Self-service portal instructions for lecturers

Our self-service portal is available at https://umfrage.mpic.fs.tum.de/. This guide explains how to use the portal.

How do I get access? #

Access to survey data requires authentication via TUM Shibboleth. You will only see courses for which you are listed in TUMonline as the course coordinator or lecturer. Additional instructors can be added to a course; see What can I edit for a course?.

Each semester, we send an invitation email to all instructors who have at least one course subject to evaluation. If you did not receive an email from us but have a course that should be evaluated, please contact us and include the relevant course information.

How do I edit a course? #

After logging into the self-service portal, you will see the course overview. Click the Edit button to adjust the survey configuration for individual courses. If any courses are missing, please contact us and include the relevant course information.

What can I edit for a course? #

• Course name
  This is automatically imported from TUMonline. If there is an error here, it also exists in TUMonline. Please have the error corrected in TUMonline to prevent it from recurring every year.

• Primary and secondary instructors
  All listed persons can edit the course in the self-service portal and will later receive the evaluation results. If a person does not appear in the selection list, please create a ticket and include the person’s LRZ ID. We will then add them.

• Questionnaire
  Please select the appropriate questionnaire for your course. In particular, for courses with tutorial groups or small-group exercises, it is very important that you provide a tutor assignment. If you are unsure which questionnaire to choose, please contact us — we are happy to help. You can also download a preview of the selected questionnaire by clicking Download Preview PDF.

• Survey start and end dates
  Here you can adjust the evaluation period. Please note that the selectable time range is restricted. If you require an exception, please contact us by email and explain the reason.

• Tutor assignment
  If your course includes tutorial groups or small-group exercises, please provide a group assignment. You may either upload a CSV file or use the online editor. This allows students to uniquely identify their group using a number. Evaluations can then be analyzed separately by group, making the feedback more meaningful and actionable.

Please do not forget to save your changes before leaving the page. Otherwise, your changes will be lost.

If you have further questions or comments regarding a specific course, you are welcome to leave a comment on the editing page or create a ticket. We will address your request as quickly as possible.

What happens after the editing phase is completed? #

After the editing phase ends, we review the data and export it to EvaSys. All listed instructors will receive a notification when the survey starts, and the primary instructor will additionally receive response-rate notifications.

Once the evaluation for your course has been completed, all listed instructors will receive another email containing the evaluation results. If the course includes tutorial groups or small-group exercises, instructors will also receive an additional email with results separated by group. Please forward these emails to others as needed.

Please note that, for data protection reasons, evaluation results are only generated if at least 5 valid responses have been submitted.

What happens at the end of the evaluation period? (CIT only) #

After all surveys have been completed, you will receive another email requesting that you submit a statement regarding your survey results (if exist) in accordance with § 7 para. 3 sentence 5 BayHIG. This statement will be published university-wide together with the key survey results.

The key results include the statistical evaluation of responses to all survey questions. Free-text comments are not included.

The mandatory publication is based on § 7 para. 3 sentence 4 BayHIG. You cannot object to this publication requirement. The legal text can be found here.

Can I grant someone else access to configure my courses? #

Yes, this is possible. If the person is also an instructor for your course but is not listed as such in TUMonline, you can simply add them using the editing function.

Alternatively, you may appoint authorized representatives for your courses. Please note that such a person will have full access to the configuration of all your courses. The authorization expires after six months at the latest and must then be renewed.