Without your email addresses, we can't do anything! We need them in an Excel spreadsheet with three columns:
Column 1: email address
Coumnn 2: salutation (name you want us to use to address the stakeholder - Bob, Mr. Smith, Parent)
Column 3: stakeholder group (Parent, Student, Faculty/Staff, Trustee, Alumni/ae, Parent of Alum)
You can put the stakeholders into the same worksheet or separate tabs within a worksheet. We only want to receive ONE file.
For parent surveys: Some schools choose to provide one email per household. If your database doesn't have a primary email address, then please make your best guess which one per household to send to us (typically, the mother's email address will yield a higher response rate). In the case of multiple household families, please use your own best judgment on how to proceed. NOTE THAT you are welcome to send us multiple household parent email addresses (mom, dad, parent 1, parent 2, etc) if you feel you need to do so. This sometimes prevents people from feeling like they weren't asked to participate. Please also note that you should only give us one per person.
There may be individuals who fall into more than one stakeholder group. You should put them into only one stakeholder group for the purposes of the survey, and be sure to choose the group that has the smallest number of members. For example, a faculty member who is also a parent should be listed in the faculty group (if the spouse/other parent is not a faculty member, then they can be in the parent group). The tri-fecta is an alum who is also a current parent who is also on your board. In that case, the smallest group is the trustee group and they should be listed as such. The demographic questions allow the respondent to note that they are part of multiple groups and several of the disaggregated reports you receive will indicate this (for example, you will receive a sub report of faculty members with students enrolled in the school).
REMOVE DUPLICATES FROM YOUR LIST! Here is how to reveal duplicates in most versions of Excel:
- Select the range of cells you wish to test
- On Excel's Home tab, choose Conditional Formatting, Highlight Cells Rules, and then Duplicate Values.
- Click OK within the Duplicate Values dialog box to identify the duplicate values.
- Duplicate values in the list will now be identified.