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Participants Options (360)

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About Participants Options

The Options section of the Participants tab is where you set up nominations and their requirements, nomination approval, unsolicited evaluations, self-evaluations, and more.

Participant Options in the Participant tab

Qtip: Once certain options described on this page are enabled, tasks are created for subjects. Nominations, report approval, and other such tasks take place in the subject’s Participant Portal.

Evaluator Options

Available Evaluator Options

  • Allow Unsolicited Evaluations: Allows both subject and evaluators to add themselves as an evaluator of any subject in the current assessment. The subject must already be added to the assessment in order to be evaluated. This option will not add subjects to an assessment who were not already in it.

    Qtip: When this option is enabled, the option Subject selects evaluators from (see section below) controls who can give unsolicited evaluations. (Not who can be the subject of an unsolicited evaluation.) Anyone in the assessment should also be enabled so that evaluators can add themselves to the subjects’ assessments. Anyone in the directory should only be enabled to limit the possible unsolicited evaluators by using a specific group filter.

    The option Allow subjects to select relationships (see Subject Options below) will also become available with Allow Unsolicited Evaluations enabled. This option allows respondents to select relationships when submitting unsolicited evaluations.

    Qtip: Unsolicited evaluations will not increment the number in the Evaluations Received or Evaluations Completed columns.

    Clicking dropdown next to participant and seeing the view responses received option

    To find an unsolicited evaluation or allow someone to retake their unsolicited evaluation, go to Responses Received and check the responses highlighted in blue at the bottom of the list.

    List of responses received. Unsolicited is highlighted in light blue

  • Allow evaluators to decline nominations: If a subject nominates someone to be the evaluator, enabling this option allows the evaluator to decline.
    • Email subject when a nomination is declined: This option must be selected before any nominations are declined. Otherwise, the email will not send retroactively. Subjects will be emailed when someone has turned down their nomination.
  • Round-Robin Evaluation: This automatically sets up each subject to evaluate all other subjects in the assessment. Assuming you have self evaluations turned on, this means that if there are 12 subjects, you’ll have 144 evaluations, because 12 x 12 = 144.
    Qtip: We’ve released an improved version of round-robin evaluations. See round-robin evaluation for more information.
    • Limit round-robin evaluation to specific groups: Specifies which individuals should evaluate others according to a Metadata field that indicates their eligibility. Click Set Up Round-Robin Groups to select which Metadata fields to use in the round robin.

Limit round-robin evaluation to specific groups

  1. Enable Round-Robin Evaluation.
    Round-Robin Evaluation option settings
  2. Select Limit round-robin evaluation to specific groups.
  3. Click Set Up Round-Robin Groups.
  4. Click Create a New Group.
    Round-Robin Evaluators pop up window
  5. Choose metadata to define your group by.
  6. The requirement can be that the metadata’s value is the same as the subject’s, or a specific value.
  7. Click Save.

Round Robin Evaluation

You can create a round-robin evaluation where subjects in a group evaluate all other subjects in that group. You may create multiple round-robin evaluations in one 360 project.

Attention: Your project must have 1,000 or fewer subjects to use this feature.
  1. In the Participants Options section, click the Generate round-robin button.
    in the participant options, clicking Generate round-robin
  2. Choose the group to base the round-robin on. You may choose All (meaning all participants in the project) or you may base your group on any available metadata fields.
    creating the criteria for the round robin before clicking nominate participants

    Qtip: You can only choose All if your project has twenty or fewer participants.
  3. If you selected a metadata field to base the group on, choose the desired metadata value for the group. You can pick a specific value, or select Same as subject to have participants with the same metadata value evaluate each other.
    Qtip: You will only be able to select values for which the number of participants is less than or equal to twenty.
    Example: In this example, we are creating a round-robin group for participants whose Department is equal to Sales. In other words, we want all participants in the Sales department to evaluate each other.
    a round robin set up for department is equal to sales
  4. Review the results of your selected criteria. This will show the number of participants, the number of groups, and the number of nominations created.
  5. When finished, click Nominate participants.

After creating your round-robin evaluation, Qualtrics will process this task and create your nominations. You can view the progress of this in the table below the round-robin setup window. Every round-robin group you’ve created in your project will be listed here.
all of the created round-robin evaluations will be listed at the bottom of the round-robin window

Qtip: You can create multiple round-robin groups. There is a limit of 50 total groups per project.
Qtip: Some projects will have both the new and legacy round-robin feature enabled. If you generate nominations between two people in both systems, the new round-robin will take precedence over the old. If the nomination is removed from the new round-robin, the legacy nomination will go into effect. To determine if a nomination is from the new or legacy system, navigate to a participant’s evaluators and look at the Relationship column. If the relationship is “Automatic,” then the nomination is from the legacy system. If the relationship is “Round Robin” then the nomination is from the new system.
While viewing a participant's information, seeing a relationship listed as Round Robin or Automatic

 

Qtip: Round-robin nominations on the new system are not generated automatically. If you add new subjects to your project, you will need to re-run your nomination setup to have the new nominations appear.

Deleting Round-Robin Evaluations

You can delete your round-robin evaluations by clicking the Delete all button in the round-robin setup window.
the delete all button at the bottom of the round robin window

A confirmation window will appear to make sure you want to delete your round-robin evaluations. Note that they are irretrievable once deleted. Click Delete all to confirm.
the delete all confirmation window

Qtip: Upon deleting your round-robin nominations, any previously collected responses associated with the nominations will be deleted.

Manager Options

Qtip: These options only apply to the built-in Qualtrics relationship, Manager. Be careful to spell and capitalize it exactly, because participants uploaded with “manager” or “Managers” will not have these options applied.

Available Manager Options

  • Manager Can View Nominations: Select this option and managers will be able to view the evaluators nominated by their direct reports.
  • Managers May Choose Evaluators: Select this option and managers will be able to add evaluators to their direct reports.
  • Managers Approve Nominations: Don’t allow nominated evaluators to assess subjects until the subject’s manager has approved their nomination.
    • Email managers when a subject’s nominations are ready for approval: If there are no requirements on each type of nomination a subject needs to add, managers will be emailed every time someone is nominated. If there are requirements, the system waits until the subject has made all their nominations to alert the manger.
    • Allow subjects to email managers when their nominations are ready for approval: This allows the subject to email the manager whenever asking them for approval on their nominations.
    • Email subject when a nomination is denied: When this option is selected, subjects will be emailed when their manager has rejected their nomination.
  • Manager Approves Evaluations: With this turned on, no evaluations will appear on the subject’s report until it is approved by the manager.

Subject Options

Available Subject Options

  • Subject Self Evaluates: The subject must evaluate themselves.
    • Limit self-evaluators by criteria: This option is useful if you need to narrow down who does a self-evaluation. You can narrow this down by metadata.
      Limit self-evaluators by criteria option
  • Subjects can opt-in to this assessment: This option creates a link where someone can opt-in. So long as they exist in the directory and thus have a portal to log into, this option adds them to the participant list. From there, they can perform any tasks set on the 360 survey by default (self-assessment, nominating evaluators, etc.).
    • Restrict subject email to domains: To avoid participants from opting in from the wrong account, or to keep users uploaded into your directory on separate 360 projects, you can specify the email domain someone is logged into before they can opt in.
  • Subject Nominates Evaluators: Allows subjects to choose who their evaluators will be.
    • Subject selects Evaluators from:
      • Anyone not currently in the assessment: Can only choose people not in the assessment. Note that this means subjects can type in any email address to invite them to the assessment, and that these evaluators will then be added to your directory. There is also the likelihood that duplicates will be added, since subjects cannot specify a unique identifier with the evaluator they upload. We generally recommend not using this option if you can instead upload all eligible employees to the directory and thus enable the Anyone in the Directory option.
        Attention: Brands with SSO should not use this option. Any evaluators subjects add from outside the director will not have the SSO login enabled.
      • Anyone in the Assessment: Subjects may nominate anyone uploaded as a participant in the 360 project.
        • Only show people who meet certain criteria: Subjects may nominate anyone uploaded as a participant in the 360 project, provided they match certain metadata values.
          Only show subjects who match the following criteria option
      • Anyone in the Directory: Subjects may nominate anyone saved in the directory.
        • Only show people who meet certain criteria: Subjects may nominate anyone uploaded to the directory, provided they match certain metadata or email address values.
    • Subject cannot remove nominations set by managers or admins: This setting prevents subjects from removing evaluators uploaded for them by an admin, or selected by a manager. Subjects can still delete nominations they made themselves.
    • Allow subjects to select relationships: This option allows subjects to set the relationships they share with their nominations. If this option is not selected, when the subject nominates an evaluator, the 360 project reads the relationship set between the two in the directory, leaving it blank if there is none. Click Manage Relationships to see the Manage Relationships window and edit your custom relationships.
      • Only allow relationships of specified types: When you select this option, you can restrict what relationships a subject can choose from.
        Only allow relationships of specified types option
  • Subject can view completion status of evaluations: This allows each subject to view whether or not specific evaluations have been completed.
    Qtip: To use this feature, subjects need access to the Nominations section of the Participant Portal. This functionality will only work if Subject Nominates Evaluators is also enabled.
    • Allow subjects to view individual evaluations: When enabled, subjects can view each evaluation they’ve received.

Define Nomination Requirements

You can specify how many evaluators of each relationship a subject can nominate.

  1. Enable Subject Nominates Evaluators.
    Settings for the Subject Nominates Evaluators option
  2. Click Define Nomination Requirements.
  3. Click Add New Requirement Set.
    Defining nomination requirements in the Nomination Requirements pop up window
  4. Choose a qualifier for the number of evaluators.
  5. Choose a number of evaluators.
  6. Choose a relationship.
  7. If desired, add or remove conditions by using the plus ( + ) and minus ( ) signs, respectively.
  8. Click Save.

More Options for Nomination Requirements

There are a few more options you have for defining nomination requirements.

For example, if you create multiple sets of requirements, you can then determine that subjects don’t have to complete all of them, just the first one they meet the requirements for.

Additional options in the Nomination Requirements pop up window

  1. Click Add New Requirement Set to add any additional requirement sets you want.
  2. Click the dropdown arrow next to a set to reorder, rename, copy, or delete it as needed.
  3. Determine which requirements subjects have to meet. First Match Only means that the subject will be considered done nominating when they meet the requirements of at least one set. All Matching Sets means the subject will have to meet the requirements of all sets before they are considered done nominating.