Administration Process Overview

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Christal Freeman
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Multi- Rater Edition Administration Process Overview This is TalentSmart s self-guided administration process for the Emotional Intelligence Appraisal Multi-Rater Edition.

1 Multi- Rater Edition Administration Process Overview This is TalentSmart s self-guided administration process for the Emotional Intelligence Appraisal Multi-Rater Edition. We appreciate the time and effort it takes to launch groups of assessments, which is why we have made the administration process seamless and easy via the Manage My Assessments feature of My TalentSmart. The administration process for the appraisal is broken down into 15 simple steps. The following pages will guide you through each step to successfully administer the assessment. Start Administration Process 1. Collect Survey Participant Information 2. Collect Rater s 3. Log In to MyTalentSmart 6. Add Invitation Details 5. Set Up Participant and Rater Info 4. Access Manage My Assessments 7. Enter Survey Deadline 8. Set Reminder Schedule 9. Enter Bounce-back 12. Schedule Invitation Delivery 11. Save Invitation Details 10. Edit Survey Invitation 13. Add Raters (When Necessary) 14. Monitor Data Collection 15. Create Report Congratulations! You are finished! 1

2 Getting Started 1. Collect Survey Participant Information. Collect the address of each person who will be participating in the assessment, and the correct spelling of his or her first and last names. We know this may seem obvious, but the name will be printed on the report so the person s first and last names are important. 2. Collect Rater s. Also collect the addresses of the people who will be raters. It is always a good idea to include the people who are most familiar with the person being rated and to invite a few more people than you initially think will respond. You can invite up to 50 people to rate the survey participant, but a minimum of 3 raters is required (in addition to the survey participant). If you are not the person being rated, you can use our template and invite form to help you collect the raters addresses. Click here for the template. Click here for the invitation form. If you are administering this process for multiple survey participants, please gather the information in Steps 1 and 2 for each participant before moving on. This will save you time later. If some participants are not able to save their completed invite form without purchasing an Adobe extension package, you may instruct them to fill out the form, print it out, and fax it to you as part of Step 1 in the template. 3. Log In to Your My TalentSmart Account. Go to and enter your address and password to access your account. If you have forgotten your password, click on Forgot Password? and enter the address you used to create your account. Your password will then be ed to you shortly. 4. Access the Manage My Assessments Tool. Once logged in to your My TalentSmart Account, locate the account menu on the top of the page and click on the Manage My Assessments option. A table will appear with your history of assessment purchases. Select the order of assessments that you would like to administer by clicking on the product name. You will now be on a page titled Manage My Assessments TalentSmart calls this the Administration Page. This is the place where you will manage the administration process for your group of assessments. You will find two tables on this page, the At A Glance table and the Manage My Assessments table. 2

3 Administration Page The At A Glance table provides a quick summary of the group of assessments that you purchased. The table provides you with the assessment s details, purchase date, and the status summary for invitations sent, assessments completed, and reports created. You can also add a group name to label your purchase. The Manage My Assessments table will be your central focus for the beginning portion of the administration process, the table looks like the example below. Each assessment in your order is given its own row and is designated by a number to the left of the Participant Information column. 3

4 Column 1: Participant Information 5. Set Up Participant and Rater Information. On your first assessment, click on Add under the first column of the table, titled Participant Information. Fill in the participant s first name, last name, and address. Next, type in the rater s and click Submit. You will be brought back to the Administration Page, and the survey participant s name should be filled in under the Participant Information column. You will also see the number of raters you entered. If you have more than one assessment, repeat this step for the rest of the assessments before you move on to the next step. If you purchased more assessments than you are ready to use, just repeat this step for the assessments you want to use at this time. You can come back at any time to use the rest of the assessments in this group. They do not have to be filled out all at once. Column 2: Assessment Invitation 6. Add Assessment Invitation Details. There are two options for filling out assessment invitation details. The assessment invitation details include the assessment deadline, reminder frequency, bounce-back address, and invitation content. If you would like these details to be the same for all assessments click on Group Setup at the very top of the second column. If each assessment will have different assessment invitation details click on Add under the second column next to your first assessment. 7. Enter Survey Deadline. Set a deadline for when you want the survey to be completed. Enter the date beneath the label When is the deadline for completing the assessment?. The participant and raters will be notified of this deadline in the survey invitation that will be sent. Note: Once the deadline has passed, the participant and raters will not be able to log in and complete the survey. Usually, we recommend setting the survey deadline two weeks after the survey invitations have been sent out so that participants and raters have enough time to complete the survey. Plan for extra time so that you can extend the deadline if you still have not received the participants responses or sufficient rater feedback. Should you need to extend the survey deadline after you have sent out the invitation , just select a new deadline date from the drop-down box and then click Submit. Whenever a deadline has changed after the initial invitation has been sent, an will be sent to the participants and raters that have not already responded notifying them of the deadline change. 4

5 Column 2: Assessment Invitation (continued) ADMINISTRATION STEPS 8. Set Reminder Schedule. Reminder s will be sent out to the participants and raters if they have not completed the survey. You can choose how frequently reminder s are sent by entering the frequency of reminders under the question How often would you like a reminder sent to the participant?. These s will remind the participants of their login information and the deadline date. If you d like to start off with one reminder schedule but change the frequency later, you can do so by selecting a different reminder frequency and clicking Submit. 9. Enter Bounce-back . In the next field, beneath the label If any of your invitations bounce back, what address should we send them to?, there is a place to enter an address where bounce-back s will be sent if the address is entered incorrectly or if the address no longer exists. This is typically the address of the person administering the assessment. 10. Edit Survey Invitation. If you would like to see what the invitation looks like for the participant or raters, click on the sentence View Participant/Rater Outgoing Message. The text field boxes allow you to enter your own messages if you d like to personalize the invitation s. Once you have entered your text click Preview to see the message exactly as it will be received. Below is an example of a participant invitation that has been customized. 5

6 Column 2: Assessment Invitation (continued) 11. Save Assessment Invitation Details. If you chose the Group Setup option click Submit and the details will be applied to all assessments in this group. If you chose to set up the invitation details for just one person you can click Submit and you will be brought back to the Administration Page. This assessment will now have a View/Edit button, instead of an Add button, indicating that the invitation details were applied only to this assessment. Repeat Steps 6 through 11 for the rest of your assessments before moving on to the next steps. If you set up the details for just the first assessment but would like to apply the details to the rest of the assessments in this group, you can click on the box next to Automatically apply these assessment invitation details to all assessments at the bottom of the page. This will apply the details that you selected for this assessment to the rest of your assessments, which means you won t have to fill this page out for each assessment! Once you have selected the box, click OK, and then Submit. You will be brought back to the Administration Page. Clicking Submit will not send invitations at this time. Each assessment in this group will now have an Edit button, instead of an Add button, indicating that the invitation details were applied to every assessment. If at a later time you need to update any of the assessment invitation details, click on View/Edit under the Assessment Invitation column on the Administration Page for a given assessment and make your changes. If you would like this change to be applied only to this particular assessment, make sure the box next to the sentence Automatically apply these assessment invitation details to all assessments is unchecked before clicking Submit. If you would like the changes made to all assessments, then make sure this box is checked before clicking Submit. You can also change the Group Setup if you would like the changes to apply to all assessments. Column 3: Assessment Status ADMINISTRATION STEPS 12. Schedule Invitation Delivery. On your first assessment, click on Schedule Invitation Delivery under the third column, titled Assessment Status. If you are ready to have the invitation sent to the participants, select Send the invitation immediately. If you would like to schedule the invitation to be sent out on a different day, select Send the invitation at a future date, and select the future date you d like. If the invitation delivery schedule applies to all of the assessments you have currently set up, you can click on the box next to Automatically send invitations on the date selected above for all assessments that have been set up at the bottom of the page. This will apply this date to the rest of your assessments that have been set up, which means you won t have to fill this page out for each assessment! Click OK and then Submit. Note: The invitation delivery date will apply only to assessments that have been set up. That is, the delivery date will not be applied to assessments 6

7 Column 3: Assessment Status that have not had Steps 5 through 11 completed. If you want the invitation delivery to be applied to all of your assessments, complete Steps 5 through 11 for all of your assessments before scheduling the invitation delivery. If you would like to send out the invitation s at different times for the assessments in this order, then make sure the box next to Automatically send invitations on the date selected above for all assessments that have been set up is left unchecked and then click Submit. Repeat this step for the rest of your assessments. If you chose to send the invitations automatically: An invitation will be automatically sent from talentsmart@ talentsmart.com to the participants and raters, and you will be brought back to the Administration Page. In the Assessment Status column, you will now see a blue envelope icon ( ) and the message: # rater invitations have been sent Self-Assessment NOT complete 0 of # rater assessments complete. If you chose to send the invitations in the future: invitations to the participant and raters will be scheduled to be sent out on the date you have selected, and you will be brought back to the Administration Page. In the Assessment Status column, you will now see the message Invitations will be sent on XXX. There will also be an Edit Delivery Date button. If you d like to change the invitation delivery date, you can do so by clicking this button and changing the date. On the scheduled date, invitation s will be automatically sent from talentsmart@ talentsmart.com. When this has occurred, you will then see a blue envelope icon ( )and the message: # rater invitations have been sent Self-Assessment NOT complete 0 of # rater assessments complete. 13. Add Additional Raters (When Necessary). If the participant identifies additional people they would like to rate them, simply click Edit under the Participant s name in the first column and then type in the additional rater addresses. Click Submit and you will be brought back to the Administration Page. You will see that the far right column now has a red envelope icon ( ) and the message # invitations have NOT been sent. To send this additional invitation, click on Send Additional Invitations and repeat step #12. 7

Monitoring Your Assessments You can monitor the assessment status by logging back in to your My TalentSmart account at anytime and accessing the Manage My Assessments tool (by repeating Steps 3 and

8 Monitoring Your Assessments You can monitor the assessment status by logging back in to your My TalentSmart account at anytime and accessing the Manage My Assessments tool (by repeating Steps 3 and 4). 14. Monitor Data Collection. Under the first table on the Administration Page, titled At A Glance, you will be able to quickly scan the overall status of your assessments, including how many assessment invitations in your order have been sent, how many assessments have been completed, how many raters have responded, and how many reports have been created (see the example below). Additionally, each individual assessment will have a status update under the column Assessment Status on the second table titled Manage My Assessments: Assessments that have had invitations sent out will have a blue envelope ( ) displayed next to them. If an assessment has invitations that have not been sent out a red enveloped ( ) will be displayed. Self-Assessments that have been completed will have a green check mark ( ) displayed next to them. The percent of rater assessments that have been completed be displayed in orange ( ). Assessments that have had their reports created will have a red.pdf icon ( )displayed next to them. 8

9 Create Report When the participant has completed their self-assessment and a minimum of 3 raters have responded a new action, Create Report, will also appear in the third column. 15. Create the Report. When the self-assessment and a minimum of 3 rater assessments have been completed and you are ready to create the report, click Create Report. If you would like to create the reports of all completed assessments, select Yes then click Submit. If you would like to create the report for the assessment you have selected, but not for others, select No then click OK. Once the Create Report button has been activated, you can create the report at any time, with one caution. After you click Create Report, the administration process is complete and all individuals who have not yet completed the survey will no longer have access to it. You should not create the report until the survey deadline has passed. You will be brought back to the Administration Page, and a PDF icon ( column for each assessment that has a created report. )will now appear in the Assessment Status The information in the Assessment Status column will also change to provide you with three different options: 1) Download PDF Report, 2) View Online Report, and 3) This Report. These options will always be available, so you can come back to this Administration Page in the future to access or the report. At this time, the only person able to view the report is you. There are three ways to share the report: 1) print a hard copy for someone, 2) the report to someone, or 3) provide the URL and password to access the online report (the URL is and you can find the password by turning to page 1 of their PDF results report. Congratulations! You have successfully completed the administration of the Emotional Intelligence Appraisal Multi-Rater. If you have any questions or would like further support, please call a TalentSmart consultant at or SMART (toll free), or send an online support request at 9

LimeSurvey. You must have at least one group in each survey, even if you do not wish to divide the survey into multiple groups.

LimeSurvey. You must have at least one group in each survey, even if you do not wish to divide the survey into multiple groups. LimeSurvey Basic Survey Elements A survey has three integral elements, each of which must exist: 1) A survey name 2) At least one group 3) At least one question Survey Name The survey name provides the