Administrative users can create Surveys or evaluations to be part of a Course or ECFE Catalog or a Child Care Season. The surveys can then be attached to specific Course or ECFE Course Sections or to Child Care Sites.
When surveys are attached to Course or ECFE Course Sections, the surveys are sent to all enrolled participants (if a minor is enrolled, it will go to anyone listed as living with the child and designated as their emergency contact). When surveys are attached to Child Care Sites, they are sent to all account owners that have had an active (accepted) contract at the Site. Staff can select the desired date to send the survey or it can be set to be sent the morning after the last day of the course section or child care site. The date has to be a future date (the survey can not be created and sent the same day).
When the survey is created, the Survey Name field reflects what will be displayed as the subject line when the survey link is emailed along with the name of the overall Course (not the course section number). The information in the Instruction Text field will appear in the Info section of the email.
The unique emailed link to take the survey does not currently expire. You can include a 'recommended' deadline in the Instruction Text section of the survey (there is not a way to set an actual deadline date to complete the survey). Each emailed link is assigned a 'token' so a survey can only be completed once. There is not a way to provide a generic URL or link to the survey (i.e. to send to an individual or send as a blast email or within a marketing piece). If someone selects the link again after they already submitted the survey, it will redirect them to a message that this survey has already been taken. If for some reason the survey has been removed from the system, the emailed link will direct them to an error.
Creating a New Course Survey
- Point to Reports.
- Select Surveys.
- Select Add Survey.
- Complete the Add Survey Form. Note: The Survey Name will be what is displayed as the subject line when the survey is emailed. This can be helpful to keep in mind when naming the new survey. The information in the Instruction Text field will appear at the top of the Survey Questions when the person selects the link to complete the online survey. You can change the order of questions by dragging and dropping them within the green Questions section.
- When you have added all of your questions, select Create.
When using the Question type of Evaluation - Rating, possible answers are auto-populated to speed the creation of the survey. Staff may add to, edit or remove possible answers for all question types. You want to fill in a response for both Answer Value and Answer Text for each question. Report Value is reflected for the survey results and Display Text is displayed on the public survey.
Add a Course Survey to a Catalogue:
Important Note: You must attach the survey to the Catalogue in order for the Communications section mentioned below to be available in the Course Section.
- Point to Courses.
- Select Catalogues.
- Select the Catalog and select Modify Catalogue.
-or-
Create a new Catalog by selecting Add Catalogue. - Attach one or more Course Evaluations by selecting the desired one from the Available Course Evaluations Survey list. Note: Hold the Ctrl key on the keyboard and left mouse click on each the survey name if more than one Course Evaluation will be used within the same catalog. Note: Although multiple Course Evaluations can be available within a catalog, only one Course Evaluation can be attached to each Course Section. The information in the Course Evaluation Email Greeting will appear in the Info section of the email along with the Instruction Text that was included when the survey was created.
- Select Save.
Add a greeting at the Category level
Email example of the greeting displayed in the Info section
Attach a Survey to a Course Section:
The Course Surveys should be attached to the Course Sections and not the Course. This allows for the system to send timely Course Evaluation emails, as they are sent the date that was specified in each individual Course Section. If a date is not specified, it will be sent the morning following the last date of the Catalog. You can update the Survey (i.e. fix any typos, add a question, etc) without having re-attach it to the Course Sections after any modifications have been made. Note: You must attach the survey to the Catalogue using the steps above in order for the Communications section mentioned below to be available in the Course Section.
- Point to Courses.
- Select Course Sections.
- Search for and select the Course Section to attach an Evaluation.
- Select Modify Section.
- Scroll to the Communications section of the form and set Send Course Evaluation to Yes.
- Select the appropriate Course Evaluation available. Note: The Course Evaluation must be added to the Course Catalog first using the steps above.
- If you wish to specify the date the survey is sent, enter the date in the Deliver On field (Note: If you do not specify a date, the survey will be sent on the morning following the last day of the course section).
- Select Save.
Note: If for any reason the Survey does not get attached correctly to the Course Section and you need to send the survey manually, you can modify the Course Section and update the Send Course Evaluation setting to Yes, then set the drop-down to reflect the desired survey and select Save. A new option will appear in the Course Section show page.
Add a Survey to a Child Care Season:
Note: You must attach the survey to the Season in order for the Extra Info section mentioned below to be displayed in the Site.
- Point to Child Care.
- Select Seasons.
- Select the desired Season and select Modify Season.
-or-
Create a new Season by selecting Add Season. - Attach one or more Evaluations using the Available Evaluations Survey section. Note: Use the Ctrl key if more than one Evaluation will be used within the same electronic season. NOTE: The information in the Evaluation Email Greeting will appear in the Info section of the email along with the Instruction Text that was included when the survey was created.
- Select Save.
Attach a Survey to a Child Care Site:
- Point to Child Care.
- Select Sites.
- Search for and select the Site to attach a survey.
- Select Modify Site.
- Scroll to the Extra Info section of the form and select Add Evaluation.
- Select the appropriate survey from the drop-down list.
- If you wish to specify the date the survey is sent, enter the date in the Deliver On field (Note: If you do not specify a date, the survey will be sent on the morning following the last day of the site).
- If you wish to send more than one survey, select Add Evaluation and repeat the steps to add an additional one (or more).
- Select Save.