The following procedures will be used to process the UWF-SAI student assessment of instruction forms:

• All packets of completed forms will be forwarded to the faculty member's departmental office.
• Arrangements are to be made by the departmental staff assistant for the chairperson and faculty member to open the packets together.
• The departmental staff assistant will make arrangements to send the packets of completed forms to be scanned. This should be done no later than six weeks after the last day of classes. If a packet is received after the sixth week, it will not be accepted, and will be returned to the department. Send all completed packets to Connie Works, Building 78. Before sending the forms to Building 78 for scanning, ensure that the following steps have been completed.
• All blank forms should be removed from the packet.
• The cover sheet on the packet should clearly identify the faculty member by name, UWF identification number, course number (including section identification number), and semester. Please use the course selection identification labels that will be sent to you each semester by the SAI Office.  (If the preprinted label has incorrect information, correct using red ink).
• Verify enrollment against the exact number of responses. If the responses are greater than the enrollment, take appropriate measures to correct. Some reasons for too many responses:
• Undergraduate and graduate courses taught at the same time, on the same day (i.e. ABD 4XXX and ABD 5XXX).
• Several sections of the same course taught at the same time/day.
• Concurrent courses.
• Students enrolled in one section but attending classes in another section of the same course.
• Students completing "I" grades.
• Students enrolled in directed study courses.

If the course is one that was team taught, please separate the forms by instructor into separate envelopes. Be certain that the name and UWF identification number of each instructor for whom reports are to be prepared are clearly identified on the cover sheet.

• The completed forms will be scanned and two reports will be produced.
• Frequency distribution report for all 18 of the assessment items -- This report will be in hard copy and returned to the department with the scanned forms. An electronic copy of the 18 assessment item summaries will be posted to the Grade Roll Review through MyUWF. The reports are confidential and may be used in the faculty evaluation process only as directed by the faculty member.
• Frequency distribution report for the 8 SUS-related items -- This report will be provided in electronic form to Institutional Technology Services (ITS) which will, in turn, produce the hard copy of the SUS-related items summary reports. The SAI Office will arrange for the printing of the summaries with sufficient copies made for distribution as follows: 
• SGA Office
• UFF Representative's Office
• University Libraries: 
• Pensacola Campus
• Emerald Coast Campus
  
• SUS-related items summaries for faculty promotion and/or tenure purposes. The faculty member or an appropriate department staff member should e-mail Connie Works at cworks@uwf.edu requesting a compilation of five years of SAI evaluation summaries for promotion/tenure portfolios.
  
• Once the faculty evaluation cycle to which the student assessment of instruction pertains has been completed, the packets with the completed forms are to be turned over to the faculty member for custody of the records.
  • Retention Policy Item #68 from Florida Department of State: General Records Schedule for Universities and Community Colleges GS5
    INSTRUCTOR EVALUATION
    This record series consists of evaluations of faculty members completed by students each term.
• Record copy. 1 semester after submitted.
• Duplicates. Retain until obsolete, superseded or administrative value is lost.

Updated 02/13/12 cdw