CIS Important Dates and Deadlines
Spring 2017 semester
The Official CIS Request Period is March 20-31
- Authorized department CIS Contacts utilize the CIS Administrative system to manage paper and electronic CIS requests on behalf of the departments/instructors.
- In order to access the CIS Administrative system, the dept. staff person must first communicate his/her status as a CIS Contact and complete the required CIS Departmental Contact training class. Registration for this class occurs via UTLearn. Please communicate department CIS Contact updates to the CIS Office via email (firstname.lastname@example.org).
- Faculty/TAs/AIs should inquire within the academic department regarding internal CIS processes and deadlines for communicating preferences. During the CIS Request Period, instructors may utilize their MyCIS page to see the name of their primary CIS Contact as well as current CIS requests made on their behalf.
The Official CIS Administration Period is April 24-May 5
- Between April 10-21, the CIS Office will email CIS Contacts once their department's paper CIS are ready for retrieval from the Scanning Office; details regarding retrieval are provided at that time. Instructors are not permitted to retrieve paper CIS directly from the CIS Office or Scanning Offices and should inquire within their academic department regarding paper CIS administration practices managed by the department. For data integrity purposes, instructors are encouraged to abstain from directly handling paper CIS until the CIS Provisional Results Period. Typically, a student is asked to retrieve a paper CIS packet from within the department and administer to class. Again, instructors should inquire within the department for more information on such practices.
- Department CIS Contacts are responsible for managing paper CIS administrations and must ensure CIS packets are kept in a secure location. It is essential to implement a process wherein the correct packet is retrieved for the correct class/instructor.
- Paper CIS must be completed in pencil; therefore, it is recommended that each department provide pencils to students for each paper CIS administration.
- Electronic CIS (eCIS) are available to associated students only during the Official CIS Administration Period. Students with assigned eCIS receive up to four auto email notifications (total, not per eCIS) with instructions to login to the eCIS site. More information about "How to Take an eCIS" can be found here.
- Instructors may choose to "administer" the mobile-adaptive eCIS during class time just as in paper CIS administration. Per policy, instructors (including TAs) may not be present during any CIS administration.
The paper CIS RETURN DEADLINE is May 17. (Exception: Identified paper CIS for Maymester or Intersession courses may be returned by the summer CIS Return deadline)
- To be eligible for officially recognized status with regard to results, paper CIS must be returned by the department to the Scanning Office or CIS Drop Box (both located in the GSB 2.100 Corridor) by this deadline.
- The CIS Office will notify department CIS Contacts via email between May 30-June 5 regarding retrieval of their department's paper CIS for the Provisional Results Period [which includes the RESCAN PERIOD, see below].
- Academic departments are responsible for official retention management of paper CIS according to university policies for records management.
- The department may designate instructors as custodians of their paper CIS during the Retention Period (10 years), but paper CIS are property of UT Austin (not instructors).
Provisional Results for electronic CIS (eCIS) post to MyCIS on May 19. [*exception: provisional eCIS results for Law courses post on June 19]
Provisional Results for paper CIS post to MyCIS on June 9 [*exception: provisional paper CIS results for Law courses post on June 19]
- MyCIS is a restricted site: Instructors may access their own results only and authorized department CIS Contacts may also access this site for business or educational purposes.
- Student comments on paper CIS are available only via the hard copies. Instructors (former or current) seeking access to their paper CIS should contact the associated academic department directly.
- Student comments on eCIS are available only to instructors via their MyCIS page (for their own results only) and to authorized department CIS Contacts. They are not posted publicly.
The RESCAN PERIOD, used to correct a detected CIS processing error, is June 12-20.
- Instructors who discover a CIS Office processing error should coordinate with their dept. CIS Contact re: submitting a Rescan request to the CIS Office. Instructors may view their Provisional results by checking their MyCIS page during the Provisional Results Period (see above). An example of a CIS processing error is: Instructor X's surveys were scanned for Instructor Y's record.
- A perceived discrepancy in a student's response pattern on a form is not a CIS processing error and does not qualify for a Rescan. Per policy, the CIS Office does not interpret what a student intended versus what was actually marked, and student responses are neither altered nor deleted.
- Forms completed in pen or insufficiently marked by student cannot be read by our optical scanners and are therefore excluded form data collection. Further, mixed forms types (e.g. an E100 form mixed in with B100 forms) cannot be scanned for the same record and also are excluded from data collection. The aforementioned do not qualify for a Rescan.
Official CIS Results post to MyCIS & *CIS Results Site on June 21
*Survey results are eligible for inclusion on the CIS Results Site only if:
- configuration of the Class Unique Number(s) is consistent with that as defined for a course by the Office of Institutional Reporting, Research, & Information System (IRRIS)
- the record contains at least five responses
- the record yields a minimum response rate of 20%
- a Basic (B), Expanded (E), or Law series form was utilized for data collection. Such forms contain the "Core 12" items which collectively were created and mandated by UT Faculty Council and UT System. Survey results for which a TA-specific form was utilized do not post to the CIS Results Site even if the previously stated criteria are met; TA forms do not contain the mandated "Core 12" items which are required for faculty.