Department Administrator FAQs

Departments partnering with the Teaching and Learning Center to collect SETs must assign a designated Evaluation Coordinator. 

Evaluation Coordinators play several important roles, including: 

• informing instructors and students about the SET process
• checking course registration data for accuracy 
• cmaintaining the official (permanent) record of their department’s SET reports in accordance to policy 
• distributing SET reports as appropriate 
• serving as a point of contact for the TLC

Reports provided to Evaluation Coordinators are shared securely through Blue (or UCLA Box for reports prior to the platform transition).

The TLC is not responsible for the misuse or unauthorized distribution of SET data and reporting within a department. Evaluation Coordinators should only use and share this information as approved by their Department Chair.

To view the designated Evaluation Coordinator for each department, visit our Evaluation Coordinator Directory. (you must be logged in with your UCLA Google account to access the file).

Courses at the 500 level or higher are excluded from review. Departments may choose to have additional courses removed from SET surveys. Examples may include tutorials (196-199) and private instruction courses. 

To view a list of all excluded courses, visit the UCLA SET Exceptions List. Contact set@teaching.ucla.edu if your department has any changes or additional courses that should be excluded from SET surveys.

Week 7

Evaluation Coordinators are responsible for reviewing and validating the Registrar data for your department’s courses. Any changes in course data, including instructor name, UID, e-mail address, function code, section, and enrollment MUST be made with the Registrar’s Office by the end of Week 7. 

Weeks 9 & 10

The online surveys for all regularly scheduled courses will be administered in weeks 9 and 10. No changes to the Registrar’s data will be reflected in the online surveys once they have opened.

After Finals Week

Instructors will be able to view their own class section report after all grades have been turned in for that section. Departments will be able to access summary reports after the final grade submission deadline has passed.

See the SET Survey Schedule for specific dates.

Department Chairs and authorized staff have access to individual instructor reports and departmental aggregate summary reports. To request any changes and/or additions to the list of individuals who have access to a department’s SET reports, contact set@teaching.ucla.edu

Please remember that these surveys are classified as personnel records and are used in personnel actions. Access should be granted thoughtfully and in alignment with university policies. Records should be kept in accordance to the Policy on Retention Timeline for Student Experiences of Teaching (SET) Survey Data.

To access reports on Blue:

1. 1. Log in to Blue with your UCLA Logon ID
   2. View the “Reports” section on your homepage. This will allow you to view and download your reports in both PDF and HTML format.
      

Alternatively, you can access your reports through your email.

1. Once reports are available, you will receive individual emails containing a link to each report you have access to.
   
2. Click on “Access your reports here.” This hyperlink will take you directly to Blue, where you will be able to view and download your reports in both PDF and HTML format.
   

For survey reports prior to Winter 2025 (or prior to Fall 2025 for courses in the School Engineering and School of Public Health):

Reports can be found in your departmental Box folder, which includes subfolders for each quarter’s reports.

The Student Experiences of Teaching (SET) surveys are administered to students by the UCLA Teaching and Learning Center (TLC). Reports summarizing the survey response information are then provided to the course instructor and teaching assistant as well as the academic unit responsible for offering the course. The academic unit maintains the official (permanent) record of these files; this is not the responsibility of the TLC.

See the Policy on Retention Timeline for Student Experiences of Teaching (SET) Survey Data for additional details.

As per the UCOP records retention schedule for academic personnel records (Records Codes: 0016B2 – teaching evaluation student comments, 0016C3 – student evaluations, course evaluations), the TLC retains administrative (non-record) copies of the SET survey data for 5 years after the fiscal year in which the survey was completed, the same as the retention policy for official records. See the Policy on Retention Timeline for Student Experiences of Teaching (SET) Survey Data for additional details.

The TLC also recommends academic unit records should be kept in accordance with the UCOP records retention schedule.