Using the W@S survey tools

How to use the W@S surveys and tools

The W@S surveys and tools can be administered from the survey admin area once you have logged into your school account. The Wellbeing@School surveys are free to use for all New Zealand schools until December 2018.

  1. Firstly, set up new surveys and select a survey timeframe. This enables you to distinguish this survey timeframe from future surveys, see Setting up new surveys. (The timeframe is indicative only - you still need to archive the surveys when they are all completed.)
  2. For the Wellbeing@School Teacher Survey: send the link out by email to the teachers you have identified to complete the survey, see Adding/emailing the Teacher Survey.
  3. You can choose to do the Wellbeing@School Student Surveys either as an online or hardcopy survey. See Selecting the online or the hardcopy version of the W@S Student Survey.
  4. For the online Student Survey, send the link out by email to each group teacher. See Adding groups to the W@S Student Survey and Emailing the W@S Student Survey link to groups.
  5. If you use the hardcopy surveys, you will need to enter the data in the online template. See Data entering W@S survey scripts.
  6. Once the Teacher and Student Surveys have been completed (and there are more than 5 Teacher, or 15 Student Surveys) you can view the Items at a Glance report for each. See Viewing the reports.
  7. Use the reports from the Teacher and Student Surveys to inform the completion of the School Self-Review Tool. See Completing the School Self-Review Tool (SSRT).
  8. Once you have finished surveying, all surveys should be archived. All reports will still be accessible in the Archived surveys area. See Archiving surveys.

Survey administration area

Administer your school surveys and view your reports from the Survey admin area.

There are a number of functions available for surveys in the Current survey list:

downloadable pdf version of the survey Downloadable pdf version of the survey (Student Survey, Teacher Survey or School Self-Review Tool).

Survey and tool administration Survey administration: link to the survey, sending emails, archiving the survey
         adding groups and data entry function (for the Wellbeing@School Student Survey).

Access to the survey is turned on or Access to the survey is turned off Access to the survey – can turn access off/on for each type of survey.

Done: The number of surveys that have been completed.

Reports of the school survey data Summary reports: shows the summary reports for the survey results.

Archive the survey Archive surveys.

Delete the survey Delete survey – you can delete a survey only if it is empty.

Setting up new surveys

When you log in you should have a view of your Survey admin area. Here you can set up new surveys, and archive, delete, or administer surveys.

First select the W@S surveys image link that will be visible in the centre of the screen (next to the Inclusive Practices image link).

Then select the types of W@S surveys and tools you wish to use (W@S Student Survey, Teacher Survey, and the School Self-Review Tool). 

Then set up a survey time frame. You will need to set up this time frame so that you will be able to view the survey reports.

If you want to use the hardcopy Student Survey  or Teacher Survey, click on the pdf downloadable pdf version of the survey icon that is displayed once the survey has been created.

To set up the surveys:

  1. Make sure you are logged in and at your Survey admin area.
  2. Click on the "Set up new surveys" button.
  3. Select to use "W@S surveys".
  4. Select the types of surveys or tools you wish to set up (you can add surveys or remove empty surveys at a later stage).
  5. Select the approximate date range for the survey time frame.
  6. Select "Create survey".
  7. You will be returned to the summary screen. Click on your new W@S survey listed under Current survey.
  8. To generate online passwords (or the Data Entry link) you will need to create at least one Group.
  9. Type a relevant group name into the Group field and click "Create group".

Archiving surveys

To be able to access previous surveys you will need to archive current surveys once they have been completed. Once archived, reports can only be viewed for reporting purposes and cannot be re-opened for data entry. Do not archive until all surveys have been completed. You should be archiving all the surveys in that time frame.

(Note: A survey does not need to be archived to display interim reports. As long as a minimum of 5 teachers or 15 students have sat the survey, reporting will be available.)

You can only have one current survey of each type (W@S Student Survey, Teacher Survey, and School Self-Review Tool). If you already have a duplicate survey in your current list you will be required to archive this. 

To archive surveys:

  1. Make sure you are logged in and at your Survey admin area.
  2. Click on the archive icon archiving surveys for the survey/tool in the Current surveys list.

Adding/emailing the W@S Teacher Survey

You will need to have a list of teacher emails prior to starting the Teacher Survey process.

Teachers will be sent a generic email that contains a link and instructions on how to set up their temporary account for the survey period.*

To add teachers for the Teacher Survey

  1. Make sure you are logged in and at your Survey admin area.
  2. Select the Survey administration icon  Survey admin for the Teacher Survey.
  3. This will take you to the Teacher Survey administration page where you can click on the "Email teachers survey" button. This email contains a link and instructions for teachers.

Note: once logged in teachers are asked to create their own password – this enables them to re-visit and complete the survey at a time that suits them, or re-visit the survey.

* Emails cannot be sent from the website if the email provider is internet based.

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Selecting the online or hardcopy version of the W@S Student Survey

You can choose to do the Wellbeing@School Student Surveys either as a hardcopy OR online survey.
Schools can data enter the survey scripts through the online facility; see Data entering the W@S Student Survey scripts. Once this is complete, you can view a range of reports of your school data.

Adding groups to the W@S Student Survey

Whether you are using hardcopy or online W@S Student Survey, you will need to add each group to the W@S Student Survey admin page. Each group will be allocated a unique group password. See Emailing the W@S Student Survey link to groups. Note: Aspect and item reports will not show for a group unless it has 10 or more responses.

To add groups to the Student Survey:

  1. Make sure you are logged in and at your Survey admin area.
  2. To add groups, select the Survey administration icon Survey admin for the W@S Student Survey.
  3. This will take you to the Student Survey admin page where groups can be added.
  4. First, enter the number of groups you are surveying and press enter (or tab).
  5. Then, enter the name of each group. When your have typed in all the names of each group then select the "Create group" button.  

student survey admin page

Once the groups have been created they will appear in a list in the section below. In this list each group will have:

  1. the group name
  2. a specific group password
  3. an email icon email the survey link
  4. a delete icon (for empty groups that will not be surveyed) delete
  5. the number of completions for each group, and
  6. the data entry icon (for data entry from the hardcopy of the student survey) .

Emailing the W@S Student Survey link to groups

For the online W@S Student Survey, you need to send an email containing login details and a unique group password to the relevant group teacher. To do this, send an email to the group teacher using the following steps*:

  1. Make sure you are logged in and at your Survey admin area.
  2. Select the Survey admin icon  Survey admin for the W@S Student Survey.
  3. In the Student Survey admin page click on the email icon email the survey link and passwordfor the respective group.
  4. Type in the email address for the group teacher and click send.
  5. Repeat this for each group involved in the W@S Student Survey.

This will send the survey link, a unique group password, and a link to group administration help file to the teacher. 
Alternatively you could post the survey link:

www.wellbeingatschool.org.nz/studentsurvey

on a school intranet and have the teacher organise student access via the survey link there.

Teachers will still need their unique group password. It is important that students enter the unique password for their group, so the passwords should be sent or given only to the relevant group.

* Emails cannot be sent from the website if the email provider is internet based. If you have internet based email, you will need to copy the URL and password/s into an email of your own.

Data entering the Student Survey scripts

Once hardcopy W@S Student Survey scripts have been completed you will need to data enter these. For W@S Student Surveys you will also need to know what group the student scripts have come from.

To data enter the student scripts:

  1. Make sure you are logged in and at your survey admin area.
  2. Select the admin icon Survey admin for the W@S Student Survey you are data entering.
  3. In the Student Survey admin page click on the data entry icon for the respective group data entry
  4. Make sure you take note of the data entry instructions and codes to use for numeric data entry.
  5. Enter the numeric codes for each student script – make sure you mark on the scripts to indicate that they have been entered.
  6. Repeat this for each student script.

Please Note: NZCER no longer offers a data entry service for student scripts.

Completing the School Self-Review Tool

Complete the SSRT online after you have results from the Teacher Survey. Only one copy of the SSRT can be completed for each survey timeframe. The SSRT should be completed through collaborative agreement by the review team.

Read more about completing the SSRT.

To access the School Self Review Tool:

  1. Make sure you are logged in and at your Survey admin area.
  2. Click on the administration icon  SSRT admin for the SSRT.
  3. This will take you to the SSRT admin page.
  4. Click on the SSRT link and begin answering the questions.
  5. Responses can be saved. The SSRT can be completed over a number of days.

Viewing the reports

Reports for the W@S surveys and tools automatically start generating once a minimum of 10 students have sat a Student Survey, or 5 teachers sat the Teacher Survey.

  1. Make sure you are logged in and at your Survey admin area.
  2. Select the Report iconreports for the survey/tool that you wish to view. A new tab will open with a selection of different types of reports (School overview reports, Aspect reports and Item reports, read more about W@S reports).  (Note: if your survey is not displayed in the Current survey area, please refer to the Archived surveys area beneath it and click on the link for the relevant year to expand any surveys that have passed their closing date.)
  3. Select the report you wish to view and the filter (gender, ethnicity, etc). (Note: year level aspect and item reports will only display if there are 10 or more responses).
  4. You can then print or save the report (right hand mouse click and Save as) to compare with other reports.

For help interpreting your school reports, see the help file Interpreting your school’s W@S reports.

Copying/printing the reports

All reports can be printed directly from the browser page.

NOTE: to print reports from your browser make sure your browser is set to Print background colours/images (select Page setup and then tick Print background colours/images).

The Items at a Glance report can only be printed from the browser.

All other reports (School at a Glance and Aspect at a Glance) are generated as png image files and can be copied.

To copy a report into a folder or document:

  1. Select the report you want to copy.
  2. Right hand mouse click and select "Save as..."
  3. Browse for the folder to save the image of the report into.
  4. Name the report and click Save.
  5. From MS Word select Insert, then Picture and then browse to locate the image file. 

Note: some browsers may support a direct drag and drop into your documents.

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Samples of the W@S surveys/tools

Please note that the samples below contain only the first two pages of each survey/tool. The full surveys/tools are available to New Zealand Schools that have registered for access to Wellbeing@School.

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