Breaking Down Course Evaluation Response Rates

That is a really great question, but calculating a "true" course evaluation response rate that accounts for your full enrolled population especially including those courses with zero responses isn't something natively built into the Qualtrics Course  Evaluations module  out of the box right now. Currently, the tool lets you view response rates within specific distributions, but pulling a comprehensive "evaluations sent vs. completed" dataset into a dashboard or export is a highly requested feature that the product team hasn't been able to roll out just yet.

As a workaround, a common approach is to add an embedded data field (like a StudentEnrollmentNumber) directly to your Course Enrollment file. From there, you can map that population denominator into your dashboards to build custom metrics.  Since you are looking to break this down by modality, instructor type, and school/college, you would just need to ensure those attributes are also baked into your enrollment file. If you can share a bit more detail about your current setup, the community might be able to help you  brainstorm how to structure that embedded data.

That being said, since this involves complex  reporting logic and custom dashboard metrics, it might be a good  idea to connec  with the team at our Customer Success Hub by logging in at https://support-portal.qualtrics.com/. They can dive deeper into your specific account configuration and help you map out the best path forward for your data. 

Thank you for your reply ​@Lpena! I did reach out to Qualtrics asking about options for this and some of the options discussed were using the Respondent Directory Funnel and potentially making use of APIs. I also wanted to reach out here to see if there were other solutions others have used that I hadn’t thought of or tried yet.

Our Enrollment Files do have an enrollmentCount field, as well as the other fields we’d like to break the response rate down by. We have a dashboard with the evaluation results that is mapped to the course survey data and instructor survey data (so two data sources). We also have a response rate dashboard that our implementation team helped us set up and it’s mapped to the same two data sources. Currently it shows the response rate by course. But as these data sources are both from the responses, those courses with no responses would not appear.

And even trying to build custom metrics in that Response Rate dashboard by various breakdowns, if I pull the cousre out of the table widget and instead try to get a rate by school, for example, I can’t get the enrollmentCount field to sum correctly no matter which Calculation Level I choose. If a course has 3 responses and a total enrollment count of 14, the enrollment count being shown is 43 (14 x 3; it seems to be duplicating the enrollment count for each response).