Administrators
Coordinate the evaluation cycle and keep records current.
- Configure active periods and questionnaires
- Manage faculty, student, and account records
- Monitor completion and export aggregate reports
OLAC Faculty Evaluation System
A clear guide to every part of the workspace.
Learn how the evaluation cycle works, what each role can do, how to resolve common issues, and where to ask for help during testing.
Updated September 2026
Start here
A shared process for better teaching
The Faculty Evaluation System gives each role a focused workspace for managing, completing, and understanding faculty evaluations at Our Lady of Assumption College.
Faculty
See patterns in feedback about your teaching.
- Review current-period category averages
- Inspect question-level results when available
- Compare scored evaluation periods in history
Students
Share structured, thoughtful feedback.
- Open assigned evaluations during an active period
- Rate every question and add an optional comment
- Review before submitting; submitted responses are final
The evaluation cycle
- 1
Prepare
An administrator maintains people, courses, questionnaire categories, and the evaluation period. - 2
Assign
Students receive evaluation assignments for the faculty members connected to their records. - 3
Respond
Students complete each active question and review their feedback before submission. - 4
Understand
Faculty see aggregate results, while administrators monitor participation and reporting.
Important context
Use the system as an academic prototype.
This system is a thesis capstone prototype for demonstration and testing. Do not upload production records or sensitive personal information unless the supervising faculty member has approved it.
Read the full disclaimerStart here
Quick start
Use these steps to get oriented, regardless of the role on your account.
- 1
Sign in with the account you were given
Use the invitation or demonstration credentials supplied by the project team. If you cannot sign in, use Forgot your password? and check the account email. - 2
Confirm your portal
Your role determines the workspace you see. Administrators have setup and reporting tools; faculty have results; students have assigned evaluations. - 3
Use the sidebar to move between areas
On small screens, open the menu button in the top bar. On larger screens, the sidebar can be collapsed to create more room. - 4
Check the active evaluation period
The active period controls which student assignments are available and which faculty results are current. - 5
Open account settings when needed
Use the profile menu to update supported account details, change the theme, or sign out.
Navigation cue
The breadcrumb in the top bar shows OLAC and the active period when period information is available.
Before testing
- • Use a supported, up-to-date browser.
- • Keep your account email accessible for invitations or resets.
- • Test with demonstration data only.
Role guide · Administrator
Run an evaluation cycle
Administrators are responsible for preparing the data and questionnaire, opening the cycle, monitoring completion, and interpreting aggregate results.
Recommended setup order
- 1
Review administrators and accounts
Use account administration to invite administrators, set passwords when necessary, resend invitations, and permanently delete accounts that should no longer exist. - 2
Maintain faculty records
Add or edit faculty information, then filter by name, department, or account status. Delete records only when the account and its academic history should be permanently removed. - 3
Maintain student records
Add students individually or use the import flow. Filter by name, course, year level, or status to find records quickly. - 4
Build the questionnaire
Create categories, set their order, add questions, assign relative weights, and deactivate questions that should not appear in a cycle.
Open and monitor the cycle
- 5
Configure the evaluation period
Set the school year and semester, and make sure the intended period is active before expecting student assignments to appear. - 6
Review evaluation forms
Use the monitor to filter assignments by period, status, or search term. Pending, overdue, submitted, and submitted-late states help identify follow-up work. Open a submitted response to review its ratings and comment, or remove it when a correction is required; removal is confirmed and recorded. - 7
Review performance reports
Filter by period or department, inspect response counts and interpretations, and export CSV or PDF when a report copy is needed.
Role guide · Faculty
Read your teaching results
The faculty portal is designed for reflection: start with the current period, then use history to see how results change across periods.
Score summary
Your current-period view.
- Overall performance score and interpretation
- Responses received for the current period
- Category averages and question breakdown when available
History
Your period-by-period view.
- Response counts for scored periods
- Overall score for each period
- Interpretation attached to each result
Confidential context
Read results responsibly.
- Results are presented as aggregate feedback
- A result may be unavailable before responses are scored
- Use patterns as a reflection aid, not a sole official decision
If the dashboard looks empty: confirm that you are viewing the intended account and period, and that students have submitted enough evaluations for results to be available. If the issue persists, follow the troubleshooting steps and contact the project team through the provided support path.
Role guide · Student
Complete an evaluation
Thoughtful, specific feedback is most useful when every response reflects your experience in the course.
- 1
Open a pending assignment
From your overview, choose a faculty member in the pending list and select Start an evaluation. - 2
Read each category and question
Categories can be expanded or collapsed. Review the full question before choosing a rating. - 3
Choose one rating per question
The scale runs from Strongly Disagree to Strongly Agree. All active questions must be answered before review is enabled. - 4
Add an optional overall comment
Use the comment field for a specific observation or constructive suggestion. Avoid entering sensitive personal information. - 5
Review responses
The review step shows category averages and your comment so you can catch an accidental choice before submission. - 6
Submit once you are ready
Submission is final and cannot be edited. The result is used as part of an aggregate report.
Reference
Evaluation workflow
These terms describe how a student assignment moves through the system and becomes reportable feedback.
| Stage | What it means | Who acts |
|---|---|---|
| Configured | People, questionnaire items, assignments, and a period are prepared. | Administrator |
| Pending | A student has an assignment that has not been submitted. | Student |
| Overdue | A pending assignment has passed the configured timing expectation. | Administrator follows up |
| Submitted | The student completed the response; it is final and available for aggregate reporting. | Student |
| Scored | Enough submitted responses are available for a faculty result or report row. | System / Administrator |
The exact availability of assignments and results depends on the active period, configured data, and the account’s role. A blank state can be a valid state when no cycle is open or no responses have been recorded yet.
Reference
Reports & data
Administrators can use the report filters to narrow the results shown for a period or department, then export a copy for academic review.
What a report row contains
- Faculty
- The faculty member represented by the aggregate result.
- Department
- The department used for filtering and context.
- Responses
- The number of submitted responses included in the result.
- Score & interpretation
- The aggregate score and its human-readable interpretation.
Export checklist
- Choose a period or leave it at all periods.
- Choose a department or leave it at all departments.
- Confirm that the visible rows match your intended scope.
- Select CSV for data-oriented review or PDF for a report copy.
Reference
Account, privacy & accessibility
The system uses role-based access and essential account storage to keep the demonstration workflow usable and appropriately separated.
Account basics
- Invitations: An administrator may send or resend an invitation for an account.
- Password reset: Start from the sign-in page. The reset link is sent only when the email belongs to a configured account.
- Sign out: Open the profile menu and select Sign out when testing on a shared device.
- Theme: Use the moon or sun control in the top bar to switch between light and dark presentation.
Privacy & responsible use
- Student responses are released only as thresholded aggregate reports after a period is closed; individual response content is not available to administrators or faculty.
- Only use authorized demonstration accounts, scripted non-identifying sample comments, and approved test data.
- Testing responses are non-official and cannot inform employment decisions. Live pilot data is removed within 30 days of the defense.
- The interface supports keyboard focus states, readable labels, responsive layouts, and reduced-motion preferences.
Help
Troubleshooting
Try the smallest relevant fix first. If the issue remains, record the details in the support checklist below.
I cannot sign in.
Check that you are using the invitation email and current password for the correct role. If needed, use Forgot your password? and look for the reset email. Do not share your password with a support request.
The page keeps loading.
Check your connection, reload once, and confirm that the service is available. If only one area is affected, note the page name and whether other navigation items still work.
I do not see an evaluation.
Students only see assignments available to their account for the active period. Ask an administrator to confirm the active period, assignment, and student account status.
I cannot submit my evaluation.
Review the progress count. Every active question needs a rating before the Review responses button is enabled. Also check that the page has not lost its connection.
A faculty result is empty.
Results appear after submitted responses are available for the period. Confirm the faculty account, period, and whether the administrator has received submissions.
A report has no rows.
Clear the period and department filters, then try again. No rows can be a valid result when no scored evaluations match the selected scope.
The screen looks wrong on mobile.
Open the navigation with the menu button, rotate or widen the viewport if possible, and use an up-to-date browser. Avoid zoom levels that hide form controls.
Help
Frequently asked questions
Keep this section handy during thesis demonstrations and client testing sessions.
Is the system public?
The documentation is public, but the workspaces require an authorized account and role.
Can a student edit a submitted evaluation?
No. Submission is final. Students can review before submitting, so they should take time on the review step.
Are student responses anonymous?
No. Reports remove identity fields and release only thresholded aggregates, but comment wording can still identify a respondent. Use prepared, non-identifying sample comments during thesis testing.
Why is an evaluation period important?
A draft period is not available, an open period accepts submissions, a frozen period stops submissions without releasing results, and a closed period may release thresholded reports. This keeps cycles separate and supports safe incident response.
Can administrators delete records?
Archiving blocks sign-in while preserving account history. Permanent deletion removes the account and its related records. Administrators can reset a submitted response with a fixed reason category; the assignment becomes pending again and the action is recorded without copying response content into the audit trail.
What is the rating scale?
The student form uses four choices: Strongly Disagree, Disagree, Agree, and Strongly Agree.
Why do I see a blank state?
A blank state may mean there is no active period, no assignment, no submitted response, or no report row matching the current filters.
Where do I report a problem?
Contact the project team through the faculty adviser or department that provided your demonstration account, and include the details in the support checklist.
Help
Contact & support
There is no fabricated support mailbox in this prototype. Use the project’s approved communication channel so the right person can help with your testing session.
Need help with a client test?
Reach out through the project team, your faculty adviser, or the department that issued the demonstration account. They can confirm whether the issue is related to account setup, test data, or the application.
Return to sign inInclude this in a support request
- 01The role and account email domain you were using. Never include a password.
- 02The page or action that failed, such as sign in, questionnaire editing, evaluation submission, or report export.
- 03The approximate time, browser/device, and whether a refresh changed the result.
- 04The exact error text or a screenshot with personal information removed.
Help
Glossary
A quick translation of the labels you will see in the workspace.