There are several administration options for your course evaluation.
EditUsing Mass Mailings for Automated Distribution
The
Mass Mailing option allows you to create and manage e-mail distribution lists and accompanying messages for your course evaluations. A unique link is provided in the e-mail to students assigned to course sections for the specific time period.
To begin, you can either create a new mass mailing or make a copy of an existing mailing.
EditCreate New Mailing
To Create a New Mass Mailing Message
1) On the Course Eval page, go to the Mass Mailing link on the left side of the page.
2) Click "Create New Mailing".
See Figure 8A for steps 3-6
3) Enter all heading information:
3-1) From Name: Add the name or department that the e-mail should appear to be from.
3-2) From Address: For large mailings, enter notification@email.studentvoice.com (default setting) so that undeliverable e-mails are returned to the StudentVoice system.
3-3) Reply to Address: Enter your personal or departmental e-mail address to receive any evaluation-related questions from recipients.
3-4) Subject: Enter the title of the survey or similar identifying information.
4) Enter the text of the e-mail message. Leave the greeting blank if you wish to personalize the message for each recipient.
Please note: If you wish to personalize the message greeting—address each recipient by his/her name—you must notify StudentVoice to include the setting in your mailing.
5) Click the Insert Instructions button (located on the Rich Text toolbar) to designate where in the body of the e-mail the course evaluation link and accompanying instructions should be displayed.
6) Click "Create" in the lower right to create your draft.
7) On the current screen, go to the Send Date textbox to enter the date on which StudentVoice should distribute the mailing.
8) Click the Send Time textbox to set the time at which StudentVoice should distribute the mailing. This time must be at least 10 minutes in the future.
Please note: A StudentVoice staff member must finalize your Approved mailing before it can be scheduled. If you Approve your mailing after 5 p.m. EST to be sent out that same evening, please call the office for assistance.
9) Use the Description textbox to include a description of the mailing (optional).
10) Click "Save" or "Save and Back" at the top of the page.
 Figure 8A, New Mass Mailing Drafts |
EditCopying Existing Mailings
You can copy any mailing/distribution list from existing course evaluations. (At least one address [member count] must be included in the mailing for the mailing to appear as a copy option.)
To Copy an Existing Mailing
1) On the Mass Mailing page, click "Create New Mailing".
2) Click the Copy Existing Mailing tab.
3) Follow the copying instructions listed on the screen.
4) Follow the instructions for editing the draft.
EditEditing Drafts
To Edit a Draft Mailing
1) On the Mass Mailing page, click on the subject line of the message you'd like to edit.
2) Edit the message headings, text, and/or send date/time.
3) To exit the screen, click "Save and Back".
EditPreviewing and Approving Mailing for Distribution
StudentVoice administrators will notify you once the course evaluation is posted to the Web and ready for your preview. At that time you can view the mail message as it will appear to the recipients.
To Preview and Approve a Mailing
1) On the Mass Mailing page, click the subject line of the message you'd like to preview.
2) Go to the left side of the current screen and click "Preview". (See Figure 10 below)
3) Check the message for errors in the recipient view; if necessary, make changes to the draft by following the editing steps.
4) Once you have verified all information, close the Preview window and click "Approve" on the left side of the screen.
 Figure 10, Mailing Preview |
If the Approve button is visible but not functional (i.e., the button text is not highlighted), there are certain required elements missing from the mailing. There must be at least one e-mail address attached to the message, and a send date/time must be entered into the Requested Schedule Date module on the main mailing page in order for you to Approve the mailing successfully.
StudentVoice administrators will be notified of your pending mailing once you have changed its status to "Approved." After they review and finalize the mailing, it will be listed as "Scheduled" in the Mass Mailing compartment until it is distributed to all recipients on the date and at the time indicated on the schedule. Once distributed, the mailing will show "Sent" status in the message listing.
Prior to distribution, you can edit your mailing text or details while it has Approved or Scheduled status.
EditEditing Approved/Scheduled Mailings
Once you approve your mailing, you are unable to make any edits/modifications to it unless you revert it to Draft status.
To Edit an Approved/Scheduled Mailing
1) On the Mass Mailing page, click on the subject line of the Approved or Scheduled mailing you'd like to edit.
2) Click the Unapprove button on the current screen. If the mailing has Scheduled status, click the Unschedule button, then the Unapprove button.
3) Click the Save & Back button.
The message is now back to Draft status. After you edit the message, you must change it back to Approved status before it can be sent.
EditCreating Mailing Reminders
Although you are unable to edit a sent message, you can create reminders to send to the original recipients of the mailing who have not yet completed the course evaluation.
You can create a reminder mailing for your course evaluation at any time.
To Create a Mailing Reminder
1) On the Mass Mailing page, check the box to the left of the original mailing and click "Create Reminder Mailing".
3) Review the mailing information; to proceed, click "Create". (To cancel, click the Back button.)
4) In the Requested Schedule Date section, enter the Send Date and Send Time in the appropriate textboxes.
5) If necessary, edit the headings and body of the message. Click "Save" and then "Preview" to view any changes you've made to the message.
6) Click the Save or Save & Back button.
To Send a Mailing Reminder
1) On the Mass Mailing page, click the subject line of the reminder you'd like to send.
2) Click the Approve button.
You will be taken back to the Mailings page. The reminder mailing will need to be finalized by a StudentVoice staff member before it will be sent out. If your mailing requires immediate attention, please contact the StudentVoice office directly.
EditDeleting Mailings
Only mailings in draft status can be deleted.
To Delete a Draft Mailing
1) Go to the Mailing page.
2) Check the box next to the mailing you wish to delete.
3) Click the Delete button.
You can also click "Delete" located within the editing mode of the draft.
EditViewing Undeliverable Messages
Once the mass mailings are sent, you can view the number of undelivered messages by going to the Mailing page. Specific details are available for your review. (
see Figure 11 below)
 Figure 11, Viewing Undeliverable Messages |
1) On the Mailings page, click on the red number to the right of each mailing, if applicable.
2) Each domain that had undeliverable e-mails will be listed in the top module.
3) Each e-mail address that was undelivered will be listed in the bottom module, with diagnostic and status codes that can be provided to your IT staff if necessary.
4) Click "Details" to the far right of each e-mail to view the full undeliverable message.
5) Click "Export" in the bottom right corner to download an Excel file of all the undelivered e-mails and associated messages.
EditUsing Unique Links Provided to Students
Each student is assigned a unique link in order to access the evaluation for each of the courses they belong to. The mass mailing automatically inserts this unique link into the e-mail message, but they can also be accessed on the Details page for the evaluation.
1) Go to the Overview page, select the time period for your course evaluation from the drop-down menu.
2) Click the "Details" link below the Evaluation Status module.
OR
Click on "Details" in the left navigation and select the time period for your course evaluation from the drop-down menu.
3) Scroll to the bottom of the page, and click on "Export Links" to download an Excel file containing each student's information and unique link.
EditUsing Campus Log-On General Link
If your campus has elected to use your campus login information, a general link is created and directs students to use their campus credentials to access the course evaluation. This link is automatically populated in any mass mailings you create or it can be posted on a campus web page for easy access. Contact your StudentVoice representative if you'd like to have this setting in place for your campus.
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