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2. Available: This email, using the Available template, is sent to everyone after an evaluation becomes Active. This notifies the students and instructors that an evaluation is ready to be completed. This occurs when the status is changed when the scheduler recognizes the current time is greater then the start date and time.
Recent modifications , allow this email to be skipped. By selecting Allow users to choose whether to send an initial email notification when creating an evaluation (otherwise an email notification will always be sent when the evaluation opens) on the Administrate -> Control Email Notification -> Email Options . This allow allows an evaluation to control whether or not to send available email.
By When creating an evaluation, selecting Send notification email the day the evaluation goes live. then the Available email will be set, do . Do not check and no available email is sent.
The current system sends out an available notification when an evaluation becomes available to take. This email is based on a template and goes out 5 minutes after an evaluation was created. This allows the user to remove that evaluation in case they made a mistake without having sent out a large number of emails with now invalid links. It also allows them to effectively notify the takers of the evaluation rapidly that there is an evaluation available. This email would normally include a direct link to the evaluation but the evaluation owner can control this via the template.
One email is sent to each user in each group associated with the evaluation. This means that a student user would probably get one email for each course in an the active evaluation that is available.
After the available email has been processed (note that the Sakai email service does not indicate if the email was sent or not, we can only know that it was processed without failure) succcessfullysuccessfully, the system queues up reminder emails if they are enabled for an evaluation. If they are disabled then nothing happens until the evaluation ends.
3. Reminders:If reminders are turned on then the scheduler will send a reminder in the same fashion as the available email using either the default template which includes a direct link to the evaluation or a custom template if one is set up for the evaluation. One This email, using the Reminder template, is sent to everyone who has an outstanding group to be evaluated. From the Administrate -> Control Email Notification -> Email Options, the default reminder frequency to use for new evaluations can be set.
Then, when creating an evaluation, select the Email reminder to non-respondent students. for this evaluation. Reminder can be sent never, daily, every 3,4,5,6 days, or every week, or the last 24 hours before closing. The frequency can be changed anytime during an active evaluation. If the next reminder is past the due date, it will not be scheduled.
When reminders run, one email is sent to each user in each group associated with the evaluation who has not yet responded to the evaluation. This means that if a student has responded for 3 out of 5 group evaluations then they will receive 2 email reminders.
This process repeats base on the reminder frequency as long as the evaluation is active. Once the due date is reached then the reminder email processing stops for an evaluation.
4. Results:After an evaluation is over Single Email per Student: This email using the ConsolidatedAvailable and ConsolidatedReminder templates, sends a single email to a student listing all groups to complete, regardless of the number of active evaluations. On the Administrate -> Control Email Notification ->Single Email Per Student, select Enable single email per student, default is to send one email for each group in each evaluation. The single email per student implementation (UM) uses a daily Quartz job to process email. This job must be running when evaluations begin.
There is no override capability for this option when setting up an evaluation.
5. Results: This email using the Results template, sends email to either the instructors or students when and the view date is reached an . An email is sent to the owner indicating that results are now available. This email uses a system template and includes a direct link to the results of the evaluationbased upon the settings on the Administrate page. By setting the Instructors allowed to view results or Students allowed to view results to yes the appropriate population will receive the email.
Possible Reminder Email designs
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