AEFIS - Eval Survey Schedule - Changing to a New Survey Template for an Ongoing Survey Schedule (Admin) [UW-Madison]

This document describes how to change to a new survey template for ongoing AEFIS survey schedules.

If a new survey template has been created for the department, and you want to switch all new surveys to this template, there are two ways you can make this change:

  1. Stop the current survey schedule and start a new one
  2. Edit the existing ongoing survey schedule with the new template.

This document describes option b: how to edit an existing survey.

Adding a New Survey Template

Locating In-Progress Surveys

  1. From the AEFIS Dashboard, select the Main Menu icon.
    Image of AEFIS main menu button. It is marked with three horizontal lines.
  2. Select Survey Schedules
    Image of AEFIS drop-down menu with text "survey schedules" highlighted. It is located under the "surveys" dropdown, between "survey templates" and "surveys"
  3. On the Survey Schedules dashboard, select +Add a filter, and then Owner.
    Select "owner" (highlighted), under the "+Add a Filter" button.
  4. Choose Department or College (depending on the scope of your AEFIS responsibilities).
    Under "owner", you can select "institution", "college", or "department"
  5. Select +Add a filter, again. Then select Status.
  6. Next, select In Progress. (This way, you will only be viewing current, active survey schedules.)
    "in progress" is listed under the "status" drop-down

All your In Progress survey schedules are now displayed.

Note: Make sure you make this change before the next semester is active and surveys have been created. If the next semester is active, it will NOT update existing surveys. If you haven't started assigning courses for the next semester, you could delete the associated surveys and proceed with steps below. 

Adding the Template

For each survey schedule:

  1. Select Manage.
    select the "manage" button, listed beside each survey listing.
  2. Select Un-Publish (blue button, upper-right).
    Note: Only complete this step if the next semester is not active.
    The "unpublish" button is listed beside the "actions" drop-down menu on each survey schedule page.
  3. In the resulting pop-up window, select Un-Publish.
  4. Select Details (in the left-hand navigation bar).
  5. The third box is the current Survey Template. Select the down arrow to choose the new template. If the down arrow is not showing, you have not un-published the survey schedule.
    The "survey" template drop-down menu is listed alongside the "survey schedule name" and "survey schedule type" fields
  6. Select Save.
  7. Make sure the current semester surveys have been deleted (AEFIS - Eval Survey Instance - Deleting a Survey Instance (Admin) [UW-Madison]) These surveys will be created with the new survey template after this step. Before publishing, go to Settings and select the current term. If you run this survey every term, also check to run this survey schedule every term.
    You can find the "select a term" field under "Survey schedule settings">"Term and course evaluation type settings".
  8. REMEMBER: You must re-publish this survey schedule. Select Publish (blue button, upper-right).
    Select the "publish" button, at the top of each survey schedule's page

Keywords:AEFIS, Survey Schedule, change survey template, administrator,    Doc ID:126931
Owner:Learn@UW Madison .Group:Learn@UW-Madison
Created:2023-03-28 13:12 CDTUpdated:2023-03-31 12:36 CDT
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