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HelioCampus AC - Eval - Getting Started with Online Course Evaluations (Admin) [UW-Madison]

AEFIS is now HelioCampus AC. For information about the HelioCampus AC rebrand, review this KnowledgeBase document

This document provides resources and instructions for getting started as an HelioCampus AC (Formerly AEFIS) administrator for course evaluations. All HelioCampus AC course evaluation KBs say HelioCampus AC - Eval in front of each title.

HelioCampus AC LLC (Assessment, Evaluation, Feedback & Intervention System) is a web-based assessment management platform that facilitates the collection and application of real-time assessment data. For more information about the transition to online course evaluations visit the Digital Course Evaluation Surveys.

Overview of HelioCampus AC Course Evaluations

There are three steps to complete to create HelioCampus AC course evaluations. 

  1. Create a survey form - the form has all of the course evaluation questions. Once completed, this step only needs to be repeated if questions change or need editing, or you have a second form. 
  2. Schedule the survey form - each form needs a survey schedule. If you have one form for your entire department, only one survey schedule is needed each semester. Plus you can set it to run automatically each semester. 
  3. Survey Instance - the survey instance is where you assign each course section that needs to complete an evaluation. Course section assignment must be completed each semester. 

For each of the steps above, further details are listed below. 

Accessing HelioCampus AC

Unlike student and instructor accounts, HelioCampus AC college/department administrator accounts are NOT created automatically. To request a new HelioCampus AC administrator account, see HelioCampus AC - Users - Requesting a User Account [UW-Madison].

After your account has been set up, you can log into HelioCampus AC at

Initial Setup

When you first get access to HelioCampus AC, you should perform some initial setup tasks.

Creating a Survey Form

Survey Forms are where you set up the questions that you are going to release to the survey participants (that is, the students).

Setting up a Survey Schedule

After you have completed and published your Survey Form, you will need to set up a Survey Schedule. Survey Schedules determine when your survey will be sent. The Survey Schedule name is the name the students will see. You can create a new Survey Schedule every semester or, if your survey will not be changing from semester to semester, you can set the schedule to run every semester (recommended).

Managing and Assigning Course Sections to Survey

A Survey is what most users think of as the actual survey. You will hear it called survey instance in many of our trainings and documentations. It is created after you publish your Survey Schedule.

You can perform administrative tasks at the Survey level, such as changing release dates, excluding instructors from evaluation, and adding section-specific evaluation questions.

Most importantly, you must assign your Survey to the course sections in your department that you wish to survey. If you do not assign the survey, students will not be able to take it. Course sections must be assigned new every semester.

Creating Reports

Additional Resources

Keywordsonline course evaluations, scantron, assessment, evaluation, mobile, web-based, course eval, learning assessment, course evaluations, AEFIS, afis, direct assessment, syllabus project,   Doc ID64150
OwnerLearn@UW MadisonGroupLearn@UW-Madison
Created2016-06-16 10:56:52Updated2024-03-13 14:59:11
SitesDoIT Help Desk, Learn@UW-Madison
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