Qualtrics 360 Peer Review Survey Instructions

What will be reviewed In these slides the following will be reviewed: Basic Qualtrics’ instructions How to create an account and log into Qualtrics How to copy the survey from the library How to distribute the survey How to compile and analyze the survey results

Creating a Qualtrics Account

Creating a Qualtrics Account The Qualtrics survey tool is available free for Duke Users at http://duke.qualtrics.com Qualtrics is integrated with Duke's NetID authentication system but also allows sharing of surveys with non‐Duke users. To create a Qualtrics account, log in from http://duke.qualtrics.com using your NetID and NetID password.

Logging In Navigate your browser to http://www.duke.qualtrics.com/ and log in with your NetID and password. You will first be asked to confirm and update your account information, via a popup box. Once you have logged in, you will be able to create and view surveys in the main dashboard area.

Copying the Survey from the Library

Select Create Survey

Select Survey Library

1. Select Organization Library: Duke University Hospital HR from the drop down for Please Select a Library 2. Then select 360 Peer Review for “Category” 3. Select 2014 Peer Review Survey- Sample for “Survey” 4. Create a survey name in the New Survey Name field 5. Click on Create Survey

Click on My Surveys tab to find your new copied survey

Distributing the Survey

Find the copied survey. Click on the Survey

To make a review for each employee select copy

Highlight and type in the employee’s name that you are going to create a review for.

Find the created survey and click on it.

Select “Look and Feel”

Select Advanced

Use the slider to find where it states “employee name” and highlight and type in the employee’s name for whom the review is being created.

Click “Save”

Repeat the steps for each employee making sure to use the original survey to make a copy

Repeat the steps for each employee making sure to use the original survey to make a copy

Once you have created all surveys for each employee, to send to reviewers click send Repeat the steps for each employee making sure to use the original survey to make a copy

To activate your employee’s survey click Activate Survey

Copy the employee link and email the link to the reviewer(s)

Analyzing the Survey Results

When ready to close the review to responders, return to the My Survey tab and remove the check

You will have a second chance to ensure that you really want to deactivate your survey

Download data from Qualtrics Click on the Results Icon next to the survey 2. Click on Initial Report Please complete for each employee report Download data from Qualtrics

Download data from Qualtrics cont. 3. In the upper right hand corner – choose the Export Report to Excel icon. Download data from Qualtrics cont.

Download data from Qualtrics cont. 4. Open/Save file in Microsoft Excel. Download data from Qualtrics cont.

5. Copy Data from Question column (B) to Total Responses column (H) for each section Qualtrics Excel File

Performance Review – Template file 6. Open Performance Review – Template.xlsx (Initial Data tab) Performance Review – Template file

Ensure macros are enabled 7. You may get a warning at the top of the spreadsheet. Hit Options…. and select Enable this content. Ensure macros are enabled

Performance Review – Template file 8. Paste contents into yellow sections. The data is initially sorted in the same order as the initial report from Qualtrics (Teamwork, Integrity, Diversity, Excellence, Safety…) Performance Review – Template file

Performance Review – Template file 9. After copying and pasting data from all sections. Hit the button at the bottom. This will sort the results from best to greatest opportunity for improvement. The following tabs will display your results corresponding with each of the sections of the survey. Performance Review – Template file

Performance Review – Template file The graphs have been sized and formatted for easy copying to a blank PowerPoint slide. Performance Review – Template file N-R-S = the % of Never, Rarely, Sometimes responses

Tips Always start from a blank Performance Review – Template.xlsx file. This will ensure you are copying the data to the correct cells Verify that the results are what you expect in the reports before sharing with employee!! Text comments weren’t included in, however, one can also copy/paste and use as needed. Complete the process for creating survey results for each employee