How to set up a Class Apps Select Survey

Laboratory for Integrated Learning & Technology: How to set up a Class Apps Select Survey (revised 03-4-08) This dynamic system can be used for a multitude of purposes. You can use it to run surveys, questionnaires, and forms. These can require authentication, be anonymous, or be emailed to you. Table of Contents: Step Step Step Step Step Step Step Step Step One: Create your user account on the system ..............................................2 Two: Creating a New Survey ......................................................................3 Three: Creating the Settings of your Survey ................................................4 Four: Adding the questions to your survey ...................................................6 Five: Launching your Survey ......................................................................10 Six: Checking the status of the survey .........................................................10 Seven: What to do when your survey is over ...............................................11 Eight: Ooops, I need to fix a question! ........................................................11 Nine: Where to get more help ....................................................................11 Advanced FAQs: How to export numeric values and import them to SPSS .........................................12 How to get numeric values for your Matrix questions ..............................................18 How to export your data and get your matrix (or checkbox) values into their own column .............................................................................................................21 A note on open-ended questions ..........................................................................22 Laboratory for Integrated Learning & Technology 1 Step One: Create your user account on the system Even though this system is authenticated using your ULID and ULID password, we still need to set you up on the system. This is a one time process. Once you have been set up with permissions, you can create surveys until the account expires. 1. Launch a browser 2. Go to http://survey.lilt.ilstu.edu 3. Click on the “here” link where it says Click here to create or manage surveys (see example image below) 4. Set up your account using your ULID 5. Enter your password in the password field (this system is tied to your ISU ulid account and your password will synch when you change it) 6. Click Submit 7. Logout 8. Email the system administrator at lilt@ilstu.edu and let them know you are logged out of the survey system 9. The system administrator will then login and set up your permissions. You will be emailed once it is set up. Laboratory for Integrated Learning & Technology 2 Step Two: Creating a New Survey 1. Log in to the system with your ulid and password 2. You will come to a screen that will show you all the surveys to which you currently have access to edit. 3. You will also see a icon tool bar at the top of the screen (see example below) 4. Click on NEW SURVEY a. Fill in the information for the title of your survey b. Select the button for “From Scratch” if this is a unique type of survey. c. Select “From Existing” if the survey is very similar to an existing survey. d. Click Save Laboratory for Integrated Learning & Technology 3 Step Three: Creating the Settings of your Survey 5. If you have just created the survey, Click the Edit button to the right of the survey title 6. If you are coming into the system from your main screen, you will first have to click on the Design button to the right of your survey title in order to edit. 7. Fill out form to fit the needs of your survey a. General Information i. Make sure to enter your start and end date ii. You will be able to change these before you deploy it b. Respondent Access Level i. Read these carefully ii. This is how to set whether it is anonymous, a login is required, and how many times they can fill it out. iii. If you need authentication from individuals who do not have ULIDs, please contact the administrator by emailing to lilt@ilstu.edu c. Survey Completion Properties i. You can have a custom message when the survey is complete. ii. You can forward them to a webpage when the survey is complete Laboratory for Integrated Learning & Technology 4 iii. You can also have the survey responses emailed to a person a set of people. d. Navigation Properties i. You can choose to allow participants to go back and forth to pages ii. You can offer a cancel button iii. You can also add in a cancel URL (such that it will go to a webpage) e. Hidden Fields i. It is ISU policy that you must notify individuals when you are collecting information through cookies or other means – if you use this you must include a statement ii. You will most likely NOT be using this feature f. IP Address Validation i. This would be used if you were proctoring a test and wanted participants to only be able to access a survey from a particular computer or set of computers ii. It may also be possible to limit this to only on-campus systems g. Numbering Properties i. You can show a progress bar (recommended for long surveys) ii. You can opt to NOT show a progress bar (recommended for really long surveys) iii. You can also show which page out of a total they are on (recommended for short surveys) h. Other Administrative Properties i. These settings are for viewing the overall results of the survey (not just the results for that individual) ii. You will most likely leave this set for HIGH- Owners only i. Administrator Properties i. You are automatically listed as the owner ii. You can add other colleagues to be owner by separating their ulids with a semicolon. iii. The other owners must have an account on the system in order to utilize the reports (see Step One for setting up account) iv. Add your email address for Admin Email 8. Click Save 9. Note: You can return to these settings in two ways. a. You can click on OPTIONS from the main menu b. You can also click on the Design Button and click the Edit button next to the title Laboratory for Integrated Learning & Technology 5 Step Four: Adding the questions to your survey 1. Click on Design 2. Click the Insert button at the bottom of the screen each time you want to add a new question 3. At the top of your survey and at each section heading you will want to add some instructions or make comments. Select PRESENTATION-MESSAGE as the question type for this. 4. Click Save 5. Once you have saved your message you will have the option of adding a title that could go above the statement (great for section headings) 6. Click on Edit Page Properties in order to add a title 7. Once you have entered your title click SAVE. Laboratory for Integrated Learning & Technology 6 8. At the bottom right of your page, click on INSERT to add a new question. 9. In the drop down menu, select the type of question you would like to add a. For multiple choice select CHOICE – ONE ANSWER (OPTION BUTTONS) b. For an open ended comment select OPEN ENDED – COMMENTS box c. You can go through the other examples on your own  d. For this example, select CHOICE – ONE ANSWER (OPTION BUTTONS) 10. Enter the Question in the box entitled ENTER THE QUESTION For example, go ahead and enter How was the temperature of the room? 11. You do not need a question alias 12. Enter any subtext if you have any further instructions (this is a smaller font) – NOTE: do not use the @ symbol 13. Indicate whether you want your answer options to be shown horizontally or vertically 14. Enter your answer options Laboratory for Integrated Learning & Technology 7 15. If you would like a choice of “other” with a text box they can fill in, there is an option for you to check for this. 16. Click save 17. Click INSERT to add more questions 18. You can copy questions as well by clicking copy next to a question Laboratory for Integrated Learning & Technology 8 19. If you want to move a question up or down, click on the arrows to the left of the question. 20. If you would like a page break before a question (great for new sections), then click on BREAK to the right of the question. 21. You will most likely want to add a TITLE at the top of a new section. 22. Once you have added all of your questions, click DONE. Laboratory for Integrated Learning & Technology 9 Step Five: Launching your Survey 1. When finished click on OPTIONS to double check your release dates and other settings (such as anonymous access) 2. Click SAVE under OPTIONS when you are sure your settings are correct. 3. Click on Design and at the top of the page click LAUNCH 4. Click DEPLOY 5. Copy the link listed under email link and paste it into your invi tation email 6. Copy the code under webpage link if you want to post this on your webpage 7. Click ok 8. If you are sending this to participants via email, you will want to work through ISU mail services (see Mass Email Policy on www.policy.ilstu.edu) NOTE: IF YOU EDIT YOUR SURVEY AND CLICK DEPLOY AGAIN – IT WILL GENERATE A NEW LINK TO YOUR SURVEY!!! Step Six: Checking the status of the survey 1. Click on Reports 2. Under Survey Reports, click on SURVEY OVERVIEW AND INDIVIDUAL RESPONSES REPORTS 3. Select the survey from the drop down menu 4. For an overview, click on RESULTS OVERVIEW a. It defaults to show you overview per question b. You can also use the drop down to skip to a particular question or page 5. For Individual responses, click on INDIVIDUAL RESPONSES a. It will start with showing the first use response b. Click on the navigation arrows at the upper left of your screen to view more individual responses 6. To Export data, click on EXPORT DATA a. If you are taking it to Excel, select the first option of USER RESPONSES b. If you are using SPSS, select SPSS Format Extended c. Check the boxes of items that you want to include d. Click EXPORT e. Click SAVE f. Save it to a place where you know you can find it (like My Documents) g. It will save it as a .csv file h. You MIGHT have some cleanup to do i. In this example it required adding a cell to A1 (right click in cell a1 and select INSERT and shift cell right) Laboratory for Integrated Learning & Technology 10 Step Seven: What to do when your survey is over 1. 2. 3. 4. If If If If you this you you want to ever copy it or run it again, do not delete it. was a one shot use, Click on DELETE next to your survey to remove it want to shut it down, click on CLOSE had a due date then it will automatically close Step Eight: Ooops, I need to fix a question! 1. If you have collected data, you do not want to change your survey once it is launched (write it up as a confound) 2. If you can re-gather the data or are willing to lose what you have gathered, then you will do the following: a. Download your collected data before clearing it. b. Click CLOSE to stop anyone from adding new info c. Click on CLEAR to remove all the data that had been collected (if it is just a text change that would not affect how participants answer, you do NOT have to clear data) d. Click on DESIGN to go in and make changes e. Click on DONE when you are finished making your changes f. Click LAUNCH g. Click DEPLOY Step Nine: Where to get more help Go to http://training.ilstu.edu to sign up for a workshop. Contact us at LILT at (309) 438-8248 and set up an appointment. Laboratory for Integrated Learning & Technology 11 Advanced FAQs: How to pull numeric values into SPSS This process assumes that you have entered numeric values for your option questions. 1. Export numeric data from your survey a. Go to Select Survey b. Click on analyze c. Click on Export data d. Export format: CSV e. Data format: SPSS format condensed f. Check the Export value box g. Click the EXPORT button h. Save the file (it defaults to being called SurveyReport.csv) 2. Remove any commas from data labels a. Launch Excel b. File – Open c. Select your .csv file d. Go to Edit – Select All (ctrl-a) e. Find/Replace f. Find: commas (,) g. replace: leave this blank h. replace all i. Save the file (still as a .csv file) j. close Excel 3. Launch SPSS 4. File – Open Data Laboratory for Integrated Learning & Technology 12 5. Select your .csv file 6. Fill in the screens as follows: Laboratory for Integrated Learning & Technology 13 Laboratory for Integrated Learning & Technology 14 Laboratory for Integrated Learning & Technology 15 Laboratory for Integrated Learning & Technology 16 Laboratory for Integrated Learning & Technology 17 How to get numerical values for your Matrix – One Answer per Row (Option Button) Questions Many of you will be using a matrix style question for a repeated scale. Unfortunately, there is not an area for you to enter a point value for these column headings. If you export your data, it will export the string values that you entered for your column headings. To save you from having to conduct a recode in SPSS, what we are recommending is that you put your scale into the sub-text of the question as an html table. You will then enter numbers into your column headings. That way you will have numerical data to export. Step One: Select Your Question Type Step Two: Enter your Category Question into the question text box Here is an example: Step Three: Enter your scale as a table into the sub-text of the question Laboratory for Integrated Learning & Technology 18 Here is where the sub-text is. Here is what it will look like: Strongly Moderately Moderately Strongly AgreeDisagree Agree Agree Disagree Disagree 1 2 3 4 5 6 You may want to adjust this number depending on the width of your question rows. Here is the code you will paste in:

Step Four: Put in your row questions Here is an example: Step Five: Enter numerical data for your column headings Here is an example: Step Six: Save your question This is what it will look like: Laboratory for Integrated Learning & Technology 20 Laboratory for Integrated Learning & Technology 21 How to export your data and get your matrix values into their own column When you export your data, select the following options: Export Format: CSV (Excel) Data Format: SPSS Format Condensed Here is an image: Laboratory for Integrated Learning & Technology 22 1. A note on open-ended questions When you export your data, it is saving as a comma separated file. In the basic export (CSV – user data) the questions are retained in one column even if you have commas in the answer options. If, however, you are saving as a text file or importing into SPSS with commas as the delimiter, it will separate your questions at the point of the comma. This means that if you have an answer option with commas in it, then the components after the comma appear in the next column. It also means that if someone entered a comma into an open-ended answer slot, data will be separated at the point of the comma. Example One: Commas in the multiple choice options Question: What level of donations has your organization received in the last fiscal year? Answer Options: Under 1,000 Between 1,000 and 5,000 Between 5,000 and 10,000 Over 10,000 The answer for the third option would appear in 3 columns Column 1: Between 5 Column 2: 000 and 10 Column 3: 000 Example Two: Commas in the open-ended answer Question: Please tell us the least favorite component of the course? Answer: Nothing, I liked it all. At first, I wanted to run away screaming. Now, I think I can take on the world! This data will appear in 4 columns Column 1: Nothing Column 2: I liked it all. At first Column 3: I wanted to run away screaming. Now Column 4: I think I can take on the world! If these statements were considered to be separate entries, it could change the meaning. So, what do I do about this? 1. Try not to use commas in your answer options (or use html such as ‚ ) Laboratory for Integrated Learning & Technology 23 2. separate out your open-ended questions before importing them into SPSS 3. Do a find replace and remove the commas before importing them into SPSS Laboratory for Integrated Learning & Technology 24