Set up your Survey Form

You can find the link for your seminar evaluation on the Special Event record under the Additional Details - Internal Use Only section. Survey responses will be sent to the emails in the "Event Notification Emails" field on the Special Event record.

Special Event Survey Link

If you are sending out the survey link via Salesforce Campaign "Email List Send", you can add the Contact ID for each recipient to the general seminar survey link. This will prefill for the respondent with their name, though they can still choose to submit their evaluation anonymously. On the back end, the personalized link will also prefill with the Contact ID and Special Event Attendee ID so that the survey response is linked to their record and you will know that they have submitted their evaluation.

Understanding the Personalized Evaluation Form URL -- For Campaign List Send

https://[aspeninstitute.tfaforms.net]/[4751126]?[seid=a2H1P000002kMPB]&[cid={{{Recipient.Id}}}]

1. [aspeninstitute.tfaforms.net] - Form handle, this is standard across all Leadership Division forms.

2. [4751126] - Form ID, this is unique identifier for the survey form itself

3. [seid=a2H1P000002kMPB] - Special Event ID, this is the unique identifier for the special event record (this will automatically populate in the form link on the special event record)

4. [cid={{{Recipient.Id}}}] - Contact ID merge field, if you're sending via Salesforce this will pull in the individual Contact ID for the Fellow the email is being sent to so that the survey record connects to their contact record

If you want to send each survey link individual via special event attendee email send, you can find the personalized survey link on the special event attendee record. You can also use the merge field {{{Special_Event_Attendee__c.Evaluation_Form_URL__c}}} to pull in the correct URL to an individual email being sent via Salesforce.

Personalized Survey Link

Review the survey form

The survey is made up of several pages:

  • Page 1: General Seminar
  • Page 2: Expectations and Benefits
  • Page 3: Readings & Moderators
  • Page 4: Sessions
  • Page 5: Staff and Services
Page 1
Page 2
Page 3
Page 4
Page 5

Review your seminar data in Salesforce

The following elements of the survey pull from records related to your Special Event record in Salesforce

  • Page 3: Moderator Criteria (Special Event Attendee, Type = Moderator, Moderator Criteria)
  • Page 4:  Sessions (Sessions, Type = Excursion)
  • Page 5: Staff Criteria (Special Event Attendee, Type = Staff, Staff Criteria)

Moderators (Special Event Attendees)

Moderators (Special Event Attendees)

Moderator Criteria

Ensure the type on the special event attendee record is Moderator. Use the Survey Order field to determine the order your moderators should show up on the form -- 1 appears first, then proceeds in numerical order.

Touch base with your moderators and ask them which 3 criteria they would like to have included for themselves on the survey. These are the options:

  • Understanding of the text and linkages among them
  • Ability to pace discussions and involve all participants
  • Ability to hold the space for meaningful discussion
  • Ability to respect, affirm, and create space for diverse and divergent opinions
  • Ability to convey genuine curiosity, to ask thought provoking questions
  • Ability to adapt to the group’s specific needs and any special opportunities or “gifts” that participants offer
  • Willingness to push people appropriately to go deep (intellectually and/or emotionally)

In the "Notes" section of the special event attendee record, move the criteria they choose from the "Available" column to the "Chosen" column to add those options on the form.

Excursions & Special Sessions (Sessions)

Small Groups (Sessions)

Choose "Excursion" as the session type and use the Session Order field to determine the order your moderators should show up on the form -- 1 appears first, then proceeds in numerical order.

Staff (Special Event Attendees)

Staff (Special Event Attendees)

Staff Criteria

Ensure the type on the special event attendee record is Staff. Use the Survey Order field to determine the order your moderators should show up on the form -- 1 appears first, then proceeds in numerical order.

Any staff who should be included in the evaluation will need to have "Include in Evaluation" checked. Leave it blank if they shouldn't be included.

In the  "Evaluation Criteria" field, enter the criteria that you would like to be evaluated on. It's a free text field so feel free to enter whatever is most relevant to your current growth areas.

Ex. 1) Created a thoughtful seminar experience and provided detailed, effective, and timely communication

Ex. 2) Ability to communicate details about the program and respond efficiently and appropriately to participants' needs.