Click on the relevant question below



Issue:

I have some general questions about the survey


Participant
Who should I nominate to provide feedback?

How many raters do I need?
I have checked my survey status and some surveys are showing as invalid, why?
Who will get to see my report?

Respondent

Why have I been nominated to complete the survey?
How did you get my contact details?
I don't know the participant well enough to complete the survey
How will the feedback be used?


Issue:

I’m experiencing technical issues with the survey (e.g. I can’t access/submit the survey)


When I click on the link in my email invitation it doesn't work. What should I do now?
The Username and Password provided won’t work?
I have accidentally deleted my email invitation, how do I access the survey?
I cannot move through the pages of the survey
I am having trouble submitting a survey


Issue:
I’m worried about confidentiality


I am not comfortable partaking in this survey
How can I be sure that my answers will not have negative consequences on me?
Our Privacy Policy



Answers

Issue: 
I have some general questions about the survey


Participant
Who should I nominate to provide feedback?
The best feedback comes from individuals with whom you have had:
• Frequent contact (multiple times per month or more)
• Recent contact (within the past six months)
• A long working relationship (one year or more)
• Diverse contact (over a variety of work-related settings)

How many raters do I need?
To receive feedback from a specific category of raters, you need to select at least the minimum number specified - but make sure you select enough raters to get a representative and balanced view. For 360 degree surveys (multi category surveys), depending on your job role or position, some categories may be more important than others. You do not necessarily need to select raters in all categories - if this is the case, select the 'no raters in this category' checkbox.

I have checked my survey status and some surveys are showing as invalid, why?
Survey validity is determined by the rater’s familiarity with your behaviour at work. The respondent has either indicated that they are not familiar with your working style, or they have not answered the minimum number of questions required to display familiarity. In order to ensure survey data is valid, we are unable to reopen surveys as raters may guess responses in order to have their feedback included.

Who will get to see my report?
Unless otherwise stated, your feedback will be available to you and the person who is accredited to provide feedback on your assessments.

Respondent
Why have I been nominated to complete the survey?
You have been nominated by the participant so that they can receive accurate feedback for their development. Most surveys are designed to give managers an idea of their strengths and areas for development in relation to a particular measure of competencies or leadership styles, etc. This gives them a starting point, or check-in on progress during a leadership development course or during the coaching process. If you feel comfortable doing so, you may ask the individual who is requesting feedback to share with you why he or she is undertaking the feedback process.

How did you get my contact details?
In most cases, raters are nominated by the people who are undertaking the survey process. This means that they have personally selected you as someone they would like to receive feedback from as part of the survey process. We do advise survey participants to contact raters before entering their details via our survey site, to let them know that the request is legitimate, and to give their raters an idea of why they are undertaking the survey process.

I don’t know the participant well enough to complete the survey:
Please attempt the survey answering the questions to the best of your ability. Please only respond to questions where you have experienced or witnessed the participant's working behaviour. Please note that our system will only include your feedback if you have met the minimum response threshold. This threshold varies for each survey, so please ensure you read each question.

How will the feedback be used?
Most surveys are designed to give participants an idea of their strengths and areas for development in relation to a particular measure of competencies or leadership styles, etc. This gives them a starting point, or check-in on progress during a leadership development course or during the coaching process. As each organisation’s reasons for undertaking the feedback process may vary, please feel free to contact your survey administrator to put you in touch with a member of your HR team for further details.


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Issue:
I’m experiencing technical issues with the survey (e.g. I can’t access/submit the survey)
 

When I click on the link in my email invitation it doesn’t work. What should I do now?
Some email systems do not allow the use of embedded URLs (i.e. the survey link in your email invitation). All you need to do is copy and paste the survey link into your internet browser and you will be able to access the survey. If after trying this, you still cannot access the survey, please contact your administrator.

The Username and Password provided won’t work?
Please use the auto link provided within the email, this should take you directly to the survey. If you do not have one please ensure you are copying and pasting your user name and password into the appropriate fields. Typing your username and password can leave room for error. Depending on your e-mail font, the number '2' and letter 'Z', or the number '5' and letter 'S' can look very similar.

I have accidentally deleted my email invitation, how do I access the survey?
Hay Group will be sending out reminders weekly. This email will contain your survey link and password. Please wait for these reminders. If you require your link urgently, please contact the administrator.  

I cannot move through the pages of the survey:
The Hay Group Surveys web site sometimes uses pop-up windows. If you have pop-up blocking software installed on your computer, you must disable it in order for the survey site to display properly.

The Hay Group Surveys web site requires "cookies" to be enabled on your internet browser. If you are having trouble getting past the log-in screen, it is possible that cookies have been disabled. Please see the "Troubleshooting" section of the Hay Group Surveys site for detailed instructions on how to check this setting. Check the security settings on your internet browser. High security settings can block interaction with the Hay Group Surveys site that is necessary to complete your survey. You can return your browser to its previous state once surveys have been submitted.

I am having trouble submitting a survey:
If you cannot submit, try the "Save" button instead. Once the survey is "Saved", go back and attempt to submit. If you cannot submit the survey, please contact me via e-mail or phone. There may be security settings on your computer or within your organization and an IT person within your company may need to help.


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Issue:
I’m worried about confidentiality

I am not comfortable partaking in this survey
The participant has nominated you to provide feedback, if we are to delete you from the system it will become obvious to them that raters have been removed should they review their rater list when receiving their report. Please ignore any reminders you may receive until the survey close date. Alternatively you can contact the participant directly and let them know you would like to be removed from the survey process and they can nominate an additional respondent. You can email your administrator after confirming your removal with the participant and we will remove you from the system.

How can I be sure that my answers will not have negative consequences on me?
Your survey answers are stored securely on Hay Group’s external servers. We process and report the information submitted through our surveys in strict compliance with your organization’s confidentiality and privacy requirements. Except for a participants’ direct manager, Survey data will be analysed at a group level. Aggregated data reports will be provided to the participant. If you are still concerned, please contact your administrator.

Our Privacy Policy
Hay Group adheres to strict international rules on data security and the management of personal information. In regards to reporting back feedback, where there are less than 2 employees in a group, data will not be reported on (unless you are the participant’s manager). This is to maintain confidentiality. Hay Group does not divulge responses to the participant that are tied to an individual or release results to another organisation.

Under the new Australian Privacy Principles within the Australian Privacy Act 1988 Hay Group is obliged to be clear about the handling of all personal information. The privacy policy is broad and is for use across all of our survey tools globally. Because of this, all aspects of data collection and the use of personal information has to be mentioned. You will see the word “may” used throughout the policy, this is due to the fact that each situation calls for individual clarification. For eg. Group is not collecting personal information of participants or raters, other than the demographics provided by the participant, rater or organisation (eg. Region, tenure). This data is collected to produce statistical norms and for benchmarking. This will be in aggregate form and anonymous. All surveys, including demographic forms, are voluntary and confidential.


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If you have further questions,
please contact the survey administrator mentioned in your email invitation.