Evaluations are used to poll the board confidentially and if needed anonymously. Evaluations are flexible and enhance the existing features of Surveys by adding new options to securely facilitate acquiring and compiling critical feedback from the board and management. They can be set up for single or multiple committees with individual questions directed to a specific committee or appointment type. An Administrator may also create questions that can be based on a previous answer as follow-up questions. Multiple types of questions can be customized to fit the organization’s needs. Please see Answer Types.

Please note: Setting up a Survey or a Vote follows the same process as an Evaluation. They are both simplified versions of the evaluations.

Another feature of evaluations is that results can be restricted to single or multiple administrators for review. Multiple question types can be customized to fit the organization’s needs. Any evaluation can be copied so that it can be edited to fit the company’s needs.

Evaluations Main Page

The Evaluations main page is divided into parts:

Menu Buttons

Select the NEW EVALUATION TEMPLATE button to create a new template that can be reused when needed.
To create a new evaluation, select NEW EVALUATION.

Tabs

Published – To view a list of all published evaluations
Unpublished – To view a list of unpublished evaluations
Evaluation Templates – To view a list of the company’s evaluation templates

Information Area

Evaluation Title – the name of the Evaluation
Date Created – the date the evaluation was designed
· # of Responses – this shows how many people responded out of the number of people asked.
Closing Date- The date that the evaluation will be not available
View Responses – The overall summary response page
Actions – where the Administrator can Edit, Delete or Copy an Evaluation.

Please note: Any active Evaluation, is still available for the Directors, the name of the Evaluation will be an active hyperlink.

Please note: The Unpublished and Templates tab does not contain View Responses.

Figure 16: Evaluation Hub Screen

Edit Evaluation Screen

This page is used after the creation of the evaluation, after adding questions before publishing, and after publishing to review the Evaluation. The Administrator can:

DELETE EVALUATION - remove the questions and evaluations.
PUBLISH - pushes out the evaluation to the appropriate committee member’s portal or devices. The next time that committee member logs into BoardWorks they will see the evaluation listed as a task to complete.
RE-ORDER QUESTIONS – change the order of questions, see Re-Order Questions
SETTINGS – changing who receives the evaluation and other information.
NEW QUESTION - add additional questions to an unpublished evaluation or template.
ADD DOCUMENT - add a document to the whole evaluation.
Send Email Notification – this will send an email message to those who are listed in settings that an evaluation is ready for them.

The administrator may change a question at this time, simply click on the blue hyperlink to revise the question.

Please note: The Add Document Button on the edit landing page allows all recipients of the evaluation to see the documentation.

To publish the evaluation, click PUBLISH and a confirmation message will appear.

Once OK is selected the evaluation will be available to all recipients to action.

Create a New Evaluation / Create a New Evaluation Template

When creating an evaluation or evaluation template, the administrator will need to define the recipients of the evaluation, the due date of the evaluation, what should it be called, and what questions need to be answered. The first step in creating an evaluation is to create the outline in BoardWorks.

Select the NEW EVALUATION TEMPLATE / NEW EVALUATION button from the Evaluation Main Page.

Fill in:

Title – Create the title of the evaluation.
Description- Enter a Clear Description of the Evaluation. (Optional)
Assign a Closing Date. (Date evaluation must be completed by)
Click on the tick box to Make Result Anonymous

Please note: In anonymous mode, full results will not be available until all recipients have submitted their evaluation responses. Exported results will show Answered By as Anonymous instead of listing the users’ names. Use this option to make all the evaluation answers anonymous when exporting from BoardWorks.

Click on the tick box to Restrict Evaluation Results

Please note: Use this option to restrict any selected Administrator(s) from viewing results for the selected evaluation.

Click on the tick box to select the entire committee or click on down arrow to open the committee to select user members. see its members.
Click Create Evaluation

Once the evaluation outline is created, the questions will need to be written. The administrator will need to:

Choose the type of question.
Click on Require a Response to this question if necessary.
Choose if a question will be directed to a specific appointment, a committee, or a user (s).
If this question is a follow-up to a previous question and if so, which answer(s) will prompt the next question.

Please note: A question can be restricted to a specific appointment, committee, or specific user (s) and have a follow-up question.

Select the next step

ADD ANOTHER QUESTION – to continue and create more questions
ADD DOCUMENTATION, if necessary
SAVE – to save/get ready to publish
CANCEL - will only cancel that question and not affect any other questions created.

Please note: If a document is added to a specific question, that documentation will be available to view only for that question. In conjunction with that, only those users who have been chosen to see the question will see the documentation.

When the administrator selects the SAVE button, BoardWorks will bring the Administrator to the evaluation edit page.

Re-Order Questions

If the Administrator would like to reorder the questions. They click on the RE-ORDER QUESTION button on the question Evaluation Edit Landing Page.

The list of the questions in the evaluations will appear, click and drag the question to the new location, once the Administrator is happy with the new order click on Save to return to the evaluation landing page.

Editing an Evaluation Question

Editing a question on an evaluation is accessed from the Edit Evaluation Screen, from the Actions drop-down, or by clicking on the questions. Then change the question as needed.

Please note: Once an Evaluation is published, the Administrator may not edit the questions.

Please note: If the Administrator modifies a question that another question is based on, the Administrator will receive a warning message, see Figure 25: Edit Question Warning Message About Follow-Up Questions.

Click on Ok to continue to edit the question or cancel to stop editing the question.

Answer Types

Listed below are the different types of answers available as part of an evaluation. Over the next 5 pages is an example of each and if any parameters need to be followed. All the examples below are from the Evaluation Hub. There that for a survey, there will only be the question formatting option.

Single line of text
Multiple lines of text
Choice (menu to choose from)
Choice (Opinion)
Number
Date
Yes/No (Radio Button)

Single Line Answer

The user types a sentence or word on a single line. The answer can have up to 255 characters.

Multiple Line Answer

This option produces a comment box. The greatest number of lines is 5 (Typically a few small sentences).

Choice - Select from a Menu

Type in the choices, clicking enter at the end of each choice.

Select the list type the Administrator would like to use (Dropdown, Radio Buttons, or Checkboxes. Checkboxes will allow multiple selections.

Number Answer

A number question must have a minimum and maximum number.

Date Answer

Select when the answer required is in date format. Choose the default value to either None, or Today’s date, or choose Other to select a specific date.

Yes/No Answer

Choices Yes/No

This type of question includes a default value.

Making a Follow-Up Question

To create a follow-up question to an existing question, the parent question must have one of the following answer types; Choice, Yes/No, or Number.

As highlighted in the image below, click on the tick box next to the Previous Question to select the parent question. Click on the tick box next to select to choose the answer that will trigger the follow-up question.

Restrict Access to a Question

To restrict a question to a specific appointment type, committee, or specific users.

Click on the tick box to open the list and choose the desired recipients. In the figure below the committee list is checked and the committees that will receive the question are also checked.

Add Documentation

To add documentation to an Evaluation or an Evaluation Question, click on the Add Document button.

Evaluation Results

Once an evaluation is published, an administrator may check to see who has responded, and when they responded. The results may be displayed as a bar chart or exported to Microsoft Excel. Click on VIEW RESPONSE to see the information.

Please note: Anonymous results will only be available when all recipients have responded, or the closing date has passed.

View Evaluation Results

Below shows the Administrator who has responded and when they responded.

From the Evaluation Results screen click on Send Reminder or Export Responses to send an email reminder or automatically download the results into a PDF or CSV format.

Please note: Selecting “Export as PDF” will export the data on screen at the time of export i.e. data will differ depending on whether “Tracking”, “Summary Bar Chart” or “Summary Pie Chart” data is being viewed.

To view in a graphic format, click on Summary.