Creating and Managing Online Surveys LEVEL 2

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1 Creating and Managing Online Surveys LEVEL 2 Accessing your online survey account 1. If you are logged into UNF s network, go to https://survey. You will automatically be logged in. 2. If you are not logged into UNF s network, go to https://survey.unf.edu. You will be prompted to log in. Type unfcsd\ before your N number as shown to the right. Distribute a Survey By Sending to an E mail List Send to an List is one of the four ways to distribute a survey. With this type of survey, you will import a list of addresses of the respondents, and create an in Vovici Enterprise inviting the participants to take the survey. This method also permits you to send reminder s (within Vovici) to the participants who have not yet completed the survey, which helps to increase the survey s response rate. When you click on the Distribute tab at the top, you will see the methods of distributing your survey. Click on Send to an List. You will automatically go to Initial Invitation. This is an that will be sent first to your participants. The From or sender of the will be the survey owner. Give the an appropriate subject and type (or paste) the text you want to use to invite your participants to take your survey. Information Technology Services Page 1 of 9 University of North Florida

2 Write the Initial Invitation There two ways of getting the survey link into the (THIS IS VERY IMPORTANT, without a link to click on, the participant cannot complete the survey.) 1. Use the Insert Survey Link button at the top of the . A window will open with a place for you to type the text that will be displayed for the hyperlink. Most people use text like Click this link to complete the survey. This method masks the actual URL. 2. The second way of adding the hyperlink is to click the button that says Insert Field and then select Survey URL. This puts the entire link in the (it is not masked behind text like #1 above). You could also select Survey Link to achieve the same results described in #1. Test the Invitation Use the Test Invitation (red) button to send a test to ensure that formatting and special fields are rendered appropriately. You can enter only one address for testing (it ignores any others you enter). The test that is sent does not include the actual link to the survey, so testing the invitation does not enable you to test the survey. Preview Button The (red) Preview button will show you what the invitation looks like once you have selected participants. It will be blank if you do not have participants added. Adding Participants In the Initial Invitation, click on Add Participants via Manage Participants (next to the TO: field). Click Save and Continue. You can add participants one at a time (Use the Add drop down and select Add Individual Participants) or by importing a list of them. Adding them individually is fine when your survey is only going to few people. Larger numbers will need to be imported. Information Technology Services Page 2 of 9 University of North Florida

3 To create a file of addresses Open an Excel spreadsheet. In the first cell (where the first row and first columns meet), type the word . Next, place the addresses below the word in the first column. Save the file as Text (Tab delimited). Another file extension that will work is CSV. When you close Excel, you will see warning messages about features that are not compatible with Text, you can click Yes. Close Excel; it will ask you to save, say No. NOTE: It is always a good idea to add your address to the list so that you can see firsthand the survey experience. Click on the Add drop down and select Import Participants. Browse to the file you created that contains your participant addresses.. You will see a message that confirms all your fields were consistently mapped. If you use more fields than just addresses, you will be asked to map the fields. Use the drop down to match up the appropriate fields. Click Next and then click Import. A window will tell you how many records were imported. Make sure this matches the number of addresses you had in the list. Click on Return to Invitation Designer. Sending the Initial Invitation The next step is to send the message. Look below the invitation and you will see Delivery Schedule. You can either send later, send now, or select a time and date for Vovici to send the invitation. If you send later or schedule a time to send, click Save Invitation or Save Schedule to exit. If you send now, click Send Invitation Now (at the bottom to right) to send out your initial invitation. Next, you will be prompted to open the survey and send the invitations. You will then see the Distribution Dashboard. This provides a summary of the number of participants who have been invited and who have completed the survey. This also gives you quick access to adding a Reminder, sending a Thank you or Closing the survey. If you make changes to the survey after it is already opened, click the Apply Changes to Survey so the participants will see the changes. Remember, once a survey is open, you are limited to the changes you can make. Information Technology Services Page 3 of 9 University of North Florida

4 Working with Images You can add an image to your question or most anywhere in the survey. Before you add an image, you may have to edit it to get it to get it to an appropriate size. You can use Photoshop or some other image editing software to modify the size of the image. Once the image is the correct size for the survey, you are ready to add it. You can add an image by selecting a question type that includes an image (i.e. Choose One with Image ) or you can add it after you have already written the question. Creating a Question that has an Image The Multiple Choice: Choose One with Image question is available on the Design tab. You can add this question from the Add a Question panel or using the Add drop down menu. The Add drop down menu is available in the right content pane if your survey contains at least one question or other content. Add text to your Multiple Choice: Choose One with Image question in the edit box. After entering your question, add the choice topics and click the corresponding icon to insert images in the Choices section. By default, three choices appear. You can add, delete, or move the choices using the associated icons. Click the Options button next to the individual choice to open the edit box for this choice. To return to the previous view, click the Hide Options link. You must tie text to images. If you only upload the image, and the participant has JavaScript disabled, the questions will be blank. Additionally, if the participant is using a Web reader there will be no label to read. To add the images, click the Image icon tool. Click on + Upload. Use the Select button to browse to the image you want to upload. Then click the Add button and the Upload button. You will see your image files in the list. Once they are uploaded, they are on the server, and do not have to be uploaded again, unless you delete them. Click Insert to add the image to the question choice. Information Technology Services Page 4 of 9 University of North Florida

5 Searching for a Survey Use the Search link under your folders list. Copying, Sharing, Moving, Printing, Deleting a Survey In the Surveys Grid, check the box next to the survey you wish to copy, share, or delete. Then click the appropriate button at the top. The Move button allows you to move a survey to a subfolder (if you have one created). To print a survey, click on the Preview link and then print as usual. Simple Branching You can customize a survey so that respondents will only see the most relevant questions based on their responses. To direct a respondent to a specific question based on their answer to a question, adjust the pages and questions so the question (that will do the branching) is on a separate page. The click on the Options next to each choice and choose the appropriate destination (use the drop down). Information Technology Services Page 5 of 9 University of North Florida

6 Polls On the Polls tab, you can create polls to collect answers to a single question quickly and easily without designing a full survey. Use polls to gain feedback from your respondents on a hot topic or current event and view the results immediately. To get started, from the home grid, select the Polls tab from the top. To create a poll, click New. At the top left. A window opens where you can specify your main poll information, such as your poll question and its type, up to ten response options, predefined count values, text of the poll buttons, and your poll closing date. Poll Question Type your own poll question, for which you want to collect answers from respondents. Option Type response options of your poll question. Count Type numbers to predefine answers for your poll participants. This option is useful if you want your poll to initially show data rather than zeros. Note: The numbers you enter into the Count fields are included in your poll results. Deduct these numbers from your final statistics to get your actual poll results. Vote Button Text Edit text of the Vote button in your poll if needed. View Results Button Text Edit text of the View Results link in your poll if needed. Style of Poll Specify the type of your poll question. Select Choose One to enable your poll participants to choose only one answer to your poll question. Select Choose Many to enable your poll participants to choose more than one answer to your poll question. Close poll to voting and display the results after Specify the date when you want your poll to close and stop accepting responses. After completing your main poll information, click the Next button. A window opens where you can control the appearance of your poll and its results by customizing the font, color, borders, and so on. Information Technology Services Page 6 of 9 University of North Florida

7 You can preview the poll, view the code snippet, or view a representation of the what the results will look like by clicking on the appropriate links on the grid view. The code snippet is what you use to place the poll on a web page. Reporting Manage Responses & Reporting The Analyze tab provides all the features for managing responses and reports. When you first click on Analyze tab, you will have three choices: View a Standard Report, Design from Scratch, and View Responses. Click on View Responses to view the responses to your survey. You will see a list of the Reponses. You can navigate through by scrolling and you can change the number of items to view per page at the bottom of the grid. You can use the Date filter to view responses by specific periods that you choose. Export Reponses In the Response Manager, click on Actions and select Export. Choose the type of export you wish to perform: CSV (comma delimited), TSV (tab delimited), Excel, or SPSS. Manage Reports On the Analyze tab, if you select View a Standard Report, you will see the default report with charts and tables for every question within your survey. Every question with its report is placed on a separate page. To edit the report click on the Pencil icon to the left (or click Edit this Report or Edit under Report View) and the Report Element features window will open. Here you can edit the type of report, the appearance, how the data is ordered, number of decimal places, and what values are displayed. There are other types of reports you create as well. To get them, either click on My Reports at the top left or click the Analyze tab. Comprehensive Shows charts, summary statistics, and frequency distribution by selected question. Executive Summary Shows overall summary information about each question. Information Technology Services Page 7 of 9 University of North Florida

8 Frequency Shows the frequency distributions with counts and percentages of each close ended question. Statistics Shows the summary statistics of the results, including means, medians, and standard deviations. Verbatim Shows all responses to the verbatim (open ended) questions. Banner Shows a cross tabulation of data based on selections for a specific question as compared with a demographic question of the Multiple Choice type. Summary of Means Shows a cross tabulation of means for each question with options and provides a summary statistics as compared with two demographic questions of the Multiple Choice type. Trend Shows an analysis of the survey data over a specified time period. By default, it provides the mean of each response, but you can customize it to your needs. Cross tab Analysis you can create a Cross tab Analysis report showing a cross tabulation of multiple variables at the same time. You will need to select which questions you want as your rows and columns. To view a report in MS Word, or PowerPoint or as a PDF file, click on the Download Report dropdown and make your selection. A window will appear with choices of what you want included. A file is generated and link provided. Sharing a Report Go to the Grid view on the Analyze tab. Check the box next to the report you want to share. Click the Share button at the top. Locate the name of the person with whom you wish to share the report in the left box and click the arrow to move them to the right box. You can share the report with multiple people. You can notify them by through Vovici if you leave the box checked next to Notify Users by . Uncheck this box if you do not wish to that. People with whom you shared your report will view the report in the folder called Shared Reports in Vovici. TIPS: 1. Use Vovici so you become comfortable with how it works. 2. To remove the Vovici tag line on your survey edit the survey select the Formatting pane and look under General. Change it from Default to Custom Link. Leave the blank field empty if you do not want any tag line. If you do, type the text in the box. 3. If the survey is a UNF sponsored survey, consider using the UNF Theme. It resembles UNF s web page design. It is located under User Defined in the Formatting pane. Information Technology Services Page 8 of 9 University of North Florida

9 4. If you use conditional branching (logic), you must have a page break before and after each conditional question for it to work correctly. 5. Once you OPEN a survey, you cannot edit many areas of the survey. You will have to Deactivate the survey, make your edits, and then Activate the survey again. Another option is to copy the survey and make your edits to the copied survey. 6. When you Open, (also called Activate) a survey, all of the test responses you have collected thus far will be deleted. 7. Do not ever distribute a survey that is in test mode (not opened) unless you are testing the survey. Institutional Review Board Users of online surveys must obtain the approval of the UNF Institutional Review Board (IRB) for the Protection of Human Subjects. For more information on whether your survey needs IRB approval, required procedures and forms visit Help & Training Use the HELP link within Vovici. It is located in the upper right hand corner. Search or browse for a specific topic or download the User Guides. Look under Help Click Search and type in User Guide 6.2. Visit for an overview of Vovici, to learn how to get an account, and how to get support for the product. Information Technology Services Page 9 of 9 University of North Florida

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