MenuMenu Image

Frequently Asked Questions

We invite you to browse our Student and Faculty / Staff FAQ sections. These FAQs are based on the most common inquiries we receive from our students, faculty and staff. If you have any other quesitons please     Ask a Question     


Student FAQs


  TCEs  

You will receive emails from: tce@uky.edu
With this Subject: “Teacher Course Evaluations - Now open
 
You are also going to receive 2 reminder emails with the following Subjects:
 
“1st Reminder - Teacher Course Evaluations - Now open”
“Final Reminder - Teacher Course Evaluations – Closing Soon”
 
Check the Spam Folder; sometimes the emails go there, make sure to mark them as "Not Spam" emails.

Students receive an email invitation from the TCE Team for each course that they are enrolled in that is utilizing the Teachers Course Evaluation service. The email will contain all the information you need to know about the course evaluation, and when to complete them. The email invitation will be sent when each TCE evaluation opens.
 
You will also receive 2 reminder emails every few days.
 
*Note: students do not have the option to opt out of receiving reminder emails.

Unfortunately, students do not have the option to opt out of receiving emails regarding course evaluations. As long as a student is enrolled in a course that has a scheduled TCE, they will automatically receive emails regarding the TCE evaluation for that course.

There are 3 ways to access TCEs:
 

  • Email: Students receive three emails with a link to their TCEs: invitation, 1st reminder and final reminder.

 

  • Blue Portal: Students may also access TCEs via the following URL/link: evaluate.uky.edu/blue
    • Login using your UK Link Blue user ID and password
    • You should see your course(s) listed that have active TCEs
    • Click to access

 

  • Canvas: Only if Faculty have enabled TCE access for their courses.

Check your spam folder for email from "Teacher Course Evaluations" (tce@uky.edu)

Check spam filters especially if your "@uky.edu" email is forwarded to another email account.

Students may also access TCEs via the following URL/link: evaluate.uky.edu/blue

  • Login using your UK Link Blue user ID and password
  • You should see your course(s) listed that have active TCEs
  • Click to access

Students may also access TCEs via the following URL/link: evaluate.uky.edu/blue

  • Login using your UK Link Blue user ID and password
  • You should see your course(s) listed that have active TCEs
  • Click to access

Yes. Your instructor will not see student names on the TCE responses.

Yes. A TCE can be edited after it is completed/submitted only when the TCE is active/open. (Note: if the TCE is already closed it cannot be edited.)

There are 3 ways to access TCEs:

 

  • Email: Students receive three emails with a link to their TCEs: invitation, 1st reminder and final reminder.

 

  • Blue Portal: Students may also access TCEs via the following URL/link: evaluate.uky.edu/blue
    • Login using your UK Link Blue user ID and password
    • You should see your course(s) listed that have active TCEs
    • Click to access

 

  • Canvas: Only if Faculty have enabled TCE access for their courses.

No. TCEs cannot be re-opened once the form fill out date expires and the TCE is closed.

No, do not fill it out. Notify your instructor immediately.

Although we do not send a confirmation email, you may capture a “screenshot” of your TCE list marked “completed” in the eXplorance Blue portal: evaluate.uky.edu/blue

Note: Once the TCE End Date is past due, the status of your TCE's is going to change to "Expired", so please try to get your screenshot before the expiration date (this date will be included in the emails that you are going to receive).
 


Faculty / Staff FAQs


  TCEs  

Yes, corrections or modifications to TCE dates within Blue (TCE system) can be made. While it is possible, doing this limits the ability of our TCE system.  Because we get the course data directly from SAP via HANA, we cannot simply change the dates for the course.  We can manually change the dates, but this does not change the dates the system is fed from HANA. The automated email reminders will not work when we make modifications to either the TCE Start or TCE End dates for a specific course.  

If you catch early enough that the Start or End dates for the course are not correct, you can get a pink sheet submitted with Registrar's office and they can change the dates.  Early enough means two weeks before the TCE is supposed to start.  This should give the Registrar's office time to make the change and time for the change to be transferred through SAP into Blue through our automated feeds. 

If you have any comments, issues, questions, or requests please email them to us at tce@uky.edu

There are 3 ways to access TCEs:
 

  • Email: Students receive three emails with a link to their TCEs: invitation, 1st reminder and final reminder.

 

  • Blue Portal: Students may also access TCEs via the following URL/link: evaluate.uky.edu/blue
    • Login using your UK Link Blue user ID and password
    • You should see your course(s) listed that have active TCEs
    • Click to access

 

  • Canvas: The eXplorance Link is default disabled in Canvas so faculty need to enable TCE access for their courses:
    • Login to Canvas and enter the course
    • Click on settings at the bottom of the course menu
    • Click the Navigation tab
    • Drag “Course Evaluations” up to a preferred location the menu, or click the gear icon and select “enable” next to it.
    • For more info on reordering course navigation in Canvas, click here: https://community.canvaslms.com/docs/DOC-2555

This depends on 2 factors: 1) the length of the course (e.g. 16 week, 14 week) and, 2) when in the term the course is taught (e.g. “part-of-term” courses).
 
The eXplorance Blue system uses the course start & end dates as entered in SAP by Event Planners to determine: 1) when a TCE launches, 2) how long it is open and, 3) when it closes. (NOTE: TCE College Contacts or their Event Planners should verify the start & end dates in SAP prior to the beginning of the Semester/Session in which the course is taught to avoid a TCE launch that is too early/late in the term.)
 
Please see TCE Event Schedule for TCE open & close time-frames

 

Please contact your College Event Planner and they will flag your course for a TCE in SAP’s Course Instructor Management module.

If you are a TCE Contact, you can check the Verification Report to see the courses that are flagged for TCE. 

Apart of the Verification Report, one of the tools we have available for you to use to verify that courses have been set up properly to receive a TCE or not receive a TCE is the TCE Tableau Workbook.

If you have access to Tableau and want to access the TCE workbook (it tells what HANA {SAP} shows as flags set for the TCE) please contact us by email at tce@uky.edu

If you need access to Tableau server to see reports like this, contact us tce@uky.edu
 

This depends on whether the course is offered during a Semester, Session, Inter-session, or is “part-of-term.” Please see TCE Event Schedule for course flagging deadlines.

Instructors cannot be added/deleted from an active TCE.

In order to include another instructor the TCE must be stopped and relaunched to include the added instructor. NOTE: any existing responses will be deleted.

TCE’s can only be re-launched up until 72 hours prior to the last form fill out window close date. (This is to allow ample time for the student to fill it out)

Please see TCE Event Schedule for TCE open & close time-frames

In special cases a TCE can be relaunched.  TCE’s can only be re-launched up until 72 hours prior to the last form fill out window close date. (This is to allow ample time for the student to fill it out)

NOTE: any existing responses will be deleted.

Please see TCE Event Schedule for TCE open & close time-frames

Click here to see the Teacher Course Evaluation Standard Questions

Yes. You must contact your TCE Contact to have supplemental questions included in the TCE for your course. Please see TCE Event Schedule for Supplemental Questions Due Date.

Yes, but Faculty need to enable TCE access for their courses in Canvas.

If you need to make the Teacher Course Evaluations menu item available for the students to access in the Canvas course, follow these steps:

  1. Enter the course.
  2. Click Settings in the course navigation menu.
    course menu with settings link highlighted
     
  3. Click the Navigation Tab at the top.
    settings tab bar with navigation highlighted
     
  4. Find the Teacher Course Evaluation item under the disabled items list near the bottom. Either drag the item above to where you would like it displayed in the menu, or click the gear icon and select Enable.
    1178fa9b-cbef-4785-91ed-5bf2b82bebb6_display.png
     
  5. Click the blue Save button.

NOTE: We have to have it off by default because some Faculty  do  not want it turned on in their courses.

There are two ways to monitor response rates:
 

  • Click on the link in your email:   On the TCE start  date  Faculty will receive an email inviting them to monitor response rates with a link to the course in the Blue system.

 

  • Blue Portal:
    • Visit: evaluate.uky.edu/blue
    • Courses are listed in the main window with Task Type “Subject View Management”
    • Click on a course to view response rates

Remind the students that they can use any of their electronic devices to fill out the TCE.

If your course has less than 60 students and is face-to-face, provide the students with 15-20 minutes at the beginning of your class time to fill out the TCE with their electronic devices. NOTE: Students in courses with enrollment of 60 or larger may have issues with accessing the wireless in the classroom, this is why we recommend less than 60.

Please visit http://www.uky.edu/eval/facultystaff-support for more info.


  Results / Reports  

It is a special report created for the TCE Contacts to see which courses are flagged to receive a TCE. This workbook contains the list of official Courses and Sections for each Term and is generated directly from HANA data. 

To have access to this Workbook you will need to have access to the Tableau Server first. Please refer to this link to request access to the Tableau Server: Tableau Access 

This is the link: https://analytics.uky.edu/
Workbook Title: Teacher Course Evaluation Flags

If you need access to the workbook, please contact us at tce@uky.edu  

 

If you are a TCE Contact, you can request access to Tableau Server by following the instructions in this link: Tableau Access 

This report shows you only the TCEs that will be delivered to the students each semester by Blue (TCE system).

This report shows you only what has been received through the feeds from SAP via HANA into Blue (TCE system).  

As a TCE Contact you must check the following on the Verification Report:

  • Instructor to be evaluated for the course
  • Course Start and End dates
  • TCE_INVITE and TCE_END_DATE
  • CROSSLISTED_ID (which other courses receive the same TCE and will be reported together at reporting time)
  • NEW FIELD  Students enrolled in course  (This tells you the number of students that Blue has as enrolled in the course)

Note: Courses ending early or starting late, please pay careful attention to the Verification report.  Especially, the TCE Invitation and TCE End dates.  Let us know as soon as possible if these are wrong. 

There are 2 ways to access your TCE Results:
 

  1. 1. You will receive an email with a link to your TCE Individual Reports ~3 weeks after the end of term.

 

  1. 2. You may also access your TCE results via the following URL/link: evaluate.uky.edu/blue
    • Login using your UK Link Blue user ID and password
    • You should see your TCE results in the central window listed under "Reports"
    • Click to access

There are 2 ways to access TCE results:

1. (*Recommended)You can access your TCE results via the following URL/link:  evaluate.uky.edu/blue

  • Login using your UK Link Blue user ID and password

2. The TCE Contact in your College or Department will have access to past reports, you can ask them for a copy. 

~3 weeks after the end of term you will receive an email with a link to your TCE Individual Reports.

You may also access your TCE results via the following URL/link: evaluate.uky.edu/blue

  • Login using your UK Link Blue user ID and password
  • You should see your TCE results in the central window listed under "Reports"
  • Click to access

Yes, your individual report will include the cross-listed course data.

There are two possibilities:

1. Individual Reports are not distributed to the faculty for courses with less than 5 responses.  This is because on October 4, 1994, the Senate Council responded to a set of implementation guidelines proposed by the Lexington Campus Chancellor's Office to limit the results to course sections with five or more students responding.

 
The 5 response threshold policy was revised and endorsed again by the Faculty Senate in April 2016: “To safeguard student anonymity and comply with FERPA, any results (numerical ratings and written comments) for classes with < 5 TCE responses shall not be made available to anyone.(Click here to see the full "Report of the UK Senate Teaching & Course Evaluation Implementation Ad Hoc Committee")

2. Your course may not have been flagged in Course Instructor Management to receive a TCE. We recommend contacting your TCE Contact for more information.

There are 7 standard TCE reports:

  • Individual
  • Course Combine
  • Cross-listed
  • Participation by College
  • Department Summary
  • College Summary
  • University Summary

Faculty - Individual Reports

TCE Department Contacts- Individual, Course Combine, Cross-listed and Department Summary

TCE College Contacts -  Individual, Course Combine, Cross-listed, Participation by College, Department Summary, College Summary, University Summary

Yes, Individual Reports are also distributed to the TCE Department Contacts that we have on file. To add/edit your Department Contacts please email tce@uky.edu