Overview

The Survey Management (Optional) Module allows you to set up electronic questionnaires or evaluation forms and surveys to get feedback 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.

The 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 feedback from Students to improve courses to better streamline the college processes.

Questionnaire/survey will only appear in specific user portal/s as per the user assignment.

To set this up, follow the instructions below:

• 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 drop-down list click New Value and enter form name on the field provided 
• 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 drop-down 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:

• 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

Portal Results

This menu allows you to view Student responses for the questionnaire that has been activated. 
When a survey has been activated in the system and Students with access to the Student Portal, and are enrolled in a class during the activation period, can complete the survey by logging in to the Portal. 

To view the results, follow the instructions below:

• Click Communication > Survey Management > Portal Results.

• Evaluation results will appear on the page as shown below:

Link Results

To view the evaluation results, follow the instructions below:

• Click Communication > Survey Management > Link Results.
• 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:

• 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 Student/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 for the 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 template).