Newcastle University Online Survey Training

Transcription

1 Newcastle University Online Survey Training The aim of this session is to provide users direction on how to setup Stage Evaluation surveys using the MEG and EvaSys. last update April

2 Before you get started You MUST be a registered user on the MEG and EvaSys to set up a stage evaluation. If you are not a registered user, then your School Manager/Administrator must request you be registered by notifying the IT Service Desk. 2

3 Some Stage Evaluation Basics All UG stages, other than the intercalating and final stage, must be evaluated every year using the University approved online stage evaluation delivery system - EvaSys. Exchange programmes do not need to be included this student group are included in the International Student Barometer (ISB). Only in exceptional circumstances can Schools or programmes be exempted from participating in stage evaluations using EvaSys. EvaSys uses data pulled from SAP about students and an Excel spreadsheet about the programmes. The data is pulled together by another system call the MEG, which stands for Module Evaluation data Generator (names can be deceiving it works for stage evaluations too!). 3

4 Data pass through MOFS SAP Excel MEG EvaSys 4

5 Using the MEG Login to the MEG at Your username and password is your usual University login name and password. 5

6 1. The entry screen defaults to the Module Search screen, select Programme Search. 2. If you know the programme code of the evaluation you wish to set up enter it in Programme Code box; otherwise, you will need to click on Search, see next slide. 3. Select the correct academic year from the dropdown menu next to Academic Year. 4. The Survey Type should always be Online, so do not change it. 5. Select your school or academic unit from the dropdown menu next to School. 6. Finally, select the stage from the dropdown menu next to Stage. 6

7 You can select multiple programmes to generate data for but the stage being evaluated must be the same. By clicking Search you will see all available programmes. Select the programmes you want to evaluate. Click Generate Data to move to the next step. 7

8 After clicking Generate Data, you will see summary screen like that shown above. It is very IMPORTANT you check the summary values for any errors, as any errors will prevent data from importing into EvaSys. Someone MUST be named as the Programme Leader, if this is missing, then you will need to contact LTDS If the number of participants are wrong, you will need to investigate this through SAP too. Click Generate Xml File if everything is correct. 8

9 Select Save As and save the download somewhere you can find it. You do not need to open the document as it contains.xml coding, which you should never change. Once you have saved down the.xml file you are ready to import the data into EvaSys. 9

10 Using EvaSys Login to the EvaSys at Your University id and your EvaSys password. 10

11 The entry screen should look similar to what you see above, but you should only have one subunit assigned per login account. 11

12 To import the xml. file from the MEG into EvaSys, you will need to select the Data Import on the left hand side of the entry screen. 12

13 Click Choose file and find the xml. file saved down from the MEG. Once located, select it and click Import. 13

14 You should now see a summary screen similar to the one above. For Change the evaluation period for all courses, you MUST change the dropdown on the top of the screen from Repetitive to the current Semester and Academic Year; e.g., SEM2-17/18. Now click Import. Your screen will go back to the Data Import screen, where you will see an information box with as message stating Import procedure was imported successfully. 14

15 You are now ready to generate a Stage Evaluation Select Generate Surveys from the left hand menu. This takes you to the Generate Surveys screen. Do NOT tick the Switch to Module Surveys box. 15

16 From the Generate Surveys screen, you are ready to select your 1. Subunit and 2. Survey Period. 3. Course Type - select the stage that you are generating surveys for e.g. Stage 1 Stage Evaluation for stage 1 surveys. 4. Questionnaire for all Stage Evaluations, regardless of stage, STG-NU should be selected. 5. Course(s) select the programmes you are generating surveys for. Once you have selected information in all 5 boxes, then you MUST select PSWD Based and Use Time Control. This is very important!! If you don t select these options, then your stage evaluation WILL disappear as it has no time constraints set to it, although the MEG data will be used. Once you are satisfied with your selections, click Generate Survey. 16

17 You will now be on the Scheduled Task screen, again this should be very straightforward; just the four tasks. Task 1. PSWD to respondents is where the evaluation opening date and time is set. schedule Click Activate and the select the date and time by clicking on the calendar icon. On this is done, click Save. If you are setting up more than one survey at a time, you will need to click apply to all. Please do not change anything on the to students. 17

18 Task 2. Online survey reminder is where your schedule reminders to be sent to students who have NOT already filled out the evaluation. Using a reminder is optional. Click Activate and select the date and time you want the reminders to start similar to what you did for Task 1. You can either choose Single reminder or select Multiple reminders where you select the frequency from a dropdown menu. Click Save or Apply to All when you are done. 18

19 Task 3. Response Rate Notification is where schedule an to be sent to an academic/administrator if a response rate is not reached by a set date. Click Activate to set date and time the notice will be sent set response rate threshold select method for calculating the response rate identify to whom the notice will be sent Click Save or Apply to All when you are done. 19

20 Task 4. Finish Survey is where you set the closing date and time for the stage evaluation. Click Activate to set the date and time. You also have the option to tick a box to Automatic report dispatch (PDF) to the instructor(s) after closing the survey. For stage evaluations this will be sent to the Programme Leader as identified in the MEG. Click Save or Apply to All when you are done. 20

21 Final Checks You can check (at any time) that your stage evaluation(s) are ready or make amendments to it by clicking the Administrative Dashboard of Scheduled Tasks option from the left hand menu. 21

22 Final Checks All surveys are held in EvaSys against a named admin contact. If you do not know who this is for your School you can identify them by looking at the [CO] column in the subunit screen. Clicking into this person s name will open a list of previous and current academic year surveys 22

23 Notes SAgE Stage Evaluations from 16/17 are in the old School structure, the generic log ins can be used to find these. Surveys should be opened no earlier than the end of the Semester 2 assessment period, and closed by the end of Teaching Week 2 of the next academic year. 23

24 Additional Help If you have followed all the steps in this guidance and are experiencing problems setting up a stage evaluation, then please submit a service ticket with the IT Service Desk on extension You will need to specify that your request is Specific to setting up stage evaluations What stages (codes and names) are involved The name of your EvaSys subunit At what step in the process the problem occurred A brief description of the problem Without the above information help will be delayed, so please provide as much detail as possible. 24