Jump to the following Questions:

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:

  1. Visit the Account/Favorites menu in the top right corner of the page and select the top entry which is for their account.
  2. 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.
  3. 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.
If the site administrator enters an email address incorrectly (e.g., one with a typo) the student/mentor will (obviously) not receive the initial email instructing them to start the process. In this case you'll need to notice this situation. If the issue is with the student address you can simply delete the pair (using the option on the right of you expand the details about the pair) and re-enter and reactivte the pair to start over. If the issue is with the mentor email and the student has already started you won't be able to delete the pair. Instead contact the mentor and let them know they'll need to go to the student/mentor page (provide them with that url), enter the incorrect email address to create their initial account and then go through the procedure above to correct the address.

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.

The deadlines are a tool for the site administrator to more easily see which research pairs need a reminder about completing a step in the process. In general, students and mentors should complete each step immediately after they receive the automated message that the next step is available and requires their attention within the next day or two. The deadline system is a way for the site administrator to see which pairs are not meeting this requirement. When a pair misses a deadline the site administrator is sent an email and the pair is highlighted on the Dashboard. This should serve to remind the site administrator to contact the pair directly to find out what their situation is and to get them back on track. Site administrators will also receive a summary one a week identifying all pairs that have missed a deadline.

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.

EvaluateUR is not about having students and mentors 'agree' on the score they assign, nor is it about scores increasing or decreasing over time. The value of the EvaluateUR method is the conversation that takes place during which the student and mentor talk about the reasons why a particular score was given for a component. It might be that the student and mentor assign the same score but for very different reasons; or, they might assign different scores but discover that they really are not very different in their observations and rationale for assigning a score.

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.

Data over the last 12 years show that there often is a score adjustment between the pre- and mid-research assessments and that this often reflects the students' and mentors' over or under estimation on a particular outcome. Because EvaluateUR is not about improving scores from pre- to post- this is not a problem and site administrators should do their best to communicate this during the orientation session. And, EZStats includes data for score changes from pre- to mid, mid- to end of research-, and pre- to end of research allowing site administrators to easily examine the trends. As well, the confidence level is reported by both the student and mentor for each the mid-research and end-of research assessments, and these scores will be included in the score reports and included in EZStats.

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?

Possible Answers:

  1. 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.
  2. 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.
  3. 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
  4. 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.