Suggested Process Notes
360 Survey
The following notes outline a range of stages that you should considered when implementing an online survey process. Please note that this is an online process and hardcopy surveys will need to be managed within the online process. Ardjuna.com can manage hardcopy surveys as an additional cost and time consideration. |
Stage |
Information |
1. Introduction |
Manage the introduction of the online survey process within the organisation, school, or unit. This process involves introducting the notion of an online survey and its intent to the intended participants in the survey process. This process would also involve defining who the respondent groups are (e.g., principals, managers, staff). As part of the introduction the organisational contact will work with Ardjuna.com representatives to establish a process for handling the survey and report process. In some cases this process may also involve the development of a service agreement which can be used to ensure fixed pricing and service delivery for a period of time. In the absence of a service agreement prices are subject to modification with 30 days notice. Development of item banks for surveys is also recommended for this stage (see also http://www.ardjuna.com/pe360/items/qbankintro.asp). |
2. Survey Database Set-up |
If running the survey over a number of years then this process will help establish information about each appraisal and other online surveys that are due in the next few years (see also http://www.ardjuna.com/pe360/ISA.doc), CEOs enter information about each appraisal and other online surveys that are due into the database (see also http://www.ardjuna.com/pe360/admin/iadf.asp). It is possible to establish the database information in the first year and then update in subsequent years. |
3. Set-up Question Banks |
Enter the question bank(s) into the question bank database so they can be accessed as part of the survey. This is an essential stage and a question bank must be established for each online survey (http://www.ardjuna.com/pe360/items/Qbank.asp). You can confirm that a necessary question bank exists (http://www.ardjuna.com/pe360/items/QbankEX.asp). |
4. Choose Target Roles |
Naturally, you will need to select the target of the survey. The survey can target things (e.g., organisation, school) or roles (e.g., principal, deputy principal, manager, committee, etc). Once you have selected the target of the survey it will be easier to select groups to complete the survey. In the case of role survey (e.g., Principal) it is generally recommended that you invite a self response from the role as well as responses from meaningful groupings related to the role (e.g., Deputy Principal, Staff, Parents, Students). If you want to see an example of what this may look like in a report click the following link (see also the following example http://www.ardjuna.com/pe360/admin/360sample3.pdf). |
5. Set-up Question Banks |
Enter the question bank(s) into the question bank database so they can be accessed as part of the survey. This is an essential stage and a question bank must be established for each online survey (http://www.ardjuna.com/pe360/items/Qbankover.asp). You can confirm that a necessary question bank exists (http://www.ardjuna.com/pe360/items/QbankEX.asp). |
6. Preparation Meeting |
If the survey will be conducted with an individual or individuals who are not aware of the details it is recommended that a meeting be established to discuss the survey process. Details such as questions, timing, confidentiality and invitees as well as information on how to access the survey and security details are important to share. Ardjuna do not conduct these meetings and your organisation will need to allocate someone to share this information as part of the survey process. |
7. Provide Info |
When you have identified a contact for Ardjuna.com liaise with and have collected the necessary information to commence the survey the information can be provided in the step by step process at http://www.ardjuna.com/pe360/weblinks.asp. |
8. Survey Set-up |
Enter the detailed appraisal/survey information into the online survey request form (http://www.ardjuna.com/pe360/admin/appraisalform.asp). Develop the mailing lists for each of the identified response groups (http://www.ardjuna.com/pe360/sub/mail.asp). Finalise any outstanding issues prior to survey commencement. |
9. Mailout |
Ardjuna.com can provide a template for use to invite participants to the survey (this is the recommended approach as organisational contacts are more likely to be treated as valid contacts by invitees). However, Ardjuna.com representatives can send out email invitations to participate to nominated email addresses provided by the organisation. |
10. Manage Survey Phase |
Ardjuna.com will open the survey for use at an agreed time and liaise with the organisational contact regarding response rates in the lead up to the survey close date. Response rates can be viewed online with a valid passcode (see also http://www.ardjuna.com/pe360/response.asp). |
11. Report Generation |
Ardjuna.com will generate a draft report for provision to the organisational contact. |
12. Report Review Meeting |
The organisational contact, finalises the report and sends copies of the report to others participating in the review process. If the report relates to a role appraisal then the person being appraised should receive an advance notice of this meeting. At all times appraisees should be kept informed that the report is part of a larger process of review and that the report comprises only part of a development/review process. |
13. Note Caveats |
Reports based on surveys of this kind should be noted as having a range of important considerations. The time of surveying, nature of respondents, number of questions, and number of respondents can all have a substantial bearing on the nature of responses. Question wording is also important. It is best to use clear unambiguous questions that carry similar meeting to different respondent groups.Reports provide an important feedback opportunity and can be instrumental in raising areas for discussion and review. In the case of 360 degree surveys it is also important to note that different respondent groups may be able to comment on limited aspects of a role or organisation. |