SmartEvals personnel, OIR, and OTS collaborated to integrate connection between Loyola’s system (Colleague) and SmartEvals, which includes three components: student and faculty data (e.g., emails and Loyola ID numbers), course data (e.g., titles, numbers, departments, dates), and course registration data.

OIR and SmartEvals personnel construct emails that faculty and students will receive from the SmartEvals system during course evaluations. These emails are customized to their intended targets and include an initial email sent out the day course evaluation surveys open and subsequent reminders are sent regularly to encourage participation. Students only get reminders for courses whose surveys they have not completed and will not receive reminders once they complete them all. Faculty similarly only get reminders for their courses where there are students that have not yet participated. The timing and frequency of these emails are built into the process.

Loyola University Maryland is using an interim form, the Student Instructional Report II (SIR-II), for course evaluations while it develops a more permanent form. The interim form will be sent through SmartEvals. Students should expect that the interim form will look different from the former tool. Faculty can preview this new form in SmartEvals. The psychology department and all departments in the School of Education have opted not to send evaluations through SmartEvals. Students enrolled in courses in those departments will receive their forms through an alternative mechanism, not SmartEvals.

The surveys open for students to take them towards the end of each course's respective term and the length of time when the surveys are open is based upon the length of the course and when it is offered. Specifically, for fall and spring semesters, the majority of courses' evaluation periods are based upon the date of Study Day (the day before the first day of undergraduate final exams). The surveys must close by 11:59 PM the day before that date and they are open for at least two weeks prior to that, based upon decision-making of the Faculty Evaluation Committee. This decision was made to ensure that students could focus on their final exams and projects without also trying to complete course evaluations, especially since some undergraduate students take graduate-level courses. For specific semester's dates, please visit the particular Academic Calendar(s) of interest, published by the Records Office.

Students are sent customized email reminders to complete their surveys through the SmartEvals system. A personalized email is also sent to faculty advising them that course surveys are open. During the evaluation period, students are reminded via email at regular intervals, which specific course surveys they still need to complete - until they complete all the course evaluations. Faculty will also receive email reminders for those courses with less than 100% survey completion.

Faculty will receive an email with a PDF for each of their available course evaluation reports after the semester’s grades are finalized. Additionally, faculty can log in to SmartEvals at any time to make use of the extensive tools available to help view and analyze the results of their released survey data. SmartEvals keeps all historical course evaluation data for each faculty member - to help faculty make decisions based on trends and other indicators. See Faculty Resources and Training for more information.

Summer courses' course evaluation schedules vary and are based on course length and end date.

The majority of Fall 2023 courses will have the following schedule:

• Open: November 27, 2023 at 12:01 AM
• Close: December 11, 2023 at 11:59 PM

The majority of Spring 2024 courses will have the following schedule:

• Open: April 15, 2024 at 12:01 AM
• Close: April 29, 2024 at 11:59 PM