On this page we have provided information and compiled questions we often get from coordinators. Please be sure to coordinate with your instructors to avoid duplicating efforts.
Ensure you are accessing the correct portal based on your user group*
Students: Use the Course Evaluation portal, https://colorado.campuslabs.com/courseeval
Instructors: Use the Faculty portal, https://colorado.campuslabs.com/faculty
Administrators: Use the Administration portal, https://colorado.campuslabs.com/ce
*If you belong to multiple user groups (e.g. a graduate student who also teaches, an administrator who is attending a class), you will need to use multiple portals. You will not be able to access all your courses in one location.
If you experience performance issues with the Campus Labs platform, such as slow loading times or site outages, contact Campus Labs Support:
Online: https://courseevaluationsupport.campuslabs.com/hc/en-us, and click on green “Contact Us” button in the upper-right corner
Phone: 716-270-0000 (available from 6 a.m. – 6 p.m. MT, Monday through Friday)
Department FCQ Coordinator responsibilities
A department FCQ coordinator serves as a liaison between department and FCQ program. They should understand and be familiar with the FCQ program's calendar, policies, processes, reports and resources (e.g., FCQ results requester). Each department should have at least one FCQ coordinator, with larger departments typically having multiple FCQ coordinators. One that serves as the primary FCQ coordinator and the others as assistants or back-ups. For the departments with more than one coordinator, only one will have direct access to FCQ reports.
Please contact the FCQ program if you are a new FCQ coordinator so we can set you up in our system and provide you with some basic FCQ information. We need to know:
- Your name, campus and department
- Your work email address and phone number
- If you are a replacement, additional or temporary department FCQ coordinator
- Whether or not you are the department’s primary FCQ coordinator
- Review classes and instructors in course auditing list provided by FCQ program using CU-SIS data. Classes and instructors will be pulled directly from CU-SIS.
- Contact FCQ program to arrange for early administration (unavailable fall 2017 only)
- Distribute online FCQ results per department policy after end of term
- Answer miscellaneous questions about FCQs from department administrators, staff, instructors and students, or direct them to the FCQ program for assistance
- Work with the FCQ program to resolve department FCQ-related problems
Department FCQ requests
There is no more course list editing system. Instead, FCQ coordinators can review classes and instructors using the course list auditing system provided by the FCQ program. Department staff will make updates directly in CU-SIS. Classes and instructors will be pulled directly from CU-SIS.
In addition to the standard administration procedures, special administrations must contact FCQ program to arrange for early administration (unavailable fall 2017 only).
The course audit is a three-week period when department FCQ coordinators review the FCQ dates for classes in their department(s). The audit runs in March (for the spring semester), June (for summer classes), and October (for the fall semester). To guide you through this process, download the Course Audit Tutorial.
Note: Changes to the course audit are made in CU-SIS, not in the Excel document
The FCQ schedule and course audit are based off of information in CU-SIS. If you need to make changes to class information in the course audit, you must do so through CU-SIS.
The FCQ program can not update your classes in CU-SIS. Only your department can make these changes. If you do not have access to CU-SIS, reach out to your department's curriculum manager or whomever sets up the courses for your department.
There are four steps to the course audit workflow:
- Download the course audit Excel file
- Review the course audit Excel file
- Update information in CU-SIS (if required)
- Verify changes in the course audit Excel file (if required)
Downloading the course audit
- The course audits are in Excel files accessible through our course list auditing system:
- Go to www.colorado.edu/fcq/course-audit
- Select your campus and department(s)
- Review the spreadsheet
- If everything looks fine, you're done — you don't need to make any changes or sign off on your audit
- If changes are needed, you must make them in CU-SIS before they will be reflected on the course audit
Reviewing the course audit
What to review?
|Column A||Is your class scheduled to receive FCQs, "Yes" or "No"?|
|Column B||If column A reads "No," this column will give you the reason|
|Columns H - J||This is information that you can update in CU-SIS|
|Column R||The default FCQ date|
If all the information in your course audit is correct, there is no need to take further action. You do not need to sign off on the file or contact the FCQ program to confirm.
Updating information in the course audit
The FCQ schedule and course audit are based off of information in CU-SIS. If you need to make changes to class information in the course audit, you must do so through CU-SIS and via the following pathway:
Main Menu > Curriculum Management > Schedule of Classes > Schedule Class Meetings
How are the FCQ dates set?
Fall and spring terms: Full-term courses (and short-term courses that run the second half of the term) are evaluated during week 14 of classes. This schedule was decided upon by faculty on all three campuses (https://www.colorado.edu/fcq/sites/default/files/attached-files/fcqadminsurveyinfographic.pdf).
Early administrations: By default, FCQs for early ending classes are scheduled for the final week of class. Why? Because many early ending classes are only a week in length. If you have an early ending class but would prefer to do FCQs earlier than the last week, work with your department FCQ coordinator to set that up.
Extended administrations: The FCQ program will never close an administration early, but we reserve the right to extend it as needed, whether due to technical issues, low response rates or the needs of faculty.
Summer classes: FCQs are administered each week and handled the same as early administrations (e.g., default setup for the final week of class).
Verifying updates to the course audit
Changes made by 5 p.m. in CU-SIS will appear in the course audit file by noon the next business day.
- Changes made outside of business hours may take an extra day to appear in your course audit
- If changes made during business hours are not reflected in your course audit Excel file within 48 hours, please contact the FCQ program
- FCQs for combined sections are set up under the sponsoring section only, and all students enrolled, regardless of which section they are enrolled in.
Custom questions may be submitted at any time, but in order to appear on evaluations within the current term they must be submitted before the FCQ calendar deadline (usually week 7 or 8 of the semester). Questions submitted past the deadline will still be accepted, but they won't appear on the FCQ until the following term. For example, the deadline in fall 2019 was November 8:
- Questions submitted by November 8 appeared on the fall 2019 evaluations
- Questions submitted in December were held until the following term
The deadline date will be posted at the beginning of each term and distributed to FCQ coordinators.
Important: Custom questions can be attached to courses, subjects, departments or instructor roles (e.g., primary, secondary, TA), but not to sections or instructors. In other words, only submit questions that you plan to use for multiple sections, classes or semesters. For example, if you would like to add custom questions to DCBA-1000, those questions will be asked in each section of DCBA-1000. They can't be restricted to section 002 only. One-time use questions, or instructor-specific questions, will not be accepted.
Please submit custom questions to firstname.lastname@example.org.
Department FCQ administration and collection
- Fall and spring terms: FCQs are administered from the Monday of week 14 through Monday of week 15. Check the FCQ calendar for the current spring or fall term’s administration dates.
- Summer classes: Administrations run weekly throughout the summer.
The FCQ program only reports results from data that are collected through the Campus Labs platform. While there are multiple reasons for this policy, the primary reason is the ability to ensure the quality of data that are collected by the FCQ program. Subsequently, data collected independently by a department using its own methods (e.g., Qualtrics, Blackboard, MailChimp, paper form or any other survey tool) will not be reported by the FCQ program.
The results for the FCQ are meant to be used for the following:
- Individual instructors for use in improving their courses and teaching
- Department chairs and deans for use in course assignments and in promotion, salary and tenure decisions
- Students for use in course selection.
The FCQ program should be only one component of a well-rounded instructor rating system.
There is no longer a paper option, and any paper FCQs sent to the FCQ office will be returned unopened and unprocessed. If you use paper evaluations, it will be for internal use and course/instructor improvement, but the results will not be part of the official FCQ report or appear on the website.
No. Only classes in CU-SIS will receive evaluations. You will need to enter a class into CU-SIS in order for it to receive FCQs.
Yes. The combined minimum enrollment is three. For example, if courses 4010 and 5010 make up a combined course, and there are two students enrolled in 4010 and one in 5010, then they will receive FCQs.\
The minimum combined course enrollment to receive FCQs is three students. The reasons are twofold:
1. To protect student anonymity (fewer students increases the likelihood of identification based on student comments)
2. Protect data integrity (if students fear they are identifiable, they may be less critical of an instructor, which compromises data comparisons).
The FCQ program has created a Qualtrics version of the FCQ, which can be administered online. These will not be posted with FCQ results, but can be used for evaluation and portfolio purposes. You may also design and use an instrument of your choosing and administer through paper, Qualtrics, Survey Monkey, the LMS, or some other method.
If your department/campus doesn’t have a Qualtrics license, we recommend using Survey Monkey, your campus LMS, or paper for internal evaluations.
Yes. Any enrolled student on the class roster in CU-SIS will receive an invitation to complete an FCQ, including auditors. If an auditor is not on the class roster in CU-SIS, they will not receive an FCQ.
Mandatory Reporting and FCQs
All CU staff working with Faculty Course Questionnaires are mandatory reporters, which means that we are required to report violations of campus policies to the appropriate campus office:
Colorado Springs: Office of Institutional Equity
Denver: Office of Equity
As part of this duty, we run a text analysis of student FCQ comments at the end of each term, flagging comments that contain keywords that were compiled with the assistance of the Office of Institutional Equity and Compliance at the CU Boulder campus.
After flagging, comments are reviewed and discussed by at least two staff members of the Office of Data Analytics (ODA), which oversees the FCQ program. The review is to determine whether a student comment is reporting misconduct. Comments deemed reportable are then forwarded to the appropriate campus office.
The purpose is to help promote a safe campus environment for students, faculty and staff. For more information on campus policies and resources, please select your campus from the list below.
Boulder Mandatory Reporting
When is someone required to report?
The Office of Institutional Equity and Compliance (OIEC) is responsible for addressing sexual misconduct (including sexual assault, exploitation and harassment, intimate partner abuse, and stalking), protected class discrimination and harassment, and any related retaliation at CU Boulder.
All employees who have the authority to hire, promote, discipline, evaluate, grade, formally advise, or direct faculty, staff or students are considered "responsible employees" and are required to report to OIEC.
- A responsible employee who becomes aware of sexual misconduct (including sexual assault, exploitation, and harassment, intimate partner abuse, and stalking), discrimination or harassment involving any member of the CU community must report it to OIEC.
- This applies whether the member of our community is the person who was subjected to the misconduct or the person accused of the misconduct.
- This applies regardless of where or when an incident occurred or how the information was conveyed to a responsible employee.
- The purpose of mandatory reporting is to ensure safety, offer support and resources (such as the Office of Victim Assistance), understand the scope of the concern, and to get the behavior to stop.
- When in doubt, contact OIEC for further guidance at 303-492-2127 or report at email@example.com.
What to Report
If you are considering reporting a concern, you can explore your options. There are skilled people who deal with a range of harmful behaviors that impact members of the CU community.
If you are a responsible employee looking to better understand your obligation to report, read more about what mandatory reporting means and when it applies.
Discrimination & Harassment
Unfair treatment, abusive words or expressions, or intimidating behavior aimed at any member of the campus community based on an aspect of identity protected by CU Boulder policy is reportable to the university.
Sexual Assault, Stalking & Abuse in a Relationship
Sexual behavior that is unwanted, unwelcome, or not consensual, abuse within an intimate or dating relationship, and stalking are reportable to the university and/or police. The policy applies to current or past behavior, on or off campus, whether the perpetrator is known or unknown.
Hazing & Other Abusive Conduct
Hazing refers to any activity expected of someone joining a group (or to maintain full status in a group) that humiliates, degrades or risks emotional and/or physical harm, regardless of the person's willingness to participate and is reportable to the university.
Concerns About Someone
If a member of the CU community is a potential threat to themselves or others, or appears distressed, withdrawn, depressed, anxious, or in crisis, you can make a referral to case managers on campus who will outreach to the person of concern and offer resources and supportive services.
Behavior in a classroom or an academic setting (e.g., office hours or conversations with a faculty member) that interferes with normal academic functions is considered disruptive and there are options for addressing concerns. This doesn’t mean civil discourse or disagreements within an academic setting, but rather behavior that hinders the educational process. This applies when the behavior is directed at other students or faculty members.
There are resources for understanding the university standards for ethical behavior in academics settings, research activities, and professional conduct. This page includes links to policies and guidelines, and information about where to report concerns of ethics violations or research misconduct. There are also options for anonymous reporting.
UCCS Mandatory Reporting
A responsible employee who witnesses or receives a written or oral report or complaint of sexual misconduct, protected class discrimination and harassment, or related retaliation must promptly report it to the Title IX Coordinator/Office of Institutional Equity (OIE). A failure to report this information promptly to the Title IX Coordinator/OIE is a policy violation.
If an individual discloses an incident to a responsible employee who by definition is a mandatory reporter, but the individual wishes to maintain privacy and requests that no investigation be conducted, that no disciplinary action be taken, or that the allegation not be reported to law enforcement, the responsible employee remains required to report all relevant information to the Title IX Coordinator/OIE.
Who is a Responsible Employee?
A responsible employee is any employee who:
- Has the authority to hire, promote, discipline, evaluate, grade, formally advise, or direct faculty, staff, or students;
- Has the authority to take action to redress sexual misconduct as defined herein; and/or
- Has been given the duty of reporting incidents of sexual violence or any other misconduct by students to the Title IX Coordinator.
Examples of responsible employees include, but are not limited to: faculty, teaching assistants, residence advisors, academic advisors, coaches, supervisors, and anyone who leads, administers, or directs University programs.
*This does not include any medical, mental health, Ombuds, or counseling office personnel, in addition to any other offices covered by a statutory privilege or designated in campus procedures as not subject to mandatory reporting to the University.
How to Report?
Why Does a Responsible Employee Have to Report?
- To ensure that the Complainant, the person alleging the misconduct is safe. In addition to addressing the concerns, the Office of Institutional Equity often partners with other UCCS resources to ensure the Complainant is receiving all the support the individual needs during a time where they are often anxious, stressed, and confused.
- To understand the true nature and scope of the Complainant’s concerns. Often, Complainants only tell the responsible employee a fraction of what has been going on with the Respondent(s). The OIE provides a safe environment for the Complainant to discuss their concerns in depth. In exchange, the OIE can address those concerns by learning who is involved, what has been occurring, why the Complainant believes the conduct is occurring, and what the Complainant would like to see happen.
- To get the behaviors to stop. In order to enforce the policies, the OIE must be aware of the concerns. The OIE has been tasked with ensuring employees are acting in accordance with the policies and is in the best position to promptly and consistently address concerns across the campus.
Denver Mandatory Reporting
Any faculty or staff member who is considered a Responsible Employee, as defined herein, who witnesses or receives information regarding possible prohibited protected class discrimination or harassment is required to promptly report the information to the Office of Equity or his or her designee. Such information about the alleged conduct, where possible, should include:
- Name of the alleged complainant(s);
- Name of alleged respondent(s);
- Name of any alleged witnesses; and
- Any other relevant facts, including the date, time and specific location of the alleged incident.
All other individuals who become aware of an incident of Prohibited Conduct are highly encouraged to report all known details about the Prohibited Conduct to the University Office of Equity by telephone, email, in person, or through the University’s online Incident Report Form.
The University may have an obligation to report to the police, keeping the name of the victim confidential, in circumstances where the incident includes an allegation that a crime has been committed.
Student responses on FCQs are anonymous to instructors and department leads, and the identities of respondents are confidential (e.g., only accessible to the Office of Data Analytics (ODA)). No student names appear in the FCQ data processed by the ODA and will never appear in public reports.
However, when legally required, we will identify a student to the proper person or agency. This is a very rare occurrence and is only done when legally required, such as when a member of the CU community (students, faculty, staff, etc.) threatens to inflict serious harm on themselves or others. For more information about confidentiality, click on the link for your campus below:
Boulder: Office of Victim's Assistance
Colorado Springs: Office of Institutional Equity
Denver: Policy Number 3054, Section E