The Releasable reports section of the system allows you to compile reports on a recipient and send the results directly to them to review in their edossier. This is an easy way to give the recipient the annual or bi-annual results on feedback your program has received on them. This tool can be used to send individual recipient results and/or send the program director (or others) a report on all the recipients.
To generate and send a releasable report:
Choose your report:
1 Click the Reports tab.
2 Go to the section Releasable Reports and click on the Evaluation Reports link.
3 Select the report you would like to make by click on it. Click the report thumbnail image to see a larger example.
4 Select the date range you wish to pull the report on and the hit "Next step: Define Criteria".
Define your criteria for the report:
1 Under the section "choose form to report on" select the type of form you need for the report.
2 Choose the evaluator roles which will need to be included in the report
3 To include a program comparison select "yes" for this section. A program comparison will allow the recipient to see their own score for each question compared to the mean score for your program which is pulled from an average of all evaluations completed for this report scenario for your program. This will allow the recipient to see how they are doing in comparison to the group as a whole.
4 To include comments that have been given on the recipient select "yes" under the Include comments section.
5 The Anonymize section allows you to input that a minimum requirement of forms must be completed on each recipient in order to release the results to them.
If you leave it on "any" this means that recipients who have had only one form completed on them will be able to see the results from this single form. If the form was originally sent out as an anonymous evaluation it best not to use this option as the recipient will know who completed the form because they have only worked with one person during that particular time frame. Due to this most programs will put the minimum requirement for this section at 3 or 4.
6 To see a copy of what the report will look like before it is sent click on View Report.
7 After you have viewed the report click on "Next Step: Add Recipients" to select who should receive the report.
Choose the recipients for the report:
A) A list will appear with the names of all recipients who met the criteria of the report. To send the report to other people not on the list such as admin, evaluation coordinators, etc. click on “Add (More) Recipients”
This will open a section where you can search on other names and add them to the list.
After they have been added to the list you can select that you want to require a mandatory comment from them after they review the report as well as send them an email notice that they have a report to review.
B) Once the addition recipients have been set above (if applicable) continue to the lower half of the screen to select how the individual recipients will receive the report:
1. Individual results - To send the recipient a report and only allow them to receive results for data on themselves leave the radial button selected here.
2. Full Results - When this radial button is selected for an individual it will allow them to receive data on all targets. Usually this type of report is only sent to the program director or director assistant.
3. Do not send - If there is any recipients in the list which should not see the results on themselves click on this radial button to the right of their name.
4. Require Comment - To force the recipient to give comments after they have reviewed the report click on this radial button to the right of their name.
5. Email Reminder - This will send a notice to the recipients letting them know that they have results to view
After you are satisfied with all of your selections click "next step: Review and Release". This will not send the forms out immediately. It will open to Step four, where you will be able to review your selections, name your report and add comments for the recipients.
Review and release the report
1. To review who the report recipients are click on "full report recipients" and/or "individual results only". If any changes need to be made to the recipient list click on the header "choose recipients" at the top of the page and update your recipient list before continuing.
2 After the recipient list is verified type in a report name such as "Annual Report on Faculty". Make sure to include the academic year the report is referencing in the title.
3. If applicable add in any additional notes to the faculty
4. Click "release" to send the report to the recipients. The recipient will be sent an email (if applicable) and the report will be sent to their "to do" tab for them to view.
Copyright one45 software inc. 2005