HelioCampus AC - Eval Survey Schedule - Changing to a New Survey Form for an Ongoing Survey Schedule (Admin) [UW-Madison]

This document describes how to change to a new survey form for ongoing HelioCampus AC survey schedules.

If a new survey form has been created for the department, and you want to switch all new surveys to this form, 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 form.

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

Adding a New Survey Form

Locating In-Progress Surveys

  1. From the HelioCampus AC Dashboard, select the Main Menu icon.
    HelioCampus AC Menu button - three stacked horizontal lines

  2. Select Survey Schedules
    Image of HelioCampus AC drop-down menu with text "survey schedules" highlighted. It is located under the "surveys" dropdown, between "survey forms" 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 HelioCampus AC 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 Form

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 Form. Select the down arrow to choose the new form. If the down arrow is not showing, you have not un-published the survey schedule.
    The "survey" form 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 (HelioCampus AC - Eval Survey Instance - Deleting a Survey Instance (Admin) [UW-Madison]) These surveys will be created with the new survey form 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 form, administrator,  template 
Doc ID:
126931
Owned by:
Learn@UW Madison in Learn@UW-Madison
Created:
2023-03-28
Updated:
2024-06-19
Sites:
Learn@UW-Madison