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Qualtrics Internship Reporting University of Minnesota Crookston
Steve Hannah
Center for Teaching, Learning, and Technology
The Problem
• At the end of an internship the employer is requested to
complete an evaluation form and the student completes the
same evaluation as a self-evaluation
• Previously - the form was a Word document the student
printed and gave to the employer
• There was no easy method of aggregating the data across
all students (paper only)
• The possibility existed for a student to complete the
employer evaluation and submit it
Terms
• Internship coordinator – University faculty
assigned to oversee internships
• Internship supervisor – employer who
supervises an intern
Advanced Qualtrics Features Used
• Display Logic
• Boolean Logic
• Email Triggers
• Piped Text
Internship Reporting Process with Qualtrics
• Process involves three Qualtrics forms
– Student self-evaluation (linked in Moodle)
– Request for Employer intern evaluation
– Employer intern evaluation
• Student submits end of Internship Self Evaluation
• Student completes Request for Employer Evaluation
• Employer receives email requesting evaluation of intern
• Employer completes Employer Intern Evaluation and
submits
How the Request for Employer Evaluation Works
• Request for Employer Evaluation form is linked in Moodle Internship Site
• Upon completion of the internship, the student submits the Request for
Employer Evaluation, the form uses email triggers to send an email to the
Internship supervisor and University coordinator
– The email includes the following information piped into the email message
• The employer’s email address is piped into the To: of the email
• The student’s name is piped into the subject line, i.e. “Employer Internship
Evaluation Request for John Doe”
• The employer’s first name is piped into the email message, ie “Dear Susan”
• The student’s name is piped into the email message, ie “John Doe, a student
intern from the University of Minnesota Crookston has identified you as their
internship supervisor…
Student completes
Request for Employer
Evaluation form
Email Trigger
configuration with
Piped Text and
Boolean Logic
Employer Notification Email
Dear Samuel,
Steve Hannah, a student at the University of Minnesota Crookston, has identified you as the student's
internship supervisor. At the completion of the internship we ask employers to complete a short evaluation
of the student. This evaluation is considered as part of the student's grade.
Your response is appreciated. You may complete the evaluation at
https://umn.qualtrics.com/SE/?SID=SV_xxxxxxxx
Thank you,
Phil Baird
Internship Coordinator, Natural Resources
University of Minnesota
Crookston, MN 56716
Piped Text
Employer Evaluation Email Sent to Coordinator
(not real names) upon Submission of Evaluation
Shane Brown, Internship Supervisor for Chad Larson, has submitted an evaluation for the student's internship.
Recipient Data:
Time Finished: 2015-08-14 22:03:42
IP: 68.115.99.240
ResponseID: R_7VEEdjxNyjhCGd7
Link to View Results: Click Here
URL to View Results: http://umncrookston.ut1.qualtrics.com/CP/Report.php?SID=SV_9zd29TtUVVXXXXXXXX
Response Summary:
Date of evaluation (mm/dd/yyyy)
08/14/2015
Name of intern being evaluated
Chad Larson
Employer company or business name
MN Sports Institute / MN Vikings
Position held by intern
Marketing and Sports Management Internship
Piped Text
How the Request for Employer Evaluation Works
• There is an optional check box “My employer requires a paper
evaluation form” for certain employers who cannot access the Internet
from work, ie, Walmart.
• Checking the box invokes Boolean Display logic in the form, IF the
box is checked, THEN display additional required fields for the
employer mailing address.
• Checking the box also invokes a different email trigger, sending a
notice of the request to the employer (if an email address is included),
the internship coordinator, and the Department administrative assistant,
who mails the paper version of the evaluation to the internship
supervisor with an addressed envelope.
Positive Benefits
• Greatly reduced paperwork, record filing for internship
coordinators
• Central repository of internship evaluations
• Aggregated data
– Analysis of evaluations across all interns
– Analysis and comparisons of student self-evaluations to employer
evaluations
• Since 2011, the system has collected over 700 employer
internship evaluations (Natural Resources, Agriculture, and
Business)
3
3.2
3.4
3.6
3.8
4
4.2
4.4
4.6
4.8
5
Axi
s Ti
tle
Intern Attributes (Scale 1-Poor to 5-Exceptional)
Employer Evaluations n=247, Student Self-Evaluations n=367 (2012-2014)
Employer Student
3.00
3.20
3.40
3.60
3.80
4.00
4.20
4.40
4.60
4.80
5.00
Intern Self Evaluations - Mid Internship and End of Internship n=347 mid-internship end-internship
Questions?
Please feel free to contact me
Steve Hannah
Center for Teaching, Learning, and Technology
University of Minnesota Crookston
218.281.8382
Qualtrics in Student Life
What was your problem?
• Four separate hiring processes
– Women Mean Business
– GopherBusiness
– Carlson Crew
– Student Ambassadors
4 in 1 Application
Interview Selection
Using Quotas
Using Quotas
Using Quotas
Using Quotas
Setting Display Logic
Display Logic
Email Trigger
What did you learn/changes/advice do you have for
others about using Qualtrics?
• Streamlined Approach
• Personalization
• Using Display Logic more
– Transfer students
– Returning leaders
Caitlin Dow & Angela Murray Carlson School of Management
Undergraduate Program
Questions??
Qualtrics + APLUS = Career Action Plan
Eric Perrino, [email protected] Office of Application Development, CLA Undergraduate Education Maggie Kubak, [email protected] Assistant Director, Career and Internship Services (CCE, CDES, CFANS)
Welcome
Introductions IT?
Academic Advisors or Career Counselors?
Faculty or Instructors?
Others?
Come one, come all, to your Sophomore Career Appointment!
No one came.
So we created
(and required) the
Career Action Plan.
Why Qualtrics?
• Industry standard for surveys
• Easy to customize
• Plays well with others (APLUS, Shibboleth)
The Career Action Plan
• Qualtrics survey
1. One question about preparedness on each of four topics (career understanding, networking, resume, job experience)
2. Menu of action items based on students’ competency ratings on 4 topics
3. Student select five items to create their individualized Career Action Plan
• Plan is accessible to advisors in APLUS
Student Experience
1. Sept ‘14: Email including explanation and link
2. Two weeks later: reminder sent
3. Student takes survey
• receives automatic email of her Career Action Plan
• CAP is imported into APLUS for advisors/counselors
4. Jan. ‘15: email inquiry about Plan progress
5. March ‘15: Two-question survey about progress
What is APLUS?
• Advising and early alerts system used on campus • Notifies advisers of potential issues with their
assigned students • Captures contacts between advisers and
students
APLUS Integration
• Qualtrics APIs to capture the student CAPs
• Alert the advisers of students who haven’t taken the CAP.
Qualtrics Shibboleth Integration
https://wiki.umn.edu/ShibAuth/AttributeList
Qualtrics JavaScript API
•Problem getting ranked Action Plan Items from the REST API.
•Solution: Make Qualtrics do the work and store it in the ‘ActionPlan’ variable.
Qualtrics REST API
• Wrote script that periodically checks Qualtrics for new responses.
• Pull responses from Qualtrics using ‘getLegacyResponseData’ API call.
• Convert returned ‘InternetID’ into a Student ID. • Store returned ‘ActionPlan’ as a contact in APLUS
and associate with the Student ID.
getLegacyResponseData
• User: user#umn
• Token: (API token)
• Format: JSON
• Version: 2.5
• SurveyID: (SV_XXXXXX)
JSON Result
Thank you! Questions?
Eric Perrino, [email protected]
Office of Application Development, CLA Undergraduate Education
Maggie Kubak, [email protected]
Assistant Director, Career and Internship Services (CCE, CDES, CFANS)
Noah Holm, [email protected]
CFANS-OIT, Academic Technologist