Once your email recipients have completed the survey, you’ll likely want to put it together into a package for easy viewing. It is best if the package is in pdf format, includes the response rate, and only includes comments pertaining to the instructor under review.

  1. Export your survey results to a PDF
  2. Capture the Number of Invitations and Responses
  3. Combine the Cover Letter, Response Rates, and SurveyMonkey Export into a single PDF
  4. Filter by Instructor
  5. Redact your results
  6. Do a Cross-Survey Analysis

Export your survey results to a PDF

To export your survey results to PDF, click My Surveys.

Locate the survey that you would like to export, and find its graph icon (representing the Analyze Results button). Click this.

When the new webpage appears, you’ll notice that you are back in the workflow that you initiated when you began the survey, only now, you are much further along (under the ANALYZE RESULTS step).

Next, find the green button that says SAVE AS and click Export file.

You’ll see three options: All summary data, All responses data, and All individual responses. Select All summary data.

A new window will appear. Check that box that says Open-ended responses, then click EXPORT.

After a few seconds, you should see a pop-up that says Your export is complete, accompanied by a Download button. Click this button.

You probably have a preferred method of downloading documents – feel free to take your own route. Alternatively, you can click Save file, then press OK.

Once you do so, you can locate the download on your computer (screenshot shows Firefox download process), and voila, you have a pdf of your results!

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Capture the Number of Invitations and Responses

Not everyone who received your survey may have filled it out. To see the response rates, first click the COLLECT RESPONSES tab.

Identify the collector that represents the email invitation you sent out, and click it.

You’ll see a page with two donut charts, like the one below.

You cannot export this information in the same way that you exported the survey responses. Instead, you’ll have to capture it via a screenshot. Click the Windows icon in the bottom left of your computer and type Snipping Tool.

In the window that pops up, click the New button.

You’ll see the page fade slightly. Bring your mouse to the top of the area you want to capture, press and hold the mouse, then drag it to the extent of the area you want to capture. Once you release the mouse, a new window will pop up showing the screenshot.

Copy the screenshot by pressing the icon that looks like two overlapping documents.

Open a Word document, and click CTRL + V on your keyboard (paste). You should see the screenshot appear in the document. Next, click File, then SAVE AS.

The new window will give you an opportunity to type what you would like your document to be called. Next, save it as PDF. Click the dropdown list besides the words Save as type: and select PDF.

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Combine the Cover Letter, Response Rates, and SurveyMonkey Export into a single PDF

Put the cover letter, response rate, and SurveyMonkey export into a single folder. Highlight all the documents, then right-click over the highlighted portion. You’ll see an array of options – including the option Combine files in Acrobat…

In the new window, you can drag and drop various files to change the order. When you are happy with the order, click Combine Files

A new document representing the combined files will be created called Binder1. Rename it as follows:

Informal course code – course name – [Full course code] – Date [YYYY-MM-DD] 

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Filter by Instructor

If the course you are surveying involved multiple instructors, you may find that comments pertaining to different instructors are mixed together in your exported PDF. This mixing scenario can be avoided by using filters. Here’s how.

Ensure that you are in the ANALYZE RESULTS tab.

Click the icon that looks like an upside-down beaker on the far right. The page should change to show options, including a button that says + FILTER. Click this button.

Any array of options will appear. Click Filter by Question and Answers.

Next, the words Choose… will appear. Click this word to see a dropdown list representing your survey questions, and select the first question of your survey. (If this is a multi-instructor course evaluation, your question is likely “Select your instructor from the list provided.”)

Once you do this, the answers to your questions (instructor names) should be listed. Check one of the instructors, then click APPLY.

SurveyMonkey will now identify everyone who selected Geoff Coetzee for the first question, and show only the answers of these people on the webpage. In other words, you now have all the information pertaining to Geoff Coetzee, and none of the information pertaining to the other instructors. Next, you’ll need to export this information. Click SAVE AS then Export file.

(More information on the export process can be found in the first section of this module Export your survey results to a PDF.)

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Redact your results

For privacy reasons, an instructor should not read student feedback pertaining to other instructors. If a student references two instructors in the same survey, you’ll need to make two copies (one for each instructor referenced), and redact the comments pertaining to their colleague.

The best way to do so is to via Adobe Pro. You can apply to obtain Adobe Pro though the IT-services department.

Once you have obtained the software, you may find the following link useful: https://helpx.adobe.com/ca/acrobat/using/removing-sensitive-content-pdfs.html

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Do a Cross-Survey Analysis

Sometimes, you’ll want to compare how a course evaluation is changing over time. To do this, you’ll need to export the survey results from both surveys as a csv file, then bring the information together in Excel, where you can make a visualization.

Ensure that you are in the ANALYZE RESULTS tab.

Click Save As, then select Export file, then select All Summary Data.

In the resulting window, click CSV, then click EXPORT.

You’ll be asked to confirm your choice to download. Save the File, then open in Excel.

Repeat the download process with all the surveys you would like to include in your cross-analysis.

Next, you’ll want to do some copy-pasting so that the data you would like to bring together is in the same Excel file. If possible, try to organize your data so that one column is filled with years, and each row represents data pertaining to that year.

Visualizing your data begins with highlighting the relevant data. Click the upper-left cell of your dataset, press and hold the shift button, the click the lower-right cell of your dataset.

Click Insert.

Click the chart icon, and then click a chart type of your choosing. Column charts are usually the best for showing data clearly.

Once you do this, the bare-bones version of your chart will appear.

You’ll notice that Excel automatically decided what should count as the vertical and horizontal axis. But sometimes, Excel does not do this correctly, especially when one of the axes is supposed to represent time. If your bare-bones chart was not created correctly, and you need to change the bottom axis, right-click the middle of your chart. You’ll see a pop-up with the option to Select Data. Click this.

A new window will appear with two boxes. Move to the box on the right and click the Edit button.

Ignore the Axis Labels window that pops up.

.. and click the cells that should be used to inform your bottom axis. (Click the first cell, press and hold the shift button, then click the last cell. Release the shift button).

Click OK in the Axis Labels window, which should now be filled with a reference to the cells you clicked.

Once you do this, the horizontal axis should be based on date. Your chart still won’t look quite right however, because Excel thinks that the date (which informs your axis) is also one of your series. You’ll need to tell it otherwise.

Go to Select Data Source window and move to the box on the right. Click the column that represents date, then click Remove.

Click OK, and view your brand new chart.

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