FAQ's: Common Solutions to Common Problems
Jump to the following Questions:
- What if a student or mentor needs to change their name or email address?
- What are deadlines in the system for?
- The 5-point scale does not seem to provide a wide enough range, can it be expanded?
- Is it realistic to assign a score of 5 (always) because that means 100% of the time and next to impossible to achieve?
- How can I complete the pre-research assessment when I have had little/no prior interaction with the student researcher?
- Can a single mentor be paired with multiple students?
- What if a student/mentor doesn't receive an email?
- Who can be listed as the mentor?
Question: What if a student or mentor needs to change their email address?
Answer: If the pair has not yet been activated you can simply change and save the new address in the listing for their pair in the Dashboard (registration page). After the pair has been activated the student and mentor will each have an account and only they will be able to change the email address and name for their account. To do this they would:
- Visit the Account/Favorites menu in the top right corner of the page and select the top entry which is for their account.
- On the subsequent page which allows them to manage their account there is an option in the upper right to 'change email'. Selecting this will walk the individual through the process. Similarly there is a 'Edit Personal Information' link in the lower left corner their Account page to where they can correct their name.
- After doing this the corrected information will automatically get used for future automated messages. If they have changed their email address the update one will serve as the address they use to log into their account.
Question: What are deadlines in the system for?
Answer: The Dashboard allows the site administrator to set deadlines for completion of each of the three assessments. These dates are determined by the site administrator and are based on the length and timing of your program; this allows flexibility to EvaluateUR as it accommodates research experiences that span programs from weeks to a full academic year. The default deadlines must be entered before activating any of your pairs. At any point in the process, the site administrator has the ability to adjust the deadlines for individual student-mentor pairs.
Question: The 5-point scale does not seem to provide a wide enough range, can it be expanded?
Answer: A wider range likely would result in students and mentors getting overly concerned about assigning a particular score when differences between two ratings would be modest.
Question: Is it realistic to assign a score of 5 (always) because that means 100% of the time and next to impossible to achieve?
Answer: If a student or mentor is uncomfortable assigning a '5' for that reason one option is to suggest that '5' means 'almost always' or else assign a '4' (usually). In the conversation, it should become evident to the student and mentor what each means by a '4' versus a '5'.
Question: How can I complete the pre-research assessment when I have had little/no prior interaction with the student researcher?
Answer: The pre-research student reflection is intended to help mentors learn about the research student. Of course, this does not include observing them, so while helpful it will not replace 'observation time'. However, if you keep in mind that EvaluateUR is about the reasons why a particular score was given, the value shifts from the score itself to the conversation about the outcomes.
Can a single mentor be paired with multiple students?
Answer: Yes. As the administrator, you can just enter the same mentor information in each pair and when you activate the pairs, the system will link all the individual students to that mentor's dashboard. When the mentor visits the site, the system will only be showing them one student at a time. When the mentor first visits (e.g., by following a link in an email message), the system will prompt them to choose which of their students to look at in that moment. There is also an interface in the upper right corner for them to see which student they are currently looking at and to switch their view to any of their other students.
Note that the menus to choose between students only includes students that have started filling out the initial reflection. Students that have not started the process will not show up for the mentor.
What if a student/mentor doesn't receive an email?
- Confirm that they were supposed to receive an email. For instance, a mentor will not receive any email from the system until the student has submitted their reflection. See Mentor Feedback. You can also use the 'Preview All Steps' link at the top of your dashboard to see all the messages students and mentor should receive at each step of the process.
- Make sure the email address entered into the system is the one the student/mentor is actually checking. Look out for typos in the information you entered and cases where people have multiple email addresses and don't regularly check the one you used.
- Ask the student/mentor to check their spam folder. Some campus email systems are especially aggressive about marking messages as spam. We strongly encourage you to get in touch with your campus IT folks before you start using EvaluateUR and have them 'whitelist' all EvaluateUR related email to ensure it doesn't end up in a spam folder. Learn more about how to whitelist emails for individuals and institutions
- The content of all emails is available through the 'preview all steps' link in your dashboard. In cases where the email message refers the student/mentor to a url, it's the same url in all cases. It's the 'Student and Mentor' link you'll find in the left navigation menu. So in cases where an email wasn't received you could simply provide the same information manually with a direct email to the student or mentor. But in most cases it's worth trouble-shooting a bit more to make sure the underlying problem or source of confusion has been addressed. That ensures that there won't be issues with missing emails later in the process.
Who can be listed as the mentor?
A mentor should be the person that is most directly engaging the student during their research. For example, graduate students, post-docs, researcher associates are positions that commonly mentor undergraduates and could be entered as the student's mentor.