HELP

You're filling out a questionnaire…

You have gotten a personal code consisting of 8 letters. This code is just for you. With it, you can log into the system and fill out the questionnaire for the international exchange program you participated in.

Even though you got this code by email, nobody will know that it's your code. Only the overall results will be analyzed, not the individual answers. If you've received the code by email, there will also be a direct link to the questionnaire. After clicking the link, you can begin filling out the questionnaire. You can also log in by entering your code on the i-eval.eu homepage.

Answer each question on the following pages.

If you stop and later restart filling out the questionnaire, the system will remember how far you have gotten. Just go to i-eval.eu and enter your personal code.

You can use the navigation bar ([DE] [FR] [PL] [EN]) to switch between languages.

 

You are a staff member and want to evaluate an international youth exchange program…

Here you will receive detailed information on using i-EVAL. If you only need a quick tutorial or overview you can download the QUICKSTART-Document.

Only registered users can create meetings, questionnaires, and personal codes.

I. Registering on i-EVAL

I.1. Self-registration

Please enter your real name and an email address on the registration page. The i-EVAL team will see that you want to conduct an evaluation, but will not be able to match the results with your address or name.

You will receive a multi-lingual email with a temporary registration link. Here you can set your password and preferred language.

Now you are a registered user of i-EVAL! You can update your profile in "My Account."

I.2. Registration and Invitation by a registered user

You can invite others- e.g. colleagues conducting the exchange program with you- to edit questionnaires, generate codes, and view survey results. Enter the user names of people you want to add on the meeting administration page. If they are not registered on i-EVAL enter their email address.

I.3. Registration 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.

II. Conducting Evaluations

Using this evaluation instrument you can evaluate youth exchange programs 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 program begins to define their goals. Afterward, participants are asked how they experienced the program.

The simplest form of this evaluation can be used without the staff questionnaire-i.e. only using the participant component. You can customize the questionnaires for your own purposes as well as analyze and download the results in different formats.

As it is sensible to investigate the goals before the event, the staff’s questionnaire will be filled out at the beginning of the exchange programme. The best time to do this is the second day of the programme; for example, at the start of a team meeting. 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 the final one of the programme. The best time would be in the morning, when all participants are gathered together – after breakfast, for example. Under no circumstances should the questionnaires be filled out on the trip home – a concentrated atmosphere is an important condition for giving serious responses.

The process consists of 3 steps:

  1. Creating a meeting to send the correct questionnaire type to participants and staff;
  2. Generating codes to allow those filling out the questionnaire access to i-EVAL;
  3. Closing the questionnaire in order to view and analyze the results.

II.1. Creating 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 a new meeting” in the upper right-hand corner of the Dashboard, or here: Create a new meeting.

You also have the possibility to use the key data (for example from a similar meeting in previous years) as a template for a new meeting. If you want to do this click the “use as template for new meeting” link next to the meeting you wish to use on the main page.

  • Give your meeting a clear name— please use the menu language: the title can later be translated into another language.
  • For abbreviation of the meeting you can give your meeting an internal title, e.g. meeting 72
  • Choose the correct type of meeting to generate the right kind of questionnaires. There are four different types of questionnaires available: for binational youth exchanges, (binational) cultural youth exchanges, multilateral youth exchanges, and multilateral cultural youth exchanges. Additionally, there is a questionnaire for vocational training exchanges. This questionnaire is only available in German and French.
  • Enter the organisations that are hosting the exchange. Choose from the options available in autocomplete after entering the first few letters of the organization.
  • Enter the central organisation (i.e.central office or central association)  that you want to give access to the results of your evaluation.
  • Enter the country where the exchange is primarily taking place.
  • Enter the start and end date.
  • Enter the number of staff and participants.
  • Upload an image, illustration, or logo for the meeting (optional).
  • Save the data by clicking on [save]

The meeting has now been created, and two questionnaires (one for participants, one for staff) have been deposited in the system.

Now, test the data on the administration page for the meeting. To correct information on the meeting click on [edit].

If you want to translate the title of the meeting, which will appear at the top of the questionnaire, click on the red language button. You will see if there is already a translation for the title depending on whether or not there is a check mark next to the language button.

On the administration page for the meeting, below the main data for the meeting, you can see an overview of the sent invitations as well as a list of hubs with viewing privileges. You also have the possibility to invite others to edit the meeting (see above).

Below you will find the two questionnaires for your meeting— one for participants and one for staff. Next to each questionnaire there is a status (The questionnaire is set up, the questionnaire is being filled in, the questionnaire is closed) as well as the user information (number of new codes, codes in use, finished questionnaire, i.e. used codes)

This overview allows you, depending on the status:

  • to see a tabular preview of the standard questionnaire
  • to edit the questionnaire (change the title and add questions)
  • to download the questionnaire as a PDF
  • to generate codes
  • to access the manual data entry (only relevant for those working with printed out questionnaires)
  • to close the questionnaire circulation
  • to view and download the results of the evaluation

II.2. Editing a Questionnaire

In editing mode, which you is accessed by clicking on [edit], you can add extra questions to customize the questionnaire for your meeting. You can add additional areas to the satisfaction assessment or statements to check off, as well as open questions. Further evidence-based, translated questions are available in the item pool, which can be found here.

There are different categories of questions answered on a scale: satisfaction assessment, which is ranked by participants on a scale of 1 to 10 points, and statements, which are ranked by participants on a scale of 1 to 7. Further goals (on a scale from “totally unimportant” to “very important”) can be added for staff as well as statements (on a scale from “not true at all” to “completely true”). Once you have added all of your questions click on [save].

Don’t forget to translate the questions you have added into the relevant languages.

In order to translate, click on the respective language button at the head of the form. The green button shows you which language is currently active. In addition there is a check mark or question mark which shows if the question has already been translated into that language.

II.3. Generating Codes

In order for participants and staff to fill out the questionnaires, they will need an access code. You can reach the site that issues these codes by clicking on the codes button, which can be found at the head of the edit page and on the administration page for the meeting. In order to assure the anonymity of those filling out the questionnaire, the system can generate as many codes as often as you need. You can use the following options:

  • Generate codes and send them by email. The recipients will receive their individual codes with a link to the platform by email. Of course, this requires that that the people in question have an email address they can access at the right time. You can enter the email addresses manually or upload a .cvs file. Then click on [create and send codes]. You will be informed about the dispatch progress.
  • Generate and download codes. In case you do not have all email addresses or people cannot access their emails, you can download and distribute codes. Enter the desired number of codes. You can download the list of codes and distribute the codes among the questionnaire participants. Remember, only one code per person!

The codes are to be entered on the i-EVAL home page. After entering the code, the person filling out the questionnaire will be forwarded to the correct questionnaire and can fill it out. Be aware that once the code is in use you can no longer edit the survey.

II.4. Alternative Methods

The system offers two alternative survey methods, if the conditions are not appropriate for a code-based evaluation (with individual and completely anonymous answers).

At the bottom of the code page there is a so-called “Mastercode,” which can be used to fill out as many questionnaires as necessary. You should only use this option if handing out individual codes is not possible.

If you printed and distributed the questionnaire on paper,  you can enter the answers using the “manual data entry” button. You will find this option on the administration page for the meeting in each questionnaire. Enter the results from top to bottom using the legend. With the tab key you can quickly switch to the next field. You can save the form by clicking on “send”, and then begin with the data for the next questionnaire.

II.5. Closing a questionnaire and viewing results

When all codes are in use, the questionnaire’s status is automatically “being filled in.” You can follow the current status on the codes page. Once all the codes have been used to access the questionnaires, you can close the questionnaire. You can do this on the questionnaire administration page by clicking on the lock symbol with “close questionnaire” next to it.

When the questionnaire is closed, you can view the results. Click on the bar chart symbol on the meeting administration page. You can view the average and standard deviation, as well as export this data in various formats by clicking on the desired question. Additionally, you can download the results in PDF and CVS formats.