User's Guide - FRP Canada e
Contents
1. www frp ca e Valuation User s Guide 7 b Select a reporting period year c Choose a report based either on the participant responses or based on staff volunteer responses d Please note that participant resoonses to general open ended questions will not be provided in aggregate reports to protect anonymity e If you select a report based on staff volunteer responses you must specify whether you want all responses or only responses from the staff or only responses from volunteers and students f Select the Next button once your report parameters are selected g Your report is now presented on screen and can be printed or pasted into another document Additional resources to assist participating organizations are available on the e Valuation Resources page Further details about FRP can be obtained at www frp ca Really stuck Contact us at macaulay frp ca with your question 8 e Valuation User s Guide www frp ca2. Using the select boxes choose the programs you would like to include in your analyses If you choose one program you will receive an analysis of the responses for only that program If you choose more than one program your report will include the responses for all the selected programs combined together Once you have selected your program s select the Next button You will now see the View My Reports screen On this screen you must define your report parameters You must a Select a reporting period year b Choose a report based either on the participant responses or based on staff volunteer responses c If you select a report based on participant responses you must specify whether you want a Quantitative i e questions where the response was a number on a survey scale or a Comments report d If you select a report based on staff volunteer responses you must specify whether you want all responses or only responses from staff or only responses from volunteers and students e Select the Next button once your report parameters are selected f Your report is now presented on screen and can be printed or pasted into another document If you select Cross Canada Reports you will go directly to the View My Reports screen There you must a Specify the scope of the report by choosing all of Canada or a specific province territory organization type community size etc
3. Volunteer Survey you will still need to use the same Create and Generate Survey steps to ensure that a Staff and Volunteer Survey is associated with the program and gets its own unique URL Remember you can only see reports when a minimum of four surveys have been submitted therefore you might want to direct all staff and volunteers to a single survey to increase numbers You will need to generate this survey only for programs that are using it Completing surveys online There are two ways for potential respondents to locate and complete online surveys 1 Coordinator provides them with a direct link to the survey e The Coordinator logs in to the system e In My Account find the appropriate program and select the View link under either Participant Survey or Staff Survey choose whichever survey you want e The unique URL to the survey you selected will be shown www frp ca e Valuation User s Guide 5 e Copy this link and share it with participants or staff depending on which survey you selected e When participants or staff volunteers depending on which survey was selected click on the link the appropriate survey is displayed e If you provide a laptop or computer terminal for participants to use when completing the survey the links can be bookmarked 2 Use the selection options found via the Survey tab of the e Valuation website e Direct potential respondents program participant
4. e Valuation CANADA User s Guide Accessing the e Valuation system Registering coordinators and programs Managing your coordinator and program information Creating online and print surveys Completing surveys online Adding surveys completed on paper to the database Getting reports Accessing the e Valuation system FRP Canada s e Valuation system was developed for the use by family resource programs and other family serving organizations in Canada Your organization s membership in FRP Canada must be current in order for you to use the e Valuation system If you are unsure of your organization s membership status or want to become a member of FRP Canada contact info frp ca The e Valuation website is htto fro evaluation ca Registering coordinators and programs There are two required steps for registering with e Valuation registering the coordinator the staff person with responsibility for coordinating the e Valuation process and registering the organization or program administered by that coordinator Once the initial registration is complete other programs or program sites can be added through the My Account page Register a Coordinator If you are already registered as a coordinator click the Login My Account button in the top menu which will lead you to the My Account page where you can manage your information otherwise select the Register tab 1 If you are not sure whether you are a registered coordinat
5. eating online and print surveys The Participant Survey is now customizable You must create a customized Participant Survey for each of your programs The Staff and Volunteer Survey is not customizable but still needs to be created in order to be associated with your program s Creating a Customized Participant Survey 1 Go to http frp evaluation ca and log in 2 From your My Account page find the appropriate program 3 Select the Create button that corresponds to the participant survey for the program in question 4 On the Create Participant Survey screen you are presented with all available options for your www frp ca e Valuation User s Guide 3 survey The participant survey consists of a mandatory basic survey six additional optional components and mandatory demographic questions First you can preview the 10 mandatory rated questions and 2 open ended questions 5 Next you are presented with the six optional components of the participant survey wo A a EE he To see the questions contained in each component select the appropriate View Questions link If you would like to add a particular set of questions to your survey place a check mark in the Add this section to the Survey box found at the upper right corner of each component section The components are Parentin Note that these first two components were part of the previous e Valuation survey and will be of interest to most fami
6. ly resource programs Child Development Settlement i These three new components may be of particular interest to programs with Special Needs specialized mandates Pre Post Natal The sixth component allows coordinators to create up to four custom questions in their own words To create a custom survey component the coordinator should e In the Custom Survey Title box type in an appropriate name that summarizes the topic being asked about for example Moms and Tots Group A title is required e Inthe Instruction box type in a simple instruction to the participant for example These questions ask about your experience in the new Moms and Tots group This is required e Select the Create your own questions link You will see places to create your own questions e Create up to two rating scale questions i e these are questions where participants will rate the question from 1 to 8 on the Strongly Disagree Strongly Agree scale These questions should be statements that can be agreed or disagreed with such as I have met friends at the Moms and Tots group whom see or talk to at other times Note that if you only add one rating scale question the system will remove the second question when the survey is generated 4 e Valuation User s Guide www frp ca e Create up to two open ended questions These are questions where a respondent will write a response in his or he
7. or at the Register page find Not sure whether you are already registered and enter your email address Depending on the response you receive you can then go either to the Login page or the Register page 2 Register the Coordinator Review the information requirements for both the coordinator and the program When you have the information at hand proceed with the registration by entering the coordinator s name phone number username email address and password Register a Program 1 The registration process includes the registration of an organization or a program Additional programs or program sites may be added later through the My Account page 2 Review the list of information requirements and note that several items have an Explain This link that can be clicked to obtain further details It is important that you have all required information including your organization s FRP Canada membership number before proceeding with the program registration process 3 Once you are prepared please complete all the fields Be sure to record the email address and password you provide these will be needed later to log in change your account details and access the analysis features of the database 4 Once you have filled in all the data fields select the Submit button You will receive a notice if you have not completed all the data fields All fields must be completed before your 2 e Valuation User s Guide www fr
8. p ca registration can be processed 5 Once your registration has been successfully processed you will receive an email confirming your registration and you will be transferred to the My Account page Managing your coordinator and program information From the My Account page you can 1 Edit the program registration information by selecting the Edit Program link located beside the program name 2 Create a customized participant survey for that program by selecting the Create link under participant survey 3 Create a staff and volunteer survey by selecting the Create link under staff survey 4 See at a glance the number of surveys entered so far in brackets beside the word View 5 Find each survey s unique URL and be able to print a paper version by clicking on the word View 6 Add additional program s or site s by selecting the Add a Program link Your centre may have multiple programs or sites that use the e Valuation system Each program or site should have its own unique name and registration The data from multiple programs under a single coordinator s registration can be selected separately or combined for reports 7 Give another person administration privileges by selecting the Add a Coordinator link 8 Edit your own coordinator information by selecting the Edit Coordinator Profile link and 9 Change your password by selecting the Change My Password link Cr
9. per version of either surveys 4 It is important that the person entering the survey presses the Submit button after entering a survey to the database If multiple surveys are entered the Submit button must be clicked after each survey 5 After each survey is submitted an automatic message will appear confirming that a new survey has been entered and providing an identification number for that survey This number should be written down on the paper copy so you have a record in case a problem needs to be solved later 6 To quickly enter the next paper survey click on Start again 6 e Valuation User s Guide www frp ca Getting reports Only registered coordinators can access e Valuation database reports To protect the confidentiality of respondents results will only be reported when there are a minimum of four responses To analyze your organization s results 1 2 Go to the e Valuation website http fro evaluation ca Select the Reports tab Select the type of report you would like to run If you are not already logged in to the e Valuation system you will be asked to input your email address which is the user name and your password You will be presented with two choices for reports My Program Reports or Cross Canada Reports If you select My Program Reports a list of your programs will appear these are the programs for which you have administration privileges
10. r own words Note that if you only add one open ended question the system will remove the second question when the survey is generated e Place a check mark in the Add this section to the Survey box found at the upper right corner of the section 6 The next part of the survey is the mandatory demographics component About You 7 The survey is completed with a final mandatory open ended question 8 Now that you have selected your optional survey components Cif any including possibly a custom component you can preview what your online survey will look like Select the Preview button To see what the print survey will look like click on Print If you have not filled in the required fields for the customized questions you will receive a warning 9 Review your survey insuring that it has all the desired components If you are happy with your survey select the Generate Survey button found at the bottom of the survey preview page If you would like to make changes to your survey select the Edit button found at the bottom of the survey preview page 10 Once your survey has been generated it can be used to collect data from program participants both in print and in online format 11 Please note you will only be able to change edit the survey you have created until the first survey has been submitted online Creating a Staff and Volunteer Survey Although there are no sections to customize on the Staff and
11. s or staff and volunteers to the e Valuation Home Page at http frp evaluation ca e Go to the Surveys tab the For Survey Respondents sub tab will be highlighted by default A brief explanation of FRP Canada s e Valuation system is provided At the bottom of the page are two links one for program participants and the other for staff members and volunteers The respondent should click the button that corresponds to their survey of interest e Once the appropriate button is selected a new screen entitled Find Your Participating Organization appears The respondent locates the program first by selecting province or territory then by selecting city or town The respondent then selects the appropriate program and the survey is displayed Adding surveys completed on paper to the database 1 Before paper surveys can be printed they must first be created and generated by the coordinator See Creating Online and Print Surveys above 2 Once your surveys have been generated you can create print versions by going to the My Account page selecting a survey click View and clicking on the Print button When surveys are completed on paper they must be entered into the online database before they can be included in any analyses 3 Entering paper surveys follows exactly the same procedure as described for completing surveys online except that someone else enters the responses made by the respondents who used the pa
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