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Evaluation Templates

Evaluation Templates are used to create standardized forms for client evaluations within Course Sections. These templates help collect valuable feedback from clients and can be submitted either via printed handouts or through the MyAccount section of the WebReg module.

Navigation

Main Menu → Selects → E-M → Evaluation Templates

Applies To: Enterprise, Plus

Overview of Evaluation Templates

  • Multiple Evaluation Templates can be created, but only one template can be attached per Course Section.
  • There is no limit to the number of questions that can be included in a template.
  • Templates can be modified freely until an evaluation reply is submitted. Once a reply exists, some fields become locked and cannot be changed.
  • Clients can submit evaluation replies anonymously or with an identifiable record.
  • Evaluation replies are available for instructors to view in the QuickTools module but will be anonymous.
  • Evaluations cannot be emailed, but clients can be reminded using the Email Scheduler or Send Email function.
  • To view submitted evaluation, navigate to:
    Main Menu → Sections → Evaluations 

Evaluation Categories

  • Evaluation Templates must be assigned a Category, which serves as a grouping mechanism for questions.
  • Categories dictate the display order of questions. If a specific order is needed, use a numeric or alphabetical prefix, such as:
    • A. Satisfaction
    • B. Comments
    • C. General Questions
  • Add Evaluation Categories before creating an Evaluation Template (categories are required for evaluation questions). Main Menu → Selects → Evaluations Categories

Creating a New Evaluation Template

  1. Click New Evaluation in the toolbar to create a template.
  2. Enter a unique name for the template. This name will also appear as the header on printed and online evaluations.
  3. Add instructions for completing the evaluation. Instructions appear in both printed and online versions.
  4. Set Allow Submit Start and End values:
    • Controls when clients can submit evaluations in relation to the course section’s end date.
    • Example:
      • Start = -2, End = 15 → Evaluations open 2 days before the course end date and close 15 days after.
  5. Click Create to finalize the template.

Adding Questions to an Evaluation Template

  1. Open the Evaluation Template in view mode.
  2. Select the  Questions.
  3. Click Add Question 
  4. Enter your Question and select a Question Type:
    • Comment – Open text field with no character limit.
    • Ranking 1-5 / Ranking 1-10 – Clients select a number within the scale; includes optional scale legends.
    • Select – Clients choose from a list of predefined options (separate items with a pipe | character).  
    • Text – Short text field (options: 25, 50, or 100 characters).
    • Yes/No – Simple Yes/No selection.
  5. Assign the Question Category and enter the question text.
  6. Configure additional settings:
    • Reply Required – Mark if a response is mandatory.
    • Order – Set the display order of questions within the category.
  7. Click Create to save the question.

Adding an Anonymous Submission Option

  1. Open the Evaluation Template in view mode.
  2. Select the  Questions.
  3. Click Add Question 
  4. Select Yes/No as the Question Type.
  5. Enter the exact question text:
    • Would you like to submit this evaluation anonymously?
  6. Assign the question to a category (e.g., General).
  7. Click Create to save the question.

Modifying Evaluation Template Questions

  • IMPORTANT: Once an evaluation has received a reply, questions cannot be edited or deleted.
  • To edit questions before replies are received:
    1. Navigate to: Main Menu → Selects → E-M → Evaluation Templates
    2. Open the desired template in edit mode.
    3. Select Questions.
    4. Click Edit next to the question.
    5. Make changes and click Save.

Attaching an Evaluation Template to a Course Section

  1. Go to: Main Menu → Services → Sections
  2. Filter the Course Sections list as needed using the Advanced Filters.
  3. Select the checkboxes for each section to be linked to the Evaluation Template.
  4. Click [Evaluation Template] from the workflow options.
  5. Select the desired Evaluation Template from the dropdown.
  6. Click Next → Confirm → Submit.

To remove sections, open the Evaluation Template and select Sections. Click Delete to delete the sections from the linked list.

Cloning an Evaluation Template

  1. Go to: Main Menu → Selects → E-M → Evaluation Templates
  2. Open the desired template in edit mode.
  3. Click Clone next to the desired template.
  4. Enter a unique name for the new template.
  5. Click Clone—a copy of the template will be created with the same questions but without any linked course sections.

Collecting Evaluation Replies

Paper Form Submission

  1. Go to: Insight Menu → Courses → Evaluations
  2. Select one of the form templates to print:
    • Evaluation Template – No course or client data.
    • Evaluation Template Course Header – Course details included, but no client data.
    • Evaluation Template  Client Name – Includes both course and client details.
  3. Print and distribute evaluation forms.
  4. Upon receiving responses, manually enter them in:
    Main Menu → Course → Sections → Evaluations Panel

Online Submission

  1. Go to: Admin Menu → Settings → Branch Profile
  2. Edit the Branch Profile → Go to Web Options.
  3. Enable Evaluations in Select Features (use Ctrl+Click to avoid disabling other features).
  4. Clients can now submit evaluations through MyAccount in WebReg.
    • Submission availability is controlled by Start and End dates set in the template.
    • If a paper reply is recorded, the client cannot submit another evaluation.
    • Anonymous replies do not prevent additional submissions.
    • A client who has already submitted an online evaluation cannot submit another, even anonymously.

Minimum Evaluation Requirement for Future Registrations

  • Go to: Main Menu → Settings → Sessions
  • Set the Minimum Evaluations Required field.
  • Example:
    • If a client has 5 courses in a session and the minimum is 3, they must submit 3 evaluations before registering again.
    • If they only have 2 courses, they must submit 2 evaluations.

Reporting on Evaluations

  1. Go to: Insight Menu → Courses → Evaluations
  2. Select from the available evaluation report types:

Conclusion/Additional Resources

Evaluation Templates allow organizations to collect structured feedback, ensuring continuous improvement in course offerings. Properly setting up evaluation templates and submission methods helps maximize response rates and data accuracy.

For further assistance, refer to related articles or contact support.

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