Updating SPOT as a Department Administrator


Introduction

Student Perceptions of Teaching (SPOT) Evaluations are run using Course Evaluations & Surveys (CES), formerly EvaluationKIT, an external tool that is on Canvas. Evaluation results are sent to instructors' and administrators' SPOT area in Canvas. Historical SPOT results were moved to instructors' Personal Files area in Canvas and are stored in the course evaluation data warehouse.

SPOT data is imported from Canvas. If someone is listed as a Teacher in a Canvas site, they will be evaluated in SPOT. Canvas Teacher listings are imported from Banner, but Teachers in Canvas sites can also add other teachers. It doesn't matter if you use Canvas in your classes or not, SPOT data still comes from Canvas.

SPOTs are completely automatic. Instructors and departments do not need to do anything for SPOTs to run. However, some courses are excluded from SPOT per departmental request. For more information on course exclusion, see Fixing Missing Evaluation/Course Excluded from SPOT.

This article covers topics to modify evaluations in SPOT as an administrator. For other topics pertaining to SPOT Evaluations, please refer to the main article, Using SPOT - Guide for Department Administrators and Instructors.

Contents

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Instructions

Fixing Incorrect Courses in SPOT

Removing a Course from SPOT

Remove Instructors from Banner, Canvas, or CES

Sometimes courses are incorrectly added to SPOT because an instructor was added to Canvas. In these cases, it's better to correct the instructor listing instead of removing the course from SPOT, which will remove SPOT for ALL instructors.

  1. Make sure the instructor of the course isn't incorrectly listed as the instructor of record in Banner. If so, correct the Banner listing. SPOT will update the following day.
  2. If the instructor isn't listed in Banner, someone added them as a Teacher to the Canvas site for that course. Contact the instructor of record and have them remove the incorrect instructor from the Canvas site. Or, have them change that person's role to something other than Teacher. SPOT will update the following day.
  3. Two weeks before evaluations open, department administrators can remove instructors from courses in CES. Prior to that, CES is updated daily based on Canvas data, so any changes department administrators make would be overwritten. To remove instructors from evaluations in CES, see Adding and Removing Instructors.
Remove the Course from SPOT

If a course is listed in SPOT that you don't want to run evaluations for at all, regardless of instructor, department administrators can remove it. If department administrators delete a course from SPOT, they can't add it back. 

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Add Missing Course to SPOT

  1. Make sure the correct person is listed as the instructor of record in Banner.
  2. See if the course is cross-listed in Canvas with a course listed under a different department. For courses cross-listed in Canvas, only the department administrator of the parent site's department can see the SPOT listing.
  3. If the Banner listings are correct, but the course is not in SPOT, see Fixing Missing Evaluation/Course Excluded from SPOT.

If you need help, contact 4Help. Go to the 4Help portal, log in, and click Get Help.

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Add an Instructor to SPOT

  • Add them as an instructor of record in Banner. SPOT will update the following day.
  • If you cannot add them as an instructor of record, have the instructor of record add them as a Teacher in the Canvas site for the course. SPOT will update the following day. 
  • Two weeks before evaluations open, department administrators can add instructors to courses in CES. Prior to that, CES is updated daily based on Canvas data, so any instructors added would be removed. To add instructors to evaluations in CES, see Adding and Removing Instructors.

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Remove an Instructor from SPOT

  • Remove them as an instructor of record in Banner. SPOT will update the following day.
  • If the instructor isn't listed in Banner, someone added them as a Teacher to the Canvas site for that course. Contact the instructor of record and have them remove the incorrect instructor from the Canvas site. Or, have them change that person's role to something other than Teacher. SPOT will update the following day. 
  • Two weeks before evaluations open, department administrators can remove instructors from courses in CES. Prior to that, CES is updated daily based on Canvas data, so any instructors removed would be added back. To remove instructors from evaluations in CES, see Adding and Removing Instructors.

If you need help, contact 4Help. Go to the 4Help portal and click Get Help.

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Excluding Courses from SPOT

  1. Go to SPOT.
  2. In the blue bar at the top, click Manage Courses.
    Image of the above instructions
  3. In the current project (semester), in the View column, click the magnifying glass with the plus sign. You'll go to the Project Courses page.
    Image of the above instructions
  4. Place a check in the check box next to each course you want to exclude from SPOT.
    Image of the above instructions
  5. Click Delete Selected Courses. The courses will be excluded from SPOT. Department administrators cannot add excluded courses back to SPOT.
    Image of the above instructions

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Adding and Removing Instructors from SPOT in CES

To make changes to instructors in SPOT, department administrators must wait until two weeks before evaluations open.

  • Department administrators can make changes to instructors of record in Banner and add Teachers in Canvas at anytime, but those changes will stop being updated in SPOTs two weeks before evaluations open.
  • SPOT is updated daily with Canvas course enrollments, which in turn are based on official enrollments. Changes to instructors in SPOT prior to this will be overwritten when SPOT updates. SPOT updates end two weeks before evaluations open, so only after then can department administrators make changes to instructors in EvaluationKIT and have them be saved.

Add Instructors to SPOT in CES

Only add instructors to SPOTs if:

  • You cannot add them as instructors of record in Banner.
  • You cannot add them as Teachers to the course's Canvas site. 
  • Evaluations open in less than two weeks, and automatic updates from Banner and Canvas have stopped.

To add instructors to SPOTs:

  1. Go to SPOT.
  2. In the blue bar at the top, click Manage Courses.
    Image of the above instructions
  3. In the current project (semester), in the View column, click the magnifying glass with the plus sign. You'll go to the Project Courses page.
    Image of the above instructions
  4. Find the course you want to add an instructor to. In that row, under the Enrollment column, click the sign. The Enroll User window will pop-up.
    Image of the above instructions
  5. In the Enroll User window, type in the instructor's VT Username (PID). Then, click Save.
    Image of the above instructions
  6. A confirmation popup will appear. Click OK.
    Image of the above instructions

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Remove Instructors from SPOT in CES

Only remove instructors from SPOTs if:

  • You cannot remove them as instructors of record in Banner.
  • You cannot remove them as Teachers from the course's Canvas site. 
  • Evaluations open in less than two weeks, and automatic updates from Banner and Canvas have stopped.

To remove instructors from SPOT:

  1. Follow steps 1 through 3 above.
  2. Find the course you want to delete an instructor from. For that row, under the Instructors column, click the number. The Enrolled Instructors window will pop up.
    Image of the above instructions
  3. In the Enrolled Instructors popup, place a check in the checkbox next to the instructors you want to remove.
    Image of the above instructions
  4. Click Unenroll Selected Users.
    Image of the above instructions
  5. A confirmation window will pop-up. Click OK.
    Image of the above instructions

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