Set up new surveys (EP or client)

To begin setting up the survey, click the survey link in the subscription email and insert email address and password. The survey administrator is immediately provided with an option to change their designated password to a more preferred option.

Tasks + recommended timeframes

School/Centre details tile

This section contains a variety of components required for administrator security, survey customisation and reporting.  Once a survey is set up and then locked, only the Survey administration security and School contact sections can be edited.

Survey administration security

Update security password and storage of security question and answer.

School/Centre demographics

Location, student gender, attendance status, staff number, student number, family number

Logo + banner

The SRS is branded with an attractive standard banner and logo.  However, the survey branding can be customised by uploading a school/centre banner and logo. Sizing and formatting requirements are outlined online and are as follows:

• Logo must be .jpg, .png or .gif format, high quality + up to 450 pixels wide + 150 pixels high
• Banner must be .jpg, .png, or .gif format, high quality, 940 pixels wide + 200 pixels high.  For best results, forward a banner that is exactly 940 pixels wide + 120 pixels high.

School contacts

This component ensures automated communication is received by the appropriate personnel within the school.  Contact options include:

• Key Contact: This contact is usually a senior person requiring a summary of survey progress only e.g. principal/head teacher/head/director
• Commencement Notification (confirming instructions have been emailed to respondents)
• Progress Updates (providing daily updates on response rates throughout the survey period)
• Complete Notification (confirming survey is complete)
• Support Contact: This contact is usually a person who will spend more time administering the survey on a daily basis e.g. assistant to the principal/head teacher; deputy head.

In addition to the emails received by the Key Contact, this contact will receive SRS Admin Updates including:

• Notification of additional respondents (confirming instructions have been emailed to edited or additional respondents)
• Notification of error or bounce-back emails (incorrect addresses need to be checked for accuracy and edited if required)

NB: One person may act as both contacts using the same email address.

School/Centre strategies

Schools/centres are required to identify which strategies they are currently using.  A summary of strategies used will be included in the SRS reports but will not be included in the online survey.  Outcomes indicate potential organisational advantages and deficiencies which assist in planning.

Set up survey

Rename survey

Schools have the ability to re-name a survey, login and reminder email headings. This may be required where a school has two or more campuses requiring separate and easily identifiable surveys.

To change the name of the survey:

• Select the relevant survey
• Select ‘Rename survey’
• Change name of survey, login email + reminder email as required
• Select ‘Save’

View administration set-up form

This form is a hard copy guide to assist in the collation of information required to complete the survey set-up. Each step should be carefully followed. 

Survey dates

Survey start and finish dates are selected online via calendars. A survey period of between 10 – 15 working days is highly recommended.

Survey reminders

To encourage a survey participation rate, regular survey reminder emails are automatically forwarded to respondents.  Schools can select from the following reminder options:

• Every business day
• Every 2nd business day
• Every 3rd business day

Survey demographics

Standard demographics are included in the surveys and are a key feature of final reports. Schools have the ability to add customised demographic categories and response options. Always check custom demographics carefully to ensure categories and response options are appropriate and likely to receive multiple responses for each category.

School/Centre groups

• Schools/centres are to customise the way responses are segmented based on the year level or school/centre group they are currently in e.g. Yrs 1 – 6; Yrs 7 – 11; Yrs 12 – 13
• Minimum 2 – Maximum 6 groups; Limit 18 characters
• ‘More than 1 School Group’ is an automatic segment which caters for   respondents across groups e.g. parents with children across groups, staff working across groups.

Survey statements

The surveys contain 35 standard statements which are set for benchmarking purposes.  Schools have the option to add 10 additional customised statements.  Always check customised statements to ensure they are unique and do not address issues already covered in standard statements.  Also, check spelling, punctuation and suitability for the following response options:

Adult surveys: Strongly Agree – Agree – Neutral – Disagree – Strongly Disagree – N/A
Child surveys: Strongly Agree – Agree – Can’t Decide – Disagree – Strongly Disagree – Don’t Know

Custom open questions

The surveys contain 2 open response questions which enable respondents to elaborate on the school or centre’s strengths and improvement opportunities. 

• What do you most like about «School»?
• What would you most like to see improved at «School»?

Subscribers can include or delete these standard questions or add their own custom questions.

NB: To ensure data is manageable and meaningful in the final reports, there is a limit of 5 open response questions and 600 characters per response to each question. Respondents are encouraged to be concise and respond in dot point form.

Respondent notification

It is important that the principal/head teacher brief respondents on both the purpose of   the survey and the confidentiality of their responses prior to the survey start date. To assist in this regard, a sample notification email template is available in the online set-up. It is recommended that respondents are notified seven (7) days prior to the survey start date via email.

Any incorrect email addresses should be identified following the notification mail-out by the school and corrected prior to the uploading of email addresses to the online survey site. This ensures a clean survey database and more accurate reporting data.

Respondent list

For each SRS, accurate email addresses and names of all respondents need to be uploaded online.  This is a critical step to a successful survey outcome.  Steps are as follows:

• Create a 3 column spreadsheet with the following columns:

        Email Address   First Name    Last Name

• Complete and ensure accuracy of spreadsheet

NB: Only 1 email address, 1 first name and 1 last name per line.

sbrown@email.com                  Sally                          Brown
jsmith@email.com                    John                          Smith

On the survey start date, each respondent will receive an individual login email with a personal link.

NB:   If 2 or more respondents share the same email address, enter them on separate lines.

e.g. In a parent survey, the mother and father may share one email address.

jpbrown@email.com                            Jennifer          Brown
jpbrown@email.com                            Peter                         Brown

e.g. In a student survey, all students in the one class may be required to complete the survey in class together using a school email address

studentsurvey@school.com                Sarah                         Brown
studentsurvey@school.com                Peter                          Smith

On the survey start date, the student group will receive one login email containing clearly labelled personal links for each respondent

• Highlight, copy and paste columns into the text area on the ‘Your respondent list’ page of the online administration set-up
• Respondents should be uploaded into the system once only.  Duplicate respondents will be rejected on upload.  On receipt of their survey, parents who identify in the demographic component that they have more than one child currently attending the school/centre are automatically offered the option of completing a second survey.

Report selections

Reports can be ordered before, during or after a survey is completed.  All ordered reports can be generated and downloaded by the survey administrator or EP following survey completion (excluding PowerPoint presentations and Excel pivot tables which will be forwarded by MYP Corporation to EPs within 5 business days).  For the list of available reports and associated fees refer ‘Subscription and report fees’.

Lock surveys

On completion of the survey set-up, the survey must be ‘Locked’ by the client a minimum of 2 days prior to the survey start date by clicking on the relevant button. An automated ‘Lock Notification email is triggered outlining key details relating to the survey include selected dates, email frequency, contacts, custom demographics and statements. This provides certainty that the survey is locked and provides the opportunity for both the client and the adviser to check for errors. 

NB: The EP can lock the survey at any time prior to the survey start date.