How to Create a Survey Template - Admins

User Roles
Institutional Admin, College Admin, Department Admin

Survey Template

Instructions:

1. Click on the hamburger icon (the three horizontal lines) next to AEFIS Dashboard.
   
2. Click on Survey Templates.
   

Add Survey Template

Instructions:

1. Click on +Add Survey Template button
   
   
2. Name: Create a Name for your Survey Template
   
   
3. Survey Type:
   • Survey Participants: Students
   • Anonymous
   • Survey Participants: Faculty
   • Not Anonymous
   • Survey Participants: Students and/or Faculty
   • Anonymous or Not Anonymous
   • Survey Participants: User Group (CSV with First Name, Last Name, and email address)
   • Not Anonymous
   • Survey Participants: User Group (CSV with First Name, Last Name, and email address)
   • Not Anonymous
1. Student Course Evaluation
2. Faculty Course Evaluation
3. General Course Survey
4. Alumni Survey
5. External Survey

Survey Template Checklist

Instructions:

1. Any item marked with a red asterisk is required and you are not able to finalize without those being completed.
   
   

Details

Instructions:

1. Template Name: Change the name of the template at any time that is in “Draft” Status.
2. Description (Optional)
3. Instructions (Optional): These instructions will appear at the top of the survey form.
4. Thank You Text (Optional): This will show in a pop-up box after the user submits the survey.
   
   

Template Designer

Instructions:

1. Click Edit button
2. Name “Section 1” (ex. Course Questions)
3. Click +Add Question button to add a question to the section.
   
   
4. Question Types:
   • Multi-Choice, Single Answer: Can be used on ANY survey type.
   • Multi-Choice, Multi Answer: Can be used on ANY survey type.
   • Text/Memo: Can be used on ANY survey type.
   • True/False: Can be used on ANY survey type.
   • Single Line Text: Can be used on ANY survey type.
   • Document Request: Can be used on ANY survey type.
   • Instructor Multi-Choice: Can ONLY be used on Student Course Evaluation.
     • Choose whether to ask the question to primary and/or secondary instructors.
   • CLO Placeholder - Student: Can ONLY be used on Student or Faculty Course Evaluations.
     • If Course Learning Outcomes have been added to the Course then the survey form will automatically display them.
   • Text Block, No Answer: Can be used on ANY survey type.
   • Drop-Down Select: Can be used on ANY survey type.
   • Course Section Questions: Can ONLY be used for Student Course Evaluation.
     • Instructors can add question through their course section and they will automatically appear in the survey form.
   • Instructor Text/Memo: Can ONLY be used for Student Course Evaluation.
     • Choose whether to ask the question to primary and/or secondary instructors.
5. No Answer Option: DO NOT TYPE in No Answer as a Question Option. Please use the drop-down box. If you do not use the drop-down box your aggregate results will incorrect.
   
   
6. Use (+) to add question options and the (x) to remove question options.
7. Check off “Save to Question Library” if you would like to use the same question in multiple survey templates.
   

Add Section

Instructions:

1. Click on “+Section” button at the top of the screen.
   
   

Edit/Copy Question

Instructions:

1. Click on the “Question-XXXX”.
2. Click Edit:
• Change the Question Type, Question or Question Option
3. Click Copy
• Make a copy of your question and change the Question Type, Question or Question Options
• This is great to use if they are using the same question options in multiple questions.
4. Tag: Create easy ways to search for your question in the Question Library. (ex. Department Name, Type of Question)
5. Remove: Delete the question from your survey template
   
   

Configuration Options

Instructions:

1. Click on the gear icon on the bottom left corner of the question box.
   
   
2. Answer Required: Check this off by the question or click the asterisk on the top of the page next to the +Section and eyeball icon.
3. Add Comment Field: Can be added to any Multi Choice Type Question
4. Display Options Horizontally: By default, all question options will display vertically.
5. Ascending Numeric Values: By default, all questions have the values for the question options go from 1 -> 5 or lowest value to greatest value.
• If unchecked the numeric values will be switched to descending. 5 -> 1 or greatest value to lowest value.
6. Use As Metric: Choose 1 or 2 Multiple Choice type questions that are used in graphs throughout AEFIS. Typically these are 2 more important questions that will give your faculty a quick way to see how they are doing. (i.e. Overall Instructor or Overall Course)
• If you DO NOT have a multiple choice type question then the metric question will not be required in order to finalize.

Metrics

Instructions:

1. Click on Metrics on the left side menu.
2. Click Edit on the right mid-top corner next to Export. 
3. Click +Add Metric.
4. When the popup window opens, enter a metric name and click Save.
   • The description is optional.
     
     
     
5. Hover over the three dots.
   
6. Click Add Questions icon (second to the left).
   
7. When the side window opens, select a question(s) and click +ADD on the top right corner.
   

Quick Facts on Metrics:

• If there are more than 1 question added to the metric, the total weight has to be equal to 100%.
• To set the metric success threshold, hover over on the three blue dots and click on the pen icon - Edit Metric.
  
  
  
• To adjust the weight of a question, click on the blue pen icon, adjust the weight and click Save.
  
  
  

Preview Survey Form  

Instructions:

1. Click on the eyeball icon at the top of the page.
   
   

Finalizing Survey Form

Instructions:

1. Click the Exit button on the top right in the Survey Template Designer page.
   
   
2. Click Finalize when you have completed all required items in the checklist.
   
   

Owner

Instructions:

1. The owner of the survey template will default to the permission the user creating the survey template has within AEFIS.
• For example, Department Admin in Zoology. Owner: Zoology Department
2. Click on the drop-down arrow next to Manage on the Survey Template Manager or Actions when you are in the Survey Template.
   
   

IMPORTANT INFO:

1. If you are an Institutional Admin you will have the ability to change the owner to either a college or department.
2. If you are a College Admin you will have the ability to assign it to a department within your college.
3. If you have permissions to multiple departments you can assign it to any department you have permission to.