Surveys for experiences

Administer surveys to learners and employers at different points in the experience & project timeline.

Barkha Patel avatar
Written by Barkha Patel
Updated over a week ago

Surveys are the best feature for educators to use ensure that projects are going smoothly while expectations are being met, and to measure the outcomes of those projects in the form of skill development, employability of learners, happiness of stakeholders, and much more!

Main benefits of surveys:

  • Asses skill growth and outcomes of learners

  • Get alerted to potentially off-track projects before it's too late

  • Gather feedback from stakeholders at any point in the project and not just afterwards

You can quickly build surveys by selecting your target audience, your timing, and by adding an unlimited number of fully configurable questions including multiple choice, short and long written, document, date, true or false, and more. Surveys are then automatically issued on your behalf and you can simply sit back and watch the replies roll in.

General

Target audience

Surveys can be issued to either employers or learners. By selecting either, the audience will be surveyed so long as they are participating in the experience.

Timing & prompts

All surveys are administered to their target audience based on its timing settings, for which there are 3 options:

  • Before the project starts: if a learner is scheduled to start a project on January 1, 2024, and your configured survey timing is "3 days before project start", they will receive the survey prompt on December 29, 2023. The number of days before project start can be configured.

  • After the project starts: if a learner is scheduled to start a project on January 1, 2024, and end on January 31st, 2024, and your configured survey timing is "50% project completion", they will receive the survey prompt on January 15th, 2024. The percentage of project completion can be configured.

  • After the project ends if a learner is scheduled to end a project on January 31, 2024, and your configured survey timing is "1 day after project end", they will receive the survey prompt on February 1st 2024. The number of days after project end can be configured.

Survey prompts are sent via email to learners or employers (depending on survey target settings), and link directly to a page where the user can fill in the survey.

Surveys will also appear within the timeline of the team page, so that learners and employers can see when surveys will be administered for that project.

If you create a new survey, it will apply to all teams and employers who have unfinished projects, and will be sent on its scheduled timing. If a survey is created that is scheduled to be sent at the project start, any teams that have already passed the start date will not be prompted to complete that survey.

Question types

Surveys can contain these question types:

  • Multiple Choice: Ideal for asking respondents to select one option from a list of predefined answers.

  • Checkbox: Useful when you want respondents to select multiple options from a list of predefined answers, allowing for multiple-answer questions.

  • Date: Great for collecting date-based information, such as event dates or scheduling preferences.

  • Document: A good option when you require respondents to upload documents, such as resumes, CVs, or other supporting materials.

  • Number: Appropriate for gathering numerical data, including quantities or ratings.

  • Linear Scale: Effective for measuring respondents' opinions or perceptions on a scale, such as rating satisfaction on a scale of 1 to 5.

  • Long Text: Suitable for open-ended questions that allow respondents to provide detailed written responses, making it useful for qualitative feedback or comments.

  • Short Text: Useful for open-ended questions that require brief answers.

Reply sentiment

For checkbox and linear scale questions, educators have the option to link the options with either a positive or negative sentiment by clicking the 'thumbs up' or 'thumbs down' icon. This information is not shown to the end user, but enhances summary reporting about the survey, and allows issues or positive trends to be highlighted.

How To

Create a survey

To create a custom survey for your experience, follow these steps:

  1. Go to your experience "Settings" tab > "Project Management" group > "Surveys" tab.

  2. Click the Create new” button. You will then have the option to create your survey from a template or create it from scratch. Select “Create from scratch” to create a new survey, or "Create from template" to choose a template from Riipen's recommended surveys.

  3. Enter your survey details including target audience, timing, and questions. If you've chosen a template, the questions will be pre-populated but can be edited.

  4. After filling in the details, click "Submit".

  5. If you are happy with your survey, click "Publish" to finalize it.

After you publish your survey, you will be unable to edit the questions unless the survey has no responses. If later you would like to edit the survey questions, you will need to disable or delete the survey and create a new one.

Once your survey is published, it will appear to any of your selected audience where the timing of the survey is in the future past the time which you published it. This mean learners or employers who have already completed past projects wont see it, but ones who are currently completing or completing projects in the future will see it and be able to reply.

View a survey

You can view any created survey at any time with the following steps.

  1. Navigate to your experience

  2. Click on the "Settings" tab on the experience page

  3. Click on the "Surveys" tab in the "Project Management" group

  4. Click the survey you wish to view

View survey replies

You can view individual replies to surveys by following these steps.

  1. Navigate to your experience

  2. Click on the "Settings" tab on the experience page

  3. Click on the "Surveys" tab in the "Project Management" group

  4. Click the survey you wish to view the replies of

  5. Click the "Replies" tab

You will now see a list of all replies to your survey, and you can click any one of them to see their full reply to all questions.

You can also view a summary of all replies and questions by following these steps:

  1. Navigate to your experience

  2. Click on the "Settings" tab on the experience page

  3. Click on the "Surveys" tab in the "Project Management" group

  4. Click the survey you wish to view the replies of

  5. Click the "Summary" tab

You will now see a summary of all replies for your survey broken down by each question. These breakdowns will include overall trends, sentiment analysis if you assigned sentiment to a question, and have the ability to click into each question to see a full list of all replies to it.

Export survey replies

You can export all replies to a survey by following these steps.

  1. Navigate to your experience

  2. Click on the "Settings" tab on the experience page

  3. Click on the "Surveys" tab in the "Project Management" group

  4. Click the survey you wish to export the replies of

  5. Click the "Replies" tab

  6. Click the 3-dot menu above the table or replies and click "Export to CSV"

CSV exports are performed asynchronously with the resulting CSV being sent to your email when it is ready for download. Depending on the size of the export this may take several minutes.

Edit a survey

You can edit a survey at any time with the following steps.

  1. Navigate to your experience

  2. Click on the "Settings" tab on the experience page

  3. Click on the "Surveys" tab in the "Project Management" group

  4. Click the survey you wish to edit

  5. Click the edit icon

  6. Edit your survey

  7. Click "Submit".

You will only be able to edit the questions of a survey if it is either no publish or has no responses.

Delete a survey

You can delete a survey with the following steps.

  1. Navigate to your experience

  2. Click on the "Settings" tab on the experience page

  3. Click on the "Surveys" tab in the "Project Management" group

  4. Click the survey you wish to delete

  5. Click the delete icon

You can only delete a survey if it has no replies, otherwise you only options is to disable it.

Disable a survey

You can disable a survey to prevent any further replies and to no longer make it visible or be a requirement for the target audience with the following steps.

  1. Navigate to your experience

  2. Click on the "Settings" tab on the experience page

  3. Click on the "Surveys" tab in the "Project Management" group

  4. Click the survey you wish to delete

  5. Click the "Disable survey" button

Enable a survey

If you have previously disabled a survey to but now wish to use it, you can enable the survey to accept replies and make it visible to your target audience once again with the following steps.

  1. Navigate to your experience

  2. Click on the "Settings" tab on the experience page

  3. Click on the "Surveys" tab in the "Project Management" group

  4. Click the survey you wish to delete

  5. Click the "Enable survey" button

Best Practices

  • Always lean on the side of caution and make a question or entire surveys required unless you really don't care about the reply rate.

  • For experiences 1 month in length or longer, always have a mid-point check-in style survey which is as simple as "This project is meeting my expectations" as a true / false questions, to anything more complex. The key is to attach sentiment to the question so that you can simply review the overall scores at the mid-point of all projects to ensure learner and employer satisfaction, and then to address any issues that do come up. For even longer running experiences it's good to have check-in style surveys every few weeks.

  • If you are wanting to measure the impact a project has on learners on a particular skill, always issue a before and after project self-assessment of that skill in a survey to learners while also issuing an after project assessment of it to employers either through a survey or though custom feedback. This helps assess the learners own felt growth while comparing it against the employers own evaluation as a grounding metric.

  • Coordinate with your portal administrators while crafting outcome based surveys as your portal administrators can create portal level surveys that can be applied to all experiences to ensure that all outcomes are being measured uniformly across the portal.

  • If you want to measure long term outcomes of the project, you can schedule a survey to be run up to 6 months after the project ends. This is great for asking questions such as "Has this project helped you find employment?".

FAQs

What kinds of survey templates are available?

Every type of survey you can imagine including: mid-project pulse checks, post project skill assessments, post project self-reflections for learners and employers, pre-project self-assessments for learners, pre-project expectation assessments for employers, and many many more. Chances are if you are looking to run a particular kind of survey, there is a template for it.

How can perform deeper analysis of survey replies?

Combining surveys with Riipen's reporting portal can be extremely powerful. Inside the reporting portal you will be able to ask custom questions about your replies, perform advanced statistical analysis, and even export the raw data to be used in other external tools of your choosing.

Did this answer your question?