Process Number: 240	Revision Date: 8/30/2012 6:18:00 PM
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Faculty Evaluation Error Correction Documentation
**PROCESS OBSOLETE**

Office Responsible:

Process Type:

internal

Position Title:	Director		Author:
Cross Trained Staff:	MTran	Manager:	BGriffin	Vice Pres.:

Timeline (Deadlines or Time-Constraints) :

What must be done before this process is started:

1. The appropiate instruction office must have the divisions confirm that the requested instructors should be evaluated during this term. 2. The DCS operator will receive e-mail that includes the instructors, sections & number of forms to be printed for each section.

Which processes are waiting for this process:

The process waiting for this process is: XFER (Faculty Evaluation Statistical Reports)

Source documents or communication with information needed for this process:

1. Report # 1 – Registered Students Validation Report 1 lists sections that have more evaluations printed than registered students. If there are just a few more evaluations than students, it is likely the result of some students dropping the class since the evaluation. This is not an indication of invalid data. However, if the evaluation count is twice or nearly twice the student count, this is an indication that the evaluations for that class were scanned twice, and the data, the .dat file should be examined and corrected. 2. Report # 2 – Instructors Validation Report 2 lists sections and instructors that do not match; that is, the instructor identified on the evaluation is not assigned to the section identified on the evaluation. The scanned forms in question should be reviewed to identify the error. The section ID may have been scanned incorrectly or printed incorrectly for the class named on the form. Similarly, the instructor ID may have been scanned incorrectly or printed incorrectly for the instructor named on the form. The data should be corrected as appropriate, including the term, division, and course name fields if needed. The FASC screen is helpful in solving the problem. 3. Report # 3 – Site, Term Validation Report 3 list any evaluations where the COURSE.SECTIONS record for that particular section and the COURSE.SEC.FACULTY record for the section have a different site or term for the evaluation section. You can check the .dat file for the section and get the COURSE.SECTIONS record to get the SEC.TERM & SEC.LOCATION. You can get the key to the COURSE.SEC.FACULTY record for the section and get the SEC.TERM & SEC.LOCATION in the COURSE.SEC.FACULTY record. You can call the Instruction Office of the appropriate college to assist in correcting the problem. 4. Report # 4 – Print Processing Validation Report 4 lists any faculty/section records that have scanned data in the .dat file but have not been stamped with the print process code in the COURSE.SEC.FACULTY record. This is an indication that either the faculty or section IDs were scanned incorrectly, or the faculty/section records were not stamped with the print process code of “P” when the forms were printed, or the faculty/section records along with their evaluation history were removed and created again. Notify the appropriate Instruction office and let a DCS person (User Laiason, supervisor, etc) know. You can use the Unibasic command Modify and change the eval status code in the COURSE.SEC.FACULTY record or let the Instruction office modify the record. 5. Report # 5 – Scan Processing Validation Report 5 list any faculty/section records that have been scan but have not been stamped with the scan process code of “S”. Usually, all the sections will appear in the report because this is the last step in the whole faculty evaluation process. So, after all the above errors have been corrected then and only then you can run the process with the scan process stamp. Then after you run the process with the scan process code of “S”, report 5 should be clean. It updates the COURSE.SEC.FACULTY records with the scan process code.

What is the end-result of this process, or the hand-off

The end result of this process is: 1. It imports the .dat file from the DCS operator`s home directory to the Datatel file S02.FAC.EVALS 2. It prints 5 error checking reports. When the errors are corrected, it stamps the COURSE.SEC.FACULTY records with the "S" , scanned, evaluation status code.

What steps must be taken independent of the computer system (Manual Process)

Which steps must be taken on a computer (Electronic Process):

Related Documents to Process (e.g. Datatel documentation, Government code books, etc.)

Notes (Cautions, suggestions for improvement, etc.)