Course-Instructor Survey Frequently Asked Questions
What is the CIS?
The Course-Instructor Survey (CIS) has been administered at the end of each class since the mid 1960s. These surveys provide faculty members with valuable student feedback about teaching and learning approaches and classroom experiences. The surveys are also used to provide feedback to administrators about the effectiveness of a faculty member’s teaching and student rapport. This information, along with a teaching portfolio and peer review of course materials, is used in promotion and tenure decisions.
How do I arrange to have my class evaluated?
A department staff person is responsible for requesting and distributing surveys. If you have a special request for your survey, you should inform your department some time during the first six weeks of the semester. You do not have to do anything to get the forms. CIS forms are usually delivered to departments the third week prior to the last class day.
How and when will I get the results?
You will receive the original paper copies with the handwritten student comments from your departmental CIS administrator. These are typically delivered the 2nd week in January for fall results, the first week in June for spring results, and the last week in August for summer results. The numerical summaries will be available to you online http://www.utexas.edu/academic/mec/cis/cisonline.html.
Who else will have access to my CIS results?
All instructors who use the Basic or Expanded Form will have the results to 9 items placed on the web for viewing by persons who have a valid UT EID. Results of the CIS will be used by the administration for reviews of faculty, including during the promotion and tenure process. Thus, upon request of the administration, you will be required to make these surveys available for use in such reviews. The statistical results are available to the general public who submit a request under the Texas Open Records Act. However, the Office of the Attorney General has deemed that the handwritten comments made by a student are not available to the public due to the privacy rights of the student who wrote the comments because handwriting is personally identifiable.
What are my responsibilities in relation to the CIS forms?
Faculty members are responsible for archiving the completed CIS forms for a period of 10 years. This responsibility is mandated by FERPA, The Texas Open Records Act, the Records Retention Schedule, and the university's administrative guidelines.
What is FERPA?
FERPA, the Family Educational Rights and Privacy Act of 1974, is a federal law that pertains to the release of and access to student
educational records http://www.utexas.edu/student/registrar/ferpa/index.html#apply.
What is the Texas Open Records Act?
The Texas Open Records Act requires that records of the executive and legislative branches of state and local governments in Texas be open and accessible to the public unless the records are one of the 26 types exempted from the statute. You can find additional information at http://journalism.utexas.edu/links/openrec.html.
What is the Records Retention Schedule (RRS)?
The records retention schedule indicates the minimum length of time official university records must be retained before destruction or archival preservation. You can find complete information at http://www.utexas.edu/business/accounting/retention/ret.html.
What are the university's administrative guidelines that I must comply with?
Upon the request of the administration, the faculty member will make these records available for use in the reviews of the faculty member.
What is the minimum length of time that I must keep the handwritten student comments?
Ten (10) years.
What do I do with the handwritten comments if I leave the university?
They are like the keys to your office. You must turn the handwritten comments in your possession over to your departmental office.
What happens if I keep a copy of my handwritten student comments?
A convenience copy retained AFTER the official record is destroyed BECOMES the official record.
Can I make copies of my handwritten student comments and use them as a reference with a job application?
No, that is a personal use and not a legitimate educational purpose.
What are the legitimate educational purposes?
Legitimate educational purposes include improving your teaching, promotion, tenure, post-tenure review, merit and award reviews.
How do I destroy my handwritten comments that are ten or more years old?
You should request assistance from your departmental office. Records Management staff will assist and support in the process.
What if I am an adjunct professor?
If you are an adjunct who is on a nine month or semester contract, and who WILL be teaching again next year, despite the fact that you are off payroll for the summer, there is a continuing educational relationship and you have a legitimate purpose that serves UT Austin's interests and may have them. If you are NOT coming back then you may look at the forms to see what the students said, but you must return them to the departmental CIS administrator before you leave the university.