Formatting Evaluations for E-mail Submission

Please read the following instructions to ensure the accurate and expeditious processing of your evaluations. For assistance, e-mail or call (831) 459-4682.

Where to Submit Evaluations:

If you are submitting your evaluations via e-mail, send them to Directions for downloading evaluation headers can be found here.

How to Properly Format Evaluations:

For evaluation files to properly upload to the Narrative Evaluation System (NES), they must include course and student “headers,” which are lines of information preceded by @@@@ or &&&&. You may download the headers from the class roster page in AIS. For details, please see Instructions for Submitting Evaluations through E-Mail.

Do not edit or alter the headers in any way. Insert each student's evaluation below the appropriate student header line. If you are not submitting an evaluation for a particular student, please leave the space under the student header line blank. For an example of a properly formatted evaluation, see example 1 below.

Text that includes accent marks, italics, or bold formatting cannot be processed. Save all files as “plain text” (.txt).

Do not indent paragraphs. Use a blank line to separate paragraphs.

If you wish to present your evaluations in a “list” format, you must include two ampersands (&&) above and below the text. (See example 2 below.)

Multiple Courses:

If you are teaching more than one course, please send each course in a separate e-mail. If you combine courses into one e-mail, they must be separated before they can be uploaded to NES. This can create significant delays in the processing of your evaluations.

Course Descriptions:

You may include, but are not required to submit, a course description. A course description is a single descriptive paragraph that appears at the top of each student’s evaluation. If you submit a course description, please place it once at the very beginning of the file before the course header.  The course description should not exceed 60 words.

Do not include the course description in the body of each evaluation. The course description automatically prints out with each evaluation, and if you also include it in the body of each evaluation, it must be removed or it will appear twice.


We do not edit or proofread your evaluations. Your evaluations will be input exactly as they are sent to us. If your evaluations include punctuation or spelling mistakes, those errors will become part of the student’s official transcript.

Example 1
@@@@,POLI 111 01,60000,9848,XXX1234


Though Jonathan was noticeably reticent to participate in class discussion, the caliber of his written work was a clear indication of the depth of his engagement with the course material. His test scores on the midterm and the cumulative final were also superlative, placing him in the top 2% in a class of 300 students.

Overall, Jonathan’s work in this course was outstanding. I sincerely hope he pursues further studies in the field of politics.

&&&&,BROWN, BRIAN, JAMES,000000000,M,KR,

Brian's spotty attendance in lecture and section meetings was never mitigated by the quality of his work, which demonstrated an equally lacking engagement with the course material. Brian marginally passed the midterm and cumulative final exams. Overall, Brian’s performance in this course was barely passing.

Example 2 (List Format)
@@@@,BIOL 010 01,55555,9848,XXX1234


Jonathan was evaluated in five different areas, as follows:

Laboratory performance: very good
Pre-lab preparation : excellent
Technical skill: good
Motivation/effort: excellent
Reports: good

Additional Comments: Jonathan was always prepared for lab, and his attendance was perfect. A most impressive performance.