organizational development qualtrics® online surveys...

OrganizationalDevelopmentQualtrics®OnlineSurveysforProgramEvaluation

ThepurposeofthistrainingunitistoprovidetraininginanonlinesurveytoolknownasQualtrics.Qualtricsisapowerfulonlinesurveytoolusedbymanydifferentkindsofprofessionalstogatherdataabouttheirproductsandservices.Itisalsoapopularresearchtoolusedtogatherdatafromresearchparticipants.ThisisintendedtobeaverybasictrainingunitdesignedtogiveyoubasicskillsintheuseofQualtricsasameansofgatheringevaluationdataforthepurposeofprogramimprovement.

LearningOutcomes....................................................................................3

PreviousKnowledge............................................................................3

Part1:SurveyBuilding.............................................................................4

MySurveys...............................................................................................4

CreateSurveys........................................................................................5

CreateQuestions...................................................................................6

EditQuestions........................................................................................6

ChangeItemType.................................................................................8

CreateANewQuestion.......................................................................9

DisplayingOptionalQuestions......................................................10

SurveyOptions.....................................................................................11

ExportSurvey.......................................................................................12

Part2:Collaboration................................................................................13

CollaborationWithinBrand...........................................................13

CollaborationOutsideofBrand.....................................................14


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Part3:DistributionofSurveys............................................................16

ActivateYourSurvey.........................................................................16

SurveyLink............................................................................................17

EmailYourSurvey..............................................................................17

UsingPanels............................................................................................8

ImportPanelFromFile.....................................................................19

DistributingToPanelMembers....................................................20

SendingYourSurvey..........................................................................21

AboutPanelMembers.........................................................................1

Part4:ReportingandAnalysisofResults.........................................3

ViewingResults....................................................................................23

ViewingReports..................................................................................24

FilteringData........................................................................................25

Responses...............................................................................................25

DownloadData.....................................................................................26

InterpretationofResults..................................................................27

ForMoreInformationandTrainingwithQualtrics....................28

Self‐CheckQuiz..........................................................................................28

IndependentPractice..............................................................................29


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LEARNINGOUTCOMES

Learnerswillbuild,distributeandanalyzeQualtricssurveysonabeginnerlevel.

SurveyBuilding:Afterthistrainingsegment,youwillcreatequestionsindifferentformats,editquestiontext,constructquestionsthatdirectparticipantstodifferentquestionsbasedontheirpreviousresponses,protectandterminateyoursurvey.DistributionofSurveys:Afterthistrainingsegment,youwillactivateyoursurveyanddistributeyoursurvey.ReportingandAnalyzingSurveyData:Afterthistrainingsegment,youwillexamineyourdataindifferentways,understandhowQualtricsreportsparticipationanddownloadreports.

PreviousKnowledge

LearnersmusthaveanactiveQualtricsaccounttoparticipateeffectively inthesession.IfyoudonotcurrentlyhaveanactiveQualtricsaccount,pleasecompletetheaccountactivationprocessbeforethistraining.<LinktoQualtricsaccountsetupinstructions>


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PART1:SURVEYBUILDING

Youwillcreatequestionsindifferentformats,editquestiontext,constructquestionsthatdirectparticipantstodifferentquestionsbasedontheirpreviousresponses,protectandterminateyoursurvey.

MySurveys

MySurveysTab:Allowsyoutoseeallofthesurveysyouhavedevelopedplusalloftheonesthathavebeensharedwithyou.


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CreateSurveys

CreateSurveyTab:Quicksurveybuilder– generallythisiswhereyouwillstart.Ifyouwanttocopyasurveyfromoneyoualreadyhave,thenuse“CreatefromCopy,”thenmaketheneedededits.Youwillbeaskedtogivethesurveyaname.Donotworryaboutfoldersunlessyouplantohavequiteafewsurveysofdifferentkinds.

Anewblanksurveylookslikethis.ClickonCreateNewItemtobegin.


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CreateQuestions

Thedefaultquestiontypewillcomeuponthescreen.

EditQuestions

Typicallyusedtools: RichTextEditor:ToopentheRichTextEditor,doubleclickonthequestiontexttoopenthequestionforediting,thenclickontheRichTextEditortab.TheRichTextEditorallowsyoutoworkwiththeformattingofyourquestion.Italsoallowsyoutoinsertgraphics,imagesandvideotoyourquestions.

WhentheRichTextEditorpopsup,youwillseethatyouhavemanyofthesameoptionsyouhavewhileworkinginanywordprocessingsoftware.


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EditQuestions

TypicallyUsedTools:PipedText:PipedTextgrabsapieceofinformationfromyour

respondentcontactinformationorfromapreviousquestion.Youcanputsomeone’snameortheanswerfromanotherquestionintothetextofthequestionyou’reworkingwith.Youcanalsousepipedtextwhensendingemaillinksouttopanelmembers.


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ChangeItemType

Questiontypes:Whenyouclickonaquestiontoeditit,therighthandpaneoftheeditingscreenshowstheavailableoptionsforthatparticularquestion.

Changeitemtype:Lookatthequestiontypes.Whenyouclickonthegreenbartochangetheitemtype,youhavetwooptions.

o First,youcanscrolloverthelisttoseeanexampleofwhatthattypeofquestionlookslike.

o Second,youhavetheoptionofclickingonthedropdownmenunexttothequestiontype.Thisprovidesyoualistofthewaysthequestioncanbeformatted.

Becarefultoselecttheitemtypethatwillgetyouthekindsofanswersyouwillbelookingfor.

Theoptionschangedependingonthequestiontype.YoucanalsopreviewthequestionusingthePreviewQuestionoptionatthebottomoftheQuestionOptionspaneontherighthandsideofyourscreen.


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CreateANew

Question

CreateaQuestion:Thegreenplus icon addsaquestionyoucreateyourself.Therearethreegreenplusicons.Thetwoatthebottomwilladdquestionsafterthequestionthatiscurrentlyactive.Theoneatthetopwilladdquestionsbeforethequestionthatiscurrentlyactive.Thepurpleplusaddsaquestionfromanothersurveyyouhavecreated.

RemoveaQuestion:Ifyouputinaquestionyoudonotwantoryouareeditingasurveyanddonotwantasurveyfromtheversionyoucopied,useRemoveaQuestion.Activatethequestionbyclickingonit,thenclicktheredminussigntotherightofthequestionbox.ThequestionissavedatthebottomofthepageinanareacalledTrash/UnusedQuestionsthatyoucaneitherreuseorempty.Afteraddinganewquestion,youcanselecttheitemtype,editthequestionandmakeotherchoicesrelatedtohowyouwantthequestiontoappear.


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DisplayingOptionalQuestions

DisplayLogic/SkipLogic:Bothofthesewillconditionallyaskcertainquestionsinasurvey.Forexample,ifthereisaYes/Noquestionthenafollowup“Ifno,thenwhy?”thisisaniceoptiontoskipthefollowupquestioniftherespondentansweredYes.Bothoptionsworkwell,butthestartingpointforinsertingthelogicisdifferent.

DisplayLogic:Aconditionmustbemetforthatparticularquestiontodisplay.Soactivatethatquestionandsettheconditiontodisplaythequestion. SkipLogic:Startbyactivatingthelastquestionyouwantshown,thentheanswertothatquestionwilleitherskipthesurveyaheadoversomequestionsorgoaheadtothenextquestion.

Doseveralsurveypreviewstocheckhowyourlogicworksbeforesendingitout!YoucanpreviewasurveybyclickingthePreviewSurveybuttonundertheCreateSurveyTab.


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SurveyOptions

Use Survey Options to control how respondents view and experience your survey. This is below the tabs when you are using Edit Survey. SurveyExperience:OneyoumightwanttochangeistheBackButton.Thedefaultisthattheycannotgoback.Clickingtheboxturnsthisoptionon.Itwillallowrespondentstogobacktoanypreviouspage.Ifthereissurveylogicinyoursurvey,thismaynotworkthewayyouwantitto.Testittosee.SurveyProtection:It’susuallybesttoleavetheseondefault,butyoumaywanttocheckPreventBallotBoxStuffing.Thiswillonlyallowonesurveyentryfromaparticulardevice/ipaddress.Ifyouthinkthatmorethanonesurveywillbetakenperdeviceandthiswouldcompromiseyourdata,thencheckthisoption.Iftheremightbeahusbandandwifewhowillfilloutthesurveyusingthesamehomecomputer,leavethisoptionondefault.SurveyTermination:It’susuallybesttoleavetheseoptionsondefault.Ifyouwantyourrespondentstoreceiveaspecialmessagefromyouaftercompletingthesurvey,youcansetthatupusingEndofSurveyMessageFromALibrary.


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ExportSurvey

YoucanexportasurveytoWordforpeopletotakeorforeditingpurposes.Ifpeopletakethesurveyonpaper,besuretoenterthoseresponsessoyouhavethedataforyourownanalysis.UndertheEditSurveytab,ClickAdvancedOptions,ExportSurveytoWord.ThisshouldsetupaWordDocumentthathasallofthequestionsinyoursurvey.


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Part2:Collaboration

YouwilllearntocollaborateonsurveyswithinandoutsidetheTexasA&MAgriLifeExtensionbrand.

Collaborationwithinbrand

UndertheMySurveystab,clickontheiconlabeledCollaborateintheTasksareaofthesurveythatyouwouldliketoshare.

Youwillbeaskedtoenterthenameoremailaddressofthepersonyouwouldliketocollaboratewith.Iftheyarearegistereduserofthesame‘brand’(TexasA&MAgriLifeExtension),theirnameshouldappearinthewindow.Clickaddanddesignatewhichtasktheyareallowtousewiththatsurvey.ClickSave.


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Collaborationoutsideofthe

brand

UndertheMySurveystab,clickontheiconlabeledCollaborateintheTasksareaofthesurveythatyouwouldliketoshare.

Youwillbeaskedtoentertheemailaddressofthepersonyouwouldliketocollaboratewith,clickAdd.Amessagewillthenpopupwithaninvitationthatwillbesenttothepersonyouareattemptingtocollaboratewith.Thisemailwillcontainacollaborationcodetobeused.

EnterthecollaborationcodeintothewindowandclickAccept.


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ENDOFPART2:COLLABORATIONSOFSURVEYSQuestionsforReview:

1. (True/False)Ifapersonisnotamemberofmybrand,Icannotcollaboratewiththem.

2. Toshareandworkonmysurveywithsomeoneelse,allIhavetoclickonis:a. DistributeSurveyb. Resultsc. Collaborate


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Part3:Distributionofsurveys

Youwillactivateyoursurveyanddistributeyoursurvey.

Therearetwowaystoactivateasurvey. MySurveys:clicktheboxtotheleftofthesurveytitle.A

greencheckmarkshouldappear.Youwillalsodeactivateasurveyfromthisscreen.Apopupwillaskyoutobesurethatyouwanttodeactivate.

DistributeSurvey:Beforeasurveycanbedistributed,itmust

beactivated.Soifyoutrytodistributebeforeactivating,ascreenwillaskyoutoactivatethesurveyfirst.

Thiscanbecutandpastedintoemailandwebsites.Thesesurveylinkscanbeforwardedandusedagainandagain.


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EmailCustomerLink:UnderDistributeSurvey,youcanusetheEmailSurveyoptiontosendrespondentsauniquelinkthatcanonlybeusedonce.Thiswillrecordwhohasandhasnottakenthesurvey.SeethesectiononPanelsbelowforinstructionsonhowtoconstructapanel,oryoucanaddindividualsbyclickingonPleaseSelect,thenMyLibrary,thenNewPanel.

History:DistributingasurveyusingEmailCustomerLinkleavesahistoryofalltheinteractionsyouhavewithaparticularpanelincludingwhenitwassent,whenremindersweresentandwhetheryouhavescheduledanyotherinteractionswiththatpanel.TheActionsbuttononthefarrightwillallowyoutoscheduletheseinteractions.


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ThisisavailableunderthePanelsTab.Youhavethreeoptionswhencreatingapanel.

AddPanelMembers.Dothisforacompletelynewpanel.Whenaddingpanelmembers,youshouldhavenospacesbeforeoraftertheinformationyouaddintothefields.

ImportFromaFile.Thisistheoptionwewillusetodayforpractice.IfyoukeepanExcelfileofyourcontacts,itiseasytoimportthemintoaPanel.

ImportfromaSurvey.Ifyouhavethesamepanelmembersasbefore(forexample,withanintentionstoadoptsurvey,thenafollowuptoseeiftheytrulyadopted),youmightwanttoimportfromasurvey.

ClickthePlussigntoconstructanewpanel.Youwillbeaskedtonamethepanel.Itiswisetonamethepanelthesameasthesurvey.Don’tworrywithDestinationCategory.

NowselectthemethodyouhavechosentocreateyourPanel.


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ImportPanel

FromFile

ClickonImportfromFile.YouwillbeaskedtoBrowseforaCSVfile.Thismeans“CommaSeparatedValues”andExcelfilescanbesavedinthisformat.WhensavinganExcelfileasaCSV,clickthedropdownmenubelowtheFileNamebar.Clickingonthiswillgiveyoualistoffileformatstosavethefile.YoushouldselectCSV(MS‐DOS)forPCusersorCSV(Macintosh)forMacusers.Formoreabouthowtosetupthefile,usetheGetHelpbuttonorlookattheExampleDocumentontheBrowsescreen.Thefilemustbesetupinaparticularwaytobeimportedproperlyandmusthaveallfieldsfilled.

Afteryouselectthatfile,youshouldhaveascreenthatconfirmsthefieldsinthefile.ThenclickImportand“Clickheretoviewyournewpanel!”YoushouldbeabletousethisPanelnowforsurveydistribution.TheExampleFileshowsexactlyhowtosetupaCSVfileinExceloryoucanmodelyourfileontheImportPanelFileusedinthetrainingsession.


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DistributingToPanelMembers

UnderDistributeSurvey,clickontheEmailSurveybutton.ClickthegreenPleaseSelectbuttonby“To:”.SelectyourLibraryandthetitleofthePanelyouprovidedwhenyouimportedorcreatedyourpanel.Youalsohavetheoptionofselectingtheentirepanelorasamplefromthepanel.Youwillgenerallywanttoselectthewholepanel.BesureyouhavesavedyouremailgreetingwiththePipedTextandmessageyouwanttosend.Checktheemailaddressyouprovided.YoucanchangeitbyeditingintheReply‐ToEmailAddressbox.


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SendingYourSurvey

Tofinalizeamailing,clickonthebuttonatthebottom:

YoucanalsocustomizewhenthemailingwillbescheduledusingtheWhenbuttonundertheTobutton.Youcanalsotestyourmessagebysendingittoyourself.Thisisagoodoptionifyouarejuststartingout.Itisimportantforyoutoseewhatyourrespondentsaregetting,andtoseewhetheryourPipedTextisworking.

AboutPanel

Members

PanelMembers:Panelistscanunsubscribefromyourmessages.Thisshowsasareddotbytheirnames.Allmemberswhoarereceivingyourpanelmessageswillshowagreendot.Youcanclickoneachitemtoseeandedittheirinformation,aswellastheirhistory.

Youcanalsodistributethesurveybypostingitonyoursocialmedia,andbyQRcode.SeetheQualtricsHelpforassistancewiththesemethodsofdistribution.

ENDOFPART3:DISTRIBUTIONOFSURVEYS

QuestionsforReview:

3. (True/False)IfmysurveyisnotactivatedbeforeItrytodistributeit,thenQualtricswillaskmetoactivateitbeforeIdistributeit.

4. IfIwanttoknowexactlywhohastakenmysurveyandwhohasnotsoIcansendoutreminders,Ineedtodistributemysurveyby

a. Usingacut‐and‐pastelinkontoawebsite.b. UsingtheEmailSurveybuttonandcreatingapanel.c. PostingalinkontomyFacebookpage.


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5. WhenIImportaPanel,Qualtricswillimportfilesthata. AresavedinCSVformat.b. Haveallrequiredfieldsfilled.c. Bothoftheabove.

6. Tofinalizeamailingtoapanel,Imust

a. SavethepanelasaCSVfileb. Notallowrespondentsunsubscribefrommymessagesc. ClickonScheduleMailing


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PART4:REPORTINGANDANALYSISOFRESULTS

Afterthistrainingsegment,youwillexamineyourdataindifferentways,understandhowQualtrics®reportsparticipationanddownloadreports.

ViewingResults

UndertheViewResultstab,youwillhavefourbuttonsthatappear,andyouwilllikelyuse2ofthemregularly.

ViewReports:ClickonInitialReport,andasummaryofyourdata

willappear.Eachquestionisononepage,click“NextPage”toseethenextquestionsorclickonaquestioninthelefthandpane.

Responses:UnderViewResultstab,youhavetheoptionofviewingindividualresponses.Ifyoudistributedthesurveyusingapanel,youwillbeabletoseethepanelinformationalongwitheachpanelist’sresponses.

o Ifyoupreviewasurvey,thepreviewresponsesarerecorded.Thesepreviewedresponsesshouldbedeletedfromthedatasetbeforeyoubegintoanalyzethedata.

o ThiscanbeaccomplishedbyviewingResponses.Qualtricsnotifiesyouofwhichresponsesarepreviewresponses.YoucandeletethesebyclickingontheboxtotheleftoftheResponseIDthenclickingtheredDelete.


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ViewingReports

ByclickingViewReportsandthenselectingInitialReport,youcanseedatafromthesurvey.Therearetwowaystonavigatethereport:

ClickingNextPage Clickingonthequestionsonthelefthandpane.

Youcanalsoaddgraphstoyourreport.Rememberthatthereareappropriateandinappropriatewaystopresentcertainkindsofdata.Itisourresponsibilitytopresentdatainawaythatfairlyrepresentstheresults.


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FilteringData

Filters:Clickingononeresponseallowsyoutoseetheresponsesprovidedbyonlythepeoplethatselectedthatresponse.Thisallowsyoutoseehowoneparticulargroupofpeople)respondedtotherestofthequestions.Forexample,youcanlookatonlytheanswersofthosewhoresponded“Yes”tothequestionaboutmakingachangebecauseofthisactivity.Filteringaccordingtoaquestionimmediatelychangestherestofthereport.Besurethatthefilterissetproperlybyusingtheoptionsbelow“If”

Responses Recorded/InProgress: Responsesthatarerecordedareresponsesthatarecompletedbythe

respondent.Thismeansthatrespondentsmadeittotheendofthesurvey,butnotthattheyansweredallofthequestions.

Responsesthatarein‐progressareresponsesthatarenotcompletedbytherespondent,ortheydidnotgettotheendofthesurvey.Youcansetatimeframeforclosingouttheseresponses,oryoucandeactivatethesurveytocaptureincompletebutin‐progressresponses.Theseresponsesthenbecomepartofthedata.

FilteredResponsestellsyouhowmanyresponsesmeetafiltercriterion.


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DownloadData

Youcandownloadanyreport,filteredorunfiltered.Graphsexportaspictures.TheycannotbeeditedinWord.Ifyouwanttoeditagraph,exportthetabletoExcelthenusethattocreateagraphthatiseditable.YoucanalsoexportagraphortableunderGraphActionsorTableActionswhichactivatesasyouscrollacrossthegraphortable.


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InterpretationofResults

Thegoalofevaluationistoimprovewhatyou’redoing aswellastocollectdataabouthowwellyourprogramisdoingandtogetaclearerpictureaboutyourskillsasaneducator.Whatcouldthispresenterdotoimprovetheresultsofthisevaluation?

A. Doyounoticeanyareasthatareinconsistent?

B. Whatareasarelowacrosstheboard?Whatcanbedonetoboostthescoreinthatarea?

C. Whatareasarehighacrosstheboard?Cananythingbeshortenedbecauseparticipantsalreadyhavealotofknowledge?

ENDOFPART3:REPORTINGANDANALYSISOFRESULTS

QuestionsforReview:

1. Toviewtheindividualanswersofonerespondent,Ineedtoclicka. TheResponsesbuttonundertheViewResultsTab.b. ViewResponsesinunderthePanelsTab.c. TheViewReportsbuttonundertheViewResultsTab.

2. (True/False)IcanaddagraphtomyreportusingtheAddGraphbutton.

3. Filteringareportallowsmetolookatdata

a. Asapercentageofthewhole.b. FromonlytherespondentswhoprovidedcertainanswersI’minterestedin.c. InthesamewaythatODwouldprovidetomeinawrittensummary.

4. Thepointofanalyzingevaluationreportsisto

a. Provemystrengthsasaneducator.b. Havesolidresultstoreportaboutmyprogram’soutcomes.c. Makingimprovementstomyalreadyawesomeprogram.d. Alloftheabove


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FORMOREINFORMATIONANDTRAININGWITHQUALTRICS

AllHelptopicscanbeviewedbyclickingtheyellow“GetHelp”buttonontherighthandsideofthepage.

Qualtricsalsoprovidestrainingwebinarsandrecordedtrainingsessionsforuserstodevelopmoreadvancedskill

SELF‐CHECKQUIZ

Youcancheckyourknowledgeaboutthistrainingsegmentbytakingtheselfassessmentquizthatwillbesenttoyouduringthebreakbetweensessions.


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INDEPENDENTPRACTICE

Teamupingroupsof2‐3peopletocompletethefollowingexercise:

1. BeginaQualtricssurveyusingquestionsyouareinterestedinknowing.YoumightchoosetouseaformfromthescanformssectionoftheODwebsite.

2. SharethesurveywithallofyourteammembersusingtheCollaboratebuttonunderMySurveys.

3. Yoursurveymusthave:a. Atleast3differentquestiontypes.b. Oneskiplogic/displaylogic.c. Atleast8questionsbutnotmorethan12questions(to

respectthetimeconstraintsofthistrainingsession).

4. Distributetothepanelwehavesentyouthatincludestoday’straininggroup.

5. Takeyourownsurveyandtheothersurveyssenttoyoubymembersofthistraininggroup.

6. Withyourgroup,analyzeyourdataandtrytodeterminewhatdecisionforprogramimprovementcouldbemadebasedonyourdata.

Wewillbeavailableforhelpandsupportasyoupracticeyouronlinesurveydevelopmentskills.

organizational development qualtrics® online surveys...

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