Managing Surveys and Evaluations

Byga can be used to manage surveys and evaluations. These can be created for a wide variety of reasons. Three types of surveys are available:

• Club Surveys
• Coach Evaluations
• Player Evaluations
• Player Self-Assessments

The following menu options are available from the survey list:

• Settings
• Preview
• Go Live / Close / Re-open
• Get shareable link (Live Club survey)
• Announce / Send Reminder (Club survey, Player Survey, Player Self-Assessment): adds info in Monitoring tool with number of teams included
• Export responses (Club survey)
• Export questions
• Make a copy
• Delete

Closed evaluations can be reopened. Once the evaluation is live it can not be reverted to draft mode for further editing for data integrity purposes.

Survey Settings

Three tabs are found when entering the settings.

• Settings: Name, Season, Instructions, Anonymous setting
• Questions: View / Manage survey questions
• Teams: to specify teams to be notified

Survey Questions

Surveys are created by adding questions individually or by uploading questions.

Open Response Question

The following options are available:

• Question type: Individual questions can be radio or open questions.
• Group name: to better organize the survey
• Question: text for the question
• Description: provides additional clarification
• Allow comments: adds an open ended response option to this question
• Required: if selected, a submission can not be made without answering

Multiple Choice (dropdown)

The following is an example of a Multiple Choice (dropdown menu) question.

The choices are added in the Options section (one choice per question).

The scoring is as follows:

1. Scoring order (First, Last)
2. Minimum score
3. Weight

The scoring for each option is calculated as follows:

Option Score = Minimum Score + Order Place * Weight
Order Place is from First or Last

In the example below with the Scoring order is set to Last, Minimum Score of 0 and Weight of 25, the scoring will be as follows:

• Strongly Agree = 100
• Agree = 75
• Neutral = 50
• Disagree = 25
• Strongly Disagree = 0

Multiple Choice (radio)

The following additional options are available in a Multiple Choice (dropdown menu) question.

• Orientation (Vertical or Horizontal)
• Label Position (Top or Bottom)

Multiple Choice (checkbox)

Similar to the Multiple Choice (radio), This option supports selection of more than one option.

Editing Existing Survey

Use the Edit Questions menu item to modify the existing survey questions.

The following edit options are available:

• Add new question
• Upload questions
• Edit question
• Close question
• Delete question

Selecting Teams

Use the Teams tab to determine which users will receive survey notifications.

Club Survey Considerations

Keep in mind the following which applies to Club Surveys:

• When a Club survey goes live, the system finds selected season teams (competitive and non-competitive/program) and sends survey invitations to users on those teams.
• When reminders are manually sent, the reminders go to all the player’s full contacts that have not responded.
• Each user must be logged in to complete a club survey (whether anonymous or not) and can only answer the survey once. This enables the system to avoid sending reminders to users who have filled out the survey.
• If a user is sent a link, they can complete a club survey even though they don’t have to have a player. Similarly a limited player contact could also fill out if they have the link (needs to be verified).

Coach Survey Considerations

Keep in mind the following which applies to Coach Surveys:

• When a Coach survey goes live, the system finds all season teams selected in the setup (comp and non-comp).
• When reminders are manually sent, the reminders go to all the player’s full contacts.
• Users must be logged in to complete a coach survey (whether anonymous or not). This enables the system to stop sending reminders to users who have filled out the survey.

Player Evaluations Considerations (including Self-Assessments)

Keep in mind the following which applies to Player Evaluations:

• Self-Assessments: Consider a phased approach with an initial player Self-Assessment, followed by the coach’s evaluation of the player.
• Self-assessments: can be submitted by any primary contact but only one submission is allowed per player. Please use the following link to get started.
• Player Evaluation: when a Player survey goes live, coaches will see a Quick Access link that provides a shortcut to the player evaluation dashboard. This provides information for the coach to see his/her progress and identifies the evaluations the coach still needs to complete.
• Player Evaluation and Self-Assessment: Users must be logged in to complete a player survey (whether anonymous or not) or a player self-assessment. This enables the system to stop sending reminders to users who have filled out the survey.
• Player Evaluation: when a player survey is finalized by a coach, the player’s contacts will receive notice to view the submission. If a payer contact reads the player survey, that will be indicated.

A Coach’s dashboard will have a quick access link to their Player Evaluations.

The following shows the coach’s view that shows her/his progress on the evaluation.

When selecting one of the coach’s teams, the coach can then start or continue a player’s evaluation. Submitted self-assessments are also found here.

Email Notification to Users

Various emails go to users.

• Evaluation ready
• Reminder emails

An entry is added to the monitoring tool:

The following is an example of an email when a player evaluation is ready (a similar email is provided for a self-assessment).  In this example, if the user has not previously activated their account, the process will first guide them to activating their account.

For more information, please reference Survey and Evaluation Workflow Management