Blue Course Evaluations Support Docs

This document provides comprehensive instructions for managing the Explorance Blue course evaluation system within the University of Maine System, including login access, data synchronization, and manual import processes. It details technical configurations such as server IPs, data extract schedules, email settings, and Brightspace integration through the Blue Connector. Troubleshooting guidance, evaluation period rules, and user filtering criteria are also included to support system administrat

Instructions

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Login URLs for Explorance Blue

Admin Access:

• http://maine.bluera.com/maine/login/adminlogin.aspx

Regular User Access:

• https://maine.bluera.com/maine/Default.aspx

• https://maine.bluera.com/maine/

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Campuses Using Blue

• UM (also UMM), USM, UMPI

• UMFK – since Oct 2018

• UMA – since Fall 2021

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Blue Data Sync Tool (BDST) & Server Access

Documentation:
BDST Server Documentation

Parent Google Doc

RDP Access:

• 10.10.24.179 – (deprecated) Original instance (wv-o-BlueSync.uad.maine.edu)

• 10.10.24.135 – (deprecated) Old instance (wv-o-BlueSync2.uad.maine.edu) [since 05/21/21]

• 10.10.25.139 – Current instance (wv-o-BlueSync3.uad.maine.edu) [since 08/2023]

• 10.10.41.14 - Current instance (WV-O-BlueSync3.uad-dev.maine.edu) [since 08/2023]

• 10.10.24.189 – New server for Blue 9.2 (wv-o-bluesync4.uad-dev.maine.edu) [as of 05/23/2025]

• 10.10.24.208 – New server for Blue 9.2 (wv-o-bluesync4.uad.maine.edu)

File Path for Extracts:

• Navigate to Local Disk (E:) > Files_from_blackboard

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Data Source Extracts

Extracts are programmed and maintained by Garrett Fitzgerald. The MaineStreet extract runs daily at 8:00 AM and completes by 8:30 AM.

Data Source	File Name	Load Time
Course-Instructor	umsbatch_Explorance_CourseInstructor	10:10 AM
Course-Student	umsbatch_Explorance_CourseStudent_v1	10:20 AM
Courses	umsbatch_Explorance_Courses
SupervisorsDistribution	EvaluateExt	10:30 AM
Colleges_UM
Users (students/instructors)	umsbatch_Explorance_StudentInstructor	10:40 AM

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Manual Data Sync Process

1. Disable Scheduled DataSync

2. Run manual sync for a single DS

3. Re-enable Scheduled DataSync

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Manual Import to Blue (Explorance Cloud)

1. Copy file from E: to local machine

2. Login to Blue Admin

3. Go to Datasources > [Edit relevant DS] > Data > Edit the Data Block

4. Upload file via ‘Choose File’

5. Check all fields

6. Apply

7. Go to Import/Export > Import (can take several mins)

8. Download and review the log file

9. Finalize if no errors

Note: If import shows 0 records and no errors, it is likely that no changes occurred—this is normal.

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Troubleshooting Data Sync Failures

• Most Common Error: Duplicate entries (e.g., student listed twice in same course)

• Review data files for:

  • umsbatch_explorance_coursestudent_v2.csv

    • Use Excel to concatenate columns or remove duplicates

  • umsbatch_explorance_courseinstructor.csv

    • Check for blank instructor emplid

  • users_students_and_instructors

    • Third most common failure cause

Error Logs:

• Found in Activity Logs (left-hand menu in Blue)

Excel Tip:

• Use Remove Duplicates wizard (under the Data tab)

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Evaluation Periods (Eval Start/End Date Calculation)

Class Duration	Evaluation Window
≤ 17 days	0 days before, 7 days after end date
18+ days	7 days before, 7 days after end date
3–10 weeks	7 days before, 7 days after end date
11–16 weeks	14 days before, 14 days after end date
>16 weeks	14 days before, 14 days after end date

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Email Configuration

• SMTP Server: smarthost.maine.edu

• Port: 587

• IP: 10.10.24.179

• Sender Email: course-evaluations@maine.edu

Datasource Email Configuration:

• Navigate to DataSources > [Select datasource] > Import/Export > Email Notifications

• Enable “Use Custom Notifications”

• Update “To” email address

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IP Range Whitelist

• 184.107.80.100 → 184.107.80.127

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360 Reviews in BLUE

• The system supports 360 reviews; licensing is already included.

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Combined Sections

• Sections are combined at the Report level, not the Project level (per Denise Trombley)

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Course Filtering Criteria in Blue

• Login to Blue

• Navigate: Admins > Blue button > Projects > Category='campus'

• Go to: Published Set > Definition > Subject Filter

To exclude TAs:

• Under Definition > Secondary Subject Filter, apply appropriate TA exclusion filter.

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Record Selection & Terms

• Record selection follows: term - 3 to term + 1 (e.g., current range: 2120–2230)

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Preferred Email Configuration

• The Message Center uses the preferred email (usually maine.edu BUSN).

• A nightly job enforces BUSN as preferred for all students with activated MaineStreet accounts.

Note: New applicants without an activated account may still receive emails to their non-maine.edu address.

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Brightspace Pop-Up via Blue Connector

URL:

• https://maine.bluera.com/maineBlueConnector

Key Configuration (stored in LastPass):

• Application ID, Key, User ID, User Key

Annual Reauthorization Required:

1. Visit: https://apitesttool.desire2learnvalence.com

2. Use courses.maine.edu as host, port 443, HTTPS checked

3. Verify existing App ID & Key

4. Click Authorize to retrieve new credentials

5. Copy new User ID & Key into Blue Connector “Consumer List” > D2L production deployment

6. Save changes

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Environment

• Applies to: University of Maine System

• Platforms: Explorance Blue, MaineStreet, Brightspace, Windows Server (BDST instances)