Add Survey Evaluations to a Program Activity

Learn how to attach survey evaluations to a program activity in PEARS and manage attached surveys.

The Evaluation section allows you to indicate whether you performed any evaluations of the program activity and to attach survey instruments for collecting response data.

Screenshot: The Evaluation section of a program activity showing the Did you perform any evaluations question, the survey attachment form with Survey dropdown, Type selector, Date Delivered field, and the list of already attached surveys with Enter Response Data, Edit, Share, and Remove buttons

TIP: The red asterisk * next to the heading of a field indicates that the field is required.

Navigate to Evaluation

After completing the Collaborators section (or Custom Data, if applicable), PEARS directs you to the Evaluation page. You can also access this section from the program activity detail page by clicking Evaluation in the progress panel.

1

Indicate Whether Evaluations Were Performed

In the Did you perform any evaluations of this program activity? field, select Yes or No. This field is required.

• If you select No, click Save and Continue to proceed. No further evaluation data is needed.

• If you select Yes, the survey attachment form appears below.

CAUTION: If you change this field from Yes to No after surveys have been attached, all attached surveys and their response data will be permanently deleted.

2

Select a Survey

In the Survey field, select the evaluation survey you want to attach to this program activity from the dropdown. The available surveys are filtered based on the program area(s) of your program activity and the surveys available to your organization.

TIP: Surveys must be created in the Plan > Surveys module before they can be attached to a program activity. If you do not see the survey you need, contact your PEARS administrator.

3

Select a Survey Type

In the Type field, select the type of survey from the dropdown:

GLOSSARY: Survey Types

• Pre — The survey was administered before the program activity began, to establish a baseline.

• Post — The survey was administered after the program activity concluded, to measure outcomes.

• Follow-up — The survey was administered at a later date to measure sustained impact.

• Retrospective — The survey asks participants to reflect on their knowledge or behavior both before and after the program, administered at the end.

4

Enter the Date Delivered

In the Date Delivered field, enter the date the survey was administered to participants, in mm/dd/yyyy format. This field is required.

5

Enter a Survey Name (optional)

In the Name field, you may enter a custom name for this attached survey instance. This is useful if you are attaching the same survey multiple times (e.g., as both a pre-test and a post-test).

6

Choose Whether to Aggregate Responses

Check the Aggregate responses checkbox if you would like to enter summarized response data rather than individual participant responses.

CAUTION: Aggregate responses provide less detailed data than individual responses. When responses are aggregated, you enter combined totals rather than one response per participant. This limits the analysis that can be performed on the data.

TIP: When collecting responses in aggregate, the option to collect data via a public link or QR code is not available. For more information on collecting responses with a public link, see Collect Survey Response Data with a Public Link.

7

Save the Attached Survey

Click the Save button to attach the survey. The survey now appears in the list of attached surveys on the Evaluation page.

You can attach additional surveys by repeating the steps above.

8

Continue to the Next Step

After attaching all surveys, click Save and Continue to proceed to the next step in the workflow.

Manage Attached Surveys

After a survey is attached, it appears in a table with the following information:

• Survey Name — The name of the attached survey.

• Responses — The number of responses collected.

• Aggregate — Whether responses are aggregated.

• Type — The survey type (Pre, Post, Follow-up, or Retrospective).

• Delivered At — The date the survey was delivered.

Each attached survey has action buttons to:

• Enter Response Data — Open the response form to enter individual or aggregate responses. See Enter Survey Response Data.

• Analyze — Generate an AI-powered summary of the collected responses. See AI Tools for details on this feature and the data it sends to OpenAI.

• Edit — Modify the survey details. See Edit an Attached Survey.

• Share — Get a public link or QR code for online response collection.

• Remove — Remove the survey and all associated response data from the program activity.

TIP: The Analyze button is only visible when your organization has the Survey Analysis AI tool enabled.