Each Survey created in AEFIS requires a Survey Schedule. Creating a Survey Schedule links the Survey to its assigned course sections. This guide will assist you in exploring the Survey Schedule features within AEFIS.
1. Creating Your Survey Schedule
Once you have logged into your AEFIS account, you should see the following screen:
2. Survey Schedule Details
In the first panel of the pop-up, you will enter information about the Survey Type. In this panel, you will find drop down menus for the following options
What Type of Survey Would You Like:
Individual Student Assessment
*Note: Your choice under the “What Type of Survey” section will determine what content you will need to fill out for the rest of the panel.
If you select the Course Evaluation, in the following options, you will need to choose whether the evaluation is a Student Course Evaluation, Faculty Course Evaluation or a General Course Evaluation. You will also need to choose when the Evaluation will run at the beginning, middle or end of the term.
If you choose the General Survey option, you will have the option to choose between an Alumni Survey and an External Group Survey.
2. Survey Settings
Now, you should move onto the Settings panel of the Survey Schedule
Secondly, select a Survey Template from the drop-down list.
4. Adding Participants
In this section, you will be asked to add participants to your Survey Schedule. The Participants are the courses that will be linked to the Survey Schedule in question.
To add a group under these sections, click on the blue + icon near the bottom of each section.
Once you have finished adding this information, select the +Add Group button near the bottom of the pop up to save your information.
5. Creating a Schedule for Your Survey
Now we will move on to set the time frame for your survey. First, you will need to select the term that you would like to schedule your survey.
You have the option of running the same survey schedule for every term moving forward.
6. Adding Notifications
Notifications will be determined by the term schedule set by your survey. You can review and edit the notification settings once the schedule has been created and completed.
7. Finishing Your Survey Schedule
To finish your schedule survey, click the save Survey Schedule button near the bottom of the Finish panel.
To finish the process, click the next button in the bottom right corner of the Finish panel.
8. The Details Panel
You should see a left-aligned navigation panel called Information:
Under the Details panel, you will have the options to edit information associated with your Survey Schedule. At the top of the Details panel, you should see the option to edit the name of the Survey Schedule:
Under the Survey Template section, you can click the drop-down menu, and search for a new Survey Template to link to your Survey Schedule.
The last section of the Details panel is dedicated to the Survey Schedule Administrator option. From this section, you can edit the Administrator associated with this particular Survey Schedule. To edit the Administrator associated with this Survey Schedule, click the blue Edit Administrator text.
Once you select this option, a new window should pop-up. Under the Current Owner section, you will see the name of the Admin that is currently associated with this Survey Schedule. Near the bottom of this pop-up window you will see a box where you can search for a new user:
9. The Settings Panel
Under the Survey Schedule Settings, you will first see a section to edit the Term and Course Evaluation Type Settings associated with the Survey Schedule.
You can search for a new Term from the “Select a Term” drop-down.
In the following section of Settings Panel, you will see the Survey Course Assignment Settings section. From here, you can choose whether all of the Course Sections are initially Assigned when a Course Evaluation Survey is created.
With this option selected, all courses linked to the Survey Schedule under the Participants panel are automatically assigned to this particular Survey Schedule. If you wish to individually assign each course to the Survey Schedule, de-select this option.
Under Course Evaluation Widget Settings, you have the option to decide whether or not Faculty can view a list of course evaluation participants who have completed the survey. Select the drop-down panel to view options (Do Not Allow, In Progress, or Pending Results)
Days or Weeks
On Day of the Week – The day the survey starts or ends.
Milestone Event –
If you would like to edit the information associated with the Notifications that are sent out with your Survey Schedule, navigate to the Survey Notifications option. You will see two options here, an option to edit the Survey Notification for Administrators and Faculty, respectively.
Once you have made a selection, click the save button at the end of this section.
To edit the Survey Invitation Notification email, which is sent out to all Survey Users, click the blue pencil icon to the right of this section. A pop-up window should appear that allows you to edit the text of the notification
10. Participant Groups
Under the Participant Groups panel, you can add or remove participants from your current Survey Schedule. You will see that the panel is split into two sections, Include Groups and Exclude Groups.
11. Survey List
Under the Survey List panel, you can locate surveys that are linked to the Survey Schedule. Use the search bar to find your desired surveys.
12. Final Steps
When you are ready to go live with your Survey Schedule, locate the Publish icon in the top right corner of the screen.
Once this icon is selected, a new pop-up window will appear asking you to confirm your choice to publish.
If you have any specific question about a particular setting, select the corresponding question mark on the AEFIS site.
If you have any more questions or concerns, don’t hesitate to contact the AEFIS Client Success Team.