Evaluation Templates

Templates are used as forms for client evaluation with Course Sections.

• As many templates can be created as desired.  However, only one template can be attached per course section.
• There is no limit on how many questions can be added to an evaluation template.  The number of questions should be taken into consideration to obtain the best response possible.
• Evaluation Templates can be designed and modified without restriction until an evaluation reply is submitted.  Once there is at least one evaluation reply, some of the fields of the evaluation question will be locked and cannot be edited.  BE SURE TO PROOFREAD AND APPROVE TEMPLATES PRIOR TO MAKING THEM AVAILABLE FOR REPLIES.  If sample replies are entered to test evaluation templates prior to use, the replies should be deleted in order to edit the template questions completely.
• Evaluation forms can be printed as handouts for course sections.  Clients can submit these paper forms.  As an alternative, evaluation replies can be submitted via the MyAccount section of the WebReg module.
• Evaluation replies can be submitted anonymously or linked to a client.
• Evaluation replies are available for instructors to view from the QuickTools module but are anonymous only.
• Evaluations cannot be emailed.  However, using the Email Scheduler or the Send Email function, a reminder could be sent to clients about submitting an evaluation and how to access the evaluation online.
• Go to Main Menu > Course Info > Sections to enter or view evaluation replies.  View the desired course section and go to the Evaluations panel.

Navigation

Main Menu > Selects > E-M > Evaluation Templates

Applies To:    Enterprise    Plus

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Evaluation Categories

Used to categorize Evaluation Templates. 

• Category: Name of the category. Is a required field when adding an Evaluation Template.
• The Category field is used as a grouping field for questions in the evaluation template.  This also means it will sort in category order.  Consider using a numeric or alpha prefix to the category if you desire the order to be other than alphabetical such as follows.  If using a numeric prefix, it is recommended not to have more than 9 categories due to sorting issues with numbers greater than nine will sort as text values.
  • A. Satisfaction
  • B. Comments
  • C. General Questions

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Creating a New Evaluation Template

• Add Evaluation Categories before creating an Evaluation Template.  Categories can be added later, but are required when adding evaluation questions.
• Click New in the toolbar to add a new template.
• Add a name for the Evaluation Template.  This name must be unique.  Note that this name is also used as the header name for both the printed and online versions of the evaluation form.
• Add any instructions for completing the evaluation form.  These instructions display on both the printed and online versions of the evaluation form.
• Allow Submit Start and End:  These values control when the client can submit an evaluation from the MyAccount section of the WebReg module.  Both values are used to calculate when the option is enabled in relationship to the end date of the course section.  A negative number would be before the section's end date and a positive number would be after the section's end date.  A zero would be the section's end date. The default values are 0 and 30.  Both of these values are required.  Here is an example:
  • Start = -2 and End = 15.  The evaluation link would display starting two days before the course section end date, and the display would cease fifteen days after the course section end date.
• Save the Evaluation Template.

Adding Questions to an Evaluation Template

• While in view mode of the template, click the Evaluation Questions panel.
• Click the New Evaluation Question button to add a new question.
• Select the Question Type. There are eight question types available. Required field.
  • Comment: A large text box that allows the client to enter a lengthy text reply.  There is no limit on the length of the reply the client can submit.
  • Ranking 1-5: A ranking scale that allows the client to select from a scale of 1 to 5.  A Low and High scale legend can be added.
  • Ranking 1-10: A ranking scale that allows the client to select from a scale of 1 to 10.  A Low, Middle, and High scale legend can be added.  The Middle scale is optional.
  • Select: A list of options the client can select from. Use the pipe character to separate individual items on the list. The pipe character is the character above the backslash on your keyboard. (  |  )
    
  • Text: A text box with a limited number of characters allowed in the reply.  There are 25, 50 and 100 character text options.
  • Yes/No: A Yes/No only form field.
  • Category: The category the question should display within. Required field. Questions will display in category order based on the alphabetical order of the categories.
  • Question: The question being asked of the client.  Add punctuation as desired even at the end of the question.  Required field.
  • Select Options: Only enter values into this field if the question is a Select type.  Enter the select options separated by a comma.  Do not add spaces after the comma.  This field works best when the select options are short.  Long select options may wrap oddly on paper and make it difficult for the client to respond accurately.  Examples:
    • Online,At Home,Office
    • Always,Never,Sometimes
    • 0-2,3-5,6-10,11+
    • Low Rank: The label for the lower number side of the ranking scales.  Required for Ranking question types.
    • Mid Rank: The label for the lower number side of the ranking scales.  Optional for Ranking 1-10 question type.
    • High Rank: The label for the lower number side of the ranking scales.  Required for Ranking question types.
    • Reply Required: Check yes if a reply to the question is required by the client.  This field is ignored for Yes/No question type as there is no alternate reply other than Yes/No.
    • Order: The order of the questions within the category.
    • Click OK to save the question.

Adding a Special Anonymous Option Question to an Evaluation Template

This special option allows the user to add a special question into the online evaluation reply form to give the client an option to submit their reply anonymously.  This is an optional question.  If not added, every reply that is submitted from the online method is recorded with a link to the client’s record.  To add the anonymous question option, you must follow these steps exactly.

• While in view mode of the template, click the Evaluation Questions panel.
• Click the New Evaluation Question button to add a new question.
• Select the Question Type = Yes/No.
• Category:  The question can be added to any category desired.  We suggest making this the last question of the template.
• Question:  The question must be written exactly as follows including punctuation:
  • Would you like to submit this evaluation anonymously?
  • Order:  The order of the questions within the category.
  • Click OK to save the question.

Modifying Evaluation Template Questions

• IMPORTANT:  Once at least one reply is recorded for an evaluation template, the evaluation questions are locked and cannot be deleted or modified.  This restriction prevents a template from being changed after replies are received and altering the outcome of an evaluation.  Be sure to proofread and approve evaluation questions prior to accepting replies.
• Go to Main Menu > Selects D-M > Evaluation Templates and click the View option of the template desired.
• While in view mode of the template, click the Evaluation Questions panel.
• Click the edit button next to the Evaluation Question.
• Make any modifications desired and click OK to save.

Attaching Sections to an Evaluation Template

• Go to Main Menu > Services > Sections. This same process will also work for Conferences, Prepaids, Memberships, Products, and Donations.
• Filter the list as desired.
• Click the checkboxes for each the sections to add to the evaluation template or use the checkbox above the top row to check all the Sections in the list.
• Click the [Evaluation Template] workflow link above the top row.
• From the top row, select the desired Evaluation Template.
• Click the [Next] button.
• Click the [Confirm] checkbox and click the [Submit] button.
• Repeat this process as needed. Duplicate entries will not be created even if selected.
• To remove Sections, go to the Evaluation Template and delete the Sections desired from the Section list.
  

Cloning an Evaluation Template

• Go to Main Menu > Selects D-M > Evaluation Templates.
• Click the Clone button in the same row as the desired template.
• Enter a template name for the new evaluation template and click submit.
• A copy of the template will be created including all the same questions.  However, the new template is not linked to any course sections.  The original template and any existing replies remain unchanged.

Set Up for Evaluation Replies

There are two ways to obtain evaluation replies:  paper forms or online

Taking evaluation replies from paper forms:

• Go to Report Menu »» Courses »» Evaluations
• Select one of the Form templates to print.
  • Form: a blank evaluation form with no course or client information.
  • Form w/Course Info: a blank evaluation form with course information but no client information.
  • Form w/Client Info: a blank evaluation form with the course and client information.
  • Select to display a signature/date line on the form.  Select the optional selection to display the word “optional” next to the signature line.
  • Print the evaluation forms.
  • Upon receiving paper replies back, users can optionally enter the replies at Main Menu > Course > Sections.  Go to the view mode of the course section and go to the Evaluations panel.

Taking evaluation replies online:

• Go to the Admin Menu > Settings > Branch Profile.
• Edit the Branch Profile and go to the Web Options panel.
• From the Enable Select Features, highlight the Evaluations option.  Be sure to use Ctrl+Click to highlight the option to prevent disabling any other options.
• The client can now log into the MyAccount section of the WebReg module and submit their evaluation from their registration list. Note that this option is available on both the regular and mobile versions of the WebReg module.  The online option is available based on the start and end values set in the template in relation to the course section end date.  Note that if the course section end date is blank, the link will not display.
• If a paper reply has been submitted and recorded, the client will not be able to submit a second reply.  However, if the paper reply was recorded anonymously, the client will be able to submit an evaluation from MyAccount.
• Once a client has submitted an online evaluation reply, they cannot submit a second reply even if they submit anonymously.  A special hidden log will record that the client has submitted a reply and prevents them from submitting another reply.  However, system users cannot see which reply the client submitted.
• To require a client to submit a minimum number of evaluations for a specific session, go to Main Menu »» Settings »» Sessions.  Add the minimum number of evaluations required in the Web tab for Minimum Evaluations.  If a client has taken 5 courses in one session and the minimum number of evaluations is 3, the client will be required to submit 3 evaluations before allowing to register online for more courses.  If the client has taken 2 courses in one session and the minimum number of evaluations is 3, the client will be required to submit 2 evaluations before allowing to register online for more courses.  Leave this field blank to disable this feature.
• To determine which clients can submit an evaluation, set the Allow Evaluation field in the Enrollment Status table for the status values desired.  Only those clients with matching status values will be able to click the submit evaluation link.

Reporting - Main Menu »» Courses »» Evaluations

• Evaluation reports are available as forms, replies and analysis.
  • Forms: Evaluation forms that could be used as handouts.  Option to complete course section and client data is available.
  • Responses: The actual evaluation responses are in the same format as the format of the blank forms.
  • Analysis: A detailed summary of the evaluation responses.
    • Filtering Note: The Enrollment Status search filter is ignored for the Analysis template.
  • Names Only: A list of responses displaying name or anonymous reference only
• Go to Report Menu > Courses > Evaluations for reporting options.
  • Date Search: Reply Date is only valid for the Responses template.
  • Group By: Allows report to be grouped by selection listed.  [All] will group all responses for the entire branch.
  • Signature/Date Line: Use to add a signature and date line into the report.