Student Survey System
Contents
1. Survey worksheet Thank you Eg A Your Survey has been saved And your answers have been cleared from this file You are now free to go Thank you for your help in improving our advising services 11 Save the Student_Survey xlsm file to save all your parameters 12 Go to the student files directory you created in step 3 above and verify the survey you just created is there You should delete any test student surveys you created so they will not be counted in the reports And now you are ready for students to take the survey Student Survey System Taking a Survey When you are ready for students to take a survey open the Student_Survey xlsm file and go to the Survey worksheet The software is ready to go Now you just have to put a student in front of the computer and let them follow the instructions and complete the survey If a student does not know how to use MS Excel you have a teaching opportunity You can show them how to click on worksheet tabs to go to each part of the survey how to page down and how to click on the Save my Survey button when they are finished Most students will catch on quickly When a student clicks on the Save my Survey button their survey is renamed and the file is saved where you told it to be saved on the Parameters worksheet Note that a new file is created for each student taking the survey The software then clears the survey answers clears the survey2. For MS Excel 2007 How to navigate from worksheet to worksheet At the bottom of the Excel screen are worksheet tabs In a new Excel file the file will contain worksheets named Sheet 1 Sheet 2 and the like In the SSS you will see worksheet names like Parameters Survey Charts and Main To move from one worksheet tab to another left click on the worksheet tab you want to go to How to unhide a worksheet To unhide a worksheet right click on any worksheet tab and select unhide from the popup menu If more than one worksheet is hidden then you will then have to select which worksheet you want to unhide How to hide a worksheet To hide a worksheet right click on any worksheet tab and select hide from the popup menu How to protect a worksheet To protect a worksheet click on the Home tab of the Ribbon Then click on Format Then click on Protect Sheet A popup dialogue box will be displayed and you can either press OK to protect the worksheet without a password or you can enter a password and then press OK You will be required to enter the password again to confirm you remember it How to unprotect a worksheet To unprotect a worksheet click on the Home tab of the Ribbon Then click on Format Then click on Unprotect Sheet If the worksheet is protected by a password a popup dialogue box will be displayed and you will have to
3. American or Pacific Islander Biracial multiracial Other 93 What was your age at your last birthday 18 or younger 19 20 21 22 23 24 25 30 31 or older 13 Student Survey System Here is how the results look in the Survey_Reader xlsm file The answers in the student surveys are tallied and presented here only 3 surveys were used here Student Feedback Survey Survey ID TEST 1 Overall would encourage others to use the support services offered by this advisor N A Strongly Agree Agree Disagree Strongly Disagree 33 67 0 0 0 2 The advisor has been timely in providing the assistance requested N A Strongly Agree Agree Disagree Strongly Disagree 0 67 33 0 0 3 The advisor uses my time well N A Strongly Agree Agree Disagree Strongly Disagree 0 33 33 33 0 4 The advisor is prepared N A Strongly Agree Agree Disagree Strongly Disagree 0 33 33 33 0 5 The advisor gives clear explanations N A Strongly Agree Agree Disagree Strongly Disagree 0 67 0 0 33 14 Student Survey System And here is how the charts look Overall would encourage others to use the support services offered by this advisor Strongly Disagree N The advisor has been timely in providing the assistance requested Strongly Disagree N A Strongly Agre Strongly Disagree 15 Student Survey System Basic Excel Skills You Need to Know
4. to later But as long as you have the student surveys you can always regenerate the SSS reports at any time Customizing the Student Survey If you want to change the title of the survey or the questions on the survey form and in the charts in the Survey_Reader xlsm file you can unprotect the Survey worksheet in the Student_Survey xlsm file and the Charts worksheet in the Survey_Reader xlsm file and make your changes The worksheets do not have a password If you do not want to ask about student demographic information just hide the rows with those questions Do not delete the rows Note Do not add or remove rows in the spreadsheet or the VBA macros will not run correctly Manually completing the survey If your students do not have access to a computer to take the survey you can print the survey pages and they can complete the survey with a pen or pencil Then you just have to have someone enter the surveys into the software later 10 Student Survey System Sample Survey Reports and Charts This is the survey Student Feedback Survey We request your voluntary participation in improving our advising services Your answers are completely confidential and you are free to leave at any time Enter your Survey ID here Instructions Click in the cell under the question in the orange cells where you want to enter your answer and then enter an X You can also use the arrow keys to move the mouse pointer When
5. ID from the Survey worksheet and is ready for the next student There is no need for the advisor to do anything between students taking the survey So what is the Survey ID on the survey It can be anything you want it to be It can be a student ID number if you want to longitudinally track student surveys over time It can be an advisor identifier so that the survey administrator can track survey results by single advisors in addition to tracking the entire group It can even be a combination Advisor ID and Student number you are only limited by your creativity At the end of the day you can just close the file It can t get much simpler than that Student Survey System Creating Reports OK so now you have a bunch of student surveys that have been saved in the location you indicated in step 3 above Follow these steps to create reports and charts of the data 1 Open the file Survey_Reader xlsm 2 You may have to enable macros just like you did in step 5 above 3 On the Main worksheet enter the location of the student files in cell B10 4 To process all student surveys in the location you specified leave cell B14 empty To process one Survey ID enter that Survey ID in cell B14 To process multiple Survey IDs enter the Survey IDs in cell B14 separated by commas For example to process these 4 IDs enter DAF A001 BIO_A001_studentID4 5 Click on the Process Student Surveys button Depending on the n
6. SS and don t forget the at the end 9 Once you have finished entering information on the Parameters worksheet you can Save the file Student Survey System 10 After you have saved the file go to the Survey worksheet enter Test as the Survey ID in cell D7 and then click on the Click here to save your survey button to setup this worksheet If you did not enter the correct information on the Parameters worksheet then you will see an error message window Depending on the error it could look like this Contact the Survey Administrator XI If you are a student tell the survey administrator about this error Student Files Path error Invalid directory path for Student Files Please check the Student File Path specified on the Parameter worksheet Invalid path for Student Files is C Excel AAIS Student_Files In this specific case I incorrectly omitted the at the end of the directory path name If you do receive an error you will need to read the error message maybe even write it down and click on OK Then you need to unhide the Parameters worksheet go fix the problem and click on the Save my Survey button on the Survey worksheet again to test everything again Repeat this process until all errors are fixed If you entered valid information on the Parameters worksheet you will see this after you click on the Save my Survey button on the
7. Student Survey System A User s Manual David A Freitag 3 7 2009 Student Survey System Contents ProfaCE ee ur en VervewW sanken Requirements Files Installation and Sep Taking aSuryey acer Creating Repanls u a nn Advanced Uses Of the SD Sample Survey Reports and Charts Basic Excel Skills You Need to Know 2009 David A Freitag Published by David A Freitag All Rights Reserved Student Survey System Preface The Student Survey software was created by David Freitag for the use of the members of the National Academic Advising Association No specific permission is required for individual use institutional use or for research studies You can also adapt the software for your own purposes The software is entirely MS Excel 2007 files so anyone who knows how to use VBA within MS Excel will be able to easily modify the software This is not rocket science Student Survey System Overview The purpose of the Student Survey System is to help advisors gain feedback from students about their advising session Requirements e MS Excel 2007 e Windows skills o Ability to navigate around in a Windows directory structure o Ability to create a new sub directory o Ability to open save and close a file e Specific skills in MS Excel o Ability to enter data in worksheets Ability to navigate from worksheet to worksheet Ability to unhide a worksheet Ability to prot
8. ect and unprotect a worksheet Ability to save a file 0000 If you do not know how to do these specific actions in Excel you can refer to the Excel Skills You Need to Know section of this manual for instructions Files The Student Survey system consists of 5 files File Name _______________Purpseofeachfle ll Student_Survey xlsm Used by students to complete their survey Survey_Reader xlsm Blank_File xlsx Reads student survey files and creates reports and charts A blank survey file used to create student surveys SSS_Users_Manual pdf This file Student Survey System Installation and Setup Installing the Student Survey System is a simple straightforward process Follow these steps 1 On your computer create a directory where you want to install the files For example you might create a directory called C Excel SSS 2 Unzip the files and copy the 4 files of the SSS to the directory you created in step 1 See page 4 above for a list of the files 3 Create a directory where you want the SSS to save the student surveys For example you might create a directory called C Excel SSS Student_Files Now you have to tell the software where everything is Follow these steps 4 Open the Student_Survey xlsm file 5 If macros are not enabled in Excel you may see this warning d Security Warning Macros have been disabled Options If you do see the above warning click on Opt
9. enter the password and click on OK to unprotect the worksheet 16
10. ions and you will see this Microsoft Office Security Options 2 Security Alert Macro Macro Macros have been disabled Macros might contain viruses or other security hazards Do not enable this content unless you trust the source of this file Warning It is not possible to determine that this content came from a trustworthy source You should leave this content disabled unless the content provides critical functionality and you trust its source More information File Path L Shared Documents U of A Advising AAIS AAIS_Student_Survey xism Help protect me from unknown content recommended Enable this content Open the Trust Center Click on Enable this Content and then click OK Now macros are enabled for this program Depending on your security settings you may have to do this every time you open this file If you don t see the above warning message you may see this security notice Student Survey System Microsoft Office Excel Security Notice EJ 2 Microsoft Office has identified a potential security concern Warning It is not possible to determine that this content came from a trustworthy source You should leave this content disabled unless the content provides critical and you trust its source File Path L ed Documents U of A Advising AAIS AAIS_Survey_Reader xism Macros have been disabled Macros might contain viruses or other security hazards D
11. o not enable this content unless you trust the source of this file More information Click on the Enable Macros button Now macros are enabled for this program Depending on your security settings you may have to do this every time you open this file Your computer may have slightly different warnings but the basic idea is to enable macros however you have to do it on your computer 6 Go to the Parameters worksheet If you do not see the Parameters worksheet tab at the bottom of the screen then it is hidden and you must unhide it Refer to the instructions later in this document to learn how to hide and unhide a worksheet Now you have to tell the software where the other files are located 7 In cell B6 enter where you want student files to be saved You created that directory in step 3 above For example C Excel SSS Student_Files and don t forget the V at the end Note that student surveys are saved in this format Survey ID 20YY MM DD Thh_mm_ss xlsm Where YY year MM month DD day hh hour mm minutes and ss seconds For example this is a survey file name A111222333 2008 5 10 T11_38_30 xlsm This format allows every survey to have a unique file name 8 In cell B7 enter the location of the Blank_File xIsx file Note that this file is one of the four files ofthe SSS You already created the directory in step 3 above and copied the SSS files to that directory For example C Excel S
12. umber of student files being processed this step may take a few minutes Look at the status bar near the bottom of the screen on the left for the number of files that are being processed and which file is processed now On a reasonably fast computer it should take about 3 minutes to process 1000 student files To process 32 000 student surveys the maximum number of student files the SSS can process start the process and go have lunch 6 If you did not enter the correct student file directory path on the Main worksheet you will see an error message Correct the location data on Main and try again 7 If everything runs successfully you will see this message Congratulations Eg A The Student Files have been processed successfully Click on OK and then you are ready to view the report and chart worksheets Enjoy Student Survey System Advanced Uses of the SSS Organizing your Files After a while you may want to copy the student files somewhere else to make reporting easier and to be able to compare survey results by semester or by year Here is an example of directory names you might use C Excel SSS Student Files 2009_ Fall C Excel SSS Student Files 2009_ Spring C Excel SSS Student Files 2009_ All Be creative Having different directories will enable you to run reports for individual semesters or for entire years If you copy the 4 SSS files to each directory then you will have reports to refer back
13. you have finished the survey click on the button at the bottom of the worksheet to save your survey 1 Overall I would encourage others to use the support services offered by this advisor N A Strongly Agree Agree Disagree Strongly Disagree 2 The advisor has been timely in providing the assistance requested N A Strongly Agree Agree Disagree Strongly Disagree 3 The advisor uses my time well N A Strongly Agree Agree Disagree Strongly Disagree 4 The advisor is prepared N A Strongly Agree Agree Disagree Strongly Disagree 5 The advisor gives clear explanations N A Strongly Agree Agree Disagree Strongly Disagree 11 Student Survey System 6 The advisor makes good use of examples and illustrations N A Strongly Agree Agree Disagree Strongly Disagree 7 The advisor appears to be knowledgeable and resourceful N A Strongly Agree Agree Disagree Strongly Disagree 8 The advisor is accessible to students N A Strongly Agree Agree Disagree Strongly Disagree 9 The advisor makes it easy to get help N A Strongly Agree Agree Disagree Strongly Disagree 10 The advisor creates a comfortable environment N A Strongly Agree Agree Disagree Strongly Disagree 90 Do you have any additional comments 12 Student Survey System 91 What is your gender Male Female 92 What is your cultural racial background White Caucasian Hispanic American Latino a African American Black Native American Asian
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