1) Packets of forms are delivered on the Monday prior to the last week of classes.

• The packets are delivered to instructors' offices as listed in the campus directory.
  
  
• If an instructor needs forms before this date, please contact Vickie Rutherford, x3450. Vickie has all of the packets and can provide blank forms in bulk should you need extras.
  
  
• EOC forms are not automatically provided for all types of courses. Examples include independent studies, internships, and courses that have only one student enrolled. However, everyone is welcome to use these standard forms. Please contact Vickie if you would like to use the form but were not sent a packet in the initial distribution.
  
  
• "Return to" locations are centralized by department. Please reshuffle and re-label materials as may be practical or necessary.

2) Instructors hand out the forms to their students in class.

3) The students complete the forms in class and return the packets to the department offices (the "return to" location is listed on each packet label).

4) The instructional support staff makes two sets of photocopies. One set is to be kept on file in the department for department chair use. The second set of copies should be stapled together and placed in the course envelope with the original forms. This set of copies will be removed during processing and kept on file in the John Chrystal Center.

• The completed questionnaires are removed from the envelopes and arranged so they all face the same direction.
  
  
• Unused forms and instruction sheets are separated out and returned to Institutional Research (we can use leftover material next semester).
  
  
• Double-sided copies are made, darkening the copy as necessary to make sure light pencil marks will be visible.
  
  
• The department chair photocopies also serve as a contingency procedure (backup copies are created before the forms leave the department office).
  
  
• The department chair are filed in the department office and should be made available to department chairs (after grades have been submitted) for departmental functions.
  
  
• The original forms are put back in their envelopes, along with the second set of photocopies, and routed to Institutional Research for processing. The forms are usually sent in batches to the John Chrystal Center after the last day of classes. Contact Facilities Management (x3300) for hauling services.

5) IR scans the forms and puts them back in the envelope along with an explanatory sheet, a college-wide statistics sheet, and an individual summary sheet. (The second-set photocopies are pulled from the packet and archived in the JCC.)

6) The processed packets are sent back to the department offices (after grades have been submitted). The support staff then distributes the packets of results to the instructors.

7) IR sends individual statistical summary sheets to department chairs. These sheets can be merged with the department chair photocopies on file or kept together in a bundle, depending on the preferences of departmental personnel.

Support staff should coordinate with chairs regarding sorting and storage options. This is a department chair responsibility, and consideration should be given to internal department procedures that will ensure that this information is available to the position of department chair for enduring use. Results from these forms are used in a variety of personnel matters and formative applications.