Online Instruments:  SWEAP’s Integrated Tracking System

How Does It Work?

Online instruments are simple to use. You order them via the SWEAP order page on our website, just like you would order instruments to print on paper. Each link/code is an individual instrument and cannot be copied.

After your payment clears,  you will be sent an email like in the image below, left:

Sample Email Links
Click Image to View Sample Email
website box
Click To Zoom in on eTicket Code Entry Box

The simplest way to administer instruments with online instruments is to send an email to each student, field educator or alumnus/a who is expected to complete the instrument. In that email, you provide an individual eTicket link.

Alternatively,  the anticipated respondent can access the online instruments through the pink box on the right hand side of the main page of our website, (see above, right). The respondent enters the letters and numbers that follow the equal sign (=) on the eTicket link. For instance, to access the first eTicket listed in the email example above on the left, the code to enter in the pink box is RITNFN26197 .

Prior to disseminating online instruments (by email or code), we recommend that programs establish and maintain a spreadsheet or other document to track which eTicket codes were assigned to which expected participant. This is helpful for when a respondent has not received the link or code, and you need to reissue it, or to issue a targeted reminder to complete the instrument.

Using SWEAP’s Integrated Tracking System

The SWEAP website has an integrated tracking system designed to help programs determine which eTickets have been utilized, and which have not.

A username and password is required to use the tracking system. If you are an existing SWEAP user, you use your existing SWEAP username and password. If you are a new SWEAP user, you will receive a username and password to access the SWEAP website when you make your first order of instruments. If you should have access to SWEAP, but cannot get on,  use the Password Reset page, or contact Phil Ng from the contact page.

After logging in to the SWEAP website, you will see a list of results available for your school/program, the summary statistics for all programs, and lastly, at the bottom of the list, you will see a listing of eTickets that your program has purchased, but have not yet been completed.

On this screen, you can also use the SWEAP tracking system to keep track of your online instruments.

To the left of each unused eTicket, there is an “Email To Participant” link. When you click on this link (highlighted by red arrow in the image below, left) a screen will appear (similar to the image below, right).

Click to see sample links in tracking system
Click to see sample links in tracking system
send email
Click to see sample email sending screen

In this screen, you can customize the email subject, message content, email address and name.

If you customize the email message, please note that you can automatically insert the student’s name and link to the eTicket in to the email by using the special tags:  ###STUDENT_NAME### and ###EMAIL_LINK###.

After you edit the email as desired, and press send, you will receive a copy of the email (see below, left.)  (Note that in the example email, “###STUDENT_NAME###” and “###EMAIL_LINK### ” have been replaced as previously noted through the special tags). If you do not receive a copy of the email, then there is likely a SPAM filter on your inbox, please consult your institution’s IT staff regarding to ensure you receive these important emails from SWEAP.

Click To See Email Recieved
Click To See Email Recieved
Tracking System Look After Sending Email
Tracking System Look After Sending Email

The integrated tracking system will retain the name and the email  address that you have selected, providing you with an easy way to see who has or has not filled out an instrument (see above, right).

Before a respondent accesses an eTicket, the status in the integrated tracking system will read “Start“. As a respondent completes the instrument, the status on the integrated tracking system will change.

When a respondent begins to fill out an instrument, data is saved immediately, and the status on the integrated tracking system changes to “In Progress“.  If the respondent cannot complete the instrument in one sitting, or must use a different computer to complete the instrument for whatever reason, s/he can use the same eTicket link and will be able to pick up where s/he left off.

When the respondent navigates through the instrument to the end, there is a button which allows him/her to mark that the data provided is complete and final. Selecting this button will display the eTicket in the integrated tracking system as “Finished.” In the field instrument, there is an option on the final screen of the instrument to unlock the form and allow for further revision, as needed.

Using the integrated tracking system, you can quickly see who has not filled out an assessment, and what the status of the assessment is. The integrated tracking system allows your program to follow up with anticipated respondents who haven’t finished the instrument to encourage completion.

Done Collecting Data? Now What?

Congratulations on successfully collected data through SWEAP’s integrated tracking system.  After you’ve collected enough data, you are ready to aggregate that data into a report. In the paper and pen world, you would complete a cover sheet detailing what data is being submitted, and most importantly what program this data is for. Unfortunately, we have received dozens of nameless submissions of data each year!  In the eTicket world, requesting a report is a similar process; you will need to fill out a coversheet, online, to remit your data for processing.

The cover sheet generator is located in the SWEAP website main landing page or click the link here “Return Forms and Submit Data” (See below, left).

facesheet 2


Just like in the paper world, you use a coversheet to provide your contact information. Unlike in the paper world, you will submit the coversheet online, electronically, and get INSTANT results!

Using the drop down menu on the coversheet screen, select the type of form you are remitting for analysis (in this case, “online type”). When you select online type, the integrated tracking system provides a list of eTickets that have been completed. Click on the checkboxes next to the eTickets that you want to include in the cohort you seek to remit for analysis.

Note – each completed eTicket can only be used in one cohort. If it is selected twice, the second selection will result in a pop-up error message stating that the form selected can only be used in a single cohort.

After the coversheet is electronically submitted, a link will appear allowing you to instantly see the aggregated results of your data collection!

Things To Note

  • Instruments are only accessible for analysis AFTER the eTicket is marked as “Saved” or “Finished”.
  • Only the Field Instrument responses get reported with information to allow identification of individual respondents. Reports on Field Instruments, by its nature, provide identifiable information.
  • Your program WILL NOT automatically have access to individual data, except in the case of the field instrument.  Standard reports for instruments, other than the Field Instrument, provide aggregate data only.
  • With the exception of the Field Instrument, confidentiality of respondent responses is protected.   If you order your raw data be extracted and returned to your program for data analysis, for a separate fee, you will not receive any identifiable information (name, email address, eTicket code) for individual respondents.
  • The online Curricular Instrument only allows 1 hour to complete, in one sitting. Additionally, the order of questions and answers are randomized for the Curricular Instrument to prevent collusion.
  • The online version of the Employer Instrument has two sections, one to be filled out by the alumnus/a, and the other half by the employer. After the alumnus/a fills out his/her portion, the instructions instruct the alumnus/a to forward the link to his/her employer, see illustration below.
  • employer
    Click to see special instructions for Employer instruments.