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Help & FAQ

On this page you will find everything you need to know in order to evaluate your international youth exchanges or training seminars and expert meetings with i-EVAL.

However, if you have any questions or problems that the explanations on this page do not help you with, please feel free to contact us using the contact form or to send an email to support@i-eval.eu.

Step by step: How to use i-EVAL

Using this evaluation instrument you can evaluate youth exchanges and training seminars or expert meetings with evidence-based questionnaires.

The idea of this specific evaluation process is that there cannot be one set of standardized criteria for measuring and assessing exchange programs. Defining success should be left to the organization conducting the exchange. This evaluation serves the purpose of assessing  whether or not the goals set by staff members were met.

For this reason, staff members are asked before the programme begins to define their goals. All staff members who have pedagogic, organisational or other relevant functions in the team should fill out a questionnaire.

The questionnaire for participants is concerned with finding out how they experienced the exchange. It should, if possible, be completed on the day before last of the programme. The best time would be in the morning, when all participants are gathered together – after breakfast, for example. Only if absolutely necessary should the questionnaires be filled out on the trip home – a concentrated atmosphere is an important condition for giving serious responses.

The simplest form of this evaluation can be used without the staff questionnaire-i.e. only using the participant component.

i-EVAL is designed for surveying participants and staff members using digital devices - the best way to fill in the questionnaires is on a smartphone, tablet or computer. However, you also have the option of downloading the questionnaires as a PDF file, conducting the survey using paper questionnaires, and then entering the answers manually.

You can customize the questionnaires for your own purposes as well as analyze and download the results in different formats.

Step 1: Re­gis­te­ring on i-EVAL

Sign in as user

Please enter your email address on the registration page and check our terms and conditons of use. You will receive an email with a temporary registration link. Here you can set your password and preferred language.

Now you are a registered user of i-EVAL!

Registration as central office / umbrella organisation

You are responsible for several international youth exchange providers, for example at district or federal state level? You would like to summarize the participants’ feedback of all these exchanges? I-EVAL enables you to do so in a simple way, once you have registered as central organisation.

As registered central organisation, you have the possibility to view overall results of all meetings that you have been assigned to (or a choice of meetings). You may filter your meetings by different criteria and save your assortment. To register as central organisation, please fill out this form and send it to the i-EVAL team by email or post.

Step 2: Con­duct an eva­lua­ti­on

1. Create a meeting

Existing questionnaires for staff members and participants are generated automatically as soon as the corresponding event is created. Therefore, creating a new event is the first step necessary for disbursing questionnaires.

You can find the button “Create new meeting” on the top of your Dashboard.

Next to each input field on the page you will find a small yellow "i". If you click on it, you will get further explanations of the individual input fields.

The most important decision is which type of questionnaire to use: You can choose between a longer and a shorter questionnaire for international youth exchange programmes and a questionnaire for expert meetings or training seminars on international youth work. (The questionnaire on vocational training exchanges is currently available only in German, French and Polish.)

To finish, click "Save" or "Save and go to questionnaires".

The meeting has now been created, and two questionnaires have been deposited in the system: one for participants, one for staff. If you want, you can adapt these to your needs.

 

Additional tips:

  • If you want to translate the title pf the exchange programme, which will appear e.g. in the header of the questionnaires, to another language, click "Translations (optional)" directly below the input field for the title. If you do not enter a translation, the original title will appear on the questionnaires in all language versions.
  • You can correct or add to individual entries later if necessary. Only the selection of the questionnaire type cannot be changed once it has been saved.
  • At the bottom of the same page, once you have created the meeting and clicked on "Save", you have the possibility to invite other people to edit the meeting. For example, you can invite the colleagues with whom you are conducting the exchange programme to edit the information and questionnaires, to translate additional questions, to generate codes or to view the results of the survey.
  • At the very bottom of the page there is also an overview of the status of the survey, as it is also displayed on the dashboard. Here you can see how many codes are currently in use and how many questionnaires have already been completed. Clicking on the lock symbol closes the survey.
  • You also have the option of using the key data and questionnaires of, for example, a similar exchange programme from the previous year as a template for a new exchange programme. To do this, click on "Use as a template for a new meeting" on your dashboard for the corresponding previous meeting. The "old" meeting with your data will not be overwritten, of course, but will remain saved in the system.
2. Edit questionnaire (optional)

After you have created your meeting and clicked on "Save and continue to questionnaires", you can

  • either go directly to the survey
  • or first adapt the questionnaires to your needs.

To start the survey directly, click on the button "Go to survey" below.

To adapt the questionnnaire for participants or staff members to your needs, click on "View and edit questionnaire".

You will now see all the questions included by default in the respective questionnaire. By removing the tick on the right, you can remove up to 5 questions from the standard questionnaire.

You can also add your own questions and translate them into the required languages. In doing so, you can formulate additional items for the satisfaction ratings as well as additional statements and open-ended questions - or select items from the item pool that have already been scientifically tested and translated on various topics.

Don't forget to save your changes.

3. Conduct the survey

The survey can begin as soon as you have started it on the "Survey" page.

Pass on the 8-letter code you find on this page, the link or the QR code to the participants or the staff members of your meeting so that they can take part in the survey.

Alternatively, you have the option of inviting respondents to the survey individually by email. To do this, either enter the respondents' email addresses individually under "Use individual codes" or upload a CSV file with the email addresses. Select the language/s in which the respondents should be invited. Each respondent will then receive an email with an individualised link that will take them directly to their own questionnaire. The links are not stored in the system and are not used in any other way.

A third possibility is that you create and download (also under "use individual codes") a list of individually usable codes. Distribute these codes to the people to be interviewed: Only one code per person! For example, you could display the list and each person crosses out the code he/she has used; or you could distribute printed codes one by one. The code is to be entered on the i-EVAL homepage. After entering the code, the person to be interviewed is automatically directed to the correct questionnaire and can fill it out.

4. Close survey

On the dashboard you can see at any time how many participants or staff members have already filled in a questionnaire or are in the process of doing so ("Codes in use").

When all codes have been used to complete the survey and there are enough finished questionnaires for your purposes, you can "close the survey" by clicking on the lock icon on the dashboard or on the survey page.
(Closing the survey can be reversed at any time, e.g. if other participants whish to complete a questionnaire afterwards).

After closing the survey, you will first be asked to provide some further information on the course of the meeting. These are very helpful for comprehensive evaluations of several meetings, for evaluation by central offices and umbrella organisations or for scientific evaluation.

Step 3: Eva­lua­te re­sults

1. View, share and donwload results

After closing the survey, the results of the survey appear in different forms: By clicking on the desired question, you will receive a graph as well as the mean and standard deviation in each case and can export them as a file in different image or document formats.

  • In the pdf-file "Compact Evaluation" you will find the results summarised on three pages. This should be the most common evaluation for most purposes.
  • "Create pdf from this page": This detailed document contains a graph for each question of the questionnaire as well as basic statistical key figures - as they can be seen on the page itself.
  • The raw data can be downloaded as a CSV file and then used in professional statistics programmes such as SPSS, for example.
  • The Excel file "Target-Results-Comparison" directly compares the targets of the staff members with the statements of the participants. Note: In order to generate this file, both surveys (staff and participants) must be closed.

You can also easily pass on the compact evaluation, e.g. to the staff team. To do so, select "Publish compact evaluation" on the results page. When you confirm this selection, the compact evaluation is available online on a public link. You can share the link via email, Facebook or Twitter, for example.

To see and download the results in the other languages, simply switch to the corresponding page using the language button at the top right.

2. Combine results of several meetings

To combine the results of all exchange programmes in one year or the results of a repeating programme over several years and to be able to evaluate them together, click on the button "Create new combination of results" at the bottom of the dashboard.

On the following page, enter a title for the combination you want to create. This title should be as clear as possible (e.g. "All bilateral youth exchanges 2021, participants") and select the group of respondents whose results you want to combine. Only results from the same group (i.e. only participant or staff questionnaires) can be combined.  The list will then only show you the corresponding meetings.

If you want to further limit the list, you can additionally filter by questionnaire type, start and end date of the meetings as well as by the number of participants or staff members.

Select the meetings whose results you would like to combine by marking them with a tick in the first column. Then click on "Create combination of results."

On the following page you will now find the results for this combination in the same formats as for a single meeting.

If someone subsequently reopens the questionnaire for one of the selected exchange programmes in order to allow further participants or staff members to take part in the evaluation, this meeting will automatically be integrated with the new data after the next closing of the survey. It may therefore be worthwhile to always download the current pdf or Excel files from the system if they are to be used for analyses, team meetings or the like.

Ad­di­tio­nal tips for Pros

Paper questionnaires instead of smartphones

i-EVAL is designed for surveying participants and staff members using digital devices - the best way to fill in the questionnaires is on a smartphone, tablet or computer.

However, there can be very good reasons for not conducting the evaluation digitally but with paper questionnaires - be it because you do not have the appropriate end devices at the venue of the meeting or because you do not want to ask the participants to spend additional screen time, because the wifi is not sufficient or because you want to combine the questionnaires with other, creative evaluation methods.

Therefore i-EVAL also offers you the possibility to download the questionnaires as PDF files, so that you can print them out and do the survey on paper.
The PDF files for both questionnaires can be found on the questionnaire page (i.e. the page after the creation of the survey).

In order to be able to evaluate the answers, you must then enter the respondents' answers manually. You can do this by clicking on "Use questionnaires on paper and enter data manually" at the bottom of the survey page (where the codes for the digital survey are generated, too).

Enter the respondents' answers in the same language version as the paper questionnaire: If you are entering data from a German questionnaire, do so on the German page; for a French paper questionnaire, switch to the French page via the language button at the top right, and so on. This is way, you will find the corresponding answer options for the question about the type of school, for example.

We advise you to number the paper questionnaires first, so that in case of any ambiguities you can still track which of the entered questionnaires corresponds to which paper questionnaire.

Conduct overall evaluations as a central office or umbrella organisation

If you create an encounter in i-EVAL, you have the possibility to grant viewing rights to different central offices. This authorisation is granted when creating a new encounter by making an entry in the dialogue box "Central Office / Umbrella Organisation(s)". Please tell the institutions belonging to your central office exactly how your central office must be named, because only correctly spelled names will be assigned to you. It is possible to grant several central offices the right to view your own data; the corresponding entries must be separated by commas. The viewing rights can also be withdrawn later by changing the entry in the "Central office" field.

After you have registered as a central office (see above: Registration as a central office), you can see the results of all the meetings for which the organisers have granted you this right on the "Central office" page: In the list you will see all meetings for which you have been registered as a central office and for which the survey has already been completed.

For the sake of anonymity, you cannot view the results of a single meeting, but only create combinations of results, for example from all youth exchange programmes of a given year. At least two meetings must be combined in order to see results.

To do this, first select the group of respondents and the questionnaire type you want to combine. Only results of the same group (i.e. only participant or staff questionnaires etc.) can be combined. The list will then only show you the corresponding meetings. If you want to narrow down the selection further, you can additionally filter by the start and end dates of the meetings as well as by the number of participants or staff members.

Select the meetings whose results you want to combine by marking them with a tick in the first column. Then click on "Create combined result." You will now be asked to give the result combination a name (e.g. "All multinational youth exchanges - summer 2021"). Then click on "Continue".

On the following page you will now see the results from the combination of all the data from the meetings you selected in the different formats (see above: Share and download results).

If the questionnaire is subsequently reopened by the organisers for one of the selected meetings in order to interview further participants or staff members, this meeting will be excluded from the result combination and automatically integrated with the new data after the survey is closed again. It may therefore be worthwhile to always download the current pdf or Excel files from the system if they are to be used for evaluations, team meetings, etc.

Contribute to the further development of i-EVAL

The online platform i-EVAL is based on the commitment of individual organisations and persons involved in international youth work. New initiatives for the further development of i-EVAL are welcome. For example, if you have suggestions for new question modules, language versions or further possible uses for the system, please feel free to contact us - however, this is usually only possible if corresponding co-financing is also in prospect.

Feel free to contact the scientific management of the research network "Camp evaluation" (in English or German): http://freizeitenevaluation.de/Projektleitung.

 

FAQ - Fre­quent­ly As­ked Ques­ti­ons

I used to evaluate with the "old" platform. What happened to my data?

Since the new platform is based on a different programming and a completely new database structure, unfortunately it was not possible to "move" existing user accounts and the data collected with i-EVAL over the last 5 years to the new platform.

For you, this means on the one hand that you have to set up a new account here on the new platform - for which, as before, only a user name and a mail address are required.

On the other hand, you should download the data you have collected with the "old" i-EVAL over the last few years and save it on your computer if you want to work with it in the future. They will not be available on the new i-EVAL and cannot be uploaded here.

In order to be able to make an overall evaluation of all your evaluations in the future, for example, the CSV file with the raw data can be particularly useful to you, as this can be combined with the CSV data from the new i-EVAL in Excel or in statistics programmes, for example. We therefore recommend that you especially save the CSV files of your previous evaluations or combined results.

If you have not yet backed up your data from the old platform, you can still reach it here for a limited time: https://archiv.i-eval.eu/en

You can find detailed instructions on how to save your data from the old platform here.

Why evaluate?

Some possible answers to this question might be:

  • To find out if the goals and targets were achieved during the exchange programme; if a project met the participants' expectations; if methods and approaches were appropriately chosen during the exchange programme.
  • Because evaluation results are a vital part of an organisation's project management. They help to imrpove your project's quality, as the follow-up of a programme is always part of the next programme's preparation.
  • To be able to attract potential sponsors of your work or your organisation: instructive and illustratvie evaluation results can be a convincing argument in acquiring fundings for further projects.
  • Because the evaluation of a project usually is a mandatory element of a project report.

Statistical data alone does not help a lot. Results should be interpreted and discussed.

Is there a self-commitment concerning the use of the data?

From the very beginning, it was important for the creators of this evaluation instrument to develop a process which would be helpful to institutions and staff in ensuring the development of quality in their work. It is not intended that this instrument be used for monitoring or controlling. The following principles of use were unanimously decided upon by the project team in 2006:

  • The goal is to make the self-evaluation for every institution/organizer as easy and convenient as possible.
  • The evaluation instrument is used exclusively for quality development and not as a “surveillance instrument".
  • Whoever works with the data, commits him- or herself to dealing with it confidentially. Anonymityis guaranteed at all levels.
  • The data of the individual institutions should be continually collected and combined.
  • Taking the information on board and evaluating the data is open and self-critical.
  • Evaluation and interpretation takes place in cooperation with all participants.
  • Further development of the instrument is desirable, however only on the basis of firm scientific standards.
  • Whoever uses the evaluation instrument ensures transparent implementation and observance of these principles within his/her area of responsibility.

 

I've got questions about / problems with using i-EVAL. Who can I turn to?

You can send an email to info[at]i-eval[dot]eu or via the conctact form on the website. We will contact you as soon as possible.

Who will have access to our data?

As responsible partner of i-EVAL, domain owner and web-hosting partner, IJAB (International Youth Service of the Federal Republic of Germany) has access to the data, as well as the web-developer Cosmoblonde GmbH and the research network "Freizeitenevaluation", to administrate the platform and to conduct statistical analysis. Besides, each user can invite others users  to a particular meeting to edit it and see the results. 

Where is the data being stored?

All data is stored on a server in the region of Munich / Germany.

Will the data be transmitted and stored encoded?

The transmission between client (i.e. your computer or smartphone) and server is SSL-encrypted.

What exactly will happen if I agree to make my data available to the research network "Freizeitenevaluation"?

If you agree to make the results of this evaluation available for use in overall statistical analysis (by clicking the checkbox when creating a new meeting), you support further scientific analysis and publication on international youth work. (To take a look at recent publications, see here.) To conduct such an overall analysis, data from all meetings shared are gathered, anonymised and analysed.

No personal data is passed on in this process, cf. our data protection and ethics concept.

What exactly does happen if I agree that a central organisation may view and use the results of my evaluation?

If you name one or several central organisation(s) (i.e. central office or central association) and check the box to agree to make the results of this evaluation available to the indicated organisations, these organisation may use your results for overall analysis as soon as you have closed your meeting. A central organisation can only view and use combinations of several meetings, not a single one - and only the results. Central organisations cannot change anything about your meetings and cannot access or see the email adresses you have used to invite participants or staff members to take part in the evaluation. If you want to allow your central organisation to view your results but want to stay anonymous, just leave the field "organisations" empty when you create your meeting. To register as central organisation, please fill out this form and send it to the i-EVAL team by email or post.

Does the possibility of obtaining results from a "group" with only one completed questionnaire not violate the principle of anonymity of respondents?

If, in extreme cases, the group of respondents consists of only one person, the person responsible for the evaluation can still view results in the system and thus gain access to the response of this one person. In many systems, it is therefore common to show results only if at least five people have answered. In our system, however, this would be of no use: If someone would really want to look at the answers of only one respondent, they could, for example, answer four more questionnaires themselves and would then get access to the results. Therefore, we did not decide on a technical solution (which would also have the disadvantage that one would not have access to results in small test surveys). Rather, before accessing the results, it must be confirmed that the results will not be used if the anonymity of the respondents is not guaranteed. If the data were still used, this would be a violation of the basic rules of our system.

 

What about the automatic closing of a questionnaire? Why should I agree to that?

Sometimes persons who are responsible for the evaluation of a meeting do not close a questionnaire - because they want to wait for all participants to be able to fill it out and then just forget to close it. But as long as a questionnaire is not closed, results can't be seen and used by the central organisations, for example. To avoid that, a questionnaire is automatically closed after four weeks of inactivity, i.e. when the questionnaire has not been edited nor answered. It can be re-opened manually at anytime (by clicking on the lock symbol).

How can I delete a meeting and what will happen to my data if I do so?

You can only delete the meetings you have created yourself. To delete a meeting, just cklick on "Delete" on the meeting's editing site. After answering the security question, the meeting and all data will be completely and irrecoverable deleted.

Please mind: After deleting a meeting, your co-workers and partner organisations won't be able to see the meeting any more as well. All the answers given by participants and/or staff members will be deleted, too. Combined results that included this meeting will be deleted. Central organisations will not be able to view and use the results - as well as the research network "Freizeitenevaluation".

You cannot delete meetings that you did not create yourself, but you can remove them from your dashboard. To do this, go to the page for editing a meeting and click on the tab "Author and invited users" at the bottom. There you will find your own name under the invited users. If you click on the trash can icon, you will be deleted from the list of users for that meeting and the meeting will be removed from your dashboard. You will no longer have access to the meeeting. The author of the meeting will receive a notification.

 

How can I stay up to date on current developments of i-EVAL?

Subscribe to the newsletter on "Freizeitenevaluation", which will inform you about news and activities concerning i-EVAL and i-EVAL-Freizeiten. (Newsletter only in German)

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