Pre-K-12 School District using Qualtrics

@brookel -- Tagging you for reach, and I also invited Dan to join this group to discuss this topic further! 

Welcome @Dan_Wolfe ! Thanks for reaching out! I am going to tag some other users to get us brainstorming. @BrandieBurton or @bsersion - do you all have any ideas to share? Thanks!

In our PreK-12 District (23 schools, 1, roughly 1,400 staff, and 12,000 students) we use Qualtrics a lot!!

Some examples:

HR entrance/exit surveys

CRDC data collection

Teacher/staff observation Forms

Special Education Staffing allocations

Head Start intake/application form

Virtual School application

Summer School Course Proposal request

State Testing Accommodation recording

School Improvement Plan

SEL surveys

Behavior tracking and recording (things like Check-in/Check-out)

Exit tickets for staff Professional Development

School Resource Officer data tracking

Bullying/School contact form

Resource review tracking for RFP 

Assessment Tracking for systems we have scores but not dashboards (SAEBRS)

Student, Staff, Family Climate Surveys

Sick Leave donation tracking

Resign/Retire designation form

Field Trip organization/requests

Those are the ones that just come to mind!

When it comes to training, it’s a bit challenging as it’s only me working within Qualtrics for the most part, even though we are the 8th largest district in Wisconsin!  I’ve worked with key stakeholders in small groups to teach them how to build/edit surveys and dashboards and then use them as resources in their buildings to help keep momentum going in spreading out the use cases.

Unless it’s a very specific ask, I find that building a survey with someone that they need helps to double dip in training time as they are learning valuable skills but are also coming out of it with an actionable item versus general skills training.

I suggest the community as a resource and encourage people to explore all that Qualtrics has to offer!

Thanks so much! We are trying to import information to recreate our Qualtrics directory (so schools/departments can organize their surveys or other data they want collected better) and my district tech team was wondering what type of information do you input into Qualtrics to set these systems up. Here is what we have so far and weren’t sure if we were missing anything: 

• School Name

• Employee First Name

• Employee Last Name

• Student First Name

• Student Last Name

• Student Grade Level

• Role (Job Code): Student or Instructional, Non-Instructional, School Based or District Administrator

• Employee #/Student ID

• Emails for both Employees/Students

Thanks so much! We are trying to import information to recreate our Qualtrics directory (so schools/departments can organize their surveys or other data they want collected better) and my district tech team was wondering what type of information do you input into Qualtrics to set these systems up. Here is what we have so far and weren’t sure if we were missing anything: 

• School Name

• Employee First Name

• Employee Last Name

• Student First Name

• Student Last Name

• Student Grade Level

• Role (Job Code): Student or Instructional, Non-Instructional, School Based or District Administrator

• Employee #/Student ID

• Emails for both Employees/Students

We predominantly use it for student background information to lessen what they have to answer within a survey.  We have it connecting from our SIS (Skyward) nightly so that it is always being updated. We use authenticator as the kick-off of the survey, and we use student ID.  Then we use all of the following as Embedded data:

Student ID

Student First Name

Student Last Name

Student Email

School Name

Grade Level

Address

Family Contact 1 Name

Family Contact 2 Name

Family Contact 1 Phone Number

Family Contact 2 Phone Number

DOB

IEP Case Manager 

Educational Environment

Special Education Status

EL Status

Eligible for Bussing Tag

Graduation Year

Race/Ethnicity

Gender

Then on any survey data review or dashboard, these are all options that we can pull in as filters, etc.  Very easy to sort by demographics or other information based on the survey type.

We use it for students but would work very similarly for staff information.  

Our county office of education consists of:

• Approximately 4,500 students
• 1 school district
• 8 - Elementary Schools
  • 5 - State Pre-Schools PK
• 1 - Middle School
• 1 - Charter School
  • K-12
• 3- High Schools
  • 1 - Traditional
  • 1 - Alternative
  • 1 - Community Day

We are only a few months in on implementing Qualtrics but the tasks that we’ve implemented are the following:

1. Student/Parent/Staff Needs & Assets Survey
2. Student Support Form (Tier II Referral Process)
3. Wellness Center Check-In/Check-Out
4. Mobile Wellness Center Van Sign-Up
5. Community Schools Event Tracker
6. Sources of Strength: Self-Evaluation Form
7. Family Summit Feedback
   1. Attendee
   2. Workshop Speakers
8. Family Self-Referral Form
   1. Request Academic, Behavioral, SEL, and Health Screenings (Vision, Hearing, etc.)