Customize - Program Evaluation

Are Program Evaluations mandatory?

Question

Are Program Evaluations mandatory?

 

Answer

Program Evaluations are not mandatory. If this function is activated, an email will be sent out from the system at the end of a mentoring relationship reminding members in a relationship to fill out the Program Evaluation.

 

Follow the instructions below if you would like to activate/deactivate this function:

  1. Under the Customize section, select 'Send Message'.

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  2. Select 'System Generate Messages' then click on 'Mentoring Relationships'.
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  3. Scan this page and select 'Edit' under 'Program Evaluation message'.

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  4.  Scroll down and select 'active' or 'inactive', depending on your program's preference. 

If you have questions or need further support, please contact our Support Team: support@mentoringcanada.ca 

How to find Program Evaluation responses

Question

Where can a Program Administrator access and view Program Evaluation feedback?

 

Answer

Program evaluation feedback can be found in 3 places:

  1. 'Generate Relationships Reports' in the 'Report' section.


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  2. The 'Relationship' section of the Administrator Dashboard.

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  3. The 'Statistics' section of the Admin Dashboard.
    Administrators are privy to the statistical data of members who have completed the evaluation.

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Scroll down and you will see 'Program Evaluations'. 

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If you have questions or need further support, please contact our Support Team: support@mentoringcanada.ca 

Is the Program Administrator notified?

Question

Is the Program Administrator notified when evaluation emails are sent out?

 

Answer

Administrators are not notified when evaluation emails are sent.

This is an automated function that is predetermined based on the length of the mentoring relationship.

If you have questions or need further support, please contact our Support Team: support@mentoringcanada.ca 

 

Is there a maximum number of Program Evaluation questions?

Question

Is there a maximum number of program evaluation questions?

 

Answer

There is no limit to the number of questions that can be asked by a program within an evaluation form. 

 

If you have questions or need further support, please contact our Support Team: support@mentoringcanada.ca 

Member did not complete Program Evaluation

Question

What happens if members do not complete the Program Evaluation?

 

Answer

In MentorCity, the completion of Program Evaluations automatically ends the mentoring relationship. If members do not complete the evaluation, their mentoring relationship(s) will still be active on the platform regardless of if their completed Mentoring Agreement mentoring relationship length has been achieved.

If the Program Evaluation is not completed, Administrators have 3 options:

  1. Contact the members to complete the Program Evaluation by using the 'Send Message' function.

    Set Program rules via internal communications (using Announcements, Discussions, Resources, and/or built into a Program Orientation Course etc.) informing members that it mandatory to fill out the Program Evaluation once the relationship is concluded. 

    Administrators must also ensure that the Mentoring Agreement is completed by matched members as completing the agreement triggers the Program Evaluation to be sent out to members who have completed a relationship. See this article for more information. 



  2. Manually end a specific relationship by going into the relationship's match page and clicking 'End Relationship'.

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  3. Manually ending all active relationships.

    Note that this step will also end any relationships that are yet to achieve the mentoring relationship length agreed upon in the Mentoring Agreement. This step is best used either when all relationships have the same end date or if the program is refreshing all relationships to begin a new mentoring cohort cycle. 

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    If you have questions or need further support, please contact our Support Team: support@mentoringcanada.ca 

When is the Program Evaluation email sent out?

Issue

At what point in the mentoring relationship is the Program Evaluation email sent out?

 

Solution

Program Evaluation emails are automatically sent out by the system 7, 14, and 21 days after the mentoring relationship length (agreed upon in the Mentoring Agreement’s ‘Length of Relationship’ section) has been achieved. 

 

Note that matched members must complete the Mentoring Agreement to trigger this automated process. If the members do not complete the Mentoring Agreement, the Program Evaluation email will not be sent out by the system. 

If you have questions or need further support, please contact our Support Team: support@mentoringcanada.ca