Surveys
Overview
The Survey section of the Insights module allows for the creation, management and analysis of surveys specifically targeting a student audience.
These surveys are a useful tool to gather feedback and information. Survey responses are not available for integration into student reports, and are moreso used to track student responses, participation and attitudes in regards to certain topics.
To access the Surveys section of the Insights module hover over the Community menu (people icon) from the navigation menu > select Insights > Select the 'Surveys' tab.
This will bring you to the Survey section of the Insights module. From here you can create a new Survey using any previously created templates, or edit pre-existing surveys.
Permissions
There are two levels of permissions that apply to Surveys:
InsightsViewAll: This gives the user access to the Insights via the Community menu to view only existing cycles and surveys.
InsightsPower: This gives the user access ot the Insights page via URL. They can view/edit/add their own Insights cycles. They can view/edit/add all Surveys.
Creating A Survey Template
Click on the '+ Add Survey Template' button from within the 'Templates' tab, and 'Surveys' sub-tab, to create a new template.
You will need to fill in the following fields in order to create your template.
Please see below for a description of these fields:
| Name | The name that will be displayed for the template |
| Description | The description that will be displayed for the template |
| Default | All schools are set up with a 'default' template. This template is available for use by all staff and has has 'Show response history' selected. These fields can be changed by editing the default template and the default template can be changed. There can only be one default template at any given time. |
| Open for use by staff | This is the placeholder used to insert the field input into letters, emails and SMS messages sent through the Chronicle template. This field must be unique, not contain any special characters, and must start and finish with curly brackets. For example: {Overview}. It may help to think of this placeholder in the same way as a merge field is used in MS Word. |
| Show response history | If this box is ticked then response data will display where there is a previous reponse for the enrolled user provided the same questions are used and the cycles are in the same group |
Questions
Survey questions can be targeted to Students, and can be added at both the template and Survey level.
To add questions, click the '+ Add Question' button. Clicking this button will open the 'Add Question' dialog box.
There are then four fields that need to be filled-out to successfully add a question:
| Group | This option allows for questions to be grouped together by a heading. Examples of group names include Personal, Wellbeing, Reflection |
| Question | This text box is where the administrator will enter the question that is being asked of the participant. There is no maximum length to this entry, however, succinct questions will maximise user participation in the process. |
| Answer Mode | This will allow for users to select from seven answer styles: Text - The user is able to enter as much text as they require to answer the question Radio Button - The user is able to select one answer from a group of pre-defined options set by the Survey Administrator Check Box - A number of options are provided to the user and they can tick box to select as many options as appropriate List - The user is able to select as many options as is relevant from the dropdown list. Numbered Range - The user must select an option between the defined numbers, pre-defined by the Administrator. This can be on a scale of 1-4, 1-5, 1-7. |
| Question For | This option allows you to select the targeted audience who will answer the question entered. Please note that Surveys are designed to use by students. |
Please note that if you have selected any of the Answer Modes, aside from Text, then an additional option will be added to the Add Question window. This will allow you to add options for the user to select relating to the question asked. To commit the response, press Enter on your keyboard. (Please keep in mind if you have selected a Numbered Range option you cannot change the number of options available within the range).
There is also a Mandatory checkbox available when adding a question. This checkbox used to ensure that a specific question is answered within the survey. If this checkbox is selected, a participant will not be able to complete the Survey without answering this question.
Edit A Template
To edit a Survey template once created, navigate to the desired Template by selecting the Templates Tab within Insights > Surveys sub-tab > Pencil Icon beside the relevant Survey Template.
Questions can be added via the '+ Add Question' option, edited by pencil icon to the right of the entry, or removed by the red X button to the right of the entry. Options can also be removed by the red X button on the right-hand side of the Add Option menu, or edited by the pencil icon. The order in which the options display can also be changed by clicking and dragging using your mouse.
Please note that changes applied to Survey Templates will not affect previously created Surveys using this template, only Surveys created from that point on.
How To Create A Survey
- Whether the staff will be able to see results
- Whether the results will be de-identified (not attributed to a particular student when results are being reviewed).
Targets Tab
The Targets tab is where a Survey Administrator can add Targets to the survey. These targets are the students who are set to complete the survey, and their related teachers.
These targets can be filtered by Student Group, Teacher or Class, which provide you with different options to filter the targeted students.
All of these filters include the ability for the survey administrator to further filter the targeted students by specifying a particular Year Level, Form and House.
Additionally, all filters include the option for school administrators to filter the Percentage of Students from within the above classification that are included in the survey. This is on a range from 10% - 100 %. This will allow you to determine how many students you would like from the above classification to take part in the survey e.g. Percentage of Students: 50% would mean that 50% of the students who meet the above classifications would be enrolled to take part in the survey.
Add By Student Group
When adding by student group, the survey administrator will have the ability to further filter the targeted students by specifying a particular Year Level, Form and House, if applicable.
There is also the option to filter the Percentage of Students from the above classification from 10% - 100 %. This will allow you to determine how many students you would like from the above classification to take part in the survey e.g. Percentage of Students: 50% would mean that 50% of the students who meet the above classifications would be enrolled to take part in the survey.
Selecting the Add button will then add these students to the list of targeted students below.
Add By Teacher
When adding target students by teacher, the survey administrator will additionally able to select the specific teacher they wish to filter students by, as well as a select class taught by that teacher via the 'Select Teacher' and 'Select Class' dropdown menus respectively.
For example, if John Smith and Jane Doe take all of their 7-10 Science classes on a science camp, and would like to conduct a post camp survey to see how much the students learned, it might be applicable for the survey to be filtered so that only students of John and Jane's students can complete the survey.
Add By Class
When adding by class, the survey administrator will have the ability to further filter the targetted students by specifying the 'Select Class' and 'Student enrolment bounds'. This will allow for users to ensure that relevant students can be targetted, and students who may have been enrolled in the class, but are not required to take part in the survey can be excluded.
For example, if John Smith and Jane Doe only take their Year 7 Science Classes on a science camp, and would like to conduct a post camp survey to see how much the students learned, it might be applicable for the survey to be filtered so that only John and Jane's class can complete it. Additionally, John and Jane may also want to add enrolment bounds to ensure that only the students who were enrolled in the class during the period of the camp are able to take part in the survey, and not students who may have since been added to the class as later enrolments.
Once the targeted students have been filtered as appropriate, the tables will populate as below:
Teachers and classes to be targeted in this Survey will display in the first table.
Students in the selected class, who will provide results for this Survey, will display in the second table.
Please note that students will display in relation to their teacher, so to view the specific student's of Florence Flynn, you will need to select Florence's name from the first table to show Florence's class in the second table.
Removing Teachers, Classes or Students from the Survey:
To remove Students or teachers from the targeted list, simply select the corresponding 'X' to their name. Please note that the following warning will display:
This will need to be confirmed before the student is removed.
Questions Tab
Questions can be viewed, added, deleted, or edited via the Questions Tab. Questions will display within the group they have been set to display in. The order in which the questions and groups display here, will be the order they display on the Survey when being completed.
Add
To add a new question, select the '+ Add Question' button to the top-left of the table.
To copy the questions recorded in a different survey cycle, select the dropdown menu and the cycle you wish to copy the questions from. Once the desired cycle has been selected, selecting the 'Copy Questions' button will add these to your survey cycle.
Move
To move a question, simply select the desired question and drag it into the order you wish it to appear within its group. Please note that you cannot reorder questions between groups.
Edit
To edit a question, select the pencil icon to the right of the relevant question to update the:
- ​Group
- Question
- Answer Mode
- Associated Options (if relevant)
- Mandatory completion
as desired. To save the updated changes, select the 'Update' button.
Remove
To remove a question, select the corresponding 'X' to the right of the question's row.
How To Complete A Survey
Targeted students will be able to locate and complete the survey from the Start Date listed in the Survey's settings, until the End Date.
This can be achieved by the student navigating to their profile, selecting the 'Insights' tab, and locating the survey under the Survey's subsection of this tab.
Please note that, depending on the quantity of Insight Cycles, they may need to scroll down to locate the Surveys table.
The survey will then be filtered by its defined sub-category e.g. Year 9 English, and identified by the class's teacher.
To complete this survey, students need to simply select the survey title. This will a pop-up window where student's will be prompted to fill in their answers. All questions marked with a red '*' are mandatory questions that a student will have to answer before saving the survey. If not, the survey will display with the below pop-up message:
How To Access Survey Responses
Individual Student Responses
Individual survey responses can also be viewed by navigating to a student's profile, selecting the 'Insights' tab, and locating the survey under the Survey's subsection of this tab. By selecting the title of the relevant survey, the student's inputted answers will display. There is the option to review these within the Compass Portal, or select Print to physical print out a copy of the student's individual answers.
Overall Survey Responses & Analysis
Survey Responses can be viewed under the Results tab within the Survey (Community Icon > Insights > Surveys > Selected Survey > Results tab).
From here, results can be viewed overall, by teacher/class, or as raw results.
Please note that only numerical values will display as an average on the graphs.
On the Total Averages tab, you will be able to:
- View the overall average score for numerical questions
- Export a PDF of this graph via the 'Export as PDF' button
From the Teacher/Class Averages tab, you will be able to:
- View how many students have responded to the survey (respondents) per class
- View a graph of the class's average score for numerical question
- Export responses per class. This will display the student's and their corresponding responses per question.
From the Raw Results tab, you will be able to downlod the raw responses of students as an export.
There are two exports available:
Raw Response Data:
This will export will display the raw results of all targeted students (inclusive of students who are yet to answer the survey).
Response Data - Number of responses:
This export will show the raw results of targeted students who have responded to the survey.
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