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NASIG EVALUATION & ASSESSMENT COMMITTEE MANUALPDF Version NASIG Information Committee General Information Procedures The timing of several of the procedures is related to the dates of the conference, therefore an exact timeline cannot be prescribed here. The committee may also be asked to provide evaluation-related services for continuing education events or ad hoc surveys for other committees. Because the timing of these events may vary, they are not included in the timeline. PLEASE NOTE: All announcements sent externally (via SERIALST, e.g.) need to get prior approval from the NASIG publicist. Monthly As appropriate, submit updates and announcements to the Publicist for the "What's New" section of the web site. January The Committee’s membership runs on the calendar year, so the new chair will begin his or her term January 1. The chair should consult with the Board Liaison to verify the committee membership roster for the year. Because most committees change over in July, it is a good idea for the chair to contact the Electronic Communications Committee to remind them about the E&A Committee changes and to verify that committee lists are updated for the committee discussion list and on the Web site. Also verify that the committee e-mail address evaluation@nasig.org is being routed to the new chair. Test the committee discussion list. Remind committee members that the majority of the committee's work occurs the month prior to the conference and the month (or two) following the conference. Committee members should be available to complete time-sensitive tasks during those months. At this time the new chair needs to make some appointments:
Notify the Board liaison of all of these appointments.
The Executive Board generally meets in January. The chair from the previous year should have prepared and submitted an annual report for the previous calendar year and submitted it to the Board Liaison. At this January Board meeting, the Board liaison will request input on any desired revisions to the conference evaluation process and communicate any back to the Committee. February/March The president-elect makes committee assignments for the coming year. Because E&A operates on a calendar-year cycle, new members appointed at this time do not begin their terms until the following January. The chair should communicate with the Program Planning Committee and Conference Planning Committee chairs about the evaluation survey for the upcoming conference. Find out an approximate date for release of the conference program so you can plan for the committee to build the evaluation survey. Also, let the PPC and CPC chairs know that they are free to request that specific questions be added to the evaluation survey. The committee may also wish to review the standard questions and answers from the previous year's evaluation survey to determine if any changes should be made. Contact the Executive Board about any supplemental questions they would like added to the evaluation survey. Find out if there will be a drawing for a free registration for those individuals filling out the evaluation survey. Month Prior to Conference - April or May Once the conference program is published, you can build the evaluation survey on SurveyMonkey. Review the full program and conference Web site to look for any new features/events to add questions about to evaluation survey. The SurveyMonkey user name and password can be obtained from the ECC. A Statement of Confidentiality form should be signed by anyone who receives the user name and password and submitted to the Archivist. Some helpful tips for creating the survey:
Establish the deadline for the evaluation survey. Generally leave the survey open for 3-4 weeks. Traditionally the deadline has fallen on July 1st ( specify the time of the deadline, i.e. 7 p.m. CST). Earlier or later conference dates will alter this. One to two weeks before the conference, submit the survey url and related text for the evaluation page on the conference Web site to the Electronic Communications Committee &/or the conference web designer. Specify that the page should be updated and made available before the start of the conference. Double-check to make sure the link and text get posted. Approximately one week prior to the conference, coordinate with publicist to send messages to members, and others as appropriate, reminding attendees that evaluations will be online with a PDF of the survey, including a link to the survey. The announcement should also include specific information about the survey's closing date & time (e.g., 11:59 PM 1 July). Use the ArcStone admin module to send out a blast message to registered conference attendees to let them know that the evaluation survey will be available online with a PDF of the survey, the url for the conference evaluation page, and the deadline. If there will be a drawing for a free registration for evaluation survey respondents, mention that as well. With permission of the publicist, you may also want to send a message via a more general listserv, e.g. SERIALST. Sample message text:
Also remind the CPC chairs, President, and President-Elect that the committee would appreciate it if they would remind assembled conference attendees about the evaluation survey during the conference. A brief committee report is due for the Executive Board meeting held during the conference. The committee can use the report to submit recommendations or actions items to the Executive Board. The Board Liaison typically sends a reminder in advance of the meeting. Conference and Post-Conference - May or June The committee meets during the annual conference. New members appointed in the spring are encouraged to attend the committee meeting, but they should not be added to the committee discussion list or included in committee conversations about evaluation results until their appointments officially begin the following January. There is usually a chairs orientation/meeting during the conference. Both the current chair and vice-chair may attend. Both may also wish to attend training that ECC often offers in working with the ArcStone software that provides the architecture and functionality for the NASIG web site. Following the conference, use the blast messaging system to send out reminders to conference attendees about filling out the evaluation survey. You will want to send out periodic reminders about the evaluation survey throughout the period the survey is open. With permission from the Publicist, you can also use serials-related electronic discussion lists for reminders, for example SERIALST. Once the survey deadline passes, be sure to close the collector in SurveyMonkey so the survey is no longer collecting responses. Other NASIG Committees will have their memberships changing over following the conference. Remind the Electronic Communications Committee that E&A membership will not be changing and the incoming members for the next calendar year cannot be added to the committee discussion list at this time due to the confidential nature of the committee's work. You may optionally wish to re-test the committee list to make sure it is only reaching current committee members. Alternately, when sending out confidential information, you may choose to by-pass the committee discussion list and send e-mails directly to each individual committee member. Conference Drawing - June or July Once the evaluation survey is closed, if the Board has approved a drawing for a free registration, follow these procedures:
Text for the message to the drawing winner:
Evaluation Survey Wrap-Up - June/July or July/August Once the collector is closed in SurveyMonkey, use the "Analyze" button for your survey to obtain the results. On the left-hand side of the screen, there should be a button for "Share Responses." Select "Share Summary of Responses + View Open-Ended Responses" and the software will provide you with the url for the results page that you will share with the Executive Board. Write up a summary report of the conference evaluation results. Examples of previous reports can be found in the NASIG Newsletter.
The Program Planning Committee will send out thank you letters to each conference presenter. Presenters will be told to contact the E&A Committee (via evaluation@nasig.org) if they wish to receive individual evaluations for their presentations.
Late Summer/Early Fall Contact the chair of the Continuing Education Committee to remind him or her that the E&A Committee can provide evaluation-related services for any continuing education events they sponsor. The NASIG Treasurer will contact you about the upcoming year's budget. With online-only surveys, the committee's expenses are generally low or non-existent (the survey software is paid for from a different budget). It is recommended that some money be put into the budget to cover unforeseen expenses or projects. The Executive Board's fall meeting generally occurs in September or October. The committee will be asked to submit a brief report covering activities occurring since the annual conference. The committee can use the report to submit recommendations or actions items to the Executive Board. November/December The chair and vice-chair review the committee's procedure manual for any needed updates. If the manual requires any revisions, be sure to submit the revised version to the Board Liaison and the Electronic Communications Committee for posting on the committee's page on the NASIG Web site. The chair prepares the committee's annual report to be submitted to the Executive Board. Examples can be found in the NASIG Newsletter. The committee can also use the report to submit recommendations or actions items to the Executive Board. The chair sends out thank you notes to committee members. Miscellaneous Teleconferencing should be handled by Skype wherever possible (some institutions do not allow downloads on university/company/etc. computers). Access to the board list email archives: http://nasigeccmanual.pbworks.com/Checking-Listserv-Archives Rev. 11/2011 25th Anniversary Task Force Archivist Awards and Recognition Bylaws Committee Chairs Committee Liaison Conference Planning Conference Proceedings Editors Continuing Education Core Competencies Task Force Database and Directory Electronic Communications Evaluation and Assessment Executive Board Financial Development Membership Development Mentoring Group Newsletter Nominations and Elections Program Planning Publications and Public Relations Site Selection Student Outreach |
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