Online E-Tracer Manual

Strengthening Technical and Vocational Education and Training Project (STVET Project)
Ministry of Education and Sports (MOES), Technical and Vocational Education Department
(TVED)
Tracer Study Deliverable 3
ONLINE TRACING MANUAL

Prepared by
Ed Canela, PhD
International Consultant on Tracer Study
This Deliverable 3 covers Weeks 5 and 6 (July 25 to August 5, 2016 of a two-month consulting engagement between the consultant and the Ministry of Education
and Sports for the ADB assisted: Strengthening Technical Vocational Education & Training Project in Vientiane.
1
This guide was prepared in the context of the Strengthening
Technical and Vocational Education and Training Project
(STVET Project) Ministry of Education and Sports (MOES),
Technical and Vocational Education Department (TVED)
to develop, implement and monitor ex-trainees of TVET schools in Laos.
The project is assisted financially by the ADB and the Government of
Laos and implemented by MoES.
Vientiane, Laos PDR, 2016 Page 2
PREFACE
This the Deliverable 3 of the International method is used by the MoES, specially EMIS,
Tracing Consultant of the Strengthening it is a more expensive, labour intensive,
Technical and Vocational Education and prone to errors and more time consuming
Training Project (or STVET Project) of the process vis-a-vis the online tracing method.
Ministry of Education and Sports (MoES), The discussion on the tracing methodology
Technical and Vocational Education proceeds with this detailed Online Tracing
Department (TVED). methodology, not extensively covered by
the Guideline.
It is a Manual which complements (and
must be read together with) of this Project's This focused on the application of Google
Deliverable 2: Guidelines for Online Tracing Form in the design (of questionnaire),
Methodologies: Possibilities, Processes, administration, processing, analyzing and
Promises and Plans (or simply, Guidelines in reporting of online tracing initiatives.This
this Manual). In this Guidelines, the Deliverable 3 is a Manual designed for EMIS
Consultant described the two types of staff and mainly TVET teachers interested in
tracing methodologies: Paper-based and doing the online tracing for their ex-trainees
Online Tracing. The Guidelines showed the in their respective TVET schools. It is by no
differences, processes and main advantages means complete. Google Form is a
and disadvantages of both types. The sophisticated application with many
Guidelines also devoted more discussions on possibilities. This Manual covered just those
the Paper-based method as this is used by that may be relevant to online tracing. The
other TVET related projects including MoES- Manual cannot make the user as experts but
EMIS. certainly, with a bit more practice and trials,
users can be enabled to prepare online
The Consultant argued that Paper-based tracing questionnaires and reports.
Page 3
table of contents
Preparing your Online Tracing
01 Questionnaire introduces
Google Form as the online
tracing platform. 04
Handling for Online Tracing
Responses moves the user
from the questionnaire into
the responses mode.
Beautifying your Online
02 Tracing Questionnaire shares

basic techniques to improve
the aesthetics. 05
Analyzing and Reporting
Online Tracing Results shows
how users tap the automatic
analysis of Google Form.
Sending your Online Tracing this is a section title text
03 Questionnaire enable users to

send the questionnaire to the
intended recipients
06 placeholder and text is lower-
cased Franklin Gothic Book
4 Page 4
The purpose of this guide is to there are other online (or Its focus is online tracing
provide detailed guidance on cloud) applications that can solutions suitable for
designing and developing an also do the job. Some are development contexts
online tracing methodology listed in Annex 1.The characterized by technology
for TVET TSC, teachers and information in this guide is constraints, such as limited
most of all, MoES_EMIS staff based on the Authors hardware capabilities and low-
who can facilitate the conduct experiences in designing bandwidth Internet
of tracing events via the TVET online questionnaires, quizzes connections.
schools under MoES and forms (registration forms, Although much of what is
jurisdiction. It also provides evaluation forms and other covered in this document can
the basic information on the M&E forms) needed in be applied to TVET online
use of Google Form in gathering feedback and tracing initiatives for teachers
designing the online tracing information in tracing and TSC members, teachers
questionnaire, sending the initiatives. This guide is for tend to like to learn
questionnaires out and individual learning experientially, approach
managing the feedback complemented by online learning as problem-solving,
processes. These are key training provided by channels learn better where they can
ingredients of a capacity like YouTube, group learning see the immediate value and
building course intended for as with the EMIS staff, and application of content; and
the TVET teachers and EMIS even within a TVET schools prefer to study at a time, place
staff. Note that even if we use group of teachers interested in and pace convenient for them.
Google Form in this Manual, doing their own online tracing.
Page 5
Chapter 1: Preparing your Online Tracing questionnaire to the intended recipients: a group
Questionnaire introduces Google Form as the of ex TVET trainees belonging to a certain batch
ORGANIZATION
online tracing platform. It helps the users to or cohorts.
navigate the Google Form and enable them to
prepare the questionnaire for the online tracing. Chapter 4: Handling for Online Tracing Responses
Note that the Manual focus on how to move the moves the user from the questionnaire into the
questionnaire from say a Manual Tracing that the responses mode. The chapter handles the
MoES-EMIS are now familiar with to online creation of the spreadsheet container that will
platforms. The other elements of questionnaire take all the responses and prepare the results for
design may be obtained from other sources like additional analysis.
those mentioned in Annex.
Chapter 5: Analyzing and Reporting Online Tracing
Chapter 2: Beautifying your Online Tracing Results shows how users can use the automatic
Questionnaire shares basic techniques to improve analysis of Google Form. Summarizes the analysis
the aesthetics and customizing the online tracing via summary results, perform elementary
questionnaires. You can add themes for statistics and take the results for more advanced
consistent look and even the official logo of the analysis.
TVET school or of EMIS.
The guide also includes an annex for additional
Chapter 3: Sending your Online Tracing mastery lessons in Google Form.
Questionnaire enable users to send the
Page 6
Getting started
This will introduce you to: -Data taken is pure and far from corruption and mistakes as the
respondents fill the forms online by themselves.
---Why use the Online tracing compared with paper-based tracing -No data entry costs (and errors)
as it is done in the MoES-EMIS tracing initiatives today. -No data cleaning
---Justify why Google Form is applied. -Automatic error checking. If a respondent committed a mistake,
---Provides an overview of the Manual. the questionnaire will give a feedback and ask for a correction
instantly. Errors are not recorded but corrected in the second they
1.1 Why Online Tracing? are committed.
-Questionnaire are re-usable.
There are many reasons to use Online Tracing over the the usual -Very environment friendly. For every 1,000 pages of paper, a tree
paper-based training. Online tracing is very simple and prevents is saved. The entire exercise if done manually will require 450
the unnecessary efforts and costs required by paper based tracing. respondents x 25 = 11,250 trees or 11.5 trees.
Specifically, online tracing is-Easily managed by teachers. Online Moreover, online tracing reaches a wider target ex-trainees (those
surveys are used by many teachers worldwide. They use them for who moved to other provinces, districts, or even countries nearby)
making reusable lessons, quizzes and surveys. by engaging them with online and interactive media. Online tracing
-Easily thought and handled by teachers. can reach out even to those who cannot attend the formal tracing
-Brings the digital technology to the TVET schools in Laos. event in the TVET school.
-Fast. Very fast.
-Reliable
Page 7
2. Why Google Form? Google form is free. It Google Forms will let you get notifications or
allows you to use as much form as your responses to your forms either with each
Google Space allows. Most online survey tools response or in a daily batch.
will offer a certain amount of free polls or
surveys before they start charging. Forms are Mobile-Friendly. Google Form
design is responsive and the checkboxes or
Results Can Go Directly Into a Shareable other response tools are easy to use no
Spreadsheet. If you love collaborating on matter which device youre on.
things with friends or co-workers, then youll
appreciate that Google Forms will allow you to Google is always changing. It will be surprising
share both the editing of the questionnaire if the Google Form will have already changed
and the results with as many people as you before this Manual is published.
like.
Google Form provides much more than just
Logic Threading questionnaire design for the TVET TSC and
Call it what you will. Threading, flow, logic- teachers. It opens whole new teaching
branching. Threading is the ability to change Methods and aids. With it it is possible to:
the survey based on answers the participant
has given. Online tracing can open the digital world to
the teachers and the entire TVET community.
You Can Get Email Notification of Results
Page 8
Getting in to Google Form
1. You will need a Gmail account to use Google Drive

so if you do not have one already, Go to
www.google.com and click on: Gmail at the top of the
page.
2. In the next page click to Create an account.
3. Enter in the required details setup details.
4. Once you have successfully created your account,
click on Drive towards the top of the page to access
your Drive suite of office tools.
5. You should get a page similar to that shown in the
next page. Once you have created a number of
documents they will appear on the left hand side, as
will documents that others have created and have
shared with you.
Page 9
Go to https://drive.google.com
Click MORE Click here to access Google Form
To see the
Google Form
Page 10
Chapter 1: Preparing your
Online Tracing Questionnaire
Preparing your Online Tracing Questionnaire
1. Navigating Google Form Top bars:
Color Palette
Preview
Color Palette | Send | More Settings
Send
Be sure that youre on the

Questions.
This is the floating menu. It contains:

+ = Add questions
Tt = Add titles or description
Type the Form Add an Image
Title here. Duplicate | Trash | Required |Show
Add a Video
= = Add a section
Page 12
2. Naming your Questionnaire
Type your Title
Type your Description
Note that when the

Google Form is
minimized, the floating
menu transfers at the
bottom bar. We will use
the minimized version
from here onwards.
Page 13
The first question for
3. Crafting your First Question online questionnaire
should always be about
the Student ID. With
this information, you
can be connected to
the other EMIS
1. Type: Student ID. databases about this
student.
2. Click here for the
question type.
3. Move scale, if this is a required question.

In Tracer, Student ID is required. Every
Ex-trainees should have a unique ID.
Page 14
4. Deciding the Question Type Possible Question Types
are:
Short Answer
Paragraph
Your First Question Multiple Choice
Type of responses Check Boxes
Dropdown
Liner Scale
Multiple Choice Grid
Date
Time
Page 15
1 Page 16
6
Page 17
5. Now Ask Your Second Question Now you can continue
till you finish your
questionnaire. For
online traces, most
often used are:
3. Select Type -Short Answer
of responses
-Paragraph
2. Type your
question here -Multiple Choice
4. Type your -Check Boxes
Options here
-Dropdown
1. Click here to add

questions Page 18
1. Can you now check if Google Form can write in Lao?

Try it!
2. How about asking other questions
-Essay
-Multiple Choice
-Check Boxes
-Dropdown
Page 19
5. Dealing with IF Conditions
What if you need to place a
conditional IF jump. For example, if
ex-trainees are employed, then they
are asked to jump to another Section
with specific questions, different
from those who not employed?
Page 20
5. Dealing with IF Conditions
Directing the ex-trainees to another page.
Open the form.
Open the Insert menu and choose either
Multiple Choice or Choose from a list. Only
these two question types can be used to
send respondents to specific pages.
Check the box labeled "Go to page based on
answer".
Next to your answers for this question,
choose specific pages to send respondents to
when they choose an answer. You can also
choose to send respondents to the
confirmation page based on an answer by
selecting "Submit form."
Page 21
6. Top Bar
As earlier mentioned, the expanded
view of the TOP Bar will have:
-Color Palette
-Preview the site
-Settings
-SEND
-More
-Your Profile Picture
Clicking each will give you the

Descriptions. Go through each of the
choices. We will discuss each feature
as we need them in the later
chapters.
Page 22
6. Top Bar 1. Clicking the Preview
Site will show you the
questionnaire as seen by
the respondent.
2. Clicking the pencil will

bring you back to the
Questionnaire form.
Page 23
6. Settings
By clicking the Settings, youll be
presented with some options for:
-GENERAL
-PRESENTATION, and
-QUIZZES.
The GENERAL will enable the

respondents for only ONE response
and edit after Submit or even see
Summary of responses.
Normally these are left un-checked

for e-Tracer questionnaires.
Page 24
6. MORE
Color Palette | Send | More
1. Click on MORE and get more additional

Services.
2. You can select from any of the services:
-Make a copy
-Move the Form to another Folder
-Move to trash
-Get pre-filled link
-Print
-Add collaborators
-Script editor
-Add-ons
Page 25
Chapter 2: Beautifying your
Beautifying your Online Tracing Questionnaire
1. Your Color Scheme
1. Click Color Palette
2. Select any background

color you like
3. You can add Themes or your own photo

800 pixel width x 200 height image from
Your computer.
-By clicking the image, youll be
Presented with plenty of themes
to chose from: Work and School,
Birthday, Food and dining, Party, etc.
-Likewise, you can select photos
from your computer or from your
albums in Google Plus.
Page 27
2. Your Theme Choices
1. Select your Theme category

2. Select any background
Theme you like. Click.
3. If you want to use your own background use

this. Google form needs a 200 height x 800 wide
pixel JPG, PNG or GIF image.
Page 28
3. Your Theme Choices
1. Now, your background looks great.
2. Off course, you can use your own image,

logo or TVET images. You can do so using Third
Party software like Photoshop.
Page 29
6. Your Completed Questionnaire
1. This is an example of a beautified

questionnaire in the Preview mode.
You can see the actual

questionnaire in
https://docs.google.com/for
ms/d/e/1FAIpQLSepshJsMN-
VJsoBjFM61hYl8vGdTHWoAfc
1405jo9QMl1Eofw/viewform
Page 30
Take a good look at your completed questionnaire. You can:
1. Imagine how they will understand each question.

2. Imagine how the ex-trainees will respond to each question.
3. Can you still simplify the questions? Combine two into one?
4. Have some of your MoES-EMIS colleagues check the questionnaire. Obtain clearance if needed.
4. If you have the time, pre-test the questionnaire with a group of 20 potential respondents.
5. Finalize the questionnaire.
6. Be ready to send.
Page 31
Chapter 3: Sending your
Sending your Online Tracing Questionnaire
Before you send the form, obtain the most recent copy of the TVET ex-trainees database.
Obtain all the e-mail addresses.
And double check. How?
1. Send a greeting e-mail to everyone informing them of the tracer event and
request them to respond if the email address is still valid.
2. Those that bounced back have bad addresses or obsolete
3. Collect the list of the addresses that bounced dback. The teachers can trace them
by slow mail (home addresses) or other tracking methods.
4. Those who responds are good links. Send the questionnaire links to them.
5. Those who do not respond can be either good (or dead) links. Send the questionnaire.
6. Wait for responses.
Page 33
1. Sending your Form
Click SEND and this choices will
open for you
1. You can send the questionnaire via: Email,

Link or embed in any MoES, EMIS webpages.
2. Complete the addresses of the recipients.

Take from TVET databases of ex-trainees.
3. Check this so you can include the

Questionnaire on your e-mail.
Great for smartphones
4. You may also add collaborators, if

you like.
Page 34
2. Adding Collaborators
1. You can send this link to your collaborators in

MoES, EMIS.
2. You can share the link with Gmail, Google+,

Facebook and Twitter
3. Important: Editor can delete form responses.

4. Invite your collaborators here.
Use their e-mail addresses.
5. Check to prevent editors from
changing access and adding new
people.
Page 35
3. Sending your Form
Check this so you can include the

Questionnaire on your e-mail.
Great for smartphones
Page 36
Chapter 4: Handling for Online
Tracing Responses
Handling your Online Tracing Responses
1. Preparing for the Responses
When fully satisfied with the
questionnaire and have sent them
to the intended TVET ex-trainee
respondents, start preparing how
you will handle the responses.
Be sure to click RESPONSES to move away from

the Questions mode.
Page 38
Click MORE to view other options.
Page 39
Clicking MORE will show you the following option:.
-Get email notifications for new responses

-Select response destination
-Unlink form
-Download responses (csv)
-Print all responses
-Delete all responses
Page 40
Get email notifications for new responses. You will get notified every
time somebody responds to your questionnaire.
Select response destination. Toy can chose between an existing
questionnaire spreadsheet OR a new one (in case you are using the
same questionnaire for another set of tracing exercise with different
respondents.
Unlink form. This is related to the above. You can delink a
questionnaire from a spreadsheet and redirect the new set of
respondents to another spreadsheet, using the same questionnaire.
Download responses (csv). You can download the spreadsheet to
your desktop in .csv format which readable by Excel. From there on,
you can do additional analysis or visualization functions.
Print all responses. Prints the entire spreadsheet.
Delete all responses. This will delete your current responses. This is
useful if you had an pre-trial data for your questionnaire. This will
reset the spreadsheet and will start accepting responses after you
opened the form.
Page 41
Insure that you are Accepting Response. Stop

Accepting if you feel still unsure that your
Questionnaire needs more editing.
Page 42

-Unlink form
Page 43
This is the sreadsheet that will collect your

responses.
Note that the columns represent the
questions in
The questionnaire.
The rows will be represented by your
respondents.
Each row is one record representing one
respondent
TimeStamp is a Google generated unique
number identifying each unique
respondent.
Page 44
After creating your spreadsheet, Google Form automatically create a new file which
it calls responses. Check your folder and insure that this is done. It will take the
name of your oriv=ginal questionnaire.
Page 45
Chapter 5: Analyzing and Reporting
Online Tracing Results
Analyzing and Reporting Online Tracing Results
1. Analyzing and Reporting

-Unlink form
Page 47

-Unlink form
Page 48

-Unlink form
Page 49

-Unlink form
Page 50
Click Form to obtain:
Edit form
Send form
Go to live form
Embed form in a webpage
Show summary of responses
Unlink form
Page 51
Edit the form
Send form
Go to live form
Embed form on a webpage
Show summary of
responses
Unlink form
Edit the form. Selecting this will bring you back to the form if you want to do more editing.
Send form. Will send the form again to your desired respondents.
Go to live Form. Brings you to the form as will be seen pr previewed by your ex-trainees.
Embed form on a webpage. Will provide you with the needed codes to embed the questionnaire in any
website of your choice. You can add it to the MoES website, the TVETs website, Facebook, twitter, LinkedIn,
etc.
Show summary of responses. Select this and youll know how many has so far responded to you
questionnaire.
Unlink form. Unlink will allow you to close the spreadhseet from accepting more answers. This means that:
(a) deadline for completing the form has closed, (b) all intended targets have already responded, and (c) you
need the questionnaire for another batch or cohort of TVET tracing.
5 Page 52
2
Clicking on the Summary of Responses will

provide the number of respondents for each
question.
Moving down the Summary will provide the

Visualization of the data representing the
Respondents preferences.
This may be downloaded as PDF or the entire

spreadsheet may be transferred to Excel
For additional processing.
Page 53
Google Form can analyze the entire online

tracing respondents. While the TVET tracing
reports may end at the point, EMIS will still
be doing the aggregating of all the responses
from all other TVET schools. This may require
additional analysis like SPSS and others.
Page 54
Annex 1: Alternatives to Google Form
PollDaddy (https://polldaddy.com)
SurveyMonkey (https://www.surveymonkey.com)
Survey Legend (https://www.surveylegend.com)
MicroPoll (http://www.micropoll.com)
New Google Forms Tutorial:

https://www.youtube.com/watch?v=IPv9CPSxsScGoogle Form Survey:
https://www.youtube.com/watch?v=0DZT3gP9xF0
How to Make Google Docs Questionnaire:
https://www.youtube.com/watch?v=v_8XXLiBNuo
Google Forms (Online Survey) 2014: https://www.youtube.com/watch?v=wEuV9KDekyc
Page 55

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Strengthening Technical and Vocational Education and Training Project (STVET Project)

Tracer Study Deliverable 3

ONLINE TRACING MANUAL

Preparing your Online Tracing

02 Tracing Questionnaire shares

03 Questionnaire enable users to

1. You will need a Gmail account to use Google Drive

Be sure that youre on the

This is the floating menu. It contains:

Type your Title

Type your Description

Note that when the

3. Move scale, if this is a required question.

1. Click here to add

1. Can you now check if Google Form can write in Lao?

Clicking each will give you the

2. Clicking the pencil will

The GENERAL will enable the

Normally these are left un-checked

1. Click on MORE and get more additional

2. You can select from any of the services:

2. Select any background

3. You can add Themes or your own photo

1. Select your Theme category

3. If you want to use your own background use

1. Now, your background looks great.

2. Off course, you can use your own image,

1. This is an example of a beautified

You can see the actual

Take a good look at your completed questionnaire. You can:

1. Imagine how they will understand each question.

1. You can send the questionnaire via: Email,

2. Complete the addresses of the recipients.

3. Check this so you can include the

4. You may also add collaborators, if

1. You can send this link to your collaborators in

2. You can share the link with Gmail, Google+,

3. Important: Editor can delete form responses.

Check this so you can include the

Be sure to click RESPONSES to move away from

Click MORE to view other options.

Clicking MORE will show you the following option:.

-Get email notifications for new responses

Insure that you are Accepting Response. Stop

Clicking MORE will show you the following option:.

-Get email notifications for new responses

This is the sreadsheet that will collect your

Clicking MORE will show you the following option:.

-Get email notifications for new responses

Clicking MORE will show you the following option:.

-Get email notifications for new responses

Clicking MORE will show you the following option:.

-Get email notifications for new responses

Clicking MORE will show you the following option:.

-Get email notifications for new responses

Click Form to obtain:

Clicking on the Summary of Responses will

Moving down the Summary will provide the

This may be downloaded as PDF or the entire

Google Form can analyze the entire online

New Google Forms Tutorial:

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