e-Elections/e-Surveys User guide
Contents
1. Back to my welcome page Comments Consultation added Configuration Parameters The consultation has been saved succesfully You can now add elements to this consultation Content of the consultation Surveys and Elections Management Content of the consultation MAUT Election of the President Test Test the consultation Data Analysis Results of the consultation Participation ballots Excel Participation ballots Html Participation ballots Zip Add an element to this consultation Add a title Add instructions Participants list Add a choice of aw ae lt Back to the list of consultations The following screen appears New page break Text Page break Settings Insert position after the question 1 It is time to vate Add lt 2 Back to the content of the consultation 1 Default text appears in the Text box There is no need to change it since it does not show on the voter s view 2 Inthe Insert position dropdown list select where you want to add the choice of candidates in the content 3 Click Add FEA McGill IT Customer Services e Create an e election Last Updated March 12 2014 Page 16 of 33 Preview a consultation e Once the elements are added to an election or a survey they are listed on the Content of the consultation page To preview a specific element click the Preview icon Comments Quit Surveys and Elections Management Content of the2. Surveys and Elections Management New Election Instructions Please define the parameters for the consultation Once the consultation has begun these parameters will no longer be changeable apart from the end date the Mandatory indicator and the list of persons having direct access to the consultation Since this consultation is configured in Voting mode ballots will not include the name of the participant but will each carry a unique number The results for this consultation will only be made available once it is completed General information Title 3ill Association of University Teachers Election of the President The title identifies the consultation for both its managers and respondents Start date 2014 Jan 1 at 08 00 End of consultation 2014 Feb 15 v at Endofday Mode This parameter can still be edited once the consultation has begun Optional The system will sllow the users to take part in the consultstion through the Surveys and Election module A notification in the users What s new section will also inform them of the presence of an uncompleted consultation Mandatory with possibility of completing later The system will ask the users to take part in the consultation before they access any Omnivox service However the user will be able to choose to take part in the consultation later Note as long as the user has not participsted when he accesses Omnivox the system will ask him
3. Serving the University Com murit i Back to my welcome page Comments Consultation added Configuration Parameters The consultation has been saved succesfully You can now add elements to this consultation Content of the consultation Surveys and Elections Management Test a Content of the consultation Test the consultation MAUT Election of the President Data Analysis Results of the consultation Add an element to this consultation Participation ballots Excel Participation ballots Html Add a title Participation ballots Zip Add instructions Participants list gt Add a choice of candidates Adda page bresk lt Back to the list of consultations Edit a consultation Access an existing consultation and edit its parameters On the Surveys and Elections Management screen you will find your list of consultations Click the consultation s title to access it Surveys and Elections Management Instructions To consult or export the results of a consultation click on the ol icon located on its right To consult or modify the parameters of an existing consultation click on its title To create a new consultation two choices are offered to you to build a consultation from scratch select one of the links hereunder to build a consultation based on an existing one click on the consultation to duplicate and then choose the Create a new consultation based on this one option This will c
4. can now add elements to this consultation Surveys and Elections Management Participation ballots Excel Participation ballots Html Add a title Participation ballots Zip Add instructions K Participants list P Adds page break lt Back to the list of consultations 2 Itis required to add text in the Text box Test Content of the consultation Test the consultation MAUT Election of the President Data Analysis Results of the consultation Add an element to this consultation 3 Inthe Insert position dropdown list select where you want to add the choice of candidates in the content Surveys and Elections Management Content of the consultation MAUT Election 2013 New choice of candidates Choice of candidates parameters Text Please vote for two Committee members Settings Insert position after the page break Page break Number of candidates to be chosen The participant must place between Y and preferential order Candidates Add a candidate FA McGill IT Customer Services Last Updated March 12 2014 The participant must choose only one candidate The participant must choose between 2 and 2 candidates Create an e election Page 14 of 33 4 Select the Number of candidates to be chosen Either a Only one candidate b Multiple candidates Select the number of candidates For example if 2 candidates must be chosen select The participant must choose b
5. consultation MAUT Election 2013 Add an element to this consultation Add a title Add instructions 4 Add a choice of candidates Add a page break 1 lt font color red gt lt big gt Please vote for your favorite Move an element to a new position E i o oo g g Element to move Instructions This election ballot has two parts one for the election of the New position at the beginning of the consultation List of elements in the consultation Position Type Content Instruction This election ballot has two parts one for the election of the president of OUr 4 T Title lt font color green Election of the president font gt Instruction There are three candidates to the presidency lt strong gt lt big gt Nlelissa J Candidate choice 1 font color Ted gt lt big gt Please vote for your favorite a Page break Page break T Title Second part J Candidate choice 2 Please vote for two Committee members Page break Page break b 4h 4b dh dh dh dh 4b Instruction Thank you for your partici pation ag aaaaaag g Legend T Title l Instruction Y Choice of candidates Page break McGill IT Customer Services Preview a consultation Last Updated March 12 2014 Page 17 of 33 i L im e To simulate an election or a survey click Test the consultation on the sidebar Omnivox l
6. is recommended to Create a test consultation a Create the consultation see Create an e election or Create an e survey for an agreed date and time for the testers Note that the end date and time can always be changed Do not add a group in the McGill directory AD group in the Filter section of the Parameters Enter the McGill Usernames of the testers in the List of Employees Add the content Ask the testers to test the consultation Modify the consultation based on the testing results Dapp Duplicate a test consultation When the final version is ready a Access the test consultation see Access an existing consultation b Click Create a new consultation based on this one duplicate this consultation Surveys and Elections Management Parameters for the consultation MAUT Election 2013 Test Instructions Please define the parameters for the consultation Once the consultation has begun these parameters will no longer be changeable apart from the end date the Mandatory indicator and the list of persons having direct access to the consultation Since this consultation is configured in Voting mode ballots will not include the name of the participant but will each Carry a unique number The results for this consultation will only be made available once it is completed F Create a new consultation based on this one duplicate this consultation General information Title MAUT Election 2013 Test Th
7. of a consultation ccccccccccccsccscccccccccccccccsccsccsccscccccccccscescens 28 ADDEN irene EEE E E E E R 30 EJI McGill IT Customer Services Overview S Last Updated March 12 2014 Page 1 of 33 PIE CO CS ecco csc cs cece E E E EE E 30 Look for McGill Usernames cccceccecsecscceccsceccnccecscucescscsteucoscsscecescessstescescuteucessataeseesesecs 32 AD gro p hame standards wanaseessatentcdansicsiennccuacd conestiosarentsientieonienavcindeh oatesueosaneedsdsatectennreiaithoreestes 32 Overview The e Elections e Surveys tool is available to all McGill Faculties and Units who wish to create an election ballot or a survey online Terminology Consultation is the term used to refer to an e election or an e survey Author is the person who creates an e election or an e survey Only the author can identify other people to participate in the management of his consultation i e edit the content and view the results AD the directory service for Windows which allows to use your McGill Username and password as you login for most McGill systems and helps to create and manage groups resource accounts computers printers and much more Before you start You will need e The Surveys and Elections management role To request it contact ICS at 514 398 3398 or at itsupport mcgill ca e To identify the people eligible to participate in the election survey 0 Prepare the list of people and request an AD group 1 Ask an HR
8. on His iE T dd AASE epic gee bo the lim Shee panii C feepccdible lo the cMacagertent Iniefedes mut ghee Thee aiii bo the a Sureri Fu Add Cancel 6 Click Add The Content of the consultation screen will appear FA McGill IT Customer Services Create an e survey Last Updated March 12 2014 Page 24 of 33 Add the content of the e survey The list of elements that you can add to your survey shows on that page Click Add element name to add a new element Consultation added The consultation has been saved succesfully You can now add elements to this consultation Surveys and Elections Management Content of the consultation Survey about the food at McGill Add an element to this consultation Add a title Add instructions Adda question with one of multiple answers to choose from eg Have you ever studied in a program other than the one in which you are cumently enrolled Which program s from the following interested you at the time you were applying for admission Adda question with answers to place in order of preference eg Organize the following matters in onder of preference Adda question with scaled answers e g Evaluate the quality of teaching methods based on the indicated scale Adda question with mo proposed answers e g What would you change in the current program Add a question with numerical answer eg How many hours a week do you spend studying outside regular course hours A
9. representative in your department faculty to prepare the list of McGill usernames firstname lasthname mcgill ca See how to find McGill Usernames at the end of this document 2 Request an AD group and an AD group name to ICS itsupport mcgill ca See the AD group name standards U If you cannot find McGill usernames prepare the list of people with their McGill IDs and send it to HR Nancy Wong Provide the dates of the e election and the name of people administering it HR will request a new AD group to ICS O0 McGill usernames may be entered manually in the e election parameters e To determine the content of the e election or e survey instructions the choice of candidates and if you wish their profile their pictures CVs or statements questions to ask A McGill IT Customer Services Overview S Last Updated March 12 2014 Page 2 of 33 If you are planning to have the e election or e survey tested by people who do not have access to the consultation as managers it is recommended to create a test consultation for the testers and when ready duplicate it and make the duplicate go live See Test a consultation Access to McGill e Elections and e Surveys URL https mcgill onmivox ca Login McGill Username and Password En Fran ais Omnivox Identification es Please enter your hicsill Username and Password Login ei john smith megill ca_ aa Username john smithgimcgill ca Password es Pi Case se
10. 2013 Jun 12 a Beginningofday End of consultation The consultation will no longer be offered when one of the checked conditions will be met W at the following date 2013 Sep at End of day ai W when 200 participations will have been received Mode This parameter can still be edited once the consultation has begun Optional The system will allow the users to take part in the consultation through the Surveys and Election module A notification in the users What s new section will also inform them of the presence of an uncompleted consultation Mandatory The system will make it mandatory for the users to answer the consultation In onder to access any other Omnivox service users will first need to answer the consultation We suggest you only use this option when absolutely necessary since it tends to irritate users a Enter the title in the Title box b Select a Start Date do not enter the real date Enter a date in a far future and when you are ready to make the survey available enter the proper date c Specify when the consultation will end It can be either e Adate check off at the following date and enter the date e After a specific number of participations is reached check off when x participations will have been received and select a number in the dropdown list e When one of the two conditions above is met check off both conditions and select a date and the number of participa
11. again to take part in the consultation Number of complete later allowed before No limits forcing the user to answer Allows 8 maximum of X access to other Omnivox services before forcing the user to answer the consultation After this number of access the user will have no other choice than to fill the consultation before being able to use any other Omnivox service Demographics of 5 Collect demographic data of participants participants Do NOT collect demographic data of participants The demographics of the participants appear in the results and include the starting date the ending dste the length the type of individual student teacher employee the IP address the program the faculty the sex the sector of study cancel my vote F a Enter the Title it will appear on the e election b Enter the Start Date do not enter the real date Enter a date in a far future and when you are ready to go live you will be able to edit the consultation and enter the proper date see Edit a consultation Once the consultation is started the date cannot be changed anymore FA McGill IT Customer Services Create an e election Last Updated March 12 2014 Page 6 of 33 c Enter the End of consultation date It is the date and time at which the election will end It must be at a later date than the start date The end date can always be changed even if the consultation has started d Check off I canc
12. agement MICHAEL SAMPSON MCGILL CA ICS Michael this E RODNEY JEAN PAUL MCGILL CA ICS Rodney ANDREW BITEEN MCGILL CA Biteen Secr Andrew CHRISTINE CHEHADE MCGILL CA Chehade Secr Christine JOSIE DAMICO MCGILL CA D Amico Science Josie PAULINE FRIXIONE MCGILL CA Frixione Secr Pauline MARCUS GILLIAM MCGILL CA Gilliam ICS Marcus I NORMAN KLING MCGILL CA Kling ISR Norman DAN _OCONNELL MCGILL CA O Connell ICS Dan ANGIE PSARAKOS MCGILL CA Psarakos Angie SUSAN_SHARPE MCGILL CA Sharpe Arts Susan F MARINA TART AKOVSKAIA MCGILL CA Tartakovskaia Marina JENNIFER VIENS MCGILL CA Viens Arts Jennifer MALEK YALAOUI MCGILL CA Yalaoui Science Malek Only those persons who have access to the Surveys and Elections Managements module appear on this list To add another employee to the list the person responsible for the Management Interfaces must give them access to the Surveys and Elections Managements module Once a consultation has begun no one can modify the content 6 Click Add The following screen appears FR McGill IT Customer Services Create an e election Last Updated March 12 2014 Page 9 of 33 Omnivox Serving the University Com ity i Back to my welcome page Comments Quit Q Consultation added Configuration Parameters Content of the consultation The consultation has been saved succesfully You can now add elements t
13. allots Zip The results for this consultation will only be made available once it is completed Participants list 9 Create a new consultation based on this one duplicate this consultation lt 2 Back to the list of consultations General information Title MAUT Election 2013 The tithe identifies the consultation for both its managers and respondents Start date 2013 June 12 at 00 00 End of consultation 2013 Jun 12 a 15 00 FR McGill IT Customer Services View the results of a consultation Last Updated March 12 2014 Page 28 of 33 Participants list opens an Excel spreadsheet listing the people who submitted their answers Results of the Consultation view of the total number of answers for each choice The answers to a question with no proposed answer are available only by accessing the Participation ballots Configuration Parameters Content of the consultation Test Test the consultation Data Analysi Participation ballots Excel Participation ballots Html Participation ballots Zip Participants list lt 2 Back to the list of consultations FA McGill IT Customer Services Last Updated March 12 2014 Bs Consultation done via Omnivox ee Mec Gill MAUT Election 2013 w from June 12 2013 to June 12 2013 at 15 00 2 respondents Final results Click here for a printable version g MAUT Election 2013 This consultation was conducted via Omnivox from June 12 2013 un
14. cccccccccccccccccscccccssccccccccsccscescecsccccccscscesces 17 Edita consuitatiON waccistvsvecaucaccansctesesecesessanechucantnccswascaiesusevntenscacciesnceieecsenesieenes 18 Access an existing consultation and edit its parameters essseessssssssessererresreesrresrersrererrssrerseee 18 Edit the Content of a consultation s sssessseeseseseseseseseseseseseererereseseserrenesesesererveseseserereesesesereree 19 Test a consultation sssccesessecsccccscsssccsscescsessssoocsccsecsssoccsesecosssccsesescssocessseeoo 21 Create a test consultation s sssesseseseeseseseesesersesrereserseseeresreveseseesesresrseesenessesessesorsesersesereesereene 21 D plicate a test COMMS UNG AU OW eessen ana TS 21 Create an OSU OY ene oucrciceens cdemoant ema sancenseonsweesens vescsecavavcaneseveeustauseumenseendeadesusuers 22 PO CSS cas ces nee teste xeccrscecre E E E mae ate aomemmandeaee wear 22 Be e161 g e ae etn cee ee ee eee 22 Set up the parameters of the S2SUPVEY sacccansicssenseacenswessauanncneducstanectevanademmemnseddscneenavadeansttiosanedereanaedeaunueadeaenenvarands 22 Add the content of the S2SUV SY 5 oiiccascinsncsaieaseupadiensdrsadeasdianteaesenesmoeeranstewsinsaniundsussipeansaasiandeeaelansmmarsediaontsevareaciaesansas 25 Add a title and instructions sessssesesesesesesesesesesrssssssesesrerersrscsesesesesesesesrsrsrorereresesesesrersrsrsrseseseseese 27 Add OU es ONS eee EE EE E AEE E A 27 POVON e T T A 28 View the results
15. consultation General information Title MAUT Election 2013 The title identifies the consultstion for both its managers and respondents Start date 2014 Jan 15 v at Beginning ofday v End of consultation 2014 Feb 15 v at Endofday v Mode This parameter can still be edited once the consultation has begun Optional The system will allow the users to take part in the consultation through the Surveys and Election module A notification in the users What s new section will also inform them of the presence of an uncompleted consultation Mandatory You can change the parameters The Start date cannot be changed if the consultation has started The End date can be changed any time Click the Save button at the bottom of the screen Edit the Content of a consultation 1 Access the consultation see Access an existing consultation on the previous page 2 Click Content of the consultation on the sidebar Back to my welcome page Comments Quit Surveys and Elections Management Parameters for the consultation MAUT Election 2013 Configuration Parameters Instructions Content of the consultation Please define the parameters for the consultation Once the consultation has begun these parameters will no longer be changeable apart from the end date the Mandatory indicator and the list of persons having direct access to the consultation Test Lo a l X Test the consultatio
16. d section jump to another element of the consultation 5 Go to another section of the form Use this option if one or many items must mot be displayed to the respondent For example if the cument item is 1 or if you wish the next item to be item 10 use this option Choice of answers Allow free composition 1 Chinese E Remove Text of possible answers Pn 2 Indian E Ana Italiar D H The possibility of entering free composition allows you to meate a choice of answers that the participant may choose from as well as to enter text e g Other i Prr Save the question Add a choice of answers FA McGill IT Customer Services Last Updated March 12 2014 Enter your question Select the position of the question in the survey Select the number of possible answers Is ita mandatory question Allow the end user to enter comments You will see the Jump to an item option only if other questions are following It is used to hide items in the questionnaire Create an e survey Page 27 of 33 The list of elements of the survey appears on the Content of the Consultation page Preview see how to preview and test the consultation in this document on page 17 18 and how to edit the consultation on page 18 20 View the results of a consultation e Results of the consultation e You must wait after the end of the consultation to view the results Only the author of the consulta
17. dates Add a choice of candidates based on the following choice of candidates lt lt by duplicating an existing one 1 font color red gt lt big gt Please vote for your favorite Move an element to a new position Element to move Instructions This election ballot has two parts one for the election of the Move an element New position at the beginning of the consultation List of elements in the consultation Position Type Content a Try This election ballot has two parts one for the election of the president of Our Title lt font color green gt Election of the president font gt Click on the element 4 to modify it Move an element g Instruction There are three candidates to the presidency lt strong gt lt big gt lvlelissa j Candidate choice 1 lt font color red gt lt big gt Please vote for your favorite Delete an element Page bresk Page break Title Second part J Candidate choice 2 Please vote for two Committee members Preview an element Page break Page break b 4h dh dh dh dh db Instruction Thank you for your participation o ole Legend T Title 1 Instruction T Choice of candidates Page break FA McGill IT Customer Services Edit a consultation Last Updated March 12 2014 Page 20 of 33 Test a consultation If you want the consultation to be tested by people who do not have Surveys and Elections management rights it
18. dda page bresk Title add a title that is not the same as the global title added to the parameters If your survey has many sections you can add for example a title at the beginning of each section of the survey Instructions any text that you want to add to the survey Questions the types of questions that you can add are e With one or multiple answers e With answers to place in order of preference e With scaled answers e With no proposed answers e With a numerical answer Page break add a page break if you want to add another page to the survey View an example of a survey on the next page FA McGill IT Customer Services Create an e survey Last Updated March 12 2014 Page 25 of 33 padi M G y JI Global title Survey about the food services at ss IVICA s1 McGill Consultation in Page 1 2 anonymous mode Personal information F ENESEST EALE AE E E E EEA E A A EEEE G A EE This section is not required 1 Your department ics One or multiple NCS answers question CCS Other 2 How many times a month do you eat in one the McGill food serices Question with no proposed answer 3 Order of preference Faculty club Engineering cafe Question Burnside caf with answers to Awocato cate place in z Thompson house order of preference Comment FA McGill IT Customer Services Create an e survey Last Updated March 12 2014 Page 26 of 33 Add a title and instructions text same a
19. e Elections e Surveys User guide Last Updated March 12 2014 McGill Table of Contents WADE OF CODON S biscocescvesaeusceswaccecsncevuecescosvsussuaeucsvawed oaveuassneveneesdaseubevneveseciesvesseuss 1 OV GPWIOW sirseccacesdcccancccnscsecaicscusciatsencesenesecessticeasaenessessanceaceatsonssestsasacasiioewessteecwovseses 2 PEOLE VOU A Onan nr Se ree en ret E eee ere en eee nee 2 Access to McGill Elections and C SUIVeYS ccccecccsscccesecceneceeececeucetenceceueceeeeceeeuceneueeteneeeenass 3 Create AN C CISCTION ccccccccccccccccccsccscccccccccccccccccccccccccsccccccccccescessesscsccccccccessens 4 FOS Sauer ec eae srcesee estes as Gees eect bee cn ieteces cessing cena batandiouie antean non tae serene ena teunecenn cases 4 PCC Oy Scr cacterntese cseeetesoeces E EAEE EEE TEE E ENN 4 Set up the parameters of the e election sicuncatssscsinusiescicsanessons canedaieawatsatdans uccignsutscntcasandonmsussuntudwiaedanswndasehalsabbiaseeoateadsas 4 Add the content OF thec electi e ucie satecasdins Sccteanaconieaie ate eheaeaseaiv cuss tuts See pa naconceceatnabent niid ounce des bucbaeeeneceas 10 eo o EERE a 0 G eee ee ae 12 PE TVs rnc ascents A sab ecis ea eon pis nae sdiventaw tis onde E 13 Add a new Choice Of candidates ceccscceccsceccsccsccececceccecscusceccsceeceseecoscaecuseeceecaecutenceecessesenseeces 14 Adda new pare Deakes eiren en ee eee eee re 16 Preview a consultation cccccccccccccccc
20. e title identifies the consultation for both its managers and respondents Start date 2014 Jan 15 at Beginningofday v End of consultation 2014 Feb 15 v at Endofday v Mode This parameter can still be edited once the consultation has begun Optional The system will allow the users to take part in the consultation through the 7 Hi e iki A H 2 n c Modify the title if needed d Enter the proper dates and times e Select the AD group in the Filter section see Specify the participants of the e election f Remove the testers McGill Usernames form the List of Employees g Click Save at the bottom of the screen FR McGill IT Customer Services Test a consultation Last Updated March 12 2014 Page 21 of 33 Create an e survey Process 1 Set up the parameters of the new e survey title dates and duration participant population and the addition of personnel authorized to participate in the management of the consultation 2 Add the content of the e survey Procedure Set up the parameters of the e survey 1 Access the Surveys and Elections Management screen 2 Click Create a new Survey Surveys and Elections Management Instructions To consult or export the results of a consultation click on the wl icon located on its right To consult or modify the parameters of an existing consultation click on its title To create a new consutation two choices are offered to you to build a co
21. eate an e election Page 4 of 33 2 Click Create anew Election Surveys and Elections Management Instructions To consul or export the results of a consultation click on the oll icon located on its right To consult or modify the parameters of an existing consultation click on its title To create anew consultation two choices are offered to you to build a consultation from scratch select one of the links hereunder to build a consultation based on an existing one click on the consultation to duplicate and then choose the Create a new consuitetion based on this one option This will the existing consultation content and parameters into the new consultation so you can then modify them at will P Create a new Surve _ a Create a new Election qf Create a new consultation Teaching evaluation 4P Create a new consultation General Public Survey ne login required and matching your website s design Di splay filters IDDIE E SS Ae SE Te EE LSE EE CE ER AROS SEE RTO A ES LT AE DO EE E Do not display older consultations completed over a month ago No Title Status Receipt of answers Nb Participants Consultation Type Results FR McGill IT Customer Services Create an e election Last Updated March 12 2014 Page 5 of 33 The New Election window appears 3 Fill in the General information section with the exception of the Mode and the Demographics of participants Those two items do not apply to the McGill set up
22. el my vote if you want to give the opportunity to voters to cancel their vote 4 Specify the participants of the election a To specify an AD group go to the Filters section 1 Click Add a group from the University s directory The groups list appears 2 Click a group on the left side to select it 3 Click Save Select a group of individuals This tool is used to select the groups that have the night to participates in the consultation The list on the left shows all the available groups It is posible to limit the number of groups by entering a bey word in the filter box The star character may be used as a wildcard The members of the groups in the list on the right will Be invited to answer to the consultation Fiter groups Enter a beyword to limit groups Cesplayed Availables groups Group s selected Members tom this group may answer this consultation 114 Elections_Sociology_2013 05 914 Elections MAUT 2013 04 006 Elections_Acad 006 Elections fac_education_elig acads 006 Elections_ Senate 006 Elections_Education_elig_acads 006 Authonzed to Email Elections 021 Elections_Arts_Senate 006 Elections_April_Grp1 006 Elections Apal_Grp3 094 Elections Anthropology Chair 006 Elections_ Pilot 107 Elections_History_Chaw 356 Survey_Proc_Serv 032 Elections_Science_Senate_2013 05 006 Elections_SCS Acad 025 Elections_Engineenng 01065666 006 Elections_Test_For_Norm 112 Elections_Political_ Science_Chair t m Save Cance
23. essage with the content of the participations 4 Specify the participants of the survey Do the same as for an e election on page 7 and 8 of this document 5 If needed give individuals the permission to manage the e election They will be able to edit the election and view the results Go to Accessibility restrictions to this consultation s management This section shows the list of people having access as Surveys and Elections managers Check off their McGill Usernames to give individuals the permission to manage the e election 4ocessibility mstictions to this consultation s managerial Authorized personnel that RENEE LESAGE G MCGILL CA Renee Lesage GIN abtiss Mana pre MICHAEL SAMPSON GMCGILL CA 0S Michael and results of this RODNEY JEAN PALIL MCGILL CA ICS Rodney ANDREW BITEEN RICCALL A ileen Secr Andrew CHRISTINE CHEHALE MGGSILL COs Chita Secr Chreslne JOSIE DAMICOMMOGILL OA D Amico Science Josie PAULINE FRMONE MCGILL CA Fiaaone Secr Pauline MARCUS GILLIGMEIMOSILLICA Gilliam 0S Marcus NORMAN ALIN C IMICGILL CA Kling SR Norman DAN GCONMNELLEJMZSILL CA O8onnell 1S Can ANGIE PSARAKOS NMCGILL CA Pearakos Angis SUSAN SHARPER MCGILL CA Sharpe As Susan MARINA TARTAKOW SALA GVOGILL OA Tartakovskala Kanna JENNIFER WENS MOGILL CA Viens Arts Jennifer MALEK ALAC HUNG CSL LOA Yalu See Malek riy Wee Drees ven Pa DOE Do the a Sees ee Elemani Marnepemaerte m duli sapere
24. etween 2 and 2 candidates c Multiple candidates in preferential order For example if 3 candidates must be chosen select The participant must place between 3 and 3 candidates in preferential order 5 Add the candidates click Add a candidate Candidates Text 1 Barbara Sinclair Add the photo Hyperlink to the PWAN Hy I i sabes ip W megill ca law abo ut profs Curriculum Witse Add a candidate Add a Enter the candidate s name in the Text box If you wish click Add the photo to show the candidate s picture The following window will pop up Click Browse to find the picture on your computer and upload it Add Modify the photo for candidate 1 Click on the Browse button to go select the photo to be associated with this candidate Once you are done click on the Save button to save the photo Browse c Ifthe candidate has a statement on a web site enter the URL in the box where it says Hyperlink to the candidate s Curriculum Vitae In the voter s view it will show the link Consult the candidate s statement 6 To add more candidates click Add a candidate and repeat steps a to c above 7 Click Add FA McGill IT Customer Services Create an e election Last Updated March 12 2014 Page 15 of 33 Add a new page break 1 Click Add a page break It is required to add a least one page brake Omnivox Serving the University Com
25. gt lt font gt bold lt font size 4 color red gt RED lt font gt RED lt font size 6 color green gt Bigger green lt font gt Big g er g ree nN lt u gt underlined lt u gt underlined lt font size 1 color blue gt small blue lt font gt small blue lt p align center gt center text lt p gt center text lt big gt BIG lt big gt BIG lt small gt small lt small gt small lt a href http www mcgill ca gt lt u gt This is a link lt u gt lt a gt This is a link Link to the McGill home page FEF McGill IT Customer Services Appendix e Last Updated March 12 2014 Page 31 of 33 Look for McGill Usernames Anyone who has access to the HR datawarehouse can retrieve McGill usernames in Minerva as follows Sign in to Minerva Click on the Reports Tab Click on HR Data Warehouse Query In Orgn select and organization or select all by clicking on All the Orgn on this list In Group Data click on Personal Information Columns Scroll down towards the bottom and click Submit You can download this report to Excel There is a download icon at both the top and the bottom of the report When the small popup screen comes up choose to SAVE the file to your computer as the OPEN command takes a long time to run 8 McGill Username is at the far right of the file You can delete all of the columns except for McGill Username S OE TE aS Ye AD group name standards The AD group names have the fo
26. ick Add a page break every time you want to add a new page break You can use HTML tags to format text such as changing color making text bold changing the font size or adding a hyperlink To learn more about HTML tags see the Appendix HTML code See an example of e election content on the next page FA McGill IT Customer Services Create an e election Last Updated March 12 2014 Page 10 of 33 Global Tit a MAUT Election 2013 lt McGill Page 13 Consultation in anonymous mode This election ballot has two parts one for the election of the president of our association and the second for two members of the Council There are three candidates to the presidency Melissa Nguyen Melissa currently teaches upper year courses in civil engineering She has been at Mcqgill 15 years she is a member of the Canadian Association of University teachers Robert has joined the association in 1995 and became in 2001 a member of the Tenure and Mentoring Committee He was elected V P internal in 2009 Thierry Singer Thierry is presently the chair of the remuneration Committee He has been an academic advisor for 10 years 1 Please vote for your favorite candidate Melissa Nguyen Consult the candidate s statement Robert Young Consult the candidate s statement Choice of candidates Thierry Singer Consult the candidate s statement K 2 3 Page break Number of pages FR McGill IT Customer Services Create an e e
27. ig Please vote for your favorite after the page break Page break Jatter the title Second part lt A Back to the cont after the question 2 Please vote for two Committee members after the page break Page break after the instructions Thank y FA McGill IT Customer Services Create an e election Last Updated March 12 2014 Page 12 of 33 Add new text 1 Click Add instructions Omnivox Serving the University Com Back to my welcome page Configuration Parameters Content of the consultation Test Test the consultation Data Analysis Results of the consultation Participation ballots Excel Participation ballots Html Participation ballots Zip Participants list lt 2 Back to the list of consultations Comments Consultation added The consultation has been saved succesfully You can now add elements to this consultation Surveys and Elections Management Content of the consultation MAUT Election of the President Add an element to this consultation Add s title K P Add instructions Add a choice of candidates Add a page break 2 Enter the text in the Text box 3 Inthe Insert position dropdown list select where you want the text to be added in the content 4 Click Add New instruction Text Settings lt 2 Back to the cont There are three candidates to the presidency Surveys and Elections Management Content of the consultat
28. ion MAUT Election 2013 Melissa currently teaches upper year courses in civil engineering She has been at Mcgill 15 years She is a member of the Canadian Association of University teachers Robert has joined the association in 1995 and became in 2001 a member of the Tenure and Mentoring Committee He was elected W P internal in 27009 Thierry is presently the chair of the remuneration Committee He has been an academic advisor for 10 years Insert position after the instructions Thank you for your participation at the beginning of the consultation after the instructions This election ballot has two parts one forthe election of after the title Hection of the president after the instructions There are three candidates to the after the question 1 lt font color red gt lt big gt Please vote for your favorite after the page break Page break after the tile Second plag after the question 2 Please vote for two Committee members after the page break Page break after the instructions Thank yo FA McGill IT Customer Services Last Updated March 12 2014 Create an e election Page 13 of 33 Add a new choice of candidates 1 Click Add a choice of candidates Configuration Parameters Content of the consultation _ F Omnivox l Serving the University Com it 7 Back to my welcome page Comments Consultation added The consultation has been saved succesfully You
29. l Ego By Users Type Students Teachers Non teaching employees Hourly paid instructors These users type will be able to participate in the consultation If you would like for only certain students to have access to this consultation you must enter the list of students targeted in section List of participants to this consultation regardless of previous filters You MUST NOT check the Students box above Faculty List of faculties in which students must be registered or to which employees must belong in order to participate in the consultation If no faculty is entered no filter on the faculty will be applied The list of faculties must be separated using semi colons If you want to apply a filter on an interval of faculties separate these using a hyphen ex 0200 0250 1000 METO ers and or lees by Service or ment Enter the list of departments that employees must belong to in order to participate in the consultation If left blank no filter on the department will be applied The list of departments must be separsted using semi colons If you wish to enter an interval of departments on which to filter separate these using a hyphen ex 0200 0250 1000 METO ts by Study ms Enter the study programs that a student must belong to in order to take part in this consultation If no study program is entered no filter will be applied on the program ex 0200 0250 1000 METO The lis
30. lection Last Updated March 12 2014 Page 11 of 33 Add a new title 1 Click Add a Title Omnivox Serving the University Canes ity Back to my welcome page Comment Consultation added Configuration Parameters The consultation has been saved succesfully You can now add elements to this consultation Content of the consultation Surveys and Elections Management Test Content of the consultation Test the consultation MAUT Election of the President Data Analysis Results of the consultation Add an element to this consultation Participation ballots Excel Participation ballots Html K Participation ballots Zip Add instructions Participants list Add a choice of candidates Adds page break lt 2 Back to the list of consultations 2 Enter the title in the Text box 3 Inthe Insert position dropdown list select where you want the title to be added in the content 4 Click Add Surveys and Elections Management Content of the consultation MAUT Election 2013 New title Text Part 3 of the ballot Settings Insert position after the instructions Thank you for your participation at the beginning of the consultation after the instructions This election ballot has two parts one for the election of after the title Election of the president after the instructions There are three candidates to the after the question 1 lt font color red gt lt b
31. llowing structure aaa bbbbbbb_ccccccccc_yyyy mm E g 095 Election_Art_History_2013 05 101 Election_Economics_2013 05 aaa Organizational code of the unit or on behalf of which is conducting the election or survey e g 101 Economics bbbbbbbb Type of consultation Election or Survey CCCCCCCC Description of the consultation E g Sociology or Sociology Chair YYYY mm The year and month around which the election or survey is expected to be conducted It does not matter if the consultation crosses 2 calendar months or if the consultation is delayed FA McGill IT Customer Services Appendix Last Updated March 12 2014 Page 32 of 33
32. n Since this consultation is configured in Voting mode ballots will not include the name of the participant but will each carry a unique number The results for this consultation will only be made available once it is completed Data Analysis Results of the consultation Participation ballots Excel Participation ballots Html Participation ballots Zip General information Participants list F Create a new consultation based on this one duplicate this consultation Title MAUT Election 2013 The title identifies the consultation for both its managers and respondents lt Back to the list of consultations Start date 2014 Jan 15 at Beginningofday v End of consultation 2014 Feb 15 v at Endofday v EAn ab a FJI McGill IT Customer Services Edit a consultation Se Last Updated March 12 2014 Page 19 of 33 You will be presented with the list of elements in the consultation You can e Add an a new element or edit an existing element e Move an element to another position in the content e Preview and element e Delete an element e Add a new choice of candidates by duplicating an existing one Comments Quit Surveys and Elections Management Content of the consultation MAUT Election 2013 Add an element to this consultation Add a title F Add instructions lt lt Adda new element Add a choice of candidates F Add a page break i Add a new choice of candi
33. nsitive Forgot your password Access to McGill e Elections Online All McGill users of the amp Elections service agree to comply with the Policy on the Responsible Use of Surveys and other Omnivox services McGill Information Technology Resources 2015 Skytech Communications Security and Payment Usage conditions Any questions FR McGill IT Customer Services Overview Last Updated March 12 2014 Page 3 of 33 Create an e election Process 1 Set up the parameters of the new e election title dates and duration participant population and the addition of personnel authorized to participate in the management of the consultation 2 Add the content of the e election titles text and the choice of candidates Procedure Set up the parameters of the e election 1 On the initial screen click Surveys and Elections Management McGill Omnivox Renee Lesage ry My Services Calendar of Events a My home pa 101 y NE aa ad June 2013 ps mit jwiti r ys 1 eg Events O Surveys and Election Participate in Surveys and Elections The calendar has not yet been defined 2 3 1 45 6 FI amp g 10 11 12 13 14 15 16 17 18 19 20 21 22 ao 24 25 25 27 26 29 O Reinitialize external services 20 Latest News and Messages No news item published atthis time FA McGill IT Customer Services S Last Updated March 12 2014 Cr
34. nsultation from scratch Select one of the links hereunder consultation so you can then modify them at will 4P Create a new Survey a Create a new Election 4P Create a new consultation Teaching evaluation 4P Create a new consultation General Public Survey no login required and matching your website s design Do not display older consultations completed over a month ago Display filters e eee eect ccrettecccetttnneceetntnseeeetneeeeeenneesettinnnnett to build a consultation based on an existing one click on the consultation to duplicate and then choose the Create 4 new consultation based on this ane option This will copy the existing consultation content and parameters into the new Results FA McGill IT Customer Services Last Updated March 12 2014 Create an e survey Page 22 of 33 3 Fill in the General information section with the exception of the Mode and the Demographics of participants Those two items do not apply to the McGill set up Surveys and Elections Management New Survey Instructions Please define the parameters for the consultation Once the consultation has begun these parameters will no longer be changeable apart from the end date the Mandatory indicator and the list of persons that can access the consultation General information Title Survey about the food at McGill The tithe identifies the consultation for both its managers and respondents Start date
35. o this consultation Surveys and Elections Management Test Content of the consultation Test the consultation MAUT Election of the President Data Analysis Results of the consultation Add an element to this consultation Participation ballots Excel Participation ballots Html Add a title Participation ballots Zip Add instructions Participants list Add a choice of candidates Adda page bresk lt Back to the list of consultations Add the content of the e election There is a choice of 4 elements to add to the content e Atitle it is not required since the overall title of the election was defined in the first step of the election creation However multiple titles may be added for example if the ballot has multiple parts Click Add a title every time you want to add a new title e Instructions any text that you want to add to the content Multiple paragraphs may be added on different parts of the content Click Add instructions every time you want to add new text e The choice of candidates the list of candidates with a photo if desired and a web link to their statements You can add multiple lists of candidates For example add a choice of candidates for the election of the president and add another choice of candidates for the election of committee members Click Add a choice of candidates to add a new choice of candidates e A page brake at least one page break is required Cl
36. opy the existing consultation content and parameters into the new consultation so you can then modify them at will Create a new Survey a Create a new Election P Create a new consultation Teaching evaluation a Create a new consultation General Public Survey no login required and matching your website s design E Do not display older gonsultations completed over a month ago No Title Status Receiptofanswers Nb Participants Consultation Type Results 4114 MAUT Election of the Not started from January 15 2014 o Vote President until February 15 2014 anonymous 113 MAUT Election 2013 Not started from January 15 2014 0 Vote a until February 15 2014 anonymous McGill IT Customer Services Edit a consultation Last Updated March 12 2014 Page 18 of 33 The consultation s parameters appear Surveys and Elections Management Parameters for the consultation MAUT Election 2013 Instructions Please define the parameters for the consultation Once the consultation has begun these parameters will no longer be changeable apart from the end date the Mandatory indicator and the list of persons having direct access to the consultation Since this consultation is configured in Voting mode ballots will not include the name of the participant but will each Carry a unique number The results for this consultation will only be made available once it is completed P Create a new consultation based on this one duplicate this
37. port a student list from a text file cick here Input the list of students by Student Number that can participate in the consultation Separate the student numbers by camisge returns You may also simply paste the data above from data copied from an Excel column or an Access table You can also import a list of students from a text file containing the Student Numbers separated either by caniage returns semicolons colons or the space character List of employees walt disney mcgill ca gt William shatner mcgill ca To import an employee list from a text file cick here If you are not ready to select an AD group but want to save the e election as an initial draft simply enter your McGill Username in the List of employees Once you are ready to select a group remove your username from the list FA McGill IT Customer Services Create an e election Last Updated March 12 2014 Page 8 of 33 5 If needed give individuals the permission to manage the e election They will be able to edit the election and view the results Go to Accessibility restrictions to this consultation s management This section shows the list of people having access as Surveys and Elections managers To give individuals the permission to manage the e election check off their McGill Username Accessibility restrictions to this consultation s management Authorized personnel that W RENEE LESAGE MCGILL CA Renee Lesage can access man
38. s for the e election see pages 12 13 of this document Add questions click on add a question with for the type of question that you wish to add Click Adda choice of answers for every choice that you want to add e Select the desired options add the elements of the question and click Add e Here is an example below of the question with one or multiple choice answers New question Parameters for questions with one or multiple choice answers Text What are your 2 most favorite types of food Settings Insert position after the question 3 Order of preference Number of possible answers The participant must select only one answer The participant must choose exactly 2 choice of answers The participant must choose between and choice of answers The participant must choose one answer from the list The parameter Allow free composition is not available in this mode Mandatory answer If this box is checked the participant must comecth answer the question in keeping with the number of possible answers Otherwise the participant may not answer Allow the participant to Fi If there is a check in this box Omnivox will allow the participant to enter a comment enter a comment ate he en The text that will appear when a comment is being entered Comment Ju mp to an tem Do not use a section jump for this item This option allows to define a Select this option if no section jump is require
39. survey you will get 200 files when you extract the zip file Appendix HTML codes e HTML codes also referred to as HTML tags are keywords surrounded by angle brackets e g lt body gt e Generally tags come in pairs like lt b gt text lt b gt lt b gt is the opening tag lt b gt is the closing tag e The closing tag is the same as the opening tag but with a forward slash before the tag name e There is always a tag before and after the text that you want to modify lt p gt paragraph lt p gt Different tags do different things for example lt big gt text lt big gt for a larger font sized text lt strong gt text lt strong gt to write in bold e You can also combine tags Put your text between the tags like this to obtain the desired result lt big gt lt strong gt want this text to be larger and bold lt strong gt lt big gt e Some tags do not need to be in pairs Here are two examples Line break lt br gt It inserts a new line Horizontal line lt hr gt It inserts a horizontal line A McGill IT Customer Services Apendi Last Updated March 12 2014 Page 30 of 33 See examples of HTML tags and the result on the next page HTML code Result lt h1 gt This is a heading 1 lt h1 gt This is a heading 1 lt h2 gt This is a heading 2 lt h2 gt This is a heading 2 lt h3 gt This is a heading 3 lt h3 gt This is a heading 3 lt font size 4 gt lt strong gt bold lt strong
40. t of programs must be separsted with semi colons If you wish to apply a filter on an interval of programs please separate them with a dash als by groups in thd Add a group from the University s directory Enter the list of groups in the University s directory that you want to allow to participate in the The list of groups must be separsted by semi colons e g group group2 poll t s academic cycle Do not filter on the academic cycle _ D Filter on the numbers corresponding to the academic cycles Do not filter based on age D Only accept persons aged between v and v years Gender Do not filter on gender D Accept only persons of the following gender The groups in the list are AD groups To add a new group in the list of groups send a list of people with their McGill IDs to HR Nancy Wong HR will send the list of McGill Usernames to ICS who will create a new AD group FA McGill IT Customer Services Last Updated March 12 2014 Create an e election Page 7 of 33 b To add eligible voters who are not part of an AD group go to the List of participants to this consultation regardless of previous filters e Enter the McGill Usernames in the List of employees List of participants to this consultation regardless of previous filters The students and employees in the lists below will have access to the consultation regardless of the filters specified in section Filters List of students as To im
41. til June 12 2013 at 15 00 2 respondents participated Display results Click here to apply the new display parameters a Received comments For questions where the Allow the participant to enter s comment options was checked you can display the text that was entered by participants Note that text entries for questions with free composition are not displayed here Display received comments Do not display received comments Scale values s Display scale values for each question Do not display scale values for each question Results Question 1 Please vote for your favorite candidate 1 Melissa Nguyen 2 Robert Young 3 Thierry Singer Answers received 1 Melissa Nguyen 1 50 0 2 Robert Young 1 50 0 3 Thierry Singer 0 0 0 Total 2 100 0 Question 2 Please vote for two Committee members 1 Barbers Sinclair 2 Tony Smith 3 Lawrence Jones 4 Isabella Sabri Answers received 1 Barbara Sinclair 2 Tony Smith 3 Lawrrence Jones 4 Isabella Sabri View the results of a consultation Page 29 of 33 Paticipation ballots view the details of each participation ballot in the format of your choice e An Excel spreadsheet e An HTML file The participation ballots open in a new window in your internet browser e Azip file You need to save the file on your computer and extract the files There is a file for each participation ballot For example if 200 people participated in the
42. tion and the people who were given the authorization by the author see page 9 of this document can view the results e The list of participants e Foran election the list is available before the consultation s end e Fora survey the list of participants is not available if the anonymous option was selected for that survey To view the results or the list of participants 1 Access the consultation 2 Click one of the items in the Data Analysis section of the sidebar Surveys and Elections Management Parameters for the consultation MAUT Election 2013 Configuration Parameters Please carefully edit the parameters of this consultation as it has been or is still available According to the modified parameters it is possible that they alter the meaning or outcome We recommend that you review the Test changed settings to avoid all situations that may affect the results Test the consultation Content of the consultation Instructions Please define the parameters for the consultation Once the consultation has begun these parameters will no Data Analysis longer be changeable apart from the end date the Mandatory indicator and the list of persons having direct Results of the consultation access to the consultation Participation ballots Excel Since this consultation is configured in Voting mode ballots will not include the name of the participant but will each Participation ballots Html carry a unique number Participation b
43. tions FA McGill IT Customer Services Create an e survey Last Updated March 12 2014 Page 23 of 33 d If you want the survey to be anonymous check off Gather ballots on anonymous basis You will not have access to participants identities A user will not be able to participate more than once Gathering of results V Gather ballots on an anonymous basis You will not have access to participants identities if this option is checked However just like for a consultation where the identity of each respondant is displayed on the Participstion ballot a user will not be able to answer the consultation more than once e To allow the end user to save the results after each page instead of the end of the survey check off Save the results after each page change Progressive save 5 Save only the final results Allow to save the results only at the end of the consultation Save the results after each page change Allow to save the results st each page change If the user does not complete the consultation the completed pages will still be saved Send an emailon fenee lesage mcgill ca renee alice hotmail com reception ofa participation When the system receives a new participation an email with the content of the participation is sent to the list of addresses above The email addresses must be separated by semi colons ie mister domsin com madsm domsin com f Ifyou wish enter an email address to receive a m
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