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AEFIS - Eval - Frequently Asked Questions (Admin)

AEFIS LLC (Assessment, Evaluation, Feedback & Intervention System) is a web-based assessment management solution that facilitates the collection and application of real-time assessment data. AEFIS is used for digital course evaluation surveys at UW. UW-Madison has entered into a multi-year partnership with AEFIS to provide a campus-wide digital course evaluation survey tool, which is part of a suite of digital learning assessment tools. For more information about the transition, upcoming training sessions and other resources, visit .

Training sessions will be held each semester for college/department AEFIS admins. If you would like to be notified of training opportunities and become part of the department admin AEFIS Users Group, you must be an AEFIS department admin. Just email Learn@UW Madison Support.

How-to documents can be found here. Also here is a list of Frequently Asked Technical Questions:

    SIS Integration

    How are "Meets With" and "Cross Listed" sections handled?

    All students are listed in their enrolled course. AEFIS will show the primary and secondary courses for cross listed courses. Meets with courses are all separate. Primary courses have a bold chain with the number of courses as a subscript number (meaning primary) and all secondary courses have just the chain. If you want all students to be surveyed, you must assign ONLY the primary course, doing so will automatically assign secondary/linked courses. 

    How often does AEFIS pull data from SIS?

    AEFIS updates its database nightly with the latest SIS data using the CAOS integration.

    My Course information isn't correctly listed in AEFIS

    AEFIS lists student and course data directly from SIS. Please check that the information is correctly listed on SIS and wait for the nightly SIS->AEFIS update cycle.

    How do I view additional Instructors?

    In AEFIS click on Menu > Course Sections > Home. Additional instructors will be listed at the bottom of the “Course Details” if any are available.

    How do I fix incorrectly listed instructors?

    All instructors are pulled from SIS. If an instructor or TA is incorrect, check SIS and update. Any changes to SIS are updated to AEFIS each day after 4 pm.

    Survey Templates


    What instructor will students see on the survey?

    When the survey is sent out, the words "Instructor" will be replaced with the name of the instructors listed for that section (for instructor type questions). If there are two instructors the question is listed twice, one for each instructor. Instructors may be excluded when the survey is assigned. For example, if a separate TA survey is used, the tenure faculty should be excluded if listed on the course section. All Supervisory instructors (as listed in SIS) are called course section directors in AEFIS and are NOT evaluated even though listed. 

    When can instructors add their questions to the survey?

    If you have added a "Rollup Question" question to your survey template, then instructors will be able to add their own additional questions. Questions must be added and finalized at least one day before survey start in order to be attached. Questions cannot be added once the survey has started. Instructors and department admins can add course section questions. Section questions will only be added to any survey that is not currently running. These questions can be added at any point in the semester, however, if no survey is assigned to that course, these questions will not be used.

    Survey Types

    How do I create different surveys for lecture (faculty) and discussion/lab sections (TAs)?

    The most common way is to create two separate survey templates, one for Instructors and one for TAs.

    What is the difference between a "Student course evaluation" and "Faculty Course evaluation" Survey Type?

    Student survey types are surveys that go to students. Faculty survey types are surveys that go to faculty and are not used at UW.

    Question Types

    When would it be advantageous to use the Question Library?

    If you plan to use a question in multiple surveys, you should save the question to your library to be able to quickly access it in the future.

    I cannot add a metric question even if there are metrics assigned, what should I do?

    You are only allowed to assign the same question to one metric. If you have recently unassigned a question as metric, it may take the system a few minutes to update and allow you to re-assign thatquestion as metric. Metric question results display on the faculty dashboard to quickly see a value.

    What are metric questions and how to edit them?

    Each survey template can have two additional metrics created. These metrics are created from the existing questions and can be a combination of all questions. However, each survey question can only be added to one metric. For example, there are five questions about course content and you want to average all together, create a metric for this average. The two metrics also display on the faculty AEFIS dashboard for quick viewing.  

    Why isn't my course listed?

    AEFIS courses are automatically populated from SIS, if the course is not listed in SIS it will not show up in AEFIS.

    How would you know questions are in the question library?

    There will be a green book on the bottom right of the question window on the question editor.

    Does the "No Answer" option have weight attached to it?

    No, it has no numeric value as long as you added the no answer option. No answer is not one of the choices you enter, but an option below.  

    Where do you recommend I place the "No Answer" Field?

    Either choice is fine. You can either choose "Prepend" that will place it before the answer choices or "Append" that place it at the end.

    Survey Types

    Why can't I delete a finalized survey?

    You cannot get rid of a survey after it has been completed. If the survey has not been assigned, scheduled or started, you need to cancel the schedule, then "Restore" it, and then you will be able to delete it.

    Survey Schedules

    How is the "Pause" button different than the "Stop" in the survey schedule page (Actions>Pause/Stop)?

    • Stop → Don't schedule this survey next semesters, if you just stop it it will continue to run this semester but not next.
    • Pause → Temporarily stops the survey schedule. For example, if you do not want to have a survey created for summer but want the survey running every spring and fall, you can pause it after the spring survey is created and start it again in the fall.

    What is the difference between schedule and survey?

    A survey schedule is exactly what it says, it schedule the survey and creates the pool of course sections that are possible to assign. The survey, commonly called survey instance, it the actual course evaluation students complete after the course section are assigned and the survey starts. It is easier to change dates in the survey instance than in the schedule.

    Survey Instance

    I don't see the survey in the AEFIS System?

    Are the survey schedules set to run each semester. If not, schedule a survey to see a survey instance. Also check to see if you are filtering the list on the screen.

    Who will receive a survey email?

    Each student will receive one generic email per survey start date. So if the students has five courses starting today, they will receive one email. Every three days they will receive a reminder until either the survey is taken or ends. 

    Where are my surveys from last term?

    Navigate to : Surveys->Surveys and filter by term.

    Why can't I see any assigned users in my survey?

    "Survey Participants" list will not be populated until the survey begins. On the day the survey starts, the number of students enrolled in all course sections assigned are populated.

    Can I reopen/extend the survey evaluation period past finals?

    As a department or college AEFIS administrator, you can reopen or extend the survey. However, the survey extends for all assigned courses in that specific survey instance. If a student misses the survey window and wants to complete, it is best to open the survey up for a few hours so the reminder emails are not sent. 

    When do surveys close?

    Surveys close at midnight on the day selected for the end date.

    Can you assign a course to a survey after the survey started?

    If you missed a course, you can assign courses after a survey has started. Those students will be notified that night by email that a course survey is available to complete. 

    How do I un-submit a survey ?

    Under the "Survey Participants" list, in the drop down menu, you will have the option to un-submit a survey that has been completed.

    How does the "Email Preview" work?

    Email Preview takes a random student and shows you what the actual email that will be sent to that student looks like. You will not be able to use this option until you have assigned a course to the survey because it needs a list of students to pull data from.

    What is the Email Queue Manager

    The Email Queue Manager keeps copies of actual emails sent out to students. However, many emails are listed "on Hold" because students only receive one generic email. If they have five evaluations starting today, only one email is sent and four are listed on hold.

    Can you Test send a survey email?


    Will students receive an email to my survey?

    No, students will receive an email with a link to AEFIS ( and their dashboard will list surveys that they can take.

    How many emails will students receive?

    Students will receive one generic email the day the survey starts. After the initial email, students will receive an email reminder every three days. 

    How do I exclude Instructors from being surveyed?

    Navigate to the survey of interest. Excluding instructors only works when you have surveys with instructor type questions. When you assign a course, once assigned you can click on the arrow by “assign” and there is now an “exclude faculty” option. It will open a list of all faculty and you can exclude the ones you do not want listed. All supervisory instructors listed in SIS are listed in AEFIS as Course Section Directors. These instructors are automatically excluded from evaluations and do NOT need to be excluded manually.

    Survey Results

    When are survey results available?

    The day after final grades are due.

    My survey response is very low, how do you recommend I run my surveys?

    Check out the Student Learning Assessment best practice for course evaluation website. Achieving higher response rates includes giving time in class, discussing the purpose and importance, instructor should share how they have incorporated feedback into their course, and more.

    Keywords:faq aefis, online course evaluations, scantron, assessment, evaluation,   Doc ID:49130
    Owner:Learn@UW Madison .Group:Learn@UW-Madison
    Created:2015-03-18 11:13 CDTUpdated:2020-03-17 19:27 CDT
    Sites:DoIT Help Desk, DoIT Tech Store, Learn@UW-Madison
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