Completing Your Respondent Information Worksheet
Now that you have determined which members you will include in the survey and you have downloaded the CSV template, you will then fill it out with your respondent list. At a minimum, you will need to include at least a organization name, map label, contact first name, contact last name, and email. Address, city, state/region, country, zip/postal code, phone, organization sector, primary org function, and any other attributes are not required to send a survey but will be required to access certain functionality like GIS mapping or coloring nodes by attribute.
Listing Organizations and Map Labels Names (Column A and B).
If multiple people from an organization are members of the network, choose one person who will best represent that organization to include as the survey respondent. DO NOT duplicate organization names (long names or short names). If you have more than one contact within the same organization or more than one person from the same entity, you will need to distinguish their organization name so that respondents to the survey will can make a distinction between them on a list. An option is to list an organization and include different programs/departments within the organization as different entries.
Think about if the multiple contacts represent the organization the SAME way at the table to other network partners or if they represent the organization in UNIQUE ways at the table. It is also important to note that each organization listed becomes its own node in the network maps. For example, Hospital A has two contacts at the table, one represents Emergency Services and one represents Administration. Those contacts are representing the Hospital in unique ways and should show up as separate nodes for Hospital A because network partners connect to them differently. If the contacts are representing the Hospital in the same way at the table, then the hospital should only be one node in the network maps because partners connect to those contacts the same. See this infographic for more information.
The map label should be as concise as possible to make the network graph legible (approximately 2-5 characters). Should it better serve your purposes, you may want to discretely code these short names in order to maintain anonymity of the respondents in the network maps. Alternatively, you may prefer to utilize established and well-known acronyms for the various organizations, so they may be easily recognizable in the map visuals included in your report.
Tip: Do not include multiple people from the same organization, but rather have them work together to answer the survey. If you do include multiple contacts from the same organization, you will need to add a department or a title at the end of the organization name and short name because PARTNER will not accept redundant names (e.g., Child Learning Center-Director (Short name- CLC:D) and Child Learning Center: Teacher (CLC:T)).
First Name, Last Name and Email (Column C, D, and E):
You will need to provide a name and email address for each contact who will receive the survey on behalf of that organization.
Tip: You can include your name and email address for organizations you want to include in the list but either do not have a contact for that organization or that contact/organization does not know enough about the network to fully answer the whole survey.
Address Fields and Phone Number (Columns F, G, H, I, J and K):
Address, country, city, state/region (abbreviation 5 characters max, country, zip/postal code and phone are not required to send a survey but will be required to access certain functionality like GIS mapping.
You will be able to add this information later if you do not wish to include it initially.
Org Type (or another similar Attribute) (Column L):
You can assign each organization/individual an attribute. These attributes are used to identify a “characteristic” for each organization/individual. The attribute should be chosen based on what makes sense to each network. For example, you can define an attribute based on type of organization (e.g. health care, faith based, business), a workgroup or type of role in the network (e.g. outreach committee, data committee), or even by another characteristic like size of budget (e.g. low, medium, high) or even region (north, west, etc). To define attributes, decide on categories and then type the attribute information for each organization/individual in the specific attribute column on the respondent list and name the attribute in the header row. You will be asked to define what type of attribute it is when you upload.
Before Uploading Follow These Tips:
- Select all text and make it the same size and font.
- Sort member list alphabetical by Org Name. Look for redundant org names or map labels and add in a differentiator to those duplicate org names or map labels.
- Look for inconsistencies in the emails (missing a .com, no @ symbol, extra space after), org names (misspellings, confusing acronyms, etc), or missing contact information.
- If the contact information is completely missing, you may want to include the organization in the bounded list but not send it to a contact to take the survey. You can put in your contact information here.
- If there is Mr., Mrs., Dr., Hon. in the first name column or PhD, etc in the last name remove them.
- Add map labels for each organization in the member list
- Our standard is to use the acronym for the organization.
- Other option is to deidentify the labels using sequential numbers or codes.
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