Managing Event Surveys

Locate the Event for which you would like to administer a survey and select the “+Add users” icon. Survey Users may be uploaded as mentees, mentors, or mentee/mentor pairs.

On the Upload Users page, select the Type of user you will be adding using the options on the top of the page. The Type of user should align with the Type of Survey created by the Project Administrator.

Note: If you are unsure what type of user should be added, reach out to your Project Administrator.

Select the method for how you would like to add Survey Users. Survey Users may be uploaded individually using CSV or TXT Upload or uploaded as a group using Manual Entry.

For CSV or TXT Upload, select the “CSV or TXT Upload” tab to display the format needed for your file. Once the file is prepared, either upload or drag the file to the “Click to upload or drop a file here” box. Survey Users will appear in a list format if the upload was successful. Some Event Administrators may be prompted to enter a Survey User “Type” on the right side of the page. This field should be left blank.

Note: If uploading Mentees instead of Mentors, please include a "3" (representing the "Other" category) in the column to the right of the email address for each user when preparing the file.

For Manual Entry, select the “Manual Entry” tab. Then, enter the Survey User’s first name, last name, and email and select “Create User”. A “Successfully Created User” notification will appear. Some Event Administrators may be prompted to enter a Survey User “Type” on the right side of the page. This field should be left blank.

For both Manual Entry and CSV or TXT Upload, select “Save Users” to save the Survey User information and be redirected to the Survey Management page.

On the Survey Management page, locate the Event Survey that you would like to administer and select the “Assign/Notify” icon to the right of the Survey Name.

Click the box next to each Survey User that you would like to assign a survey and select “Assign & Notify Users”. A pop up window will appear and ask you to confirm assignments. Once assignments are confirmed, a “Successfully assigned users to survey” notification will appear.

Note: Users will receive an automated email with instructions to access the survey. The automated email will be sent from the email address of the Event Administrator who assigns the survey. For more information on customizing email text visit Creating Event Surveys. The survey may not be edited once Survey Users are assigned.

On the Survey Management page, locate the Event Survey for which you would like to send a reminder and select the Remind icon. A pop-up window will appear with information on when the last reminder was sent and how many users will be sent the current reminder. Select “Send reminder email” to send an automatically generated email to Survey Users.

Note: Reminders will only be sent to those who have not completed the survey. Reminder text may not be customized.

On the Survey Management page, locate the Event Survey you would like to close and select “Close”.

Note: A survey cannot be reopened once it has been closed.

A pop-up window will appear asking you the question, “Closing a survey cannot be undone. Do you want to close this survey?” Select “Yes, close this survey” only if you are certain that you want to close the survey.

Note: If you are not certain, select “No, leave this survey open”.

Once a survey is closed, the survey Status will change from “Open” to “Closed”.

On the Survey Management page, locate the Event Survey for which you would like to access the report and select the “Results” icon in the Report column. A new page will open with your report information.

Note: A full report is only available after a survey has been closed. This report will display the aggregate data for each survey question in table format. Additional graphs may also be displayed based upon question type.

• For Single Select questions, tables include the percentage of respondents that selected each option (calculated based on the total number of respondents to that particular question), the mean (calculated based upon the numeric value assigned to each option), and the total number of question respondents.

• For Multi Select questions, tables include the number of respondents that selected each option and the percentage of respondents that selected each option (calculated based on the total number of respondents to that particular question).

• For Text questions, tables include the text responses provided by each of the respondents.

• For Matrix questions, tables include the percentage of respondents that selected each scale anchor for each of the matrix prompts (calculated based on the total number of respondents to that particular question), the mean (calculated based on the numeric value assigned to the scale anchors), and the total number of respondents to the question. Additionally, a graph below the table is included which depicts the mean and confidence interval for each matrix prompt.

• Additional statistical information: Additional statistical information is only available for Single Select, Multi Select, and Matrix questions. After clicking the Question Prompt, the Reporting Details page will pull up, which includes the total number of respondents (N), the mean, standard deviation, mode, and number of answers at the mode for the question selected.

On the Report page, select the “Print” icon located on the top right side of the page.

In the Print pop-up window, choose the “Save as PDF” option for the printer destination and select “Save”. This will open the File Save Window on your computer where you can customize the file name and choose the location on your computer where you would like the file saved.

On the Survey Management page, locate the Event Survey for which you would like to access the de-identified raw data and click on the “CSV” icon in the Raw Data column. A Data Sharing pop up window will appear.

Note: This option is only available after a survey has been closed.

Read carefully through the “Data Sharing Agreement?” text and select the option that best describes how you will use the raw data, and then select “Accept”.

• The option “I agree to only use this data for evaluation purposes” will generate a CSV file download of the de-identified raw data.

• The option “This does not apply to me. I have an approved IRB from my institution.” will require you to enter your Institution Name and IRB Number before generating a CSV file download of the de-identified raw data.

• The option “I do not agree to use the data only for evaluation purposes and I do not have an approved IRB. Therefore I understand that I will not be granted access to the raw data from my surveys.” will not allow access to raw survey data.

Note: If none of the options best describe your situation, select “Cancel”.

For information on accessing identifiable, raw data, visit Accessing Raw and Aggregate Data. Identifiable raw data is only accessible by Project Administrators.