Using custom roles with filtering and site features will help to narrow down exactly who is selected on a survey and apply specialized questions to each role. These options will help reduce the size of faculty selection lists on the surveys, as well as, the length of the surveys.


To Create Custom Roles

  • Go to the ‘Setup’ menu
  • Click ‘User Roles’
  • Click ‘Add New’
  • Type in a label
  • Pick the role type - faculty
  • Click ‘Save’


Information Needed to Import Faculty/Preceptors

  • Preceptor last name
  • Preceptor first name
  • Preceptor username
  • Preceptor email
  • Role (new custom role, e.g. inpatient, outpatient)
  • Site (spelling is important, must match the site name or abbreviation in CE)
  • Course period
  • Course Number
  • Section
  • ForceInternal – This column will always be Y if the preceptor is NOT a University Faculty.


This information should be saved as a CSV file type. You will need to de-duplicate the data in the files before importing.


Importing Faculty/Preceptors

Import this information using the Faculty Import in Course Evaluations

  • Preceptor last name
  • Preceptor first name
  • Preceptor username
  • Preceptor email
  • ForceInternal – This column will always be Y if the preceptor is NOT a University Faculty.


Attaching Faculty/Preceptors to Specific Sites

Import this information using the Faculty Site Import in Course Evaluations

  • Preceptor username
  • Site


Enrolling Faculty/Preceptors into Custom Roles

Create separate files each role. Import this information using the Enrollment Import in Course Evaluations. When you import you will need to select the role of the people in the file from the drop down. This is IMPORTANT as it assigns the people in that role to the courses and will assign them to the correct question sets.

  • Preceptor username
  • Course period
  • Course Number
  • Section



Adding Roles to Specific Question Sets

  • Find the question set in Question Manager
  • Click on the Category Name
  • Scroll to the bottom
  • Chose the Role Filter
  • Save


Setting Up the Survey

  • Click add new rotation survey
  • Add the name, select the assessment period
  • Click Automatically check only those assessed individuals (for People-based questions) who are associated to each Site

  • Build the survey
  • Check the display options on the survey to look for the specially applied questions

  • Set the block dates
  • Go to the detailed settings for a course/site/block that has specific roles assigned
  • Check the assignments in the Question Category Settings