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      Manage competency profile surveys

      Learn how to manage survey participants, validate a survey, and publish results to update jobs

      In this article:

      Scheduling competency profile surveys

      To put a scheduled survey on hold 

      1. Navigate to Content > Libraries and select Competencies in the drop-down.
      2. Click the 3-dot icon on the top right of the page.
      3. Select Competency Profiler in the drop-down.
      4. Select Scheduled in the Status filter.
      5. Click the name of the survey.
      6. Click Put on Hold on the top right of the page.

      To dispatch a survey on hold

      1. Navigate to Content > Libraries and select Competencies in the drop-down.
      2. Click the 3-dot icon on the top right of the page.
      3. Select Competency Profiler in the drop-down.
      4. Select On hold in the Status filter.
      5. Click the name of the survey.
      6. Select the Check to select date checkbox and choose a start and due date.
      7. Click Dispatch. Participants receive an email on the selected start date.

      Managing competency profile participants

      To add or remove participants

      1. Navigate to Content > Libraries and select Competencies in the drop-down.
      2. Click the 3-dot icon on the top right of the page.
      3. Select Competency Profiler in the drop-down.
      4. Select Open in the Status filter.
      5. Click the name of the survey to edit.
      6. Scroll to the contributors table.
      • Add: Click the plus icon. A survey has been dispatched, you can add contributors to it, but you can’t change the user designated as the reviewer. These users are not emailed automatically. Resend the invitation so they can access the survey.
      • Remove: Point to a participant, click the 3-dot icon, and select Remove. Contributors can be removed, but the reviewer cannot be removed. If you remove contributors who have already completed the survey, their data doesn’t appear in the results.

      To resend a survey invitation

      Sometimes participants may not respond to a survey invitation in the time requested. You can resend invitations to participants as a reminder.

      1. Navigate to Content > Libraries and select Competencies in the drop-down.
      2. Click the 3-dot icon on the top right of the page.
      3. Select Competency Profiler in the drop-down.
      4. Select Open in the Status filter.
      5. Click the name of the survey to edit.
      6. Scroll to the contributors table.
      7. To resend invitations in bulk, point to the 3-dot icon and select Resend Invitation to Incomplete Participants. This sends an invitation to all incomplete participants.
      8. To resend invitations one at a time, point to a contributor and click the 3-dot icon on the right side of the page. Select Resend Invitation.

      To restart a survey for a participant

      You might be contacted by a contributor who wants to re-do a submitted survey. You can only restart a survey for participants who have already completed and submitted the survey.

      1. Navigate to Content > Libraries and select Competencies in the drop-down.
      2. Click the 3-dot icon on the top right of the page.
      3. Select Competency Profiler in the drop-down.
      4. Select Open in the Status filter.
      5. Click the name of the survey to edit.
      6. Scroll to the contributors table.
      7. Point to the user, click the 3-dot icon , and select Restart.

      Closing a competency profile survey

      Closing a Basic survey prevents contributor access so the reviewer can make final selections.

      1. Navigate to Content > Libraries and select Competencies in the drop-down.
      2. Select Open in the Status drop-down.
      3. You’ll know a basic survey is ready to be closed when the progress bar shows 100%. That means all of the contributors have submitted the survey. Click the survey name to edit it or click the survey 3-dot icon and select Close Survey. Click OK to confirm your request.
      4. If you opened the survey instead of closing it directly from the Surveys page, click the Close Survey button on the top right of the page and click OK to confirm your request.
      5. If you’re the reviewer, the Close Survey button is replaced with the Validate Survey button.

      Validating a competency profile survey

      1. Navigate to Content > Libraries and select Competencies in the drop-down.
      2. Click the 3-dot icon on the top right of the page.
      3. Select Competency Profiler in the drop-down.
      4. Select Closed in the Status drop-down.
      5. Click the Survey name to open it or click the 3-dot icon and select Validate. Click OK.
      6. If you opened the survey instead of validating it directly from the Surveys page, click the Validate Survey button on the top right of the page.
      7. Check the frequency of each competency to see which ones were most popular. For example, Client Focus displays 100% because it was selected by each contributor.
      8. To see which users voted for which competencies and to read their comments, point to a competency gear icon and click View Detailed Results.
      9. Click a competency name to open it in a new window. Turn on the switch beside up to four competencies and click the Compare Competencies button to view them all at once.
      10. Select the checkboxes beside the competencies you think best characterize the organization, job family, or job. You might need to enter your reason in the Rationale textbox and select a competency level.
      11. Click My General Survey Comments at the bottom of the page to expand a text box where you can enter overall feedback and click Next.
      12. Click Submit. You can’t change your selections after clicking Submit.
      13. Turn on the switch to email the report to yourself (the reviewer) and the the contributors. They’ll receive an email with a PDF of the survey results attached.
      14. Click Exit Survey or Exit and Publish. Read the notes below so you’re aware of how publishing a survey affects the jobs on your site. If you exit without publishing, you’ll still be able to publish the survey later on.

      Publishing a competency profile survey

      1. Navigate to Content > Libraries and select Competencies in the drop-down.
      2. Click the 3-dot icon on the top right of the page.
      3. Select Competency Profiler in the drop-down.
      4. Select Closed in the Status drop-down.
      5. Click the name of the survey.
      6. Review the results and the effects of publishing below.
      7. Click Publish Survey on the top right of the page.

      What happens when I publish survey results?

      Publishing survey results updates all applicable jobs in your CompetencyCore site. Surveys can always be re-published. They can’t be unpublished, but you can modify the jobs affected or publish new surveys to override old ones. Here’s what happens to the jobs on your site when you publish survey results:

      • Update jobs: All newly created and existing jobs automatically include the selected core competencies. Job family competencies are added to new and existing jobs within the specified job group. Job specific competencies are added to the job and the proficiency levels of the core, job family, and job specific competencies are updated if specified on a job specific survey.
      • Override previous surveys: Competencies not specified on the survey are removed.
      • Rearrange competencies: Competencies that existed on jobs but were not previously specified as core, job family, or job specific are moved to the section specified on the survey. Competencies only appear once on a job.