Survey Management (Optional) Module
This module allows you to set up electronic questionnaires/ evaluation forms and surveys to get feedbacks from students. You may also view their submitted evaluation results.
This feature also helps your organisation in complying with Quality Indicator reporting required by ASQA (Australian Skills Quality Authority). Please note that as per Data Provision Requirements 2012, all Registered Training Organisations ( RTO) registered with ASQA are required to provide an annual summary report of their performance against learner engagement and employer satisfaction quality indicators particularly, Learner Questionnaire and Employer Questionnaire.
RTOManager Survey management process starts as per below:
Survey – Questions Management
You can set up questionnaire (questions) electronically for evaluating courses, college procedures, teachers' class performance etc. These surveys are mainly used to obtain feedbacks from students to improve courses to better streamline the college processes.
Questionnaire/survey only appears in specific user portal/s as per their user assigned.
To set this up, follow the instructions below:
- On your RTOManager, Click Communication > Survey Management
- On the Survey manager- question management, select the form type you would like to use from the drop down menu.
- Select Form Name e.g. Evaluation – Term 2 Student Survey 2017. If the name you are after is not on the dropdown list click New Value and enter form name on the field provided and click Add.
- Select Course Type e.g. VET, ELICOS, Higher Ed, Short course or ALL
- Select Question heading form the drop down menu, if it's not available, click Add New. A free type field will appear so you can type in your new Question heading. Click Add to Save.
- Select Question type from the dropdown menu. If the type is not available, click Add New. A new drop down will appear and will let you choose another question type. Once you have selected the question type, click Add.
- Type in the question you would like to add in your questionnaire in the field provided. You have a choice to set the question as mandatory. Click Add to Save.
- Once question has been added, a message confirming that it has been added will appear on the screen and will be on the list as shown below:
- To see a preview of the questionnaire, click the Preview icon
located on the right hand side of the page.
- A pop up page will appear for you to preview the question form (as shown below).
Survey – Form Activation
After you have finalised the questionnaire and is ready for use, you need to activate the form in the system. To do this, follow the instructions below:
- On your RTOManager, click Communication > Survey Management > Activation
- Using our previous example, Select Course Type e.g. VET
- Select the Semester, Term, Form Type e.g. Evaluation and Form name e.g. Term 2 Student Survey 2017
- Select the Evaluation start and finish date –this is the date duration when this evaluation is activated e.g. this survey is open from 11/07 and will not be available after 28/07/2017.
- Click Activate to start the process. A confirmation message will appear to indicate successful activation
Results – Not Send Request
This menu allows you to view students' response to the questionnaire that has been activated. Let us use the Evaluation form we have activated earlier 'Term 2 Student Survey 2017'.
When a survey has been activated in the system and the student has access to the student portal, they can actually complete the survey by logging in to their portal and completing the survey. To find out how a student can fill up a survey via their portal, click hereAttach link to student portal user guide.
To view the evaluation results, follow the instructions below:
- On your RTOManager, click Communication > Survey Management > Results (not Send request).
- Evaluation results will appear on the page as shown below:
Results – Send Request
To view results for Send Request by following the instructions below:
- Select for which demographic the survey is for e.g. Employer, Student, Agent.
- Select Form name from the drop down menu
- Enter date period to collate responses sent from and to date e.g. 01/01/2017 to 14/07/2017.
- You select you view by question ( as shown below) and click View Results
- If you choose to view by submitter, the system will show the name, submission date as shown below.
- Results can also be seen by clicking the preview icon
located on the right hand side. You can download it in a PDF version by clicking PDF icon 
/ download icon 
.
Invite Student to Submit Survey
Once the survey is created, you can invite students to complete the survey. To do this, follow the instructions below:
- On your RTOManager, click Communication > Survey Management
- Select the form type e.g. Evaluation (send Request)
- Select Form name e.g. End of term survey
- Select Course type e.g. ELICOS, VET, Higher Ed or ALL.
- Click Send Request Icon
as shown below.
- A pop up screen will appear to allow you to search for the students/class to send the survey.
- Enter due date to submit survey e.g. 28/07/2017
- Select Group e.g. 1
- You may also search student using the options on the drop down menu. As for the below example, we have chosen search using course and start date between dates 14/01/2017 and 28/07/2017.
- Select Course status and click View. Student list as per search criteria will appear on the list.
- Tick all the students on the list and click Send Request.
- The survey invitation will be sent to the student via email as shown on the snapshot below.
- Please note that you can set up the auto generated email in the system via email template set up (Reports > Add/Edit Email/SMS template).
