Topic Doc: Evaluations for Activities, Leagues, and Trips
RecTrac 3.1
Table of Contents
Document Summary
This Topic Document provides the basic information you need to set up evaluation questions for use with the Activity, League, and/or Trip Modules of RecTrac. Patrons can access evaluations within WebTrac after his/her activity, league, or trip is finished. Alternatively, evaluation printouts can be handed out at the end, collected and manually entered into RecTrac. For Example: Would you take another class by this instructor? How would you rate this class from 1 to 5, with 5 being the highest score? Your organization can use any questions and any answer format desired. Use reports to view the evaluation answers and statistics based on them.
Below is a review of the process necessary to enable and use evaluations:
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Create and Link the Evaluation- Initial set up must be performed in Question Management. Evaluations are made up of Question Codes with a type of "evaluation." You can create individual questions and link them on the Questions tab as is needed within Section Management, League Management, or Trip Management. As with other Questions within RecTrac, you can group evaluation questions into Sets, and assign a single Set to an activity, league, or trip to save time.
For each section, league, or trip you can specify the length of time that evaluations are available after its end date (i.e., evaluations are available 1-week after the class ends).
- Enable the Evaluations Menu Item within WebTrac - To display the Evaluations link in WebTrac, the menu option must be enabled for display on WebTrac.
- Patrons use WebTrac to Complete Evaluations - Patrons log into WebTrac after the completion of a class, league, or trip with an evaluation linked to it.
- Use RecTrac to Complete Evaluations - In this scenario, patrons were given a printed list of questions at the end of their class, league, or trip. You collected all the evaluations and are ready to enter them as a group into RecTrac using this section.
- Reporting - After the close of evaluations, you can run the Question Statistics Report for the results. You can get counts and percentages for your various question/answer combinations (i.e., For "Would you take a similar course?," Yes was selected by twenty (20) individuals or eighty (80) percent of respondents). Alternatively, you can generate a listing of each patron's individual responses for your evaluation questions (i.e., Curt Belton answered Yes to "Would you take a similar course?").
License – Maintenance Agreement
The Evaluations Interface is free. Access to the various modules is dependent on your RecTrac license. Use of the interface requires a VSI license and annual maintenance agreement for RecTrac and the component modules discussed in this document. Prior to implementing any process outlined in this document, please contact the Vermont Systems Sales department at 1-877-883-8757 to verify that you are authorized to use the modules discussed in this document and if not, to obtain a quote and/or approval.
Setup Steps
This document provides basic instructions for setting up evaluations for the Activity, League, and Trip modules.
If you have additional questions about the evaluations after reading this document, please contact Vermont Systems Customer Service by phone at 877-883-8757 or generate a Support Case through the Customer portal of the Vermont Systems website using your Customer ID and password.
Before You Begin
This document is written with the following assumptions. If any of the items listed below is NOT true, contact Vermont Systems Support prior to continuing, as the steps in this document may prove difficult to complete and unexpected results may occur.
- Your organization is running RecTrac 3.1.05.00 or greater.
- The User ID with which you sign into RecTrac has the requisite permissions and ability to access the programs discussed within this Topic Document. You need access to Question Management, WebTrac Menu Management, and the Question Statistics Report. To assign the Question Codes to records within a RecTrac Module, you would need appropriate permissions to the related editor: Section Management, League Management, or Trip Management.
- The Topic Doc assumes your File Management/Maintenance is done for all the modules you own, and will not go through creating activities, leagues, or trips.
File Maintenance Setup
This document will guide you through the basic steps required to configure evaluations.
Note: All file paths and screen/tab locations in this document refer to file paths and screen/tab locations as they appear in the standard, default Vermont Systems Design. Your setup and Design may vary.
Creating Evaluation Questions
In this section, you will create the questions needed and set them to Evaluation. Evaluations are based on Question Codes with a type of Evaluation.
For each question, you specify how answers are answered. For Example: Should patrons choose an answer from a Combo box, use a checkbox, enter a short text answer, or have a big area to type in several paragraphs? You might have three questions like the following and would choose an appropriate Field Type as shown.
- "Would you take another class by this instructor?" might include a drop-down list of responses including, Yes and No.
- "What was your favorite element of this course?" might include a fill-in box for a short phrase response (i.e., jumps from high diving board).
- "Do you have any additional comments about this course?" might include Editor for the Field Type, which would give your patrons an area to enter a more lengthy response of one or more paragraphs.
For each question, you can choose whether an answer is required, whether there is a default value/answer specified, and whether you want a numerical-only answer (or another specified type).
- In RecTrac, go to the Management Ribbon • System Management • Fee/Rule/Question Management group • Question Management. The Question Text Management screen opens.
- Click the Add button.
- Enter the Question Text (i.e., Would you take another class by this instructor?).
- Click in the Combo Box icon to select Evaluation.
- Select the Answer Required option when patrons MUST answer this question in order to proceed. Otherwise, leave the option disabled to allow patrons to skip the answer.
- Expand the Drop-down list to select the Field Type of this question. Essentially, you decide whether patrons have a checkbox, drop-down list of responses to choose from, a fill-in box for a quick answer, or a free-form note area to type in a longer answer.
- Accept the default Data Type of Character or specify the type of information you want patrons entering for this question. The majority of the time, a Character type will be fine, as patrons may enter any combination of numbers and letters that they want. However, you might use Integer in some cases where only a numeric response is desired.
- Use the "i" and "?" Help icons on the upper-right hand corner of the screen for additional field definitions, as needed.
- Click the Save button.
(Optional) Using Sets
If you reuse the same set of questions, then creating them in a Set can save time. A Set is a group of questions that you can easily assign together to a section, league, or trip. For Example: All pool activities have the same five (5) evaluation questions. Creating one set for the pool activities, enables you to assign just one Set to your pool activities, rather than assigning five individual (5) questions to every pool section. You can create one (1) Set for each common question scenario you have.
Note: If you used the legacy RecTrac 10.3, then Evaluations were always Question Groups. In RecTrac 3.1, using Sets most closely emulates that process.
- In RecTrac, go to the Management Ribbon • System Management • Fee/Rule/Question Management group • Set Management. The Set Maintenance screen opens.
- Click the Add button to create a new Set.
- Enter a description (i.e., Evaluations for Pool Center).
- Expand the Drop-down list to select the Record Type of Question.
- Click the Link Individual Question button.
- Highlight a question in the DataGrid and then click the Select button.
- Repeat steps 5 and 6 until you've added all of the questions necessary for this Set.
- Click the Save button.
Assigning Evaluation Questions
In this section, you will link the Evaluation Questions to an activity/league/trip item. The process is the same for the aforementioned modules.
- In RecTrac, do one of the following:
- For Activities: Go to the Management Ribbon • Activity Management • Section Management.
- For Leagues: Go to the Management Ribbon • League Management • League Management.
- For Trips: Go to the Management Ribbon • Trip Management • Trip Management.
- Highlight a record within the DataGrid.
- Click the Change button.
- Click the Questions tab.
- Click the Calendar Icon to select the end date for evaluations associated with this section/league/trip. The date you enter here is the date through which any linked Evaluation Question Group will be displayed in WebTrac. Optimally, enter a date a week or more after the end date of your program to allow members ample time to enter an evaluation.
- Click the Link Individual Question button (or use the Link Set button).
- Highlight the desired Question (or Set) in the DataGrid, and then click the Select button.
- Repeat steps 6 and 7 to link all needed questions.
Enabling the Evaluations Menu Option Within WebTrac
In this section, you will enable the Evaluations menu option within WebTrac. Patrons will access this Evaluations menu option to complete their assessment.
- In RecTrac, go to the Management Ribbon • System Management • WebTrac Management group • WebTrac Menu Management. The Menus Start screen opens.
- Highlight the desired menu within the DataGrid.
- Click the Change button.
- In the Fields on Screen area of the screen, click the Folder icon to expand My Account.
- Click the Folder icon to Update.
- Click the Evaluations option to view the Field Parameters Area of the screen.
- Click the Edit Pencil icon beside FieldStatus.
- Click the Drop down list and select Updateable.
- Click the Checkmark icon to save that change. The Evaluations option should now be available within WebTrac.
Processing Evaluations
In this section, you will:
- Take an Evaluation as a Patron through WebTrac
- Entering Patron Evaluations through RecTrac (for printed forms they've filled in)
- Run a Question Statistics Report
Taking an Evaluation as a Patron through WebTrac
This section goes through the process of entering an evaluation as a patron within WebTrac. For the purpose of example, Curt Belton signed his daughter up for 110640_E_Youth - Advanced Swimming, which is from 12/02/2019 until 12/27/2019. Evaluations begin on 12/27/2019 and are available until 1/04/2020.
- In WebTrac, go to the My Account menu • Update column • Evaluations.
When the Evaluation is Not Yet Available
- The Evaluation is not available until the class has ended and the text "This has not ended yet" will display. If on 12/26/2019, Curt goes to the Evaluation menu option then he might see the following:
Starting an Evaluation
- Between 12/27/2019 and are available until 1/04/2020, Curt can click the Complete an Evaluation link.
- The Evaluation questions are listed on the screen. For the purpose of example, a sample is shown below from the VSI Sales WebTrac. Your WebTrac and evaluation questions will look different.
- Answer the questions and then click the Submit button.
Editing an Evaluation
- During the evaluation open period for the class/league/trip, Patrons can use the Edit an Evaluation link to revise their answers.
Entering Evaluations Manually Through RecTrac
If evaluation forms were printed and handed out, you can enter them as a group into RecTrac.
- In RecTrac, do one of the following:
- For Activities: Go to the Management Ribbon • Activity Management • Section Management. Select a section and then click the Evaluations button.
- For Leagues: Go to the Management Ribbon • League Management • League Management. Select a league and then click the Evaluations button.
- For Trips: Go to the Management Ribbon • Trip Management • Trip Management. Select a trip and then click the Evaluations button.
- Highlight a patron within the DataGrid, and then click the Evaluate button.
- A new screen opens with the questions associated with this section, league, or trip. Use the
- Answer the questions as is appropriate for this patron. Click the Continue button to save your changes.
- Repeat steps 2-4 for each patron until you've completed all evaluations for this section, league, or trip.
Question Statistics Report
Use the Question Statistics Report to view the results of the evaluation. You can specify the criteria you want to consider, such as the questions, the range of activity sections/leagues/trip codes, and the range of dates. You can use the report Run Options of Answer Stats or Answer Listing.
- Answer Stats - Displays the count and percentage of patrons for each answer and question. For Example: Your question might be "Would you take a similar class again?" for Advanced Swimming. Yes was selected by twenty (20) individuals or eighty (80) percent of respondents. No was selected by five (5) individuals or twenty (20) percent of respondents.
- Answer Listing - Lists each Patron and his/her evaluation responses. For Example: For Advanced Swimming, Curt Belton answered Yes to "Would you take a similar class again?."
- In RecTrac, go to the Reporting Ribbon • Report Listing • System Miscellaneous group • Question Statistics Report. The Question Statistics Report opens.
- Use the DataGrid to choose the Questions to report on. It is helpful to filter the Question Type column on Evaluation.
- Expand the Drop-down list to select the desired Run Option. As described above, you can get a listing of each patrons answer or statistics based on those answers.
- Use the Additional Filters area of the screen. Expand the Drop-down list to select your Date Option and the Begin/End Date Options.
- Answer Date - The report will display Answers based on the Date Range entered only. For Example: You are reporting on Activity Answers. Your Date Range is 12/27/2019 - 01/04/2020. When you run the report, the output will include only those answers for Activity Questions that were recorded that date range. So an Answer recorded on 01/02/2020 would be included on your report.
- Module Specific Dates - The report will display Answers based on the Date Range entered and then on your selections in the module-specific Date Option fields on the Module Criteria tab. For Example: You are reporting on Activity Answers. Your Date Range is 12/27/2019 - 01/04/2020. In the Activity Date Option field on the Module Criteria Tab, you select "Section Date." When you run the report, the output will include only those answers for Activity Questions that were recorded for patrons who enrolled into an Activity during the month of May, 20yy. So an Answer recorded on 15 May for an Activity that starts on 01 June would NOT be included on your report.
- Use the "i" and "?" Help icons on the upper-right hand corner of the screen for additional field definitions, as needed.
- Click the Module Criteria tab.
- Use the Activity Criteria, League Criteria, or Trip Criteria areas of the screen to further refine the results returned. For the purpose of example, the Activity Module will be used (other modules are configured similarly).
- If desired, select Use Activity Section Range to specify which sections to consider. Use the Begin Activity Section and End Activity Section range fields as is appropriate. For Example: You might select all sections between 110610 and 110680 to include all pool activities.
- Expand the Drop-down list to select your Activity Date Option. Those options are best for questions asked during the enrollment period, as they are inclusive of the enrollment date or section dates. Evaluation questions are asked after the completion of the class.
- Use the "i" and "?" Help icons on the screen for additional field definitions, as needed.
- When done, click the Process button.