Surveys

Purpose: To define the surveys to collect user feedback.
How to Access: Administration > Surveys

• Create New: This button allows you to create a new Survey.
• Edit: This button allows you to edit existing Surveys.
• Delete: This button allows you to delete existing Surveys.
• Clone: This button allows you to create a new version of a Survey with the same questionnaire and settings of the selected Survey in the list.
• Start/Stop or Send: This button allows you activate/inactivate a Survey or send a Group Survey out.
• Preview: This button allows you to preview the questionnaire of the Survey before activating it.

All these buttons/options are explained in greater detail below.

Creating a Survey allows you to create a completely new Survey with new criteria, questions and answers, and options rather than starting with one already created when cloning a Survey.

1. Start by clicking the Create New button on the toolbar in the Administration > Surveys section.
2. Now give complete the information on all the tabs (General Information, Questionnaire, etc.) which are covered in more detail in the Edit Survey section.
3. Finally when all tabs have been completed click the Save Changes button at the top of this page.

1. Start by going to Reports in the left-side navigation menu.
   
2. Now scroll the list of reports to pull an Attendance By Student Report.
   
3. Next select the filters you want set in order to isolate the Student Group that you want to create. This could mean you manually select all the Students in the Students filter or select a combination of Student Group filters that already exist to create the new Student Group.
   
   NOTE: Be sure to check the checkbox when running this report to Create Student Group.
4. Now that the group has been created we will want to give the group a name. To do this we go to User Accounts > Groups.
5. At this point, look for a tab at the top of this page that's labelled “Report-Generated Groups” and click on it. Then select the first item in the list at the top of page (as it should be the last “Report-Generated Group” that was created) and then click the Edit button.
6. Delete the text there, rename the Student Group, and click the Save Changes button at the top when finished. Now that the Student Group is created it's time to setup a Manual Survey to go out to only those Students.
   
7. Go to Surveys under the Administration section and click the Create New button.
   (Or clone an existing survey so you do not have to recreate the questionnaire portion.)
8. Give this Survey a name, then select the Manual option in the Display to User: section, and click the “Group: [select]” link next to the Show to: option.
9. Then search for the group name (you created earlier) using the magnifying glass and select
10. Finally complete the questions and answers on the questionnaire tab (which you can skip if cloned) and click the Save Changes button when done.
    

Select a Survey in the list of existing surveys and click the Edit button at the top of this page. Once here make any changes you see necessary and be sure to click the Save Changes button at the top of the page once complete to exit.Not all fields can be changes in a Survey so perhaps you would need to delete this survey and create a new one from scratch.

This is the Survey's basic information about When, Who, Where, What, Why, and How the Survey is used.

This section is set up with all of the options on When, Who, Where, Why, and How the Survey is used.

Choose a name for the Survey. This name is used to identity the Survey and only used when locating the Survey in the Administration Reports.

This option is used to set The frequency that the Survey will be displayed to the user.

• Only Once - Displays the Survey to the User only one time. The time period and rules that this is triggered can be set in the Advanced Settings below.
• Recurrent - Displays the Survey to the User more than once. The time period and rules that this is triggered can be set in the Advanced Settings below.
• Manual: - This option is displayed to Users that belong to a specified User Group. Select this mode to Send this Survey each time that an Administrator chooses to send it out to the User Group.

This option is used to set “When the Survey will be triggered” to display to the Users.

• Signs in - The Survey is triggered at a Sign-in Station from a visit.
• Accesses through Internet - The Survey is triggered when the User logs into your [mycollege].accudemia.net website or via an Accudemia link in your School's Portal using SSO.

This option is used to set “What the Survey is triggered by” on a visit.

• Centers: Use this option if you want to select the Centers where the Survey will be triggered.
• Services: Use this option if you want to select the Services in which the Survey is triggered.
• Subject Areas: Use this option if you want to select the Subject Areas in which the Survey is triggered.
• Tutors: Use this option if you want to select the Tutors in which the Survey is triggered.

This option is used to set “When the Survey will be displayed”.

• Internet access: The Survey is displayed when the User logs in the back-end of Accudemia on his/her Homepage.
• Sign-in: The Survey is displayed when the user signs in to a Center visit.
• Sign-out: The Survey is displayed when the user signs out to a Center visit.

This option is used to set “The User type who will receive the Surveys”.

• Students: Use this option to have the Students receive the Survey.
• Instructors: Use this option to have the Instructors receive the Survey.
• Tutors: Use this option to have the Tutors receive the Survey.
• System Users: Use this option to have the System Users receive the Survey.

These options help set the time frame, frequency, and rules on completing the survey.

Use this option to set the number value of how often a “Recurrent” survey should be displayed. This can be set the value of “1” for every visit, “2” for every other visit, “3” for every third visit, etc.

This will remind the user they have a pending survey but only as a pop-up when they login to Accudemia on the backend. Set the number of days that have to pass in order for this pop-up to be displayed.

This option will remove the “Cancel” button from the Survey screen effectively forcing them to take the survey to complete the sign-in process, sign-out process, or continue to the other website options if prompted after they login to Accudemia on the backend. This can effectively ensure the users complete the surveys within the number of days set.

This is the time period in which the User will be asked to complete the survey. Keep in mind that if you set the recurrence to a high number you'll want to ensure this survey is spanning a longer period of time than if you set this to a short period of time to ensure responses.

These are a feature available with our Accudemia Surveys that allow you to send the survey out to the student via their email stored in the system. They can also get up to 2 follow-up reminders.

Use this option to send out an email notification to the users being asked to take the survey.

Use this option to enable a reminder that can go out X number of days after the survey was triggered.

Use this option to enable a second reminder that can go out X number of days after the survey was triggered.

With this option you can reset the visit count to zero for all Users that are setup to take this Survey by clicking on this [reset] link at the bottom of this page.

With this option you can remove the current pending Surveys on those Users who have already triggered this Survey but have yet to complete it. Simply by clicking the [Remove Pending] link at the bottom of this page the system will remove them.

On the Questionnaire Tab you design the actual Survey displayed to the Users setup on the General Tab options described above. A questionnaire can have multiple pages so it gives you the option to add or delete pages. Enter the following information to complete this part of the Survey:

Give the Survey a Title (What the User will see at the top of the Survey)

Add a description (optional but can help describe why they are receiving this Survey or provide instructions on completing)

Define the Questions and Answers.

• Questions
  • Required or Not Required
  • Response type:
    • Text-based - Where the response will be text entered by the user completing the Survey.
    • Multiple Choice - Where you can define Answer choices for this Question.
      • When you select multiple choice, a new check box will be display with the option to allow multiple responses. This will change the display from a radiobutton for one selection to checkboxes for multiple selections.
  • Label - Where you can add additional text to help explain a question or provide additional help to complete the survey.
• Answers
  • These can be added or deleted based on their need.
  • You can give them a scale for graphing and pie charts.

Select a Survey by clicking on it in this list of existing Surveys and then click the Delete button.

Select your survey and click on the Start/Stop button on top of the screen. A Green icon indicates that a Survey has been “started” and red for Surveys that have been “Stopped.” Basically this action makes the Survey active or inactive.

Cloning Surveys are extremely helpful so that you don't have to completely recreate all of the settings, questions, and answers all over again. This may also be helpful to initiate a new instance of an existing Survey. Below are the steps to clone a Survey.

1. Start by selecting an existing Survey you want to clone in the list of Surveys.
2. Next click the Clone button at the top of this page.
3. Make any changes to the Survey that you would like such as dates it runs.
4. Change the name from “Previous Survey Name - Clone” to a new name that is appropriate.
5. Finally click the Save Changes button at the top of the page.

Use the Preview option to verify the presentation of the survey. This can help you see that your Survey is presented in the manner in which you would like and that all questions/answers that are required are showing.

Each Survey is configured to be triggered in a specific action, there are three option for these:

1. The most common method is by completing the Surveys during the Sign-in or Sign-out process.

During Sign-in The user goes to the Kiosk and types the ID:

The user selects all options as requested(Service, Course, Tutor…), then in the last step the Survey shows up:

During Sign-out The user goes to the Kiosk to sign-out from the session that just finished, then the Survey shows up:

- Another option is when the Users complete them by clicking on the Pending Surveys link on the top-bar while logged into Accudemia to view and respond to any “pending surveys” awaiting completion in Accudemia.

1. Lastly, there is an option is when Users are accessing their “My Homepage” screen logged into the Accudemia website either through your school's online portal using SSO (Single Sign-on) or directly through your school's given [mycollege].accudemia.net website. On the “My Homepage” they can click on any of the “pending surveys” showing up in that list.

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