Administering paper questionnaires

Questionnaire administration is slightly different depending on whether you are giving the questionnaires to your students in class or mailing them. Both sets of instructions are listed below. Instructions are also sent to you with your master questionnaire.

In-class questionnaire administration

1. Check master questionnaire

Check the accuracy of the master questionnaire and envelope(s) you have been sent. Match the question ID number on top left corner of questionnaire with envelope label. Only return questionnaires in envelopes with matching identification numbers.

To change questionnaires or request more envelopes, contact the Evaluation Service.

2. Photocopy master questionnaire

To enable completed questionnaires to be optically scanned, ensure that photocopies of the master questionnaire are:

  • DOUBLE-SIDED on a SINGLE SHEET (if questions extend onto 2 pages)
  • CLEAR, STRAIGHT and the SAME SIZE as the original
  • on PLAIN WHITE PAPER
  • STAPLE-FREE
  • returned UNFOLDED if possible

For individual teacher evaluations, ensure that all four corner marks appear on copies.

3. Administer questionnaire to students

If the questionnaires are to be mailed to students (e.g. for distance papers), please refer to different instructions in section below.

Please avoid running an individual teacher evaluation in the same class as a course evaluation as it may cause confusion about the purpose of each evaluation.

To achieve useful feedback, consider:

  • running the questionnaire when you would expect high attendance, but not alongside a test or other stressful activity.
  • giving students 10-15 minutes to respond, especially if there are open-ended questions.
  • telling students that you would like their feedback on your teaching or the course.

Avoid behaviour that might unfairly influence evaluation responses.  For example, we advise leaving the room when forms are being completed.

4. Return questionnaires to HEDC Evaluation Service

Ask one particular student to:

  • collect all the completed questionnaires
  • seal them in the return envelope(s) provided and sign the flap(s) of the envelope(s)
  • either place the envelope(s) in the internal University mail or hand deliver to HEDC, 65/75 Union Place West.

5. Report

Within 3-4 weeks, or longer at semester end, you will receive a results report and guidance on using it. For course evaluations, a report copy will also be sent to your Head of Department.

By-mail questionnaire administration

1. Check master questionnaire

Check the accuracy of the master questionnaire and envelope(s) that have been sent to you. To change questionnaires, contact the evaluation team.

2. Photocopy master questionnaire

To enable completed questionnaires to be optically scanned, ensure that photocopies of the master questionnaire are:

  • DOUBLE-SIDED on a SINGLE SHEET (if questions extend onto 2 pages)
  • CLEAR, STRAIGHT and the SAME SIZE as the original
  • on PLAIN WHITE PAPER
  • STAPLE-FREE

For individual teacher evaluations, ensure that ALL FOUR CORNER MARKS appear on copies.

3. Administer questionnaire to students

When mailing the questionnaire to your students you should include a freepost envelope with each for a good return (addressed to the nominated person). To ensure confidentiality of the returned questionnaires, please nominate someone in your department other than yourself (perhaps a secretary) to be the receiver of the completed questionnaires.

Avoid behaviour that might unfairly influence evaluation responses.

4. Return of completed questionnaires

The person you have nominated as the questionnaire recipient should open each freepost student return envelope and put the completed questionnaire into the large HEDC return envelope which is supplied with the master questionnaire. The HEDC envelope will have a matching question ID number to that on the top left corner of the questionnaires.

If you have a poor return rate, use your email list/audio conference session to encourage students to return their questionnaires.

Once you believe that all the questionnaires are likely to have been received, have the nominated person seal the return envelope and send it to the HEDC Evaluation Service.

5. Report

Within 3-4 weeks, or longer at semester end, you will receive a results report and guidance on using it. For course evaluations, a report copy will also be sent to your Head of Department.