct.
Activity Logs
EEE+ tools keep detailed logs of user activity. Some tools provide partial participant activity logs directly to instructors and TAs. EEE+ Support staff can provide copies of detailed system logs upon request in certain circumstances.
When course-related logs are provided to a student, it is EEE policy to send the appropriate instructors an FYI and a copy of the relevant logs.
Content Ownership & Access
Academic departments are responsible for maintaining instructor associations in the Schedule of Classes (SOC). During the quarter, EEE synchronizes with that data periodically throughout each day to determine who has instructor-level access to a class’s EEE resources. Because a department may change these associations, instructors should be aware that the department has the final authority to authorize other individuals, such as co-instructors or in some cases, administrators, to access any class-associated materials on EEE.
Class-associated materials include any instances of an EEE tool that have been published, assigned, or otherwise bound to a specific class.
By the same authority that allows departments to add or modify instructors and administrators listed in eSOC, departments may request post-quarter modifications to EEE class resource permissions.
Please also note that EEE is an archive and most materials are preserved indefinitely unless the owner or authorized administrator, which includes all instructors of associated classes, initiates deletion.
Downloaded files
The Electronic Education Environment allows instructors to download files from certain tools. Some of these files can contain sensitive information, such as students’ names. To protect yourself, your students, and the University, it is strongly recommended that you delete any files containing sensitive information once you no longer need them.
For any questions or concerns, please contact us.
Related Links:
Tool Specific Policies
Department Evaluations
Department Evaluations allows authorized department staff to create and activate final evaluations for instructors and assistants in order to provide anonymous and confidential student feedback.
When using Department Evaluations, there are several policies and procedures that department staff need to keep in mind.
- EEE is only responsible for technical problems and concerns. Any non-technical issues dealing with policy or the evaluation and its results are the sole responsibility of the department.
- Department staff must receive EEE training to use Department Evaluations.
- The department is responsible for compliance with UC Human Research Protections Program as appropriate. https://www.research.uci.edu/compliance/human-research-protections/index.html
- The department is responsible for notifying instructors, assistants, and students of evaluation dates.
- The department is responsible for notifying EEE when a department staff member is no longer a user and should be removed from accessing the Department Evaluations tool.
The Department Evaluations tool is governed by a Memorandum of Understanding, which articulates the applicable policies.
Evaluation anonymity & confidentiality
Anonymous evaluations results are distributed to instructors, teaching assistants and departments; participant identities are confidential.
- EEE provides quantitative and qualitative results only to the individual being evaluated and, in the case of official department-administered final evaluations, to designated department staff.
- Results for midterm evaluations are not available until the evaluation closes; results for final evaluations are not available until after the Registrar’s final grades submission deadline.
- The Evaluations system provides no information to instructors, TAs, or department administrators that makes it possible for them to associate any given response with a particular participant.
- The Academic Senate regulates the evaluations process and prohibits instructors and TAs from receiving a list of the participants unless a minimum of 5 submissions have been received. Departments can also raise this minimum or disable the list entirely.
Opt out of sharing final eval results
Students can see the results of quantitative questions in Academic Senate-represented faculty members’ official, final evaluations beginning Fall 2012.
Per Academic Senate oversight, faculty may opt out of sharing results on a class-by-class basis. The deadline for the opt-out period varies. Faculty may opt out until the third week of a quarter during the school year. During Summer Sessions I & II, the opt-out period is two weeks. For Summer Session 10 week, the opt-out period is four weeks.
Academic Senate Policy
The opt-out period was determined under Academic Senate review. The EEE team and OIT staff do not have the authority to make exceptions to or change these policies. For questions, contact the Academic Senate (senate@uci.edu).
Senate faculty can opt-out of EaterEvals here: https://evaluations.eee.uci.edu/eaterevals/optout/settings
Why can’t other form tools be used for evaluations?
Only EEE+ Evaluations is designed for conducting course evaluations.
Here is a breakdown of some of the critical differences that separate Evaluations from other form tools:
- The Academic Senate reviewed and approved the OIT Evaluations tools for official, final evaluation use
- Evaluations are always anonymous
- Evaluation participant lists are not available until a minimum of 5 students have participated
- Midterm Evaluation results are not available until the evaluation closes and Final Evaluation results are not available until the Registrar’s grade submission deadline has passed
- Evaluation results show text comments in descending order by length to prevent instructors from associating text responses together
- Evaluation results are confidential and are released only to the individual evaluated and the specially authorized department evaluations administrator(s).
ClassMail
ClassMail List email addresses are available to instructors at the beginning of each term (quarter or law semester) and last for one year from the term’s end. After that, messages sent to the list will not be delivered and the messages from that term will disappear from the ClassMail Archive tool.
For example:
- An instructor can use a ClassMail List and access the ClassMail Archive for Fall 2020 until the end of Fall 2021.
- Similarly, an instructor can use a ClassMail List created for Law Fall 2020 until the end of the Law Fall 2021 semester.
There are several alternative ways instructors and assistants may choose to reach former students after a list has closed.
Options include:
- Set up a custom email list via OIT Mailing Lists
- Set up a custom email list/alias for a group of addresses in a desktop email client (like Mac Mail or Microsoft Outlook)