Acuity One45 - Faculty Evaluation Reports (All Phases)

This document contains steps to find and download faculty preceptor reports

This page documents how to pull reports of student evaluations of preceptors. Please review the Evaluation Guidelines before using the report tools.

Reports by Target (Individual Preceptor Evaluation Reports)

Go to the group All Phases | Evaluations.
Go to the year of the evaluations (there will be an ability to custom select dates if evaluations are beyond the date range)
Go to Reports on the top menu
Go to Reports by Target on the left blue menu
A display will show with several options of drop-down boxes and a blank table underneath.
In the first drop down box "Evals of...", there will be two options to choose - campus and/or specific UW department.
1. Users that are from a statewide campus should choose their statewide campus. This will start with "1_Campus" (e.g. 1_La Crosse)
2. Users that are from UW, should choose their department. This will start with "2_Department" (e.g. 2_Urology)
  1. If a preceptor is part of multiple departments, they will have both department tags. This will allow them to show up in both department queries.
In the second drop-down box, dates can be selected. The default is set to YY/YY academic year. The other options include the following:
1. the last three days
2. the last week
3. the last 2 weeks
4. the last month
5. the last 2 months
6. YY/YY academic year
7. last year
8. ...or select dates (this option allows multiple years span to be selected)
  1. When this option is selected, an option to select the start date and the end date of the evaluation period will appear.
    NOTE: Dates are responsive to rotation dates. In order to include a specific course/rotation's form, make sure it is included within the date range. It is possible to extend the date range end beyond the current date in order to accomplish this.
There is also an option to select specific colored circles. These only apply if they are regularly used in tracking/marking forms. All options are automatically checked, so no action is needed unless these markers are utilized.
Then, select Get Reports
Note: There is not a loading icon. Large data sets over multiple years may take up to 30 seconds to load.
After the report loads, a list of preceptors (both faculty and residents), will appear in alphabetical order. The blue number at the end of the name will indicate how many evaluations that preceptor has for the time period.
Click on the preceptor's name in the list
This will display information about the preceptor's evaluations.
1. Name of Evaluation Form
2. Name of Rotation (will include if this is a Phase 2 or Phase 3 course)
3. Dates of the Rotation
  NOTE: If evaluations are student-initiated, only one date will appear versus a date range.
4. Dates the evaluation form was completed
If a preceptor has multiple evaluation form types (e.g. clinical and non-clinical) the list of evaluations will be split by the unique form. Different rotations using the same form (e.g. Phase 2 & 3 Preceptor Evaluation) will be together.
There in an option to view the individual feedback using the view and/or PDF options on each row.
There are two icons within this display, and . The function of these items is currently not in use and they can be ignored.
To create a report, select the forms that should be included in the report or select (check all).
NOTE: For preceptors who have multiple form types (e.g. Phase 2 & 3 Preceptor Form and Phase 2 & 3 Non-Clinical Faculty Evaluation), this process will need to be repeated by form.
There is an open text field that allows additional details to be added into the report.
An example is displayed below:
NOTE: The name of the Preceptor will not be included by default on the report. The text box can be used to ensure the name is added to the report.
The check box, More options (select question), allows specific question to be selected or deselected to build the report.
1. When this option is selected, a pop up will appear before the report is made. This pop up allows the user to select or deselect specific questions.
  NOTE: While specific answer options within the questions can be selected, answer-specific filtering is not available.
After adding the additional information to the report, there are several options for report making.
NOTE: If more options (select questions) is checked, the user will be prompted to select the questions in a pop up screen, then will select View Results.
1. Make Report: This option will display the results in a window.
2. PDF: This option automatically downloads the report in a PDF format with portrait formatting.
3. PDF-Wide: This option automatically downloads a PDF of the report with landscape formatting.

Form Data Report (Bulk Preceptor Evaluation Report Data)

Go to the group All Phases | Evaluations.
Go to the year of the evaluations (there will be an ability to custom select dates if evaluations are beyond the date range)
Go to Reports on the top menu.
Go to Reports Center on the left blue menu.
Click on the Form Data Report box.
This will open a menu with pre-filtered reports on the left side of the screen. In addition, there will be a search function with dates and forms.
The prefiltered reports include sites (Green Bay, La Crosse, Marshfield, and Milwaukee), then the departments of Madison campus.
To use a prefiltered report, click on the box of the desired report.
This will autofill the search parameters. Please be sure to double check the date range at the top of the search parameters.
Then, click Run Report.

NOTE: This report can take long periods to pull the data.
The number of columns on the report will reflect the number of questions on the forms that have completed data. The forms that are pulled are the Preceptor Evaluation Form, the Research Mentor Form, and the Non-Clinical Preceptor Evaluation Form. These reports may also feature retired forms, if the retired forms are still relevant to the annual data.
The results will show in a tabular data report in the system. There will be an average line at the end of the table. The results may also be pulled into excel.
For more information on working with the data in the report, please view the Form Data Report Knowlegebase.