Directions to Administer the “Supervisor Feedback & Stakeholder Survey 2014” Tool

To accessyour Qualtrics account:

  • Click the link below, then click on the “log in” button on the left of the screen
  • In your “My surveys” folder in Qualtrics you should see this year’s tool titled “Supervisor Feedback Facilities Services – Template”

Important:If you do not currently have a Qualtrics account you must go the link above to create your account. Once you have done this please email Jennie Babcock and she will send you the template.

How to set-up a Performance Dialogue Evaluation survey for your direct reports

  1. In the “Tasks” section on the right, make a copyof the document titled “Supervisor Feedback & Stakeholder Survey 2014” by clicking the “Copy” icon and rename the survey (e.g. “Supervisor Feedback for John Doe” or “Stakeholder Feedback for John Doe”). You have now created a new survey tool that is confidential and only you have access to view the results.
  2. Click (open) the survey that you just created and go to the question, “Name: Please select the name of the employee you are providing feedback for”. Click this question so that it is highlighted (it will turn a bluish-grey color and you’ll see a statement pop-up that says, “click here to edit choices.”Type in the names of your direct reports for whom you are requesting feedback.
  3. Once done adding the names of your direct reports,go to the top of the page and click the magnifying glass “preview survey” to preview the survey.
  4. Scroll to the top of the page and Click the “Launch Survey.” Click the “Activate your survey to collect responses” link which will provide you with, “Your Anonymous Survey Link:” and provide a link to the survey. This is the link that you will be sending out to your contact list.
  5. Within the “Distribute Survey”tab, click on “Email Survey.” You can either add names in the “To” section by:
  6. Clicking on the green “Please Select” button and then clicking on “Enter Email Addresses.”Enter email address, first and last name in the “Create New Panel” window that pops up. Once you have added all of the names, give the panel a title (e.g. John Doe), click “Create” and it will create a panel of names for the person to whom you are sending out the survey.
  7. Clicking on the green “Please Select” button, click on “My Library” and the “New Panel.” Add the names to the panel, give a title to the panel (e.g. John Doe), click “Create” and it will create a panel of names for the person to whom you are sending out the survey.
  8. In the Subject line of the email, write: Feedback for “First and Last Name ”
  9. In the body of the email, write or paste in the email you are sending to the respondents. See a sample below. Copy the survey link found under the words “Follow this link to the Survey:” as shown below,into your email where it says,“paste in website link”

Follow this link to the Survey:
${l://SurveyLink?d=Take the Survey}

Sample Email Invitation

Good day,

I am beginning the process of performance reviews for my staff and am contacting you regarding “first and last name’s” work and interactions with you over the past year. My goal is to gain confidential and constructive feedback from several clients and colleagues to give “first name” a well-rounded assessment of his/her performance so that s/he can be as successful as possible. To this end, I would very much appreciate it if you would take 10-15 minutes to fill out a brief assessment that can be accessed at the following web address: “paste in website link”. When you enter the assessment you will see a drop down list of names, please select “first name’s” name so that we may appropriately correlate that the assessment is for him/her.

The feedback you provide will be kept anonymous and will be reported to “first name” aggregated with other feedback. The assessment will close on Friday, February7th.

Thank you in advance for your input, it is greatly appreciated.
Sincerely,
xxx

  1. Save the email by clicking on the green “Save” or “Save As” buttons to the right above the email text box.
  2. Send a test email to yourself using the “Send Test Email” button on the bottom left under the email text box. Leave your Qualtrics survey open. Once you receive the email via Outlook, please review. If edits are necessary, make them in your Qualtrics survey. You can either test your email again, or move to the next step.
  3. To send your email, after where it says, “When,” click on “Send in 1 hour.” It gives you options. Choose the option that works best for you, for example, “Send Now.” Once you send it, you are done until it is time to create a report with the results.
  4. If you prefer not to filter reports for each employee when you print the results, you can save a new copy of survey for each direct report you are gathering feedback. There are pros and cons to each.

Report Generation Instructions – can be run at any time as needed to check on responses

Step-by-step instructions to generate reports for feedback for supervisors and for direct reports are listed below.

Report for employees who are supervisors

This report containefeedback from the direct reports of the supervisor you selectedand from the supervisor’s Peers, Colleagues, Customers, and others.

  1. Log in to Qualtrics.
  2. Find your Survey and click the “Results” icon to the right of the link to your survey.
  3. Click the hyperlink “Initial Report.”
  4. On the left-hand side of the page, de-select questions 1 (Name: Please provide your name (optional)….), 2 (Name: Please select the name of the employee you are providing feedback for from the drop-down list below…), and 3 (Please indicate your relationship to the person for whom you are offering feedback:…).
  5. Add the appropriate filter to select the individual who you are running the performance feedback report for:
  6. Click the blue + sign “Add a filter to this report”
  7. Then click on the green button titled “Select question”and from the menu of options select “Q34, Name: Please …-down list below:”
  8. Click on the green “Select choice” button and select the name of the individual whom you are running the report on.
  9. Click “Apply Changes” (green button above the filters); this will run the report on the individual you’ve selected.
  10. Click the Export Report to Word icon (right side of page near the top).
  11. Click “open in word,” edit as needed (add title or name, delete tables you don’t need, adjust formatting), andsave the report.
  12. To run reports on your remaining supervisory staff, change the name of the employee you have selected in the filter section at the top of the reporting page in Qualtrics, then click on the “Apply Changes” button. Repeat steps 7-8.

Report for employees who are not supervisors

This reportcontainsfeedback from thePeers, Colleagues, Customers, and othersof the employee you selected.

  1. Log in to Qualtrics
  2. Find your Survey and click the “Results” icon to the right of the link to your survey
  3. Click the hyperlink “Initial Report”
  4. In the Questions section on the left-hand side of the page, de-select questions 1 (Name: Please provide your name (optional)….), 2 (Name: Please select the name of the employee you are providing feedback for from the drop-down list below…), and 3 (Please indicate your relationship to the person for whom you are offering feedback:…).
  5. Still in the Questions section on the left-hand side of the page, scroll down until you come to question 10, which begins with “My Supervisor…,” de-select question 10 and all the questions that follow (these are the questions that areasked of direct reports providing feedback on their supervisor). NOTE: if you have added questions or made other changes to the survey instrument, the numbering of the questions may differ from that listed above.
  6. Add the appropriate filter to select the individual who you are running the performance feedback report for:
  7. Click the blue + sign “Add a filter to this report”
  8. Then click on the green button titled “Select question”and from the menu of options select “Q34, Name: Please …-down list below:”
  9. Click on the green “Select choice” button and select the name of the individual whom you are running the report on.
  10. Click “Apply Changes” (green button above the filters); this will run the report on the individual you’ve selected.
  11. Click the Export Report to Word icon (right side of page near the top).
  12. Click “open in word,” edit as needed (add title or name, delete tables you don’t need, adjust formatting), andsave the report.
  13. To run reports on your remaining staff, change the name of the employee you have selected in the filter section at the top of the reporting page in Qualtrics, then click on the “Apply Changes” button. Repeat steps 8-9.

Caution- Somecomputershave web settings that do not allow this report to run or download correctly. We have worked through this problem on many computers, however, if you have difficulty, try running Qualtrics with Mozilla Firefox as the browser (instead of Explorer). If you still have difficulty, submit a ticket toyour local IT support. Often the problem is related to the acceptance of pop-up windows. If you click, “allow pop-up,” that is often the solution.

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