Governance Evaluation user guide

1. Before purchasing the evaluation, nominate a person from your organisation to be your evaluation administrator. They will set up and manage the evaluation. 
2. When purchasing the evaluation, provide the evaluation administrator’s name, email address and mobile number. They will need this for secure two-factor authentication when setting up the evaluation.
3. When the purchase is complete, your evaluation administrator will receive a welcome email and link to your Evaluation dashboard to set up the evaluation. Two-factor authentication is required to log in, using a code sent to the mobile number provided.
4. If your evaluation administrator does not receive the welcome email (sent from no-reply@evaluate.iod.org.nz) please ask them to check their spam/junk folder. For further assistance, contact us on 0800 846 369 or email governanceservices@iod.org.nz.

1. Once the evaluation is purchased, you will receive a welcome email, with a link to your Evaluation dashboard. To login in to your Evaluation dashboard, enter your email address and use the SMS sent to your mobile phone to complete access.
2. Once in your Evaluation dashboard, the evaluation(s) you have purchased will be listed.
3. To start setting up the evaluation, click on Get Started.  
4. Add survey contributors by clicking on ADD and entering their first and last names, email address and role. 
5. Select the survey contributors that will receive the evaluation report and add their mobile numbers for secure two-factor authentication to access the report.
6. We strongly recommend you only provide the Chair with access to the report at this time.  If you nominate anyone else to receive the report, they will receive it at the same time as the Chair. 
7. If the survey administrator is to also receive the report, add them as a survey contributor, nominate them to receive the report and provide their mobile number for 2-factor authentication, however they should not complete the survey.  
8. Select a survey close date (usually two weeks from the launch date). The survey will close off at 10pm on this date.
9. When you are ready to start the evaluation, click on Launch. 
10. If you would like to complete the set up or launch the evaluation at a later date, you can exit and log back via the link in your welcome email. 
11. Once the evaluation is launched, all survey contributors will be sent an email with a link to the survey inviting them to participate.

 (up until the evaluation close date)

1. To add contributors, or change the close date, log back in to your Evaluation dashboard via the link included in your welcome email. 
2. You may add additional survey contributors or change the closing date but only if you do so prior to the survey close date, or before all contributors have completed the survey. 
3. Once the evaluation has closed, you are no longer able to add survey contributors or extend the date of the evaluation.

1. Log into your Evaluation dashboard at any time to see who has or has not completed the evaluation. You will also receive an email four days prior to the evaluation closing, with a list of who has or has not completed the evaluation.
2. Reminder emails will be sent to all survey contributors who have not completed the evaluation four days and one day prior to the evaluation closing. We will also sent a final reminder on the day the survey closes if a survey contributor has not yet completed the survey. 
3. We would appreciate if you could remind those who have not completed the evaluation or extend the evaluation if they need more time. 
4. Once the evaluation has closed, survey contributors will not be able to access or submit their response.

1. When all survey contributors have completed the evaluation or when it has closed - whichever is sooner - the evaluation report will be sent via secure link to those nominated to receive the report. 
2. We strongly recommend the Chair receives and reviews the evaluation report before sharing with others.  
3. The secure link will expire after 10 days so it is important that the report is downloaded prior to the link expiring. 
4. The evaluation report will provide the average scores by section and for all questions, recommended actions, and all unedited comments from survey contributors. The report also provides guidance on how to read the report and use the evaluation results. 
5. If you have purchased a tailored evaluation, the Governance Services team will advise when you can expect to receive the report.

I have purchased a Kickstart or Accelerate evaluation, but now I want something different or want to add another evaluation. What should I do?

If you would like to change the type of evaluation, contact the Governance Services team on 0800 846 369 or email governanceservices@iod.org.nz, before launching the evaluation.

To add another evaluation, simply go to the 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.

If we are doing a Kickstart or Accelerate evaluation with a chair evaluation added on, will everyone fill in two evaluations?

Yes. 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 chair evaluation.

We purchased an evaluation last year. Can we repeat it with the same survey questions? 

Yes absolutely. Before purchasing it from our website, please contact the Governance Services team on 0800 846 369 or email governanceservices@iod.org.nz. We can set it up as a tailored evaluation with additional charts to enable you to compare evaluation results with the previous evaluation.

Can I add my own questions to the evaluation?

The Kickstart and Accelerate evaluations have set survey questions which cannot be changed. If you would like to add or change questions, or a variation to the evaluation, we offer a range of tailored evaluation options to suit the needs of your board. Please get in touch with our Governance Services team on 0800 846 369 or email governanceservices@iod.org.nz.

I want to let my board know what to expect before starting the evaluation 

You can tell your board that the IoD will be undertaking an evaluation, and they will soon receive an email from evaluations@evaluations.iod.org.nz inviting them to contribute. Occasionally these emails can go to a junk/spam folder, so you could ask them to check if they have not received the invitation email. If there are any issues, they can contact our Governance Services team on 0800 846 369 or email governanceservices@iod.org.nz.

Who should contribute to the evaluation?

You should discuss this with the chair, but usual practice is to invite all board or committee members to contribute to the evaluation. To get a broader view of the board’s practice, the chief executive/general manager and anyone else outside the board could be invited to contribute as well.

Should the chair contribute to the chair evaluation?

This is a decision for the chair to make, but usually the chair contributes to a chair evaluation and their responses are included in the overall ratings.

Who will get the final report once the evaluation closes?

You can select who gets the report in the evaluation setup. We strongly recommend providing your chair the opportunity to see the report first. Please note that if you nominate anyone else to receive the report, they will receive it at the same time as the chair. Usually, the chair would share the report with other survey contributors once they have reviewed it.

Can someone who does not contribute to the evaluation get the report?

Yes, but only if they have been selected to receive the report at the setup stage. Having a non-contributor in the evaluation does not affect the results.

How long should people be given to contribute to the evaluation?

Ten working days is a good amount of time, however you are can opt for a shorter or longer evaluation response time, depending on when you need the evaluation report.

Can I change the closing date for an evaluation once it has started?

Yes, you can do this in the evaluation dashboard, however this can only be done before the evaluation closing date and while there are survey contributors left to complete the evaluation.

Can I add more survey contributors after the evaluation has launched?

Yes, you can do this in the evaluation dashboard. You can add more survey contributors right up until the evaluation closes.

One of the participants has not received the survey link. What should I do?

Firstly, check the email address loaded for them in the evaluation dashboard is correct. If so, suggest they check their junk/spam folder. To have the survey link resent, contact the Governance Services team on 0800 846 369 or email governanceservices@iod.org.nz.

How long will it take survey contributors to complete the evaluation?

Evaluations will usually take 15 to 30 minutes to complete. To get the most out of the evaluation, we encourage survey contributors to provide constructive feedback in all sections of the evaluation.

How do I know if people are completing the evaluation?

In your evaluation dashboard, you can see who has contributed to the evaluation and who has not. Anyone who has not will be sent an automatic reminder from the system four days and one day before the evaluation is due to close. You will also receive an email four days before the closing date to let you know who has and who has not contributed to the evaluation.

Will the evaluation report be generated even if only some of the survey contributors have completed the evaluation by the closing date?

Yes. After the evaluation closes at 10pm on the date selected, the generated report will only include completed responses to the evaluation. The report will be distributed to the nominated report recipients.

How will the evaluation report be sent?

For Kickstart, Accelerate and other evaluations available for purchase on our website, 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 10 days.

For tailored evaluations, once the survey has closed one of our IoD governance advisors will prepare the evaluation report. When this work is complete, a password-protected PDF report will be sent to the nominated recipients.

What is included in the report?

The evaluation report has charts showing the average ratings for each statement in the survey, overall average ratings for each governance area, and anonymised comments by survey contributors. Recommendations to consider are also included. The results are easy to interpret and will stimulate discussion to improve your governance practice.

Tailored reports may have additional analysis and information.

Will survey contributors’ comments and ratings be attributed to them in the report?

No. While all comments and ratings are captured, they are not attributed to individuals in the evaluation report. Comments appear in an anonymised, random order and are not seen or moderated by the IoD before the report is generated and sent.

How do I give feedback about the system or about my experience?

Please contact our Governance Services team on 0800 846 369 or email governanceservices@iod.org.nz.