Jenny DeBruyn, CAREER DEVELOPMENT COORDINATOR QUEEN’S UNIVERSITY FACULTY OF LAW KINGSTON, ONTARIO, CANADA DEBRUYNJ@QUEENSU.CA

Agenda What can I use the Survey Module For? Before you start – things to think about Basic setup tips Reporting

What Can I Use the Survey Module For? Satisfaction surveys Collect data Registration or application forms Post-event, counselling satisfaction surveys Requesting information about job placements – example, we do a summer job survey to find out information like where students found their job, what they are being paid, how many jobs they applied to etc Forms for event registration, or job application forms – ex. clinics wanted to track which of 5 clinics each student was applying for summer and credit positions, created a survey to serve as the application form

Be Strategic! Think Before You Create Know what you want to get out of the survey and who is completing it Will respondents complete the survey through CSM? Will the survey be mandatory? Do you want it to be anonymous? What information will be mandatory? What might you want to report on? Be Strategic! Think Before You Create What is the purpose of the survey and who his completing it How will they complete it? What information will be mandatory, what are you ok with respondents not filling out? What data will you want to pull from the survey ? Ex. First year of clinic application form, we created the survey to mimic their previous paper form… afterward, they wanted information that we didn’t collect. This year, before starting the survey, we asked what they might want to report on after the process is over

Map it before you create it Sketch out your survey order in advance This ensures you: Don’t forget a question/field Limit errors in creating questions Create questions in the correct order for cleaner reporting Beyond thinking through your survey strategy, you should consider the actual layout of the survey This will help limit errors and make your reporting cleaner

Example - First Name (text field) Last Name (text field) Email (text field) Class Year (picklist) Summer Plans –Work, Internship, Academic Program, Travel, Other (picklist) How many positions applied to (text field) Employer Name (text field) Employer Location (text field) Law-Related Employment/Internship –Law- related job, Law-related internship, not law- related (picklist) Location of Law Related Employment/internship– Canada – Ontario/GTA, Ontario Outside GTA, Western Canada, Eastern Canada, -International (picklist) How Placement Found – Formal Recruitment, Self-Directed Job Search, Posting on CSM, Return to Previous Employer, Posting on another Site, Other (picklist) Income (hourly or weekly) (textfield?) CDO student mentor? (yes/no) Here’s an example of what I mapped out for our summer options survey. Very basic, but notes what the fields will be, what types of widgets will be used (ex. Text field, pick list), and what order they will be in

Create your survey Click “Add New” Once you’ve planned your survey, it’s time to create it.

Basic Setup If survey will be completed through CSM, you can control who has access to it, ie. by student year -Sorting options are available under the “Eligible Responders” tab and will be available as per other modules – ie by flag, status, graduation date, bid sessions (ex. You could send it only to students who participated in the OCI process) etc

Basic Setup Continued This is to create a link for the survey that can be sent to anyone External links allow respondents not using Symplicity to complete the survey and are also required for anonymous surveys For satisfaction surveys, it is recommended to select Yes for Anonymous

Linking Survey to Student or Contact Pros: Responses are linked to the student or contact record in the system Option to “force” the survey Richer reporting options Cons: Student or contact has to navigate to the survey section of CSM

These fields will appear in the editor even if you have selected an anonymous survey, but they will NOT show up on the live survey - This is just a note because this caused me confusion the first time I created an anonymous survey

A Few Tips Before you add questions, make sure one hasn’t already been created Select the correct type of widget Note: Once the survey has been saved, you cannot change the widget

Widgets - Examples

Picklists Select from a pre-existing one from your system or create a custom one Must first create the picklist question and publish the survey before you will be able to edit the picklist After the picklist is saved, click “Edit this picklist Picklists are the options you have to select from and are used for the following widgets – checkboxes, picklist, radio buttons, Additional information in the Neighborhood under Cheatsheets and Manuals – Picklists: https://neighborhood-community.symplicity.com/mgr_proxy.php?action=download&type=contract&id=3d3e19c489d0bce631f9101a89ed27e1

Dependencies Respondents only have to answer questions relevant to them Question only visible when certain answers are provided for: yes/no questions Picklists (including radio buttons & check boxes) Helpful for complicated registration forms ex. what year student do you hire? If 2L is selected, then only questions about 2L students will show

Before you Publish - Preview Click preview before publishing your survey to ensure you have selected the right widgets before you are locked into your selections

If You Make a Mistake If you add a field in error, before deleting it rename it “DELETE” – this will make reporting easier

REPORTING Select the “Reporting” tab Click “Add New”

Name the report Count of responses Note – the first several fields that you can select to include in your report can only be used if your survey is NOT anonymous. Count of responses

Reporting - Continued Find and select questions included in your survey Reminder: Every survey question that you saved while creating the survey, even if you deleted it, will show as an option to report on. This is why it is a good idea to rename the question to include the word “DELETE” if you make an error setting up the survey. If you accidentally select a field that had been deleted, you can go back and edit afterward

Additional sections connected to other records in the system such as contact, student, employer etc. Will only produce results if your survey is connected to those records Ex. if a student submits their survey through Symplicity rather than through a hyperlink When survey response was created - under “Survey Response: Survey Name: Response”

Exporting to Excel May need some formatting - Every field will start with “Survey Response: Survey Name:” To clear – copy the words that every section starts with and do “Find and Replace” (CTRL F) A note about the order of the columns: In general, the fields will pull in the order that they are entered into the survey at the time that you create it.

Quick View Reports Quick summary of measurable survey results by question Text fields in your survey such as “Name”, “Email Address”, or other text boxes will not be available for Quick View Reports. Must enter a date range for responses in order to create a quick view report.

Each question will appear on a separate tab. Quick charts by question Warning – If you go into a new survey and select “Quick View Reports” the results tab will automatically show the most recent results requested, even if it is from a different survey. Click the “Start Over” button to resubmit your parameters for the Quick View Report.

Viewing Responses All survey responses submitted View complete survey response form from an individual respondent.

Batch Options Email each respondent Print responses Delete responses

Print Survey Responses Each survey response will print on a separate page. TIP - use this screen to create confirmation reports by selecting and copying all of the data for a particular response and pasting it into a simple template

For more information on surveys search “Survey” under “cheatsheets and manuals” in the Neighborhood or visit: https://neighborhood-community.symplicity.com/mgr_proxy.php?action=download&type=contract&id=f969260de35229c3b90788fb6660c11e