Board Evaluation user guide
Setting up your automated board evaluation - Kickstart, Accelerate and Spotlight
Nominate your board evaluation administrator
When you purchase a board evaluation you nominate a person from your organisation to be your board evaluation administrator. We ask you to also provide their email address and mobile number (used for two-factor authentication on the evaluation site).
Once the purchase is complete, the board evaluation administrator receives an email letting them know the evaluation is ready to be set up and a link to log into the evaluation site.
If you don’t receive the email, please check your spam folder. You may contact us on 0800 846 369 or email governanceservices@iod.org.nz for further assistance.
Next steps – Board evaluation administrator
Click the link in the email, enter your email address and use the SMS that is sent to your mobile phone to complete access. Once in the evaluation site you will see the evaluation(s) that your organisation has purchased.
1. Click on Get Started to start the set up process
2. Click add to add each participant, and your board chair to the evaluation
-
- You will enter their first name, last name and email address and you will select whether they are to receive the report. If they are to receive the report you will also add their mobile number (for two-factor authentication to access the report)
3. Report recipients - by default the person selected as Chair will receive the report. You can also select other participants to receive the report
4. Continue adding until all participants are added
N.B. You cannot add additional participants once the evaluation has started.
Reports
Reports are sent via secure link (two-factor authentication required to access) when everyone has completed the questionnaire, or once the evaluation has closed – whichever is sooner.
5. Select an evaluation close date using the calendar
6. Click launch
7. All participants are sent an email with a link to complete the survey. The survey is completed using SurveyMonkey
8. Reminder emails are automatically sent to participants as the closing date approaches.
Monitoring progress
9. Log into your board evaluation dashboard to see who has or hasn’t completed the survey so you can remind participants who haven’t finished yet to do so before the close date.
Elevate and Transform board evaluations
If you would like an Elevate or Transform evaluation, you can complete a purchase on the IoD website and we will be touch to start the process. If you would like to know more about one of these products or something else, please get in touch with us here.
FAQs
If you would like to change the type of evaluation, you should contact the Governance Services team on 0800 846 369 or click here to send an email. You shouldn't launch the survey until you have spoken to us.
To add another evaluation, simply go to IoD website and purchase your selected evaluation. The second evaluation will appear on your Board Evaluation dashboard. You can administer multiple evaluations for multiple organisations on the one dashboard. Please ensure your email address and mobile phone number remain the same when you complete your purchases on the IoD website. If you are a member and will be the administrator for your organisation’s evaluation, please log in before purchase.
Not a member? Following your first purchase of a board evaluation product you will receive an invitation to create an account on the IoD website. This will streamline any purchases you may like to make in the future.
You should discuss this with the chair, but usual practice is all the board members, and the chair. If you wish, the CEO can take part in the evaluation as well.
That is a decision for you and the chair to make, however more often than not the chair does do the evaluation and their responses are included in the overall ratings.
If you select an Elevate or Transform evaluation, you can choose to customise the question set for your board. To do this, please get in touch our Governance Services team on 0800 846 369 or email governanceservices@iod.org.nz. Kickstart and Accelerate are set questions and can’t be tailored.
Yes, but only if they have been selected as a report participant at the set-up stage. They could also receive it if it is sent to them by the chair, or someone else who has done it and received the report.
For Kickstart and Accelerate evaluations, once the survey has closed, a link to the PDF report will be sent to the nominated recipients. The link to download the report will be available for 5-days.
For Elevate evaluations, once the survey has closed, the report will be prepared by an IoD governance professional. When this work is complete, a link to the PDF report will be sent to the nominated recipients. The link to download the report will be available for 5-days.
For Transform evaluations, once the survey has closed, the report will be prepared by an IoD governance professional, working with the facilitator who will be conducting the facilitated workshop. The final report is generally provided to report recipients following the workshop.
No they won't. While all comments and ratings are captured, they are not attributed to individuals in the final report. Comments are not moderated in automatic reports, and will appear in a randomised order.
You can select who gets the report, and a copy of the final report will be emailed to whoever has been selected to receive it. However it is normally the chair who gets it first, and they share it with the rest of the participants. The chair would then circulate it outside of the evaluation system for example, by email. If a participant, including the chair, is selected to be a report recipient then they will receive an email with a link to the report when the report becomes available.
Yes, they will. They will receive two emails links, one for each evaluation. Two reports will also be generated - one for the whole of board evaluation and one for the Spotlight Chair evaluation.
Unfortunately not, so it's important you know who all the participants are before launch. You can add more people right up until the evaluation survey launches.
Firstly, check the email loaded for them is correct. If so, suggest they check their junk/spam folder. To resend the link, you will need to contact Governance Services on 0800 846 369 or email governanceservices@iod.org.nz.
Yes, you can do this in the dashboard, however this can only be done before the survey close date and so long as there are still participants to complete the survey.
Yes, the survey will close around 8pm on the date selected, and the report will include only completed survey responses. The report will be distributed to the nominated report recipients.
In your 'dashboard' you can see who has done the evaluation, and who hasn't. Anyone who hasn’t will be sent an automatic reminder from the system four days before the evaluation is due to close. You will also receive an email four days before the close date to let you know who has and who has not completed the survey.
10 working days is a good amount of time, however you are can opt for a shorter or longer evaluation open time, depending on when you need the final report.
The automatic report evaluations will take 15 to 30 minutes to complete.
Please contact our Governance Services team on 0800 846 369 or email governanceservices@iod.org.nz.
Please contact our Governance Services team on 0800 846 369 or email governanceservices@iod.org.nz.