1. Jenny DeBruyn, CAREER DEVELOPMENT COORDINATOR
QUEEN’S UNIVERSITY FACULTY OF LAW
KINGSTON, ONTARIO, CANADA

2. Agenda What can I use the Survey Module For?
Before you start – things to think about
Basic setup tips
Reporting

3. What Can I Use the Survey Module For?
Satisfaction surveys
Collect data
Registration or application forms
Post-event, counselling satisfaction surveys
Requesting information about job placements – example, we do a summer job survey to find out information like where students found their job, what they are being paid, how many jobs they applied to etc
Forms for event registration, or job application forms – ex. clinics wanted to track which of 5 clinics each student was applying for summer and credit positions, created a survey to serve as the application form

4. Be Strategic! Think Before You Create
Know what you want to get out of the survey and who is completing it
Will respondents complete the survey through CSM?
Will the survey be mandatory? Do you want it to be anonymous?
What information will be mandatory?
What might you want to report on?
Be Strategic! Think Before You Create
What is the purpose of the survey and who his completing it
How will they complete it?
What information will be mandatory, what are you ok with respondents not filling out?
What data will you want to pull from the survey ? Ex. First year of clinic application form, we created the survey to mimic their previous paper form… afterward, they wanted information that we didn’t collect. This year, before starting the survey, we asked what they might want to report on after the process is over

5. Map it before you create it
Sketch out your survey order in advance
This ensures you:
Don’t forget a question/field
Limit errors in creating questions
Create questions in the correct order for cleaner reporting
Beyond thinking through your survey strategy, you should consider the actual layout of the survey
This will help limit errors and make your reporting cleaner

6. Example - First Name (text field) Last Name (text field)
(text field)
Class Year (picklist)
Summer Plans –Work, Internship, Academic Program, Travel, Other (picklist)
How many positions applied to (text field)
Employer Name (text field)
Employer Location (text field)
Law-Related Employment/Internship –Law- related job, Law-related internship, not law- related (picklist)
Location of Law Related Employment/internship– Canada – Ontario/GTA, Ontario Outside GTA, Western Canada, Eastern Canada, -International (picklist)
How Placement Found – Formal Recruitment, Self-Directed Job Search, Posting on CSM, Return to Previous Employer, Posting on another Site, Other (picklist)
Income (hourly or weekly) (textfield?)
CDO student mentor? (yes/no)
Here’s an example of what I mapped out for our summer options survey.
Very basic, but notes what the fields will be, what types of widgets will be used (ex. Text field, pick list), and what order they will be in

7. Create your survey Click “Add New”
Once you’ve planned your survey, it’s time to create it.

8. Basic Setup
If survey will be completed through CSM, you can control who has access to it, ie. by student year
-Sorting options are available under the “Eligible Responders” tab and will be available as per other modules – ie by flag, status, graduation date, bid sessions (ex. You could send it only to students who participated in the OCI process) etc

9. Basic Setup Continued
This is to create a link for the survey that can be sent to anyone
External links allow respondents not using Symplicity to complete the survey and are also required for anonymous surveys
For satisfaction surveys, it is recommended to select Yes for Anonymous

10. Linking Survey to Student or Contact
Pros:
Responses are linked to the student or contact record in the system
Option to “force” the survey
Richer reporting options
Cons:
Student or contact has to navigate to the survey section of CSM

11. These fields will appear in the editor even if you have selected an anonymous survey, but they will NOT show up on the live survey
- This is just a note because this caused me confusion the first time I created an anonymous survey

12. A Few Tips
Before you add questions, make sure one hasn’t already been created
Select the correct type of widget
Note: Once the survey has been saved, you cannot change the widget

13. Widgets - Examples

14. Picklists
Select from a pre-existing one from your system or create a custom one
Must first create the picklist question and publish the survey before you will be able to edit the picklist
After the picklist is saved, click “Edit this picklist
Picklists are the options you have to select from and are used for the following widgets – checkboxes, picklist, radio buttons,
Additional information in the Neighborhood under Cheatsheets and Manuals – Picklists:

15. Dependencies
Respondents only have to answer questions relevant to them
Question only visible when certain answers are provided for:
yes/no questions
Picklists (including radio buttons & check boxes)
Helpful for complicated registration forms
ex. what year student do you hire? If 2L is selected, then only questions about 2L students will show

16. Before you Publish - Preview
Click preview before publishing your survey to ensure you have selected the right widgets before you are locked into your selections

17. If You Make a Mistake
If you add a field in error, before deleting it rename it “DELETE” – this will make reporting easier

18. REPORTING
Select the “Reporting” tab
Click “Add New”

19. Name the report Count of responses
Note – the first several fields that you can select to include in your report can only be used if your survey is NOT anonymous.
Count of responses

20. Reporting - Continued
Find and select questions included in your survey
Reminder: Every survey question that you saved while creating the survey, even if you deleted it, will show as an option to report on.
This is why it is a good idea to rename the question to include the word “DELETE” if you make an error setting up the survey.
If you accidentally select a field that had been deleted, you can go back and edit afterward

21. Additional sections connected to other records in the system such as contact, student, employer etc.
Will only produce results if your survey is connected to those records
Ex. if a student submits their survey through Symplicity rather than through a hyperlink
When survey response was created - under “Survey Response: Survey Name: Response”

22. Exporting to Excel
May need some formatting - Every field will start with “Survey Response: Survey Name:”
To clear – copy the words that every section starts with and do “Find and Replace” (CTRL F)
A note about the order of the columns: In general, the fields will pull in the order that they are entered into the survey at the time that you create it.

23. Quick View Reports
Quick summary of measurable survey results by question
Text fields in your survey such as “Name”, “ Address”, or other text boxes will not be available for Quick View Reports.
Must enter a date range for responses in order to create a quick view report.

24. Each question will appear on a separate tab. Quick charts by question
Warning – If you go into a new survey and select “Quick View Reports” the results tab will automatically show the most recent results requested, even if it is from a different survey.
Click the “Start Over” button to resubmit your parameters for the Quick View Report.

25. Viewing Responses All survey responses submitted
View complete survey response form from an individual respondent.

26. Batch Options
each respondent
Print responses
Delete responses

27. Print Survey Responses
Each survey response will print on a separate page.
TIP - use this screen to create confirmation reports by selecting and copying all of the data for a particular response and pasting it into a simple template

28. For more information on surveys search “Survey” under “cheatsheets and manuals” in the Neighborhood or visit: