implemented on december 7, 2012 · implemented on december 7, 2012. ... optional selecting of the...

A NEW ASSESSMENT ADMINISTRATOR SYSTEM

Implemented on December 7, 2012

This new system will have improved navigation and more efficient data entry. You will also find these exciting changes:

• Register up to 5 participants at a time • Less Data Entry as some participant details pre-populated by the system and

some individual registration details copied from the session details • Survey Completion date entered for the whole session and/or individual

participants • Resent participant invitations when desired. • Schedule invitations to be sent automatically by the system, if desired • Participants can be transferred between like sessions • Participant Activity Logs show participant actions and emails • Inventory Allocation – optional selecting of the order to be used for a

registration • Improved Inventory Details & Order tags where you can enter an order label

for your own tracking • Inventory Sharing between designated Assessment Administrators – if desired • Request scoring - Improvements to information available and data entry. • Some fields have been dropped and some fields are now optional

Read the details of the new functionality in the following pages.

Questions? Please call CCL Client Services. 1(800) 780-1031

ASSESSMENT ADMINISTRATOR REFERENCE GUIDE

CONTENTS

1. INTRODUCTION ........................................................................................................................................................ 1

CONTACTS ............................................................................................................................................................................... 1

2. WHAT HAS CHANGED? ............................................................................................................................................. 2

WHAT’S WHERE NOW? ............................................................................................................................................................. 3

3. ASSESSMENT ADMINISTRATOR SYSTEM BASICS ...................................................................................................... 4

MENUS ................................................................................................................................................................................... 4 GETTING HELP .......................................................................................................................................................................... 6 DEFINITIONS ............................................................................................................................................................................ 7 DATE FIELDS AND CALENDARS ...................................................................................................................................................... 9 SEARCH PAGE ......................................................................................................................................................................... 10

4. CREATE A NEW SESSION .......................................................................................................................................... 11

WHAT IS A SESSION? ............................................................................................................................................................... 11

5. AUTO-EMAIL INVITATIONS ...................................................................................................................................... 13

6. REGISTER PARTICIPANTS ......................................................................................................................................... 15

7. USING INVENTORY .................................................................................................................................................. 18

8. SEND INVITATIONS .................................................................................................................................................. 19

USING THE SEND INVITATIONS WEB PAGE .................................................................................................................................... 20 SEND INVITATION FROM MANAGE PARTICIPANT ............................................................................................................................ 22

9. MANAGE SESSION / PARTICIPANT ........................................................................................................................... 24

MANAGE SESSION ................................................................................................................................................................... 26 MANAGE PARTICIPANT ............................................................................................................................................................. 27

10. TRANSFER A PARTICIPANT .................................................................................................................................. 29

11. CANCEL A PARTICIPANT REGISTRATION .............................................................................................................. 31

12. VIEW / ADD JOURNAL NOTES ............................................................................................................................. 33

13. VIEW STATUS REPORTS ....................................................................................................................................... 34

14. REQUEST SCORING .............................................................................................................................................. 35

15. VIEW / TAG INVENTORY ...................................................................................................................................... 39

INVENTORY OWNERSHIP ........................................................................................................................................................... 39 INVENTORY MANAGEMENT ....................................................................................................................................................... 40

16. EMAIL CCL ........................................................................................................................................................... 43

17. APPENDIX OF EMAIL SAMPLES .............................................................................................................................. I

18. TABLE OF FIGURES ............................................................................................................................................ XIV

IAS Assessment Administrator Guide December 8, 2012

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1. INTRODUCTION

When you purchase assessments from the Center for Creative Leadership, we place virtual inventory into your Internet Assessment Systems (IAS) Assessment Administrator account.

IAS is primarily a survey system used by the Center for Creative Leadership (CCL) as a means to gather feedback that can help individuals and organizations in their leadership evaluation or development. IAS is also the portal for you, the Assessment Administrator, to manage your virtual inventory of assessments purchased from CCL.

The Assessment Administrator will create sessions (or batches) of people who will be invited to complete surveys on their or another’s leadership skills. The Assessment Administrator will use IAS to monitor the progress of the survey process and then to request a feedback report when the desired responses have been collected.

The goal of this Guide is to provide detailed explanations on the new Assessment Administration module of IAS. It can be used whether you are a veteran Assessment Administrator or are new to CCL assessment administration.

This document can be found online in the IAS Reference Documents library (Figure 1).

Figure 1: IAS Reference Library

Contacts

If you have any problems using IAS or the Assessment Administrator module of IAS, please contact the Center for Creative Leadership at 1-800-780-1031.

Hover your mouse over the Reference Documents box to get the documentation menu.


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2. WHAT HAS CHANGED? For those veteran Assessment Administrators, here’s a look at the changes. In addition to overall improvements in navigation and general efficiency, there are some fundamental changes to highlight.

Register 5 participants at a time – the registration page has space to enter participant data for 5 people before clicking a Register button. (See Guide Section 6)

Pre-population of participant details – when registering a participant, you will first enter his or her email address. If CCL knows of this person from a previous CCL experience, IAS will pre-populate what is known (First and last name and Job Title). (See Guide Section 6)

Pre-population of session data for the participant registration – where applicable, data you enter when creating a session will cascade down to each participant being registered. The Survey Completion date is now entered when creating a session, so it, too, is pre-populated to each participant being registered. (See Guide Section 6)

Auto-email Invitations – registrations can be set up to have the invitation email automatically sent by the system on a date you designate. Or, you can still manually send the invitation email when you are ready. (See Guide Section 5, 6 and 8)

Participants can be transferred – participants can be moved between sessions with the same assessment using a Transfer function. (See Guide Section 10)

Participant Activity Logs – the activity history of a participant is readily available for review; showing when emails were sent and registration and transfer activity. (See Guide Section 9)

Inventory Allocation – the Assessment Administrator can choose the order that should be used to fulfill a registration when he or she manually initiates the participant invitation email. (See Guide Section 7 and 8)

Improved Inventory Details – current inventory levels are shown in various places of importance (See Guide Section 6); the inventory page shows summary levels and only open orders (with zero quantity order details available if needed). Orders can be tagged with a label meaningful to the Assessment Administrators’ business making it easier to connect inventory and usage to your client activity. (See Guide Section 15)

Inventory Sharing – if desired, Assessment Administrators can be set up to be in a group that allows them to share inventory as well as session and participant management. (See Guide Section 7)

Request Scoring Improvements – the system will show whether a participant has met the minimum scoring requirements and a more meaningful score status. This function also uses the pre-population feature when entering the Facilitator details – the Facilitator’s email is entered first; if CCL knows of that person, the other known data is pre-populated in the contact fields. (See Guide Section 14)

Some fields have been dropped – the following fields have been dropped from the system: “Contact Information”, “Location” and “Assessment Format”. (See Guide Section 1)

Some fields are now optional – A session is no longer required to have a Session Date or Client Organization; although these fields are still available for use when desired. A session can now have 0, 1, 2 or 3 reminders. (See Guide Section 1)


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What’s Where Now?

THE OLD MENU THE NEW MENU

…is now…

Add New Program/Session Create New Session

Update Existing Program/Session Register Participants Manage Session or Participant

Send Invitations

View Assessment Inventory View/Tag Inventory

Track Program/Session Status

Manage Session or Participant

View Status Reports View/Add Journal Notes

Request Scoring Email CCL

Add or View Journal Notes View/Add Journal Notes

Status Reports

View Status Reports

Request to Score

Request Scoring


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3. ASSESSMENT ADMINISTRATOR SYSTEM BASICS

This section will cover:

• Menus and moving between functions • Different ways within the system to get help • Definitions of common terms • How to use the calendar controls in the date fields • How to use the search screens for more direct access to your participant or program

Menus

The Assessment Administrator functions can be accessed from the main Admin page (Figure 2) or from the drop-down menu found within an Assessment Administrator function (Figure 3).

Figure 2: Main Menu

Figure 3: Internal Drop-Down Menu


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When you are within functional areas, you will find that certain data is presented as a hotlink; that is it will be underlined and in blue (or the color you have defined on your Internet browser for active links) (Figure 4). You can use these links to move between session and participant details.

Figure 4: Move between Session & Participant Functions

If you click on the link of a participant’s name, you will be taken to the Manage Participant page.

Or, if you click on the link of the Session Name, you will be taken to the Manage Session page.


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Getting Help

There are several places within the system that offer help as you perform your administrative tasks.

Figure 5: Definitions Link

At each Assessment Administrator function page you will find this link to definitions of the various fields and business terms used throughout IAS and your Assessment Administrator functions. Upon clicking the link, a separate pop-up window will open.

The definition list as published on 12/8/2012 follows this Getting Help section of the Guide. The more current list would be on the IAS website.

Figure 6: Reference Documents Library

This Guide and other reference documents will always be available within this Reference Documents location. Hover over on the words Reference Documents to get a menu of available documents. Clicking on a specific title will open the document in a separate internet browser window.

Figure 7: Hover Text

Figure 8: Field Help

Throughout the system there will be data or fields that have instructional text. This helpful text will display either when you hover over a page element or when you enter a particular field. Figure 7 and Figure 8 are examples of these hover text aides.


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Definitions

CCL IAS Term Brief Definition Active Sessions that do not have a Session date or sessions that have a Session Date

of within 7 days of "today" or in the future Actual Quantity Available The number of specific assessments in your virtual inventory that is available

for use. Archived Sessions that have a Session Date that is more than seven days in the past. Assessment The instrument used to collect and report feedback data. Assessments sold by

CCL and hosted on IAS are: Benchmarks, Skillscope and WorkLife Indicator. Auto-email Invitations An optional date. If populated for a session, IAS will automatically send out

participant invitations on this date Available Same as Actual Quantity Available. Client Organization An optional field that can identify your client and session relationship. Create New Session An IAS Assessment Administrator function that establishes a session or batch

of participants who will be taking the same assessment for the same general purpose and/or within the same general time frame.

Facilitator The person who will review and facilitate the behavior feedback from the assessment with the participant. For some assessments, such as Benchmarks and Skillscope, the Facilitator is certified by CCL.

Filters Filters are used on the IAS Search web pages to narrow your search for a participant or session.

Inventory Assessments purchased from CCL; virtual inventory tracked and used through IAS functions.

Invitation Schedule Date participant invitations are scheduled to be emailed Journal Notes Notes captured in IAS to record participant information and communications

related to a specific registration. Order Number A tracking number assigned by CCL when an order for assessments is placed. Order Tag A label available to the Assessment Administrator to help identify intent or

business ownership of an Assessment Administrator's inventory (ex: PO#, Client Name, Session Name)

Participant The person that is being assessed and provided with feedback. Often the participant's assessment if referred to as the Self form.

Project Available Same as Projected Actual Available. Projected Actual Available The calculated number of assessments in your inventory based on what you

actually have minus the number of assessments needed to fulfill the participants you have registered but not yet invited. This can be a negative number (as you can registered more participants than assessments in your inventory; however, you cannot invite more participants that assessments in your inventory.

Register Participants Assign a person to a session by entering the participant details into IAS in preparation of inviting them to participate in the assessment-feedback process.

Reminders Emails sent to participants and raters who have not yet submitted their assessment responses. Reminders are optional; IAS allows you to schedule 0, 1, 2, or 3 reminders for participants. Rater reminders are sent by the participant.

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CCL IAS Term Brief Definition Request Scoring The process of requesting CCL to prepare the feedback report for a participant

whose status is complete. Reserved Number of assessments allocated for participants who have been registered to

a session but have not yet been invited. This is a soft reserve that does not directly associate an assessment to a specific participant; only shows the number of assessments that would be needed to invite all of the participants registered to take this particular assessment.

Reserved Quantity Same as Reserved. Search In A field on IAS Search pages that directs IAS to search in current sessions, only

old sessions, or all sessions. Session A group or batch of participants who will be taking the same assessment for

the same general purpose and/or within the same general time frame. Sessions are defined by the Assessment Administrator. For example, they can be 1 coaching session for 1 executive or 1 session for 20 participants in a seminar; however it works best for how the Assessment Administrator operates.

Session Date This is now an optional field related to a Session. This can be the date when the participants of a session are going to be gathering for leadership development or feedback. Or, this can the date feedback will be shared to the participants registered to this session/batch.

Session Title The name you give a Session for identification with IAS. This name will be made visible online in IAS and in emails to the Participant and, for 360 assessments, to the Raters.

Survey Completion A deadline date for all surveys, self and raters, to be submitted into IAS. This date is shared with the Participant and Raters for 360 assessments online in IAS and in invitation emails.

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Date Fields and Calendars

While you can always type a date into a date field, you can also use the calendar aide to select a date.

In some fields, the calendar aide is accessed by clicking on an icon next to the date (Figure 9). Other date fields that do not have the calendar icon will automatically display the calendar when you enter the field (Figure 10). Figure 10 also illustrates how you can go into the future using the calendar aide (regardless of whether the calendar aide was presented using the calendar icon or if the aide was presented when you entered the date field).

Figure 9: Calendar Aide – the Icon

Figure 10: Calendar Aide – Clicking into a Date Field

Click the arrows to the left and right of the month to move you to the previous or next month.

Click on the month to get the calendar for the year.

Click on the year to access a different year.


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Search Page

Most of the Assessment Administrator functions start with a search page. This search is to find the specific session or participant with which you want to work.

While each function’s search page might be slightly different, they behave quite similarly. The more specific data you enter in the search criteria is, the narrower your results will be.

The Send Invitation function and the Manage Session/Participant function also allow you to request your search results to show the sessions or the participants that match the criteria (Figure 11). For example, if you wanted to see all the participants registered for sessions in January, you would select the Participant radio button and enter 01/01/2013 in the “Session Date From” field and 01/31/2013 in the Session Date To field.

Figure 11: Search Page Example

The search page for the Request Scoring function will have additional filters that allow you to exclude or include scored participants in your search results (Figure 12).

Figure 12: Request Scoring Search


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4. CREATE A NEW SESSION

What Is a Session?

A session is a way to group a set of participants who will be taking the same assessment for the same general purpose within the same general timeframe. You can group your participants into sessions that best fit your business or your client’s business. The following are some examples of sessions:

Session Title: Leadership At the Beginning A group of graduate students who are participating in a leadership seminar that includes the Benchmarks survey and feedback report.

Session Title: Acme Coaching - September Managers and Executives that work for Acme and are a part of September individual coaching sessions that include the Skillscope survey and feedback report.

Session Title: Edward Executive The session used to administer Benchmarks to Mr. Edward Executive. His executive peers are also participating in some coaching, but each will get their own session.

The important element of the session is the title as this is seen by the participants and raters when they access IAS to complete their survey.

A session has the following data elements; required elements are noted with a red asterisk here and on the Create New Session web page (Figure 13):

Session Title* As described above, this labels your group of participants. This is also shown to the

participants and raters in emails from IAS as well as on their survey pages. Client Organization This is an optional field that you can use according to your needs. It is not displayed

to the participants or raters. Assessment* Select the assessment that should be administered to the participants in this

session. If you have a participant(s) who will be taking more than one CCL assessment, you will need to create a session for each assessment experience.

Session Date This is an optional field that can be used when the session is a specific gathering of participants. If this date is used, the session will archive (no longer be accessible to the participants) 7 days after the Session Date.

Survey Completion* This field is used to communicate a due date to the participants and raters. This date is used in email communications with participants and raters as well as presented on their IAS home page.

Auto-email Invitations

This is an optional field. If you put a date in this field, IAS will email participant invitations on that specified date. If there is no date in this field, the Assessment Administrator will need to manually trigger the invitation emails using the IAS Send Invitations function. See the Auto-email Invitations section of this Guide for details on how to use this functionality.

Reminders You may define 0, 1, 2, or 3 reminders. If a date is defined in these field(s), IAS will email, on that date(s), a reminder to participants who have not completed their survey. If you do not set reminders, you will be prompted to confirm that reminders are not desired. (Rater reminders are sent by the participant.)


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Figure 13: Create New Session

Upon clicking the Create Session button, you will be presented with a confirmation pop-up (Figure 14). This will have an option to return to create another session (by clicking OK) or to proceed to Register Participants in the session you just created.

Figure 14: Create New Session Confirmation


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5. AUTO-EMAIL INVITATIONS

With this release of the new Assessment Administrator module, you will have the option of having the system automatically send participant invitations for you. If there is a date entered in the Auto-email Invitation field of the session or of a registration, IAS will automatically send invitation emails to registered, but uninvited participants.

The Auto-email Invitation date can be defined when the session is created (Figure 15) or when the registration is entered (Figure 16). If the Auto-email Invitation date is entered when the session is created, it can be adjusted or deleted for a specific participant.

If the session or the registration does not have an Auto-email Invitation date defined, the Assessment Administrator will need to manually send the invitations. This can be done from the Send Invitations function or within other management pages like Manage Session/Participant.

Figure 15: Create Session – Auto-email Invitations

Figure 16: Register Participant – Auto-email Invitation

The system will process registrations with the same Auto-email Invitation date in the order the registrations were saved to the session.

Inventory will be debited by the system when the invitation email is generated, using the oldest inventory first. Because Auto-email invitation processing is a system function performed behind the scenes, the Assessment Administrator cannot chose which Sales Order is to be used to fulfill the registration.


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If there is not enough inventory to fulfill a registration, the Assessment Administrator will be notified via an email (See this email in the Appendix of Email Samples in this Guide). When the Assessment Administrator orders more product, the unfulfilled Auto-email Invitation registration is processed. The participant invitation email will be sent within 30-60 minutes of the Sales Order being processed by CCL systems. Note, though, that the participant invitation email will travel through normal internet traffic, so receipt of the email could be quite a bit later.

If the Auto-email Invitation date is set to a future date, the participants’ invitation emails will be generated at approximately 12:01am Eastern Time on the date in the Auto-email Invitation field (assuming there is sufficient inventory).

If the Auto-email Invitation date is in the past, the participants’ invitation emails will be generated within minutes of the of the Register button being clicked. If there is not enough inventory to fulfill all of the registrations at this click of Register, the system will invite the number of participants supported by the inventory (fulfilling the first created to the last created) and then simply register (without inviting) the remaining participants, retaining the Auto-email Invitation date. You will see the unsent registration on the Register Participant page in addition to the email you will get notifying you of the inventory shortage.

If the Assessment Administrator uses the Register & Send Invitations Now functionality, the Auto-email Invitation Date is overridden and the invitations are issued immediately. See the section of this Guide title Send Invitations for details on how this processes and effects inventory.


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6. REGISTER PARTICIPANTS

When you choose Register Participants from the menu, the system will present the Find Session page along with all of your active sessions. If you have many active sessions, you can enter search criteria to narrow the results list. See the Assessment Administrator System Basics section of this Guide for details on the Search feature.

From the search results, click on the desired program to access the registration page (Figure 17).

Figure 17: Register Participants

The registration page has three sections:

Session Header: Session level information and a current picture of the virtual inventory for the assessment are found in the section of the web page.

Registration Area: this is where you will enter new participants. • Enter the participant’s Email Address first.

o If the system recognizes this email address (because of his/her previous CCL experience), the first and last name will be pre-populated. Pre-populated names cannot be edited by the Assessment Administrator. If there is an error in spelling the person’s name, the participant will have to correct it when they access IAS for this session.

o If the person is new to the system, you will enter the first and last name next. • If the Job Title is not pre-populated (from previous CCL experience), you may enter a Job Title on this

web page. If it is pre-populated, you may change the value; this new value will be saved to the participant’s record for future use. This is an optional field.

• If the session was created with an Auto-email Invitation date, it will be pre-populated with each registration entered. You may change, add or remove an Auto-email Invitation date for each individual participant. If you would prefer to manually initiate invitations, you should leave this field blank. See the Auto-email Invitations section of this Guide for more details on this functionality.

• The Survey Completion date for the participant is pre-populated from the session header details. However, you can specify a different Survey Completion date for one or many participants in the same session.

Registered Participants: This section of the web page will show you the participants who have already been registered and/or invited to complete their surveys.


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There are three actions you can take after entering the participants you wish to register: Cancel, Register and Register & Send Now.

Cancel: This will return you to the main Assessment Administrator home page. Any data entered in before cancelling will not be saved.

Both the Register and Register & Send Invitations Now buttons will present a confirmation pop-up similar to Figure 18.

Figure 18: Registering Participants Confirmation Screen

Choosing the Cancel button on this confirmation will return you to the Register Participants page with the new participant data still in the Register Participants section of the web page.

The following describes how the system will respond when you choose OK on this confirmation popup.

When first button was Register: This will save the participant(s) into the session and move them to the Registered Participants section of the web page (Section 3 of Figure 17).

If the Auto-email Invitation date is populated with a date that is in the past, the Register button will also trigger the system to send the invitation email. See Auto-Email Invitations section of this Guide for more details on how this feature works and impacts your inventory.

If the Auto-email Invitation date is not populated or is in the future, no invitation emails are generated at this time. Remember that registration does not actually use your inventory; it only does a soft reserve of inventory. Your inventory snapshot in the upper corner of the web page will show an increase in Reserved and a decrease in Projected Available. See the About Your Inventory section of this Guide for more details on how registrations affect your inventory.

When first button was Save & Send Invitations Now: If you have sufficient inventory to fulfill all of the registrations:

The participant(s) are saved into the session, moved to the Registered Participants section of the web page and the system is triggered to send the invitation email. The act of the invitation being sent will take an assessment from the oldest sales order in your virtual inventory (even if all that is available is inventory put in soft reserve because of another registration).


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If you do not have sufficient inventory to fulfill all of the registrations: The system will prompt you as such (Figure 19). Upon clicking OK, you will be returned to the Register Participant page (Figure 17). You can Register all of the new participants, and then use the Send/Resend Invitations button to send to only the number of participants for which you have inventory.

Figure 19: Send Invitations – Insufficient Inventory

On the Register Participants web page (Figure 17), you will also see the Send/Resend Invitations button (Section 3 of Figure 17). This works in the same manner as the Send Invitations function on the Assessment Administrator menus. See the Send Invitations section of this Guide for those details.


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7. USING INVENTORY

With the new Assessment Administrator module, when you manually initiate sending the invitation email, you can choose which Sales Order should be used to fulfill that registration. If you don’t specify which Sales Order should be used, the system will debit the oldest virtual inventory first.

If you use the Auto-email Invitations feature, you will not be able to choose the Sales Order; the system will use the oldest inventory first. See the Auto-email Invitations section in this Guide for more details on how automatic invitations work.

As before, you can register participants even if you don’t have enough virtual inventory. You cannot, however, send invitation email without sufficient inventory.

As noted in Inventory Management above, inventory showing in Reserved is a soft reserve; soft reserve inventory can be used for a different participant than the participant that put the inventory into Reserved.

Example of Inventory movement and use of a Soft Reserve:

Your Benchmarks Inventory shows:

1 Available, 0 Reserved, 1 Projected Available.

Patty is registered but not invited to a session with Benchmarks; your Benchmarks inventory now shows:

1 Available, 1 Reserved, 0 Projected Available.

John is registered a few days later; your Benchmarks inventory now shows: 1 Available, 2 Reserved, -1 Projected Available.

John is then invited (before Patty); your Benchmarks inventory now shows:

0 Available, 1 Reserved, -1 Projected Available.

Patty cannot be invited to her session until more inventory is added (through a Sales Order) to your account.


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8. SEND INVITATIONS

If you do not use the Auto-email Invitations feature, you will need to manually send participants invitations at the appropriate time (determined by your processes).

You can send/resend invitations from the Send Invitations web page. You can access this web page: • From the menus (Figure 20). When selecting Send Invitations from the menu, you will first be

presented the Find Session web page. See the Assessment Administrator System Basics section of this Guide for details on the Search feature. From the search results, click on the desired program to go to the Send Invitations web page (Figure 24).

• From the Manage Session web page (Figure 21). Using the Save & Send Invitations button from here, you will be taken directly to the Send Invitations web page for that session.

The Send/Resend Invitation(s) button on the Register Participants web page (Figure 22) works the same as the actual Send Invitations web page.

You can also send an invitation from the Manage Participant web page (Figure 23).

Figure 20: Send/Resend Invitations from Assessment Administrator Menus

Figure 21: Send/Resend Invitations from Manage Session


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Figure 22: Send Invitations from Register Participants

Figure 23: Send Invitation from Manage Participant

Using the Send Invitations Web Page

Figure 24: Send Invitations

Select the participant(s) you wish to invite (or re-invite) by using the check boxes to the left of their names. Check the very top check box to select all participants, if desired.

Remember that your inventory is debited when you invite a participant. So, it is now when you initiate the invitation(s) that you have the option to choose the order to be debited (Figure 24, right column).

If the same order should be used for all participants you are going to invite, you can choose the order from the top selection location.

If different orders should be used when inviting multiple participants, you can choose the order at the participant level.


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If most but not all participants will come from the same order, use the top bar to choose the primary order, then specific orders on the few participants to be invited from a different sales order.

If you don’t choose a specific order, the oldest inventory will be used to fulfill the registration.

Upon clicking the Send/Resend Invitations button, you will be presented with a confirmation pop-up that displays all selected participants listed along with the intended action. Figure 25 shows one of each possibilities: a participant with a pre-selected order (Chief FinO), a participant with the system choosing the order to debit (Mr. President) and a participant who is being re-invited, therefore, having no impact to inventory (Ms. Vice).

Figure 25: Send/Resend Invitation Confirmation Screen

Choosing Cancel will return you to the previous page.

Choosing OK will complete the invitation process. It is at this point that your virtual inventory is debited.

If you have sufficient inventory, the following final confirmation is presented (Figure 26).

Figure 26: Send Invitations - Final Confirmation

If you do not have enough inventory to fulfill all of the registrations, the system will prompt you as such (Figure 27). Upon clicking OK, you will be returned to the Send Invitations page to select the correct amount of participants (based on available inventory as noted in the upper left corner of the Send Invitations web page, Figure 21).

Figure 27: Send Invitations – Insufficient Inventory


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Send Invitation from Manage Participant

When using Send Invitation from the Manage Participant page (Figure 23), the process will be similar to that described above although it will be applied only to the one participant which you have accessed.

If the participant has been previously invited, you will have the Resend Invitation button without order selection as that was done when the initial invitation was sent (Figure 28). Note, that you can revise the participant’s survey completion date if desired. Resending the invitation will also post a line to the Participant Activity Log.

Figure 28: Manage Participant – Resend Invitation

If the participant has not been invited, you will have the Send Invitation button (Figure 29). To invite a participant from the Manage Participant web page, first select the order from which the inventory should be drawn; if desired. If no order is selected, the oldest inventory will be used first.

Click the Send Invitation button.

Figure 29: Manage Participant – Send Invitation

If you have sufficient inventory, the invitation will be sent and the Participant Activity Log will be updated with showing that the Product Participant Invitation has been scheduled (Figure 30). It will be 15-20 minutes for the invitation to actually be sent and the Participant Activity Log to be updated with the Activity Date Time that the email was actually sent (Figure 31).

Figure 30: Participant Activity Log – Scheduled Invitation

Figure 31: Participant Activity Log – Sent Invitation


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If you do not have sufficient inventory to fulfill this registration, you will get a prompt informing you as such (Figure 32). Upon clicking OK, you will be returned to the Manage Participant web page. You will need to purchase more inventory before you can invite this participant.

Figure 32: Manage Participant – Insufficient Inventory

Insufficient inventory message if no order is selected when Send Invitation is clicked.

Insufficient inventory message if an order is selected when Send Invitation is clicked.


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9. MANAGE SESSION / PARTICIPANT

This functional area is the entry point for many different activities and functions. You will access this function if you want to do any of the following:

Manage the Session: • Change information about the session, such as Survey completion dates or Session Title. • Manage Reminder schedules. • Add more participants to a session (see the preceding Register Participants section of this document). • Invite participants (see the preceding Send Invitations section of this document).

Manage the Participant: • Change dates or contact information for a participant. • Cancel a participant’s registration (see the following Cancel Registration section of this document). • Transfer a participant (see the following Transfer Participant section of this document). • Add a Journal entry to the participant’s records (see the following View/Add Journal Notes section of

this document). • View the participant’s Activity Log.

When you choose the Manage Session/Participant from either menu, you will see the search page. Use Session radio button if you want your search results listed by program (Figure 33). Use the Participant radio button to have your search results show by participant (Figure 34).

Figure 33: Manage Session/Participant Find Results by Session

Figure 34: Manage Session/Participant Find Results by Participant


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If you click on the program name in the results, you will go to the Manage Session web page (Figure 35). If you click on the Participant name in the results you will go to the Manage Participant web page (Figure 36).

Figure 35: Manage Session

Figure 36: Manage Participant


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Manage Session

In addition to getting here from the Manage Session/Participant function on the menu, any time you click on a session title link on any page (Figure 37) you will be brought to the Manage Session page (Figure 35).

Figure 37: Links to Manage Session

The Manage Session web page (Figure 35 on the previous page of this document) shows all of the same fields made available when the session was created. All fields are open for changes.

• If you change the Auto-email Invitation date, it will only apply to those who have not yet been invited.

• If you change the Reminder Date(s), unsent reminders will be rescheduled accordingly. • If you remove the Reminder Date(s), all unsent reminders will be deleted.

Choosing the Save & Add Participants button brings you to the registration page (See the preceding Register Participants section of this Guide.)

Choosing the Save & Send Invitations button brings you to the Send Invitations page (see the preceding Send Invitations section of this Guide).

When you click on a participant’s name listed on the Manage Session, you will be taken to the Manage Participant page for that participant.

Page Headers

Find Pages


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Manage Participant

Any time you click on a participant name link you will be presented with the Manage Participant web page.

Figure 38: Links to Manage Participant

Find Pages

The Manage the Participant page (Figure 39) allows for these actions: • Change participant specific session dates or participant contact information. • Cancel a participant’s registration. • Transfer a participant. • Add a New Journal Entry to the participant’s records. • View the participant’s Activity Log.

Figure 39: Manage Participant

If the participant has already been invited, the Order Selection field will show the Order Tag and Order # used to complete the registration and the Send Invitation button shown above will say Resend Invitation.

Register Participants Page

Manage Participants Page


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The following describes the rules associated to making changes to certain participant data. If a field is greyed out on the web page, it is cannot be changed.

Note that making changes here only apply to this participant. To make changes to all the participants in a session, go to the Manage Session web page (see preceding Manage Session section of this document).

Participant Field About Making Changes Email Address First Name Last Name

These fields can only be changed if the participant has not yet set up his or her IAS account. These fields cannot be changed if the participant has accessed his/her IAS account. If the correct participant is registered, but the email address or name is not correct, the participant must access their own IAS profile to correct his/her email address and/or name.

Job Title This field can be edited at any time. Changes to this field will be updated to the participant’s individual record.

Survey Completion

This field can be edited at any time. Changes to this due date do not impact the Reminder Schedule set for the session (if any have been set). If you change this date after the participant has been invited, it is advisable that you use the Resend Invitation button. The invitation manually resent will communicate the new due date.

Auto-Email Invitation

This field can only be changed if the participant has not yet been invited. If the participant has already been invited, this field will be greyed out.

Order Selection This field is only used in the Send Invitation process. If the participant has already been invited, this field will be populated with the Order Tag (if there is one) and the order # that supplied the assessment inventory. If the participant has not yet been invited, see the preceding Send Invitations section of this Guide on how to use this field in that process.

The Manage Participant page will have a Participant Activity Log that will show emails and registration related activity. When you use the Send Invitation or Resend Invitation button on the Manage Participant page, you will immediately see the activity reflected in the Participant Activity Log. However, you will see -- in the Activity Date Time column (Figure 40). It can take 10-15 minutes for the email to process through to showing the sent date/time (Figure 41).

Figure 40: Participant Activity Log

Figure 41: Participant Activity Log after Invitation Resent


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10. TRANSFER A PARTICIPANT

You can transfer a participant to different session from the Manage Session/Participant – Participant Details screen. The “From” and “To” sessions must have the same assessment. For example, you cannot transfer a participant from a session with Benchmarks to a session with Skillscope.

To start, locate the participant to be transferred from the Manage Session/Participant search page. (If you are unfamiliar with the IAS Search pages, see previous Assessment System Basics section of this Guide for details on the Search function).

From the Manage Participant details web page (Figure 42), click the Transfer function.

Figure 42: Manage Participant – Transfer

IAS will present you with a list of sessions that are available to receiving the participant (Figure 43). This list will be all active sessions that contain the same assessment as the current (or From) session.

Figure 43: Transfer –To- Screen


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Upon choosing the To session, IAS will present a popup requesting you to enter a Survey Completion date for this participant (Figure 44). After entering the Survey Completion date, click Transfer to proceed. The Do NOT Transfer button will return you to the Manage Participant web page for this participant (Figure 39).

Figure 44: Confirm Participant Transfer Screen

When you click on the Transfer button on the popup (Figure 44), the system will present you with the following page (Figure 45) to confirm that the transfer has been performed and to have you choose what you want to do next.

Figure 45: Transfer Confirmation

A transfer has no impact to your inventory.


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11. CANCEL A PARTICIPANT REGISTRATION

NOTE: This action is not reversible by the Assessment Administrator. If you cancel a participant’s registration by mistake, please contact CCL’s Client Services at 1-800-780-1031.

To start the cancellation, locate the participant by accessing the Manage Session/Participant search page. (If you are unfamiliar with the IAS Search pages, see previous Assessment System Basics section of this Guide for details on the Search function). Only participants in active sessions can be cancelled.

Click on the search results to drill down to the Manage Participant details page (Figure 46).

A participant can be cancelled from a session at any time before the participant has accessed the survey. Upon clicking the Cancel Registration button, the system will present a confirmation pop-up (Figure 47).

Figure 46: Manage Participant Screen – Cancel Registration

Figure 47: Cancel Registration Confirmation Page

Complete Cancellation completes the cancel process.

If the participant had been invited, therefore inventory was allocated, the pop-up to confirm the complete cancellation will reference the inventory that was adjusted due to the cancellation (Figure 48). If the participant had not yet been invited, the pop-up to confirm the completed cancellation will not reference any inventory. Upon cancellation, the participant will no longer see this session, if he/she were to log into IAS.

Figure 48: Cancel Registration Confirmation

Do NOT Cancel the Registration will return you to the Manage Participant page without taking any action affecting the participant’s registration.


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Once the participant has accessed the survey, he/she cannot be cancelled. If the participant cannot be cancelled, you will not be able to select that button on the Manage Participant page. If this is the case, you will see one of the messages below (Figure 49) when you hover over or click the Cancel button.

Figure 49: Cannot Cancel Registration Messages

Or

Or


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12. VIEW / ADD JOURNAL NOTES

Journal notes are a way for the Administrator to track participant communications & activities related to a specific registration/session. They can be added manually by an Assessment Administrator from the menu function View/Add Journal Notes, from the Manage Participant page or from the View Status Report function. See the “IAS Status Report Guide” in the online IAS Reference Documents (Figure 1) library for more details on using journaling functions in the Status Report.

Journal notes are also added automatically when you request CCL Client Services to change a rater type or when someone sends an email from the IAS Status Report email tools.

When accessing the View/Add Journal Notes from the Assessment Administrator menus, you will be presented with a search page; use this to find the desired participant. (If you are unfamiliar with the IAS Search pages, see previous Assessment System Basics section of this Guide for details.)

Whether you access the journals from the menus or from the status report, you will be presented with the same Journal Screen web page (Figure 50).

Figure 50: Journal Screen

The Journal Screen web page shows any journals that have been entered for this participant and this specific session in which he/she is registered.

Click on the New Journal Entry button to add a new journal entry (Figure 51).

Click on Manage Participant to leave the journal page and go to the Manage Participant details.

Figure 51: New Journal Entry Screen

Clicking Save records the journal and returns you to the journal notes page (Figure 50).

Clicking Cancel discards the journal note you typed and returns you to the journal notes page.


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13. VIEW STATUS REPORTS

The functionality of the IAS Status Report has not changed with the new IAS Assessment Administrator module.

The details of the IAS Status Report can be found in the online IAS Reference Documents library (Figure 1). It is titled: “IAS Status Report Guide”. Details on the IAS Status Report Export to Excel functionality can also be found in the same IAS Reference Documents library (“Export to Excel” and “Technical Requirements Export to Excel”).


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14. REQUEST SCORING

“Scoring” is the term used to represent the process of preparing the participant’s feedback report.

Before you can request scoring, a minimum amount of participant and rater feedback for a 360 assessment must have been collected.

What are the minimum requirements for a participant to be “scorable”?

• Most surveys require the self-form to be submitted before scoring can be requested. • The minimum rater feedback varies by 360 assessment. The IAS Status Report will show the minimum

requirements for scoring, highlighted in the screen shot below (Figure 52).

Figure 52: IAS Status Report – Minimum Requirements for Scoring

How do I know if the participant has met the minimum requirements?

The IAS Status Report will show what has been submitted for a given participant (Figure 53). In the Figure 53 example, Mr. InformationMan would not be ready to score because he has not assigned any Direct Report raters; Mr. President is not ready to score because he has only received 2 direct reports of the 3 needed. Details of using IAS Status Report can be found in the online IAS Reference Documents library (Figure 1). It is titled: “IAS Status Report Guide”.

Figure 53: IAS Status Report – Feedback Submitted


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The Request Scoring function will also show whether a participant is ready for scoring (Figure 54). Before a participant has been scored the “Scorable” column of the Request Scoring page will show one of these possible messages about a participant’s readiness for scoring:

o Yes – minimum required received o No – scoring requirements not met o No – Multiple Boss forms received (this is only applicable to the Skillscope assessment)

Figure 54: Request Scoring

In this screen shot of Request Scoring, you will also notice that the Benchmarks Additional Norms will not be offered as a selection option if the participant is not ready for scoring (Mr. President in Figure 54).

How do I request scoring?

Scoring can be requested for one or many participants. A single scoring request, however, allows for 1 Facilitator to receive the feedback reports being requested. Participants chosen in a scoring request should be chosen with this in mind. If some reports are to be sent to different Facilitators, you will need to submit separate scoring request for each Facilitator.

To request scoring, select the Request Scoring function from the main or drop-down Assessment Administrator menu. A pop-up message will appear reminding the administrator to be sure to assign the participant to the facilitator who will be facilitating their feedback session.


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You will be presented with a search page; use this to find the desired program or participant. (If you are unfamiliar with the IAS Search pages, see the Assessment System Basics section of this Guide for details.) On this search page you will have an additional set of search options.

You can request your search to be filtered by scored status (Figure 55).

Figure 55: Request Scoring – Search Filters

The system will respond with a list of participants appropriate to your search criteria (Figure 54). To request scoring, check the box(es) of the participants to be scored (in the Select column of the Request Scoring page, Figure 54).

The Benchmarks feedback report has an option include an additional norm comparison. If you would like to include additional norms in the Benchmarks report, select the desired norm from the drop down on the participant’s row of the Request Scoring page (Figure 56). This is an optional report feature; there is no extra charge when additional norms are requested.

Figure 56: Request Scoring – Benchmarks Additional Norms

After checking the boxes of the desired participants and additional Benchmarks norms if appropriate, click the Score Selected Participants button.


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The next web page presented by IAS will collect information on the Facilitator who is the recipient of the feedback reports (Figure 57).

Like other functions in IAS, you will enter the Facilitators email address first. If the Facilitator is already in the system, the rest of the web page will be pre-populated accordingly. You may change the email or other contact information as may be appropriate for this particular request. Note: address or phone number changes made here are only for this scoring request and are not saved to this Facilitator’s individual record in the database.

As in other areas of IAS, the red asterisk identifies fields requiring data. Benchmarks reports must be delivered to a CCL certified Facilitator.

Figure 57: Request Scoring – Report Delivery Details

When the facilitator details have been filled out the admin clicks the Submit Score Request button. If the facilitator filled out is not part of our new registered facilitator database they will receive a message at the top of their screen in red text stating the request cannot be submitted.

Once the process is complete; an email will be sent to the CCL scoring group and a copy of that message will


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be emailed to you (See Email examples at the end of this Guide).

Clicking Cancel will cancel the request and return you to the Request Scoring search page.


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15. VIEW / TAG INVENTORY

When you purchase assessments from the Center for Creative Leadership we place virtual inventory into your IAS Assessment Administrator account. Your inventory is used when you invite participants to access IAS to complete a survey (inventory is not used up when you simply “Register” a participant but do not “Invite” that participant).

Inventory Ownership

With this new release of IAS Assessment Administration, you now have the option to share inventory, sessions and participants with other Assessment Administrators from your company – if you choose.

Assessment Administrators who want to share with their co-workers will be placed in an Assessment Administrator GROUP. Members of an AA group share all elements of the Assessment Admin experience – inventory, sessions and participants. This feature does not support partial or selective sharing; for example: Andy Administrator cannot share order #12345 with Cathy Coach but not share order #98765 with Cathy.

How groups are defined is up to you and how your business operates. Here are some examples of how Assessment Admin Groups can be used:

Acme Leadership Dev Grp All Assessment Administrators from the company Acme Leadership Development Group share inventory, sessions and participants.

Learning Co OE Learning Co Coaching

The Assessment Administrators that work on Open Enrollment programs for Learning Company are grouped together to share and the Assessment Administrators who work in individual coaching are grouped together to share.

Widgets World E Region Widgets World SE Region

Assessment Administrators responsible for leadership development in the East coast region of the Widgets World are grouped together to share and those responsible for the Southeast region of Widgets World are group together to share.

Additionally, using the above Learning Company example, if Cathy Coach was responsible for the C level executives and no one else but Cathy Coach should handle those clients, Cathy Coach would continue to be a stand-a-lone Assessment Administrator (i.e. she would not be forced into a group just because her company decided to group other Assessment Administrators).

Sharing will only be set up at the request of the Assessment Administrators. If your business processes or client services would benefit from sharing inventory with other Assessment Administrators from your company, please call Client Services at 800-780-1031.


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Inventory Management

A new feature of inventory management available to Assessment Administrators is the ability to label or “Tag” your inventory. The Order Tag field is an open field that you can populate with whatever text you would find meaningful to your business (Figure 61). In many cases, the Order Tag will start out as your PO number. Using the IAS Assessment Administrator View/Tag Inventory function, can change that value of the Order Tag at any time (See the View/Tag Inventory section of this Guide for more details on this function).

For example, if you want to designate Sales Order 43469-0 for the participants of the “Leaders Grant for High School Students 2012”, you can put “Leaders Grant 2012” in the Order Tag field.

This is an optional element of your inventory; if you do not have the need to label your inventory, you do not need to put anything in the Order Tag field.

Figure 58: Inventory Details – Order Tag

Your inventory levels are presented in a few different places within the IAS Assessment Administrator module. A snapshot of your inventory status of the session’s assessment will be shown on the Register Participants web page and the Send Invitations web page (Figure 59). A summary of your full inventory is presented on the View/Tag Inventory page (Figure 60).

Figure 59: Inventory Summary on Function Pages

Figure 60: View/Tag Inventory Summary

The fields in these inventory summaries are:

Available or Actual Quantity Available represents your actual virtual inventory that can be used.

Reserved or Reserved Quantity represents a quantity allocated to participants you have registered but not yet invited. This is a soft reserve; see Using Inventory below for more about “Soft Reserve”.

Projected Available or Projected Actual Available represents that total inventory you would have if all of the soft reserves were fulfilled. Essentially, this is unallocated inventory.


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The View/Tag Inventory page, by default, shows the Inventory Details only for orders that have unused inventory. To see all orders, including orders with zero on-hand, select the Show zero (0) quantity items filter; the web page will automatically refresh with the zero quantity orders included in the display (Figure 61).

If you have many orders with inventory, this display may flow into many pages. You can navigate to another page by clicking on the page number at the bottom of the web page.

Figure 61: View/Tag Inventory


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Order Details You can view how you have used inventory of a specific order by clicking on the hotlink of the order number (Figure 61 example: 172369-0). Upon clicking the order number hotlink, the list of participant registrations that have been fulfilled with this order will be displayed at the bottom of the View/Tag Inventory page (Figure 62). If you have a long list of open orders, be sure to scroll to the bottom of the web page to see order details after clicking on the order number hotlink.

Figure 62 – View/Tag Inventory – Order Details


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16. EMAIL CCL This function is offered on the main and drop-down menus for the Assessment Administrator.

When choosing this function, you will be presented with a simple email page (Figure 63). After completing your message details, click Send. You will get a confirmation prompt that the message was sent (Figure 64).

As indicated on the message page, a CCL representative will contact you within one business day.

Figure 63: Email CCL

Figure 64: Email CCL - Message Sent Confirmation


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17. APPENDIX OF EMAIL SAMPLES

This section shows examples of emails sent from IAS to Assessment Administrator, Assessment participants and their raters. All emails sent by IAS are in “plain text” format. Note: If you are a member of an Assessment Administrator group, sharing inventory and session/participant management, the emails below that are sent to an Assessment Administrator will only go the specific Assessment Administrator who performed the related function (i.e. the email will not be sent to all Assessment Administrators in the group).

This appendix has the following email examples. The text in these examples is accurate to what was in the system on December 8, 2012 and do not reflect changes that may have been made to IAS emails since that date.

• Email after placing a Sales Order

• Email after Request to Score is placed

• Email after IAS tries to invite a participant but there is not enough inventory

• Invitation Email to a Participant assigned to a 360 assessment

• Invitation Email to a Rater of a Participant assigned to a 360 assessment

• Invitation Email to a Participant assigned to a Self-Only assessment

• Correction Advice Email if Participant Invitation has bounced back to CCL (and the participant can be matched to the specific session)

• Correction Advice sent to Participant when the Rater Invitation has bounced back to CCL

• Correction Advice Email if Participant or Rater Invitation has bounced back to CCL but CCL cannot match the invitation to the specific session


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Email after placing a Sales Order

This email is sent to the Assessment Administrator your assessment sales order has processed through the systems and your virtual inventory has been added to your account.

From: Center For Creative Leadership® [mailto:[email protected]] Sent: Wednesday, October 17, 2012 1:55 PM To: Andy Assessment Administrator Subject: Invitation to IAS - Assessment Administrator

Andy Assessment Administrator, Thank you for your recent assessment purchase from the Center for Creative Leadership (CCL®). To get started using CCL’s web-based Internet Assessment System (IAS), click here: http://uias.ccl.org/?m%3c2%25b%3c8055444 Use IAS to: • View available inventory • Register participants • Monitor survey status • Send customized follow-up messages to participants • Request feedback reports

Create your personal User Profile and security settings the first time you access IAS. Note: You will need to use a browser version of Internet Explorer 7.0 or higher. For complete instructions please review the “Assessment Administrators Guide” which is available online in IAS in the Reference Guide library If you have any questions about your assessments or using IAS, please call a CCL representative at +1 800 780 1031 or click on the "Email CCL" link located within the IAS Web site. Again, thank you for choosing the Center for Creative Leadership as your partner in developing effective leaders. PLEASE DO NOT REPLY TO THIS MESSAGE. REPLIES TO THIS MESSAGE ARE NOT MONITORED AND WILL NOT RECEIVE A RESPONSE.

mailto:[email protected]


http://uias.ccl.org/?m%3c2%25b%3c8055444



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Email after Request to Score is placed

The Request Scoring function will generate an email to be sent to the CCL scoring group. A copy of that message will be emailed to the Assessment Administrator who submitted the request to score.

From: Center For Creative Leadership® [mailto:[email protected]] Sent: Wednesday, October 17, 2012 10:27 AM To: Andy Administrator Subject: Request To Score (from Andy Administrator) This email is a copy of the scoring request you recently submitted to Center for Creative Leadership. Please score the product participants listed below:

Participant: Vice, Ms Event: Executive Leadership Seminar (104832) Assessment: Benchmarks Green (English)

Delivery Methods: Report Type: Hard copies only Certified Feedback Facilitator: Fran Facilitator Phone: 336-286-4142 Email: [email protected] Organization: Coaching Unlimited Shipping Address: 222 Main Street Greensboro NC 27410 United States Special Instructions:

This message is sent from the Center for Creative Leadership on behalf of Andy Administrator ([email protected])





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Email after IAS tries to invite a participant but there is not enough inventory

From: Center For Creative Leadership® [mailto:[email protected]] Sent: Monday, October 22, 2012 3:02 PM To: Andy Administrator Subject: Notification from CCL: Inventory Empty

Dear Andy Administrator,

The following participant invitation was not processed because there is not enough WorkLife Indicator (WLI) inventory in your IAS account.

Participant: Patty Participant Session: Leadership Alumni Auto-Email Invitation Date: 10/16/2012 12:00:00 AM

Please purchase additional WorkLife Indicator (WLI) inventory so that this participant's invitation can be processed by IAS.

To order additional items, please contact a CCL Representative at 1.800.780.1031. For calls outside the U.S., please dial +1 336 545 2810

Thank you, Center for Creative Leadership




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Invitation Email to a Participant assigned to a 360 assessment

From: Center For Creative Leadership® [mailto:[email protected]] Sent: Monday, October 22, 2012 3:02 PM To: Patty Participant Subject: Login Information for [Program Name]

Dear Participant,

This email is being sent to you from the Center for Creative Leadership®(CCL®). Your organization gave us your name as someone who will be participating in an upcoming leadership development session. You will be using a 360-degree assessment designed to help individuals collect meaningful feedback from their co-workers. You initiate this process by using our Web-based platform called the Internet Assessment System (IAS). There are five steps to this process:

1. Connect to the Internet Assessment System website by clicking here: http://uias.ccl.org/?m%3c2%25b%3c8061157

If you are not able to click on this link, please copy the complete link and paste it in your browser address box.

2. Create your personal User Profile and security settings the first time you access IAS. Note: You will need to use a browser version of Internet Explorer 6.o or higher.

3. Please read the CCL Privacy Commitment.

4. Select the raters you will invite to complete surveys on you by clicking on the "Assign Multiple Raters" button. Data from some types of raters are anonymous, while data from other types may not be. There is helpful information in the "What is a Rater?" link.

5. Complete the Background form and then complete the "self" survey by clicking on the name of the assessment.

In order to be included in the feedback report, your surveys and your raters' surveys must be submitted by Tuesday, December 31, 2013. Please note that it is your responsibility to make sure that all surveys are submitted before this deadline. You may track the return status of your materials by logging on the Internet Assessment System and clicking on "View Rater Status".

If you have any questions about this process, please contact your on-site administrator, Andy Administrator, or one of the Center for Creative Leadership's Product Services representatives by phone at +1 336 545 2810 or by email by clicking on the appropriate link located on the Login page of the Internet Assessment System website. We look forward to providing you with a comprehensive feedback report to enhance your leadership effectiveness.

PLEASE DO NOT REPLY TO THIS MESSAGE.

REPLIES TO THIS MESSAGE ARE SENT TO A NON-OPERATIONAL MAIL LOCATION AND WILL NOT RECEIVE A RESPONSE.

The Center for Creative Leadership, CCL and its logo are owned by the Center for Creative Leadership. ©2006 Center for Creative Leadership. All Rights Reserved.






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Invitation Email to a Rater of a Participant assigned to a 360 assessment

From: Center For Creative Leadership® [mailto:[email protected]] Sent: Monday, October 22, 2012 3:02 PM To: Randy Rater Subject: Patty Participant requests your feedback: Benchmarks®

This email is being sent to you from the Center for Creative Leadership®(CCL®). Patty Participant ([email protected]) is scheduled to participate in a 360-degree feedback process and has identified you as one of the people to provide feedback by completing an assessment survey called Benchmarks®. You have been classified by this participant as a Direct Report. Your data will be combined with the data from other raters and presented in a report to this individual as a way to enhance his/her leadership self-awareness and development. Data from some types of raters are anonymous, while data from other types may not be. Please see the survey introduction page on the Internet Assessment System (IAS) for information on rater anonymity.

There are three steps to this process:

1. Connect to the Internet Assessment System website by clicking here:

https://ias.ccl.org/?m%3c2%2%c7%2f764%2f4


Note: You will need to use a browser version of Internet Explorer 7.0 or higher.

2. Create your personal IAS User Profile and security settings the first time you access IAS. Your user login email is: [email protected]

3. Complete the survey by clicking on the name of the participant's assessment, which you are completing.

Completing the survey may take up to an hour depending on the survey. Please complete your survey as soon as possible (no later than Thursday, February 28, 2013) to ensure that your responses are included in the feedback report. If you have any questions about this process, please contact one of the Center for Creative Leadership's Product Services representatives by phone at +1 336 545 2810, or by email by clicking on the "Contact CCL" link on the Internet Assessment System website.

Thank you in advance for contributing to your co-worker's leadership development efforts.







https://ias.ccl.org/?m%3c2%252%c7%2f764%2f4



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Invitation Email to a Participant assigned to a Self-Only assessment

From: Center For Creative Leadership® [mailto:[email protected]] Sent: Tuesday, October 23, 2012 1:52 PM To: Patty Participant Subject: Login Information for [Program Name]

Dear Patty Participant,

You have been selected to participate in an online self-assessment from the Center for Creative Leadership® (CCL®). You initiate this process by accessing the Web site from the link listed below. There are four steps to this process:

1. Connect to CCL's Internet Assessment System (IAS) Web site by selecting:



2. Create your personal User Profile and security settings the first time you access IAS.

3. Proceed through the following 2 items: - Read the CCL Privacy Commitment for Assessment Data

- Complete the WorkLife Indicator

4. Your survey must be submitted by Monday, December 15, 2014. Please note that it is your responsibility to make sure that your survey is submitted by this deadline.

If you have any questions about this process, please contact your on-site administrator, Andy Administrator, or one of the Center for Creative Leadership's Product Services representatives by phone at +1 336 545 2810, or by email by selecting the "Contact CCL" link located within the Internet Assessment System web site.









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Correction Advice Email if Participant Invitation has bounced back to CCL (and the participant can be matched to the specific session)

From: Center For Creative Leadership® [mailto:[email protected]] Sent: Monday, October 22, 2012 3:02 PM To: Andy Administrator Subject: Email(s) has bounced back to CCL


You have registered the following participant(s) whose email(s) was returned to CCL for the noted error. Please take the recommended action to allow the email(s) to be received.

[Participant Last Name], [Participant First Name] [Participant email address]

[Program Name] EMAIL TYPE: Product Participant Invitation ERROR REASON: Recipient’s email address refuses email from unknown senders RECOMMENDED ACTION: 1. Contact the participant to confirm his/her email address as displayed in this email. 2. If the participant’s email address is correct:

a. The participant should add [email protected] to his/her email as a known sender or contact his/her technical support for assistance to do that.

b. After that has been done, access IAS Send Invitation to resend the invitation. 3. If the participant’s email address is incorrect, access IAS Manage Session/Participant - Manage Participant to cancel

the registration and return to Register Participant to re-register the participant with the correct email address.

[Participant Last Name], [Participant First Name] [Participant email address] [Program Name] EMAIL TYPE: Product Participant Invitation ERROR REASON: Email could not be delivered to recipient RECOMMENDED ACTION: 1. Contact the participant to confirm his/her email address as displayed in this email. 2. If the participant’s email address is correct, access IAS Send Invitation to resend the invitation. 3. If the participant’s email address is incorrect, access IAS Manage Session/Participant - Manage Participant to cancel the registration and return to Register Participant to re-register the participant with the correct email address.

[Participant Last Name], [Participant First Name] [Participant email address]

[Program Name] EMAIL TYPE: Product Participant Invitation ERROR REASON: Recipient’s mailbox is full and could not receive the email RECOMMENDED ACTION: 1. Contact the participant to confirm his/her email address as displayed in this email. 2. If the participant’s email address is correct: a. Have the participant make space available in his/her mailbox.

b. After the participant’s mailbox size issue has been resolved, access IAS Send Invitation to resend the invitation. 3. If the participant’s email address is incorrect: Access IAS Manage Session/Participant - Manage Participant to cancel the registration and return to Register Participant to re-register the participant with the correct email address.

If you have any questions, do not reply to this email; it is a non-operational mailbox. Please contact CCL Client Services at (336) 545-2810.

Thank you,

The Center for Creative Leadership www.ccl.org



http://www.ccl.org/

http://www.ccl.org/


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Correction Advice sent to Participant when the Rater Invitation has bounced back to CCL

From: Center For Creative Leadership® [mailto:[email protected]] Sent: Monday, October 22, 2012 3:02 PM To: Patty Participant Subject: Email(s) for feedback is undeliverable ([Assessment Name])

Dear Patty Participant,

We have attempted to contact the following person(s) identified by you to provide feedback for [Assessment Name]. The email(s) sent to the following were returned to the Center for Creative Leadership because of the noted error. Please take the recommended action to allow the email(s) to be received.

[Rater Last Name], [Rater First Name] [Rater Email Address] ERROR REASON: Recipient’s email address refuses email from unknown senders RECOMMENDED ACTION: 1. Contact the rater’s email address as displayed in this email. 2. If the rater’s email address is correct:

a. Have the rater add [email protected] to his/her email as a known sender or contact his/her technical support for assistance to do that. b. After that has been done, access our Internet Assessment System (http://ias.ccl.org), c. Click on the envelope icon next to the appropriate assessment to resend the invitation.

3. If the rater’s email address is incorrect: a. Access our Internet Assessment System (http://ias.ccl.org). b. Once in the Internet Assessment System, click on "Assign Multiple Raters". c. Delete the rater entry with the incorrect address and re-add the rater with the correct email address. d. After clicking on “save”, click on "Select & Send/Resend Invitation".

[Rater Last Name], [Rater First Name] [Rater Email Address] ERROR REASON: Email could not be delivered to recipient RECOMMENDED ACTION: 1. Contact the participant to contact the rater to confirm his/her email address as displayed in this email. 2. If the rater’s email address is correct, please call CCL Client Services (336-545-2810) for assistance in getting the IAS link to the rater. 3. If the rater’s email address is incorrect:

a. Access our Internet Assessment System (http://ias.ccl.org). b. Once in the Internet Assessment System, click on "Assign Multiple Raters". c. Delete the rater entry with the incorrect address and re-add the rater with the correct email address. d. After clicking on “save”, click on "Select & Send/Resend Invitation".

[Rater Last Name], [Rater First Name] [Rater Email Address] ERROR REASON: Recipient’s mailbox is full and could not receive the email RECOMMENDED ACTION: 1. Contact the participant to contact the rater to confirm his/her email address as displayed in this email. 2. If the rater’s email address is correct:

a. Contact the rater to make space in his/her mailbox. b. After the rater's mailbox size issue has been resolved, access our Internet Assessment System (http://ias.ccl.org), c. Click on the envelope icon next to the appropriate assessment to resend the invitation.

3. If the rater’s email address is incorrect: a. Access our Internet Assessment System (http://ias.ccl.org). b. Once in the Internet Assessment System, click on "Assign Multiple Raters". c. Delete the rater entry with the incorrect address and re-add the rater with the correct email address. d. After clicking on “save”, click on "Select & Send/Resend Invitation".

In order to be included in the feedback report, your surveys and your raters' surveys must be submitted by [Program or Participant Deadline Date]. Please note that it is your responsibility to make sure that all surveys are submitted before




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this deadline. You may track the return status of your materials by logging on the Internet Assessment System (http://ias.ccl.org) and clicking on "View Rater Status".


Thank you, The Center for Creative Leadership www.ccl.org

http://www.ccl.org/

http://www.ccl.org/


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Correction Advice Email if Participant or Rater Invitation has bounced back to CCL but CCL cannot match the invitation to the specific session

From: Center For Creative Leadership® [mailto:[email protected]] Sent: Monday, October 22, 2012 3:02 PM To: Andy Administrator Subject: Email(s) has bounced back to CCL


The following email(s) were bounced back to CCL. In these cases we were NOT ABLE TO DETERMINE THE EXACT EMAIL that bounced; however, we can provide program related information associated with the email address.

Please investigate this information to determine the person’s correct address, what work they have outstanding and, if needed, what email should be sent in order for them to complete their pre-work.

---------------------------------------------------------------- PARTICIPANT BOUNCES

[Participant Last Name], [Participant First Name] [Participant Email Address] CURRENT SESSION(S):

Name (ex: Sr. Leadership Development, 04/20/2011) Name (ex: HR Development, 05/30/2011)

ERROR REASON: Recipient’s email address refuses email from unknown senders RECOMMENDED ACTION: 1. Contact the participant to confirm his/her email address as displayed in this email. 2. If the participant’s email address is correct:

a. The participant should add [email protected] to his/her email as a known sender or contact his/her technical support for assistance to do that.

b. After that has been done, access IAS Send Invitation to resend the invitation. 3. If the participant’s email address is incorrect: Access IAS to Update Existing Program/Session Manage Session/Participant - Manage Participant to cancel the registration and return to Register Participant to re-register the participant with the correct email address.



ERROR REASON: Email could not be delivered to recipient RECOMMENDED ACTION: 1. Contact the participant to confirm his/her email address as displayed in this email. 2. If the participant’s email address is correct, access IAS Manage Session/Participant to go to the Participant details to re-send the invitation. 3. If the participant’s email address is incorrect: Access IAS Manage Session/Participant - Manage Participant to cancel the registration and return to Register Participant to re-register the participant with the correct email address.



ERROR REASON: Recipient’s mailbox is full and could not receive the email RECOMMENDED ACTION: 1. Contact the participant to confirm his/her email address as displayed in this email. 2. If the participant’s email address is correct:

a. Have the participant make space available in his/her mailbox.




b. After the participant’s mailbox size issue has been resolved, access IAS Manage Session/Participant to go to the Participant details to re-send the invitation. 3. If the participant’s email address is incorrect: Access IAS Manage Session/Participant - Manage Participant to cancel the registration and return to Register Participant to re-register the participant with the correct email address. ------------------------------------------------------------------- RATER BOUNCES

[Rater Last Name], [Rater First Name] [Rater Email Address] PARTICIPANT(S):

[Participant Last Name], [Participant First Name], Session Name, Date [Participant Last Name], [Participant First Name], Session Name, Date

ERROR REASON: Recipient’s email address refuses email from unknown senders RECOMMENDED ACTION: 1. Contact the participant to have him/her check the rater’s email address as displayed in this email. 2. If the rater’s email address is correct:

a. The participant should have the rater add [email protected] to his/her email as a known sender or contact his/her technical support for assistance to do that.

b. Advise the participant to access our Internet Assessment System (http://ias.ccl.org), and then click on the envelope icon next to the appropriate assessment to resend the invitation. 3. If the rater’s email address is incorrect:

a. Advise the participant to access our Internet Assessment System (http://ias.ccl.org). b. Once in the Internet Assessment System, click on "Assign Multiple Raters". c. Delete the rater entry with the incorrect address and re-add the rater with the correct email address. d. After the participant saves the rater data, he/she should click on "Select & Send/Resend Invitation".



ERROR REASON: Email could not be delivered to recipient RECOMMENDED ACTION: 1. Contact the participant to contact the rater to confirm his/her email address as displayed in this email. 2. If the rater’s email address is correct, please call CCL Client Services (336-545-2810) for assistance in getting the IAS link to the rater. 3. If the rater’s email address is incorrect:

a. Advise the participant to access our Internet Assessment System (http://ias.ccl.org). b. Once in the Internet Assessment System, click on "Assign Multiple Raters". c. Delete the rater entry with the incorrect address and re-add the rater with the correct email address. d. After the participant saves the rater data, he/she should click on "Select & Send/Resend Invitation".



ERROR REASON: Recipient’s mailbox is full and could not receive the email RECOMMENDED ACTION: 1. Contact the participant to contact the rater to confirm his/her email address as displayed in this email. 2. If the rater’s email address is correct:

a. Have the participant contact the rater to make space in his/her mailbox. b. After the rater's mailbox size issue has been resolved, advise the participant to access our Internet Assessment

System (http://ias.ccl.org), and then click on the envelope icon next to the appropriate assessment to resend the invitation. 3. If the rater’s email address is incorrect:

a. Advise the participant to access our Internet Assessment System (http://ias.ccl.org). b. Once in the Internet Assessment System, click on "Assign Multiple Raters".

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c. Delete the rater entry with the incorrect address and re-add the rater with the correct email address. d. After the participant saves the rater data, he/she should click on "Select & Send/Resend Invitation".


Thank you,

The Center for Creative Leadership www.ccl.org

http://www.ccl.org/

http://www.ccl.org/


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18. TABLE OF FIGURES

FIGURE 1: IAS REFERENCE LIBRARY .......................................................................................................................................... 1

FIGURE 2: MAIN MENU ............................................................................................................................................................ 4

FIGURE 3: INTERNAL DROP-DOWN MENU ............................................................................................................................... 4

FIGURE 4: MOVE BETWEEN SESSION & PARTICIPANT FUNCTIONS .......................................................................................... 5

FIGURE 5: DEFINITIONS LINK ................................................................................................................................................... 6

FIGURE 6: REFERENCE DOCUMENTS LIBRARY ......................................................................................................................... 6

FIGURE 7: HOVER TEXT ............................................................................................................................................................ 6

FIGURE 8: FIELD HELP .............................................................................................................................................................. 6

FIGURE 9: CALENDAR AIDE – THE ICON .................................................................................................................................... 9

FIGURE 10: CALENDAR AIDE – CLICKING INTO A DATE FIELD ................................................................................................... 9

FIGURE 11: SEARCH PAGE EXAMPLE ...................................................................................................................................... 10

FIGURE 12: REQUEST SCORING SEARCH ................................................................................................................................. 10

FIGURE 13: CREATE NEW SESSION ........................................................................................................................................ 12

FIGURE 14: CREATE NEW SESSION CONFIRMATION .............................................................................................................. 12

FIGURE 15: CREATE SESSION – AUTO-EMAIL INVITATIONS .................................................................................................... 13

FIGURE 16: REGISTER PARTICIPANT – AUTO-EMAIL INVITATION ........................................................................................... 13

FIGURE 17: REGISTER PARTICIPANTS ..................................................................................................................................... 15

FIGURE 18: REGISTERING PARTICIPANTS CONFIRMATION SCREEN ...................................................................................... 16

FIGURE 19: SEND INVITATIONS – INSUFFICIENT INVENTORY ................................................................................................. 17

FIGURE 20: SEND/RESEND INVITATIONS FROM ASSESSMENT ADMINISTRATOR MENUS ..................................................... 19

FIGURE 21: SEND/RESEND INVITATIONS FROM MANAGE SESSION ....................................................................................... 19

FIGURE 22: SEND INVITATIONS FROM REGISTER PARTICIPANTS............................................................................................ 20

FIGURE 23: SEND INVITATION FROM MANAGE PARTICIPANT ............................................................................................... 20

FIGURE 24: SEND INVITATIONS.............................................................................................................................................. 20

FIGURE 25: SEND/RESEND INVITATION CONFIRMATION SCREEN ......................................................................................... 21

FIGURE 26: SEND INVITATIONS - FINAL CONFIRMATION ....................................................................................................... 21

FIGURE 27: SEND INVITATIONS – INSUFFICIENT INVENTORY ................................................................................................. 21

FIGURE 28: MANAGE PARTICIPANT – RESEND INVITATION ................................................................................................... 22

FIGURE 29: MANAGE PARTICIPANT – SEND INVITATION ....................................................................................................... 22

FIGURE 30: PARTICIPANT ACTIVITY LOG – SCHEDULED INVITATION ..................................................................................... 22

FIGURE 31: PARTICIPANT ACTIVITY LOG – SENT INVITATION ................................................................................................ 22

FIGURE 32: MANAGE PARTICIPANT – INSUFFICIENT INVENTORY ......................................................................................... 23

FIGURE 33: MANAGE SESSION/PARTICIPANT FIND RESULTS BY SESSION .............................................................................. 24

FIGURE 34: MANAGE SESSION/PARTICIPANT FIND RESULTS BY PARTICIPANT ...................................................................... 24

FIGURE 35: MANAGE SESSION ............................................................................................................................................... 25

FIGURE 36: MANAGE PARTICIPANT ....................................................................................................................................... 25


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FIGURE 37: LINKS TO MANAGE SESSION ................................................................................................................................ 26

FIGURE 38: LINKS TO MANAGE PARTICIPANT ....................................................................................................................... 27

FIGURE 39: MANAGE PARTICIPANT ....................................................................................................................................... 27

FIGURE 40: PARTICIPANT ACTIVITY LOG ................................................................................................................................ 28

FIGURE 41: PARTICIPANT ACTIVITY LOG AFTER INVITATION RESENT ..................................................................................... 28

FIGURE 42: MANAGE PARTICIPANT – TRANSFER................................................................................................................... 29

FIGURE 43: TRANSFER –TO- SCREEN ...................................................................................................................................... 29

FIGURE 44: CONFIRM PARTICIPANT TRANSFER SCREEN........................................................................................................ 30

FIGURE 45: TRANSFER CONFIRMATION .................................................................................................................................. 30

FIGURE 46: MANAGE PARTICIPANT SCREEN – CANCEL REGISTRATION................................................................................. 31

FIGURE 47: CANCEL REGISTRATION CONFIRMATION PAGE .................................................................................................. 31

FIGURE 48: CANCEL REGISTRATION CONFIRMATION ............................................................................................................ 31

FIGURE 49: CANNOT CANCEL REGISTRATION MESSAGES ..................................................................................................... 32

FIGURE 50: JOURNAL SCREEN ................................................................................................................................................ 33

FIGURE 51: NEW JOURNAL ENTRY SCREEN ........................................................................................................................... 33

FIGURE 52: IAS STATUS REPORT – MINIMUM REQUIREMENTS FOR SCORING ...................................................................... 35

FIGURE 53: IAS STATUS REPORT – FEEDBACK SUBMITTED..................................................................................................... 35

FIGURE 54: REQUEST SCORING .............................................................................................................................................. 36

FIGURE 55: REQUEST SCORING – SEARCH FILTERS ................................................................................................................. 37

FIGURE 56: REQUEST SCORING – BENCHMARKS ADDITIONAL NORMS ................................................................................. 37

FIGURE 57: REQUEST SCORING – REPORT DELIVERY DETAILS ............................................................................................... 38

FIGURE 58: INVENTORY DETAILS – ORDER TAG ...................................................................................................................... 40

FIGURE 59: INVENTORY SUMMARY ON FUNCTION PAGES .................................................................................................... 40

FIGURE 60: VIEW/TAG INVENTORY SUMMARY ...................................................................................................................... 40

FIGURE 61: VIEW/TAG INVENTORY ....................................................................................................................................... 41

FIGURE 62 – VIEW/TAG INVENTORY – ORDER DETAILS.......................................................................................................... 42

FIGURE 63: EMAIL CCL ........................................................................................................................................................... 43

FIGURE 64: EMAIL CCL - MESSAGE SENT CONFIRMATION ..................................................................................................... 43


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