Content
Student Evaluation of Teaching and Courses (SETAC) - Procedures
Responsible officer: Deputy Vice-Chancellor
Designated officer: Manager, Office of Learning and Teaching
Approving authority: Deputy Vice-Chancellor
Approval: 5 January 2012
Last amended:
Effective starting date: 1 January 2012
Related policies: Student Evaluation of Teaching and Courses (SETAC) - Academic Policy
Related procedures:
Due date for next review:
These procedures should be read in conjunction with the Student Evaluation of Teaching and Courses (SETAC) - Academic Policy.
1. Definitions
In these procedures the following definitions apply:
“Course Feedback Report (CFR)” means the document completed by the Course Coordinator after reviewing all the relevant evaluation data available. The CFR is the result of critical reflection on the feedback and the development of strategies for the implementation of identified improvements to the course.
“Data” means all feedback collected by formal methods including both qualitative and quantitative formats.
“Supervisor” means the person directly responsible for the supervision of a teaching staff member.
“Student Evaluation of Teaching and Courses (SETAC)” means the standardised, University approved, University-wide student feedback instrument that may include optional questions selected by the survey initiator.
“Teaching Feedback Report (TFR)” means the document completed by the teaching staff member after reviewing all the relevant evaluation data available. The TFR is the result of critical reflection on the feedback and the development of strategies for the implementation of identified improvements to individual teaching performance and teaching methods for the course into which the teaching was performed.
“Teaching Staff” means staff of the University who have a full time, fractional or sessional appointment who undertake teaching activities including lecturing, tutoring, conducting seminars and workshops.
2. Approaches to evaluation
2.1 The University encourages teaching staff to collect, and subsequently respond to, feedback on teaching and courses using a range of evaluation mechanisms.
2.2 The University provides a formal survey instrument, the “Student Evaluation of Teaching and Courses” (SETAC), to support the collection of student feedback on teaching and courses on a regular basis.
2.3 Informal student feedback on teaching and courses should be welcomed and given equal consideration to that received through formal evaluation mechanisms.
3. Purpose of evaluation of teaching and courses
3.1 The purpose of conducting evaluations of teaching and courses is to:
a) facilitate the routine evaluation of a course to assure the University that the course is contributing to learning in the program as intended and that the learning outcomes are consistent with those stated for the course;
b) encourage teaching staff to engage in scholarship of teaching by reflecting, in the light of evaluation data, on the course design and delivery and the development of new or improved approaches to learning and teaching;
c) provide a mechanism for students to provide feedback to enhance the quality of learning and teaching;
d) improve students’ experience of teaching and learning at the University; and
e) gather evidence that may be used to demonstrate quality teaching and curriculum design.
4. Student Evaluation of Teaching and Courses (SETAC)
4.1 SETAC is supported by a standardised process for the University-wide collection, analysis, and release of results of formal student feedback on teaching and courses. This process is managed by the University’s Strategic Information and Analysis Unit.
4.2 The SETAC consists of two components: Teaching evaluation and Course evaluation.
4.3 The Teaching evaluation component is designed to:
a) provide students with the opportunity to comment on their satisfaction with key elements of teaching;
b) enable the collection of feedback on a core set of elements of teaching that may be used for intra-university comparison and inter-university benchmarking;
c) allow teaching staff to ask questions about additional area(s) of particular interest, such as: an area where they need more information than that provided by the core set of questions alone; or specific features of teaching. In this way the instrument can be sensitive to individual evaluation needs and specific teaching contexts; and
d) provide teaching staff with qualitative comments. Individual comments should assist in the understanding of the quantitative results received by providing reinforcing or diagnostic feedback on aspects not necessarily covered by the instrument’s items.
4.4 The Course evaluation component is designed to:
a) provide students with the opportunity to comment on their satisfaction with key elements of a course;
b) enable the collection of feedback on a core set of elements of a course that may be used for intra-university comparison and inter-university benchmarking;
c) allow Course Coordinators to ask questions about additional areas of interest, such as, an area where they need more information than that provided by the core set of questions alone; or specific features of a course. In this way the questionnaire can be sensitive to specific evaluation needs and course contexts; and
d) provide Course Coordinators with qualitative comments. Individual comments should assist in understanding the quantitative responses received by providing reinforcing or diagnostic feedback on aspects not necessarily covered by the instrument’s items.
4.5 Completion of the SETAC by a student is taken as consent for the University to make use of the data. In all cases, the anonymity of the participants who provide SETAC data to the University will be maintained.
4.6 The Manager, Office of Learning and Teaching is responsible for designing and periodically reviewing the SETAC instrument.
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5. Initiation of Student Evaluation of Teaching and Courses (SETAC)
5.1 All teaching staff (with the exception of guest lecturers and staff whose role is limited to practical demonstrating) must initiate the teaching component of SETAC in accordance with the schedule identified in Section 3.4 of the Student Evaluation of Teaching and Courses (SETAC) - Academic Policy.
5.2 In addition, the teaching component of SETAC may be initiated by the Deputy Vice-Chancellor, Executive Dean, Associate Dean (Learning and Teaching), Head of School, supervisor of a teaching staff member, or the teaching staff member for purposes including:
a) to assess the developmental requirements of staff;
b) to monitor the implementation of the response identified in the Teaching Feedback Report (TFR);
c) to assess and address any substantial issues with the teaching that impact on the achievement of learning outcomes; or
d) to provide supplementary evaluation data to that required by the schedule of evaluations in Section 3.4 of the Student Evaluation of Teaching and Courses (SETAC) - Academic Policy.
5.3 The teaching component of SETAC will survey all instances of teaching undertaken by the staff member within the nominated course.
5.4 The Strategic Information and Analysis Unit on behalf of the Course Coordinator will initiate the Course component of SETAC in accordance with the schedule identified in Section 3.4 of the Student Evaluation of Teaching and Courses (SETAC) - Academic Policy.
5.5 In addition, the Course component of SETAC may be initiated by the Deputy Vice-Chancellor, Executive Dean, Associate Dean (Learning and Teaching), Head of School, supervisor of a Course Coordinator or the Course Coordinator for purposes including:
a) when an existing course is newly offered into a program;
b) to monitor the implementation of the response identified in the Course Feedback Report (CFR); or
c) where issues have been identified with the current or a previous offering of the course.
5.6 SETAC is initiated two weeks prior to the end of the teaching session, as identified in the University’s Academic Calendar, and will normally close at the conclusion of the teaching session’s examination period, to ensure students have received the full teaching/course experience.
5.7 Requests by a teaching staff member or Course Coordinator to initiate an evaluation outside the time frame detailed in Section 5.5 will require the approval of the relevant Head of School. In addition, SETAC evaluations may be initiated outside this time frame at the request of the Deputy Vice-Chancellor, Executive Dean, Associate Dean (Learning and Teaching) or Head of School. Where approved, requests to initiate evaluation earlier in the teaching session are to be submitted to the Strategic Information and Analysis Unit no later than the end of the second week of teaching in any teaching session. Evaluations of this nature will be open for student completion for a period of two weeks.
5.8 The Strategic Information and Analysis Unit will provide guidelines on the processes associated with initiating SETAC.
6. Promotion of Student Evaluation of Teaching and Courses (SETAC)
6.1 The promotion of SETAC needs to be approached from a multi-layered, University-wide perspective and to be targeted at the levels of both staff and students.
6.2 At the staff level, promotion of SETAC advises and reminds staff of:
a) their responsibilities in relation to initiating and responding to formal student feedback collected via SETAC; and
b) the support available to them for interpreting, reviewing and responding to formal student feedback collected via SETAC.
6.3 At the student level, promotion of SETAC aims to:
a) maximise participation; and
b) convey the value placed by the University on constructive feedback by students.
7. Deployment of Student Evaluation of Teaching and Courses (SETAC)
7.1 Formal student feedback will be collected using online technology which is accessible via internet connection. Access to SETAC will be through web links embedded in emails or through direct access via the Learning Management System (Blackboard).
8. Courses excluded from SETAC surveys
8.1 A Head of School through the Executive Dean can make a request to the Deputy Vice-Chancellor that a course be excluded from the requirements for a SETAC survey as identified in Section 3.4 of the Student Evaluation of Teaching and Courses (SETAC) - Academic Policy. Courses that may be considered for exclusion would include those that contain project work, work integrated learning activities, thesis writing or those supervised by non-USC staff.
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9. Release of Student Evaluation of Teaching and Courses (SETAC) data
9.1 Staff to whom SETAC results are released are expected to ensure that evaluation data and results are used in a manner which accords with the purpose of evaluation of teaching and courses detailed in Section 3. Use of SETAC data must at all times respect the rights, privacy and dignity of teachers and students involved in the SETAC process.
9.2 To preserve student anonymity, SETAC results will be withheld from release where the number of responses to an evaluation is less than five.
9.3 Results from formal student feedback collected via SETAC will be available after the official release of student grades for the teaching session.
9.4 Release to teaching staff
Individual teachers will receive collated data on student feedback on their teaching which will include quantitative and qualitative results for all compulsory and any optional items evaluated.
9.5 Release to the Course Coordinator
Course Coordinators will receive collated data on student feedback on their course which will include quantitative and qualitative results for all compulsory and any optional items evaluated.
9.6 Release to course teaching staff
The Course Coordinator will discuss SETAC course outcomes with course teaching staff which may include the review of quantitative and qualitative results for all compulsory and any optional items evaluated. The Course Coordinator must suppress any references to individual staff in student comments for the purpose of this collaborative review.
9.7 Release to supervisors
Supervisors will receive collated data on student feedback on teaching for all staff under their supervision which will include quantitative and qualitative results, but exclude optional items.
9.8 Release to students
A summary of the student feedback on the course and teaching will be made available to students via the Learning Management System (Blackboard).
9.9 Release to Program Leaders
Program Leaders will receive collated data of all student feedback on courses for all courses identified as required in their program. This will include quantitative and qualitative results, but exclude optional items.
9.10 Release to Heads of School
Heads of School will receive collated data of all student feedback on courses and teaching for all courses and staff in their School. This will include quantitative and qualitative results, but exclude optional items. Heads of School may, at their discretion disseminate course SETAC data to relevant School or Faculty Committees ensuring the removal of any reference to individual staff in student comments.
9.11 Release to Executive Deans and Associate Deans (Learning and Teaching)
9.11.1 Executive Deans and Associate Deans (Learning and Teaching) will receive collated data of all student feedback on courses and teaching for all courses and staff in their Faculty. This will include quantitative and qualitative results, but exclude optional items.
9.11.2 Executive Deans and Associate Deans (Learning and Teaching) may release collated data to the Faculty Learning and Teaching Committee.
9.12 Release to the Deputy Vice-Chancellor
The Deputy Vice-Chancellor will receive aggregated data of all student feedback on courses and teaching for all courses and the staff of all Faculties. This will include quantitative and qualitative results, but exclude optional items.
9.13 Release to panel members appointed to review programs and courses
Collated course evaluation data will be provided to panels undertaking formal reviews of University programs and courses. This may include quantitative and qualitative results, but exclude optional items. Any reference to individual staff in student comments will also be removed.
9.14 Release to the Office of Learning and Teaching
9.14.1 Student feedback that identifies excellent teachers/teaching will be made available to the Office of Learning and Teaching at the discretion of the Deputy Vice-Chancellor for the purpose of identifying and supporting award and grant applicants.
9.14.2 Formal quantitative student feedback on courses, at aggregated levels, such as programs, Schools, Faculties and the University as a whole will be made available to the Office of Learning and Teaching for informing professional development planning.
9.15 Release to University Council and Committees
9.15.1 A report on aggregated data of formal quantitative student feedback on courses that identifies areas of strength or concern will be made available to the Learning and Teaching Committee by the Strategic Information and Analysis Unit. This will be for the purposes of policy development, identifying priorities for funding and support and developing strategies for learning and teaching.
9.15.2 Aggregated data of formal quantitative student feedback on courses and teaching will be made available for quality assurance and performance measurement purposes.
9.16 Release to external bodies
Formal student feedback results, at course and aggregated levels for programs, Schools, Faculties and the University as a whole, may be released to professional, statutory, benchmarking partners and regulatory bodies to demonstrate quality and meet compliance reporting requirements.
9.17 Release to the public
Formal quantitative student feedback on courses, at aggregated levels, such as programs, Schools, Faculties and the University as a whole may be made publically available through the University website, media releases and promotional activities as appropriate.
9.18 Ad Hoc Requests for Data
Release of evaluation data in response to ad hoc requests will adhere to the provisions of release of SETAC data detailed in Section 9.
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10. Responsibilities
10.1 Student
10.1.1 A student is expected to provide constructive feedback about teaching and courses through their participation in quality improvement activities such as SETAC and other surveys. A student is expected to respond in a constructive manner, focusing on learning and teaching issues, avoiding content of a personal or inappropriate nature.
10.2 Teaching staff member
10.2.1 Individual teaching staff members are expected to initiate and oversee the process of their own SETAC teaching evaluations in consultation with their Supervisor and according to the time frame specified in Section 3.4 of the Student Evaluation of Teaching and Courses (SETAC) - Academic Policy.
10.2.2 A teaching staff member is expected to discuss results of their teaching evaluations with their Supervisor and to engage in a scholarly process of critical reflection, interpretation, and implementation of improvement. This process is documented in the form of the Teaching Feedback Report (TFR) completed after each teaching evaluation. The TFR requires a summary of actions arising from the consideration of SETAC teaching evaluations to be formulated for approval by the Supervisor before being published for student reference on the Learning Management System (Blackboard) by the Course Coordinator. The summary of actions should address issues that were raised but did not result in any changes and reasons for not doing so.
10.2.3 A teaching staff member is responsible for providing to the Course Coordinator the summary of actions as approved by their Supervisor to be published for student reference on the Learning Management System (Blackboard).
10.2.4 A teaching staff member is expected to assist in optimising student use of SETAC through active promotion of the system.
10.3 Course Coordinator
10.3.1 The Course Coordinator in collaboration with the Strategic Information and Analysis Unit is responsible for ensuring that student feedback of courses via the course component of SETAC takes place according to the time frame specified in Section 3.4 of the Student Evaluation of Teaching and Courses (SETAC) - Academic Policy.
10.3.2 The Course Coordinator is expected to engage in a scholarly process of critical reflection, interpretation, and implementation of improvements to both the teaching of the course and the course itself using all relevant evaluation data that is available. This process is documented in the form of the Course Feedback Report (CFR) completed after each course evaluation. The CFR requires a summary of actions arising from the consideration of SETAC course evaluations to be formulated for approval by the Course Coordinator’s Head of School. The summary of actions should address issues that were raised but did not result in any change and reasons for not doing so.
10.3.3 The Course Coordinator is responsible for publishing the approved summaries of action for both SETAC Teaching and Course evaluations for the courses they coordinate on the Learning Management System (Blackboard) for student reference.
10.3.4 Depending on the nature of the changes proposed for the course, the Course Coordinator is responsible for initiating the approval process as identified in the University’s Program Accreditation and Course Approval - Academic Policy.
10.3.5 A Course Coordinators are expected to assist in optimising student use of SETAC through active promotion of the system.
10.4 Supervisor
10.4.1 The Supervisor is responsible for monitoring and ensuring that teaching evaluation is undertaken by staff under their direct supervision in accordance with the frequency and approaches specified in Section 3.4 of the Student Evaluation of Teaching and Courses (SETAC) - Academic Policy.
10.4.2 The Supervisor is responsible for ensuring that staff complete a Teaching Feedback Report (TFR) following each teaching evaluation and for approving the summary of actions formulated by the teaching staff member to be published by the Course Coordinator on the Learning Management System (Blackboard).
10.4.3 The Supervisor is also responsible for discussing SETAC teaching outcomes with the staff member concerned as part of the continuous performance enhancement process in learning and teaching, promotion and performance, planning and review processes.
10.5 Program Leader
10.5.1 The Program Leader is responsible for monitoring the SETAC course evaluations of required courses (excluding Core Courses) in their programs, providing the Head of School and Associate Dean (Learning and Teaching) with a summary report on the evaluations and Course Feedback Reports (CFR) for all required courses in their program.
10.6 Head of School
10.6.1 The Head of School is responsible for ensuring that SETAC (Teaching and Course) evaluations have been conducted according to the timeframe specified in Section 3.4 of the Student Evaluation of Teaching and Courses (SETAC) - Academic Policy and for evaluating the outcomes and subsequent actions resulting from the evaluation of teaching and courses.
10.6.2 The Head of School has responsibility for approving the Course Coordinator’s summary of action in response to a Course evaluation before it is released to students via the Learning Management System (Blackboard).
10.7 Associate Dean (Learning and Teaching)
10.7.1 Associate Deans (Learning and Teaching) are responsible for providing Learning and Teaching Committee with a biannual report on the Faculty’s SETAC evaluations, the outcomes and resulting actions.
10.8 Executive Dean
10.8.1 Executive Deans must ensure that the Course Feedback Reports (CFR) and Teaching Feedback Reports (TFR) feed into a robust quality improvement process which is clearly documented.
10.9 Director, Strategic Information and Analysis Unit
10.9.1 The Director, Strategic Information and Analysis Unit has responsibility for administering the SETAC survey process, training staff in the use of SETAC, ensuring production and dissemination of course and teaching evaluation results reports, aggregated and analytical reports for assessment of University performance and legislative requirements, and coordinating the resolution of system related issues.
10.9.2 The Director, Strategic Information and Analysis Unit has responsibility for arranging SETAC Course surveys on behalf of Course Coordinators according to the time frame specified in Section 3.4 of the Student Evaluation of Teaching and Courses (SETAC) - Academic Policy.
10.10 The Manager, Office of Learning and Teaching
10.10.1 The Manager, Office of Learning and Teaching has responsibility for designing and periodically reviewing the SETAC instrument and using aggregated SETAC course evaluation data to inform the University’s professional development programs.
10.10.2 The Manager, Office of Learning and Teaching is responsible for the development of the Course Feedback Reports (CFR) and Teaching Feedback Reports (TFR) templates and assisting staff in the interpretation of evaluations and developing appropriate responses.
10.11 The Deputy Vice-Chancellor
10.11.1 The Deputy Vice-Chancellor has responsibility for approving the SETAC instrument developed by the Office of Learning and Teaching.
10.12 The Learning and Teaching Committee
10.12.1 The Learning and Teaching Committee has responsibility for reviewing the aggregated SETAC course evaluation data provided by the Strategic Information and Analysis Unit and the biannual reports from the Faculties’ Associate Deans (Learning and Teaching).
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