eCaf Less time Administering More time Teaching

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eCaféLess time AdministeringMore time Teaching

• eCafé Instructor Survey Tool
• presentation to DCs
• September 11th, 2007

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What is eCafé?

• eCafé is an in-house developed electronic survey
  tool that enables an educational institution to
  quickly, efficiently, and accurately perform
  Instructor Evaluation Surveys at the end of the
  term.
• It has been developed by our friends in UH MIS,
  is currently being utilized at UH Manoa, and will
  soon be offered to all campuses across the system.

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How does it work?

• eCafé was developed with a cafeteria style
  methodology to conducting Instructor Surveys.
• The survey will already contain 18 core survey
  questions, which are currently being used in the
  Liberal Arts and BEaT division faculty survey
  process.
• These survey questions came from the original
  face to face surveys that the Academic Senate's
  ad hoc DE Committee modified for DE use.
• You may then supplement these questions by
  choosing additional questions from eCafe that
  you would like to have included in your survey,
  based on your specific needs.

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How does it work continued

• HawCC sends list of faculty currently teaching to
  MIS
• MIS sends faculty an e-mail message with the 18
  questions and allows faculty to add other
  questions from menu.
• HawCC faculty can participate or opt out by
  clicking the Disable button.
• Participating faculty enable survey for students
  and allow students to take the survey
  electronically (site opens 3 weeks prior to end
  of instruction and closes before exams begin)
• After grades are due the instructor is sent an
  email message informing them that their results
  are ready, and they need to log in to
  see/download them.
• It is up to the individual Divisions/Departments
  to determine how they want to manage the results.

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Okay, so how did eCafe get chosen?

• We began by looking at recommendations from the
  ad hoc Senate DE Committee.
• We researched what the current process is that we
  are using for faculty surveys both DE and
  paper.
• Contacted other community colleges to collaborate
  on a solution, and to learn from their
  particular strategy and choice of software.
• Performed software evaluation of some promising
  software offerings.
• Arrived at eCafe as being the most cost
  effective, fastest, and most useful solution for
  Hawaii Community College.

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This seems like a good idea. How do I start?

• eCafe is being offered to HawCC for use this
  semester.
• The tool is not being forced upon anyone.
• For the Fall semester survey cycle our
  Instructors will receive an email in October
  asking them to log in and either add questions
  to their survey, or to opt-out. If Instructors
  don't want to participate they must log in during
  this time to click the disable button and
  opt-out.
• If you decide to opt out you will have to use
  your divisions own resources to conduct and
  compile your Instructor Surveys. These surveys
  must be acceptable to the VCAA. For example,
  acceptable Instructor Surveys are those used by
  the ATE and Nursing divisions.
• Students will get an e-mail from MIS with the
  link to the survey about 3 weeks before the end
  of the semester.

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You mentioned that eCafe' will get me my results
faster. How so?

• Currently, all of the paper surveys are brought
  into the Division Office by the student proctors
  for each of the offered courses.
• These survey cards must all be scanned, corrected
  if needed (bad bubbles), and tabulated.
• Oftentimes someone has to manually type in the
  responses to open-ended questions.
• This process can literally take months to
  complete.
• With eCafe' your results are available shortly
  after grades have been posted to Banner.

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So if eCafe' gets faster results it must be
cheaper to use as well?

• Yes, much cheaper.
• The amount of time it takes our Faculty and Staff
  to administer the current paper end of term
  Instructor Survey is staggering.
• There are also substantial costs involved in
  purchasing preprinted survey cards, repairs and
  replacement of scanners, and the list goes on.

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O.Kso whats the cost to Hawaii Community
College to use this tool?

• Zero out of pocket dollars.
• eCafe' is a system-developed and supported tool
  that has been created specifically for our use,
  and the use of other institutions in the system.
• Of course there will still be some minimal
  management of our survey process such as sending
  MIS a list of participants, management of the
  completed surveys, and training.

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How do I learn more?

• For the time being, please consider Shawn Flood
  (Institutional Analyst) as your source of
  information as we adopt this new process.
• Mahalo!
• Shawn Flood 974.7512