Procedure (typical)

Evaluation takes place in December or June of each year and is open for three weeks. Students will receive a personalized invitation including a tan bound hyperlink to the questionnaire to their OVGU email address and up to two reminders. In addition, the survey links are also available via OVGU's elearning portal (moodle) during the survey period.
In order to identify the courses to be evaluated according to the evaluation plan, the LSF is used. If requested by the faculties, the evaluation will be carried out on a module-by-module basis.

The following information is mandatory for the execution of the evaluation:

• Name of the lecturer
• Name of the course
  • If applicable, type of course (lecture/exercise/seminar/laboratory)
  • If applicable, affiliation to other courses (module)
  • If applicable, different course period (e.g. for block courses after the evaluation period)
• Mail addresses of the participating students (via document function in LSF)
  • Corresponding elearning course for identification/comparison of participating students

If this information is missing or incomplete, the faculty (Faculty Quality Officers) will be asked to supply this data.
For the identification of the participating students, a procedure of up to three steps is carried out:

1. Identification via LSF ("Belegfunktion")
   - If necessary, comparison with participants of the corresponding elearning course; for this purpose, the hyperlink to the course stored in the LSF is used.
2. If there are no participants in the LSF, but a corresponding Elearning course with participants, the data from the Elearning course will be used.
3. If there are no participants in the LSF or in the Elearning course, the faculty/teacher will be asked to provide this information.
   - Email addresses can also be forwarded proactively by the teacher via the website form.

The LSF record is prepared for faculty and then sent for review/re-registration. It may happen, for example, that e-mail addresses or names are missing from the data sets available to us, or that there are no lists of participants. In these cases, we need the assistance of the lecturers or faculty quality managers to collect the correct data and enter it into the system.

By a pre-determined deadline, all data should be correct or reported back. From this date, manual creation and programming of the evaluation will begin. The courses are entered into the evasys evaluation software according to the LSF data records (which may have been corrected by FQBs or lecturers), if applicalbe, secondary lecturers are added and the lists of participants are also imported. The evaluation period and also the automated participation reminders (up to two) are scheduled.

The lecturers are informed about the start of the course evaluation via automated e-mail. Students will receive the personalized link for participation to their OVGU email address. In addition, the survey links will also be available via OVGU's elearning portal (moodle) during the survey period.

Starting with the winter semester 2022/23, OVGU will introduce a survey cycle. Only courses of two to three faculties will be evaluated per semester. In addition, interested lecturers can apply for an unregular evaluation and will be given the opportunity to submit their own questions via the evaluationform by a specified deadline. The questions will be added to the questionnaire by K33 when the surveys are created. This allows us to make a valuable contribution to the individualization of the evaluation and also reduces the survey density among students.

Following the evaluation, the data is processed (manually adding faculty comparison lines to the individual course profile line) and sent to instructors within a week.