Managing BoardOnTrack Assessments

To Manage the Assessments you need to be an "Assessment Coordinator" or a "BoardOnTrack Admin".

Assigning an Assessment Coordinator
Creating a Board Assessment
Invite Board Members and CEO to Take the Assessment
Adding or Removing Board Assessment Participants
Who has completed the Assessment and Sending Reminders

Close the Assessment

Assessment Results

BoardOnTrack Recommendations

 

Assigning an Assessment Coordinator

To assign an Assessment Coordinator you need to be a BoardOnTrack Admin. See this article on how to assign an Assessment Coordinator.

 

Creating a Board Assessment

Click on the "Assessments" option in the menu sidebar. 

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Click on the "+ New Assessment" button. 

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Note: You can only have one open Assessment at a time. In order to create a New Assessment, you need to close an open Assessment.

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Enter the Title of the New Assessment. As an example, provide the time frame or date that the assessment covers. You can also add an optional Description. Then "Save".

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To select the assessment you just created, go to "View".

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The BoardOnTrack Admin or the Assessment Coordinator can edit the Title or Description of the Assessment, after it has been saved, by clicking on the edit box.

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Invite Board Members and CEO to Take the Assessment

When a New Assessment is created the Assessment Coordinator or BoardOnTrack Admin must  Invite People to take the Assessment, by going to "Invite People".

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Current board members, both voting and non-voting, and the CEO can be invited to take the Assessment. 

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They will receive an email invitation and can take the Assessment by clicking on the link in the email.

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People invited to take the Assessment can also access it by going to the Assessments in the menu sidebar, then going to "Take All". 

There are 11 Assessment areas: Board Meetings, Board Structure, Board Composition, Board Recruitment, Board Goals and Accountability, Finance, Development, Academic Oversight, CEO Support and Evaluation, Board Savvy CEO and Individual Trustee. Note: The CEO does not take the Individual Trustee Assessment. 

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Adding or Removing Board Assessment Participants 
You can add a board member or CEO who was not invited when you first created the  Assessment, by clicking on "Add more people..."

You can also remove a board member or CEO, who was invited to take the Assessment, by clicking on the red "X" icon.

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Note: If a person has completed any of the assessments and you remove them from the assessment run, their scores will be excluded from the report.

Determining who has Completed Assessments and Sending Reminders

You can see who has completed the Assessment by clicking on the "Add/remove people..." button.

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You can "Send Reminders" to Assessment participants. The reminder will only be emailed to participants who have not completed the Assessment. You can add an optional message to the reminder.

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You can also see the participants' overall progress on the first page of the Assessment, as well as on the side panel.

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Close the Assessment

Once the board members and the CEO have completed the Assessment"Close" the Assessment. 

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If you need to re-open the assessment run to get more responses from board members or the CEO click on "Re-Open".

  

Assessment Results

To see the Assessment results go to the Reports tab.  

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There are two Reports available: Board Assessment Report and Personal Appraisal Report.

The Board Assessment Report gives the results of the 10 Assessment areas: Board Meetings, Board Structure, Board Composition, Board Recruitment, Board Goals and Accountability, Finance, Development, Academic Oversight, CEO Support and Evaluation, Board Savvy CEO.  Use the Board Assessment Report to understand where you are in your evolution: Building a great sustainable board should be an ongoing process.  If you have mastered Level 1 work, pat yourselves on the back, and take a look at what Level 2 work involves. Set some concrete goals for the year and take your governance to the next level.

The Personal Appraisal Report gives the results of the Individual Trustee Assessment. The data in this Assessment area can help the Board Chair and Governance Committee Chair:

  1. Assess areas of individual trustee performance that might need development for your board as a whole.  This information can be used to help you hone your governance goals and plan board education activities.
  2. Frame any conversations that may be necessary with board members who have not been consistently meeting the responsibilities of being a productive board member.

 

 

BoardOnTrack Recommendations

To see BoardOnTrack's recommendations, go to the Recommendations tab.

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The Recommendations will give an accurate understanding of where your board is on its path to excellence as articulated in the “capability maturity model”.  This data can be used as the springboard for creating a set of board goals.

Action Steps:

  1. Structure Your Board for Success: Governance is leadership. Make sure you have officers in place with clear job descriptions, to provide direction to the board. In addition, active committee work in between board meetings is crucial. Make sure you have appointed strong committee chairs and have organized your board members into the necessary committees.
  2. Committees: Use the Recommendations as a road map for your committees' goals this year. The committee goals represent the key work of the board for the year and the governance focus. The Recommendations are the concrete areas for the committees to implement and track, in terms of goals and tasks, that will take the board's work to the next level on the capability maturity model
  3. Board Approves Goals:  It's important that the whole team understands and agrees with the goals. The board should officially vote and approve goals. Carve off time for a board retreat or a deeper strategy session to review these in depth.  Getting the team aligned at the outset will make implementation much smoother.
  4. Goals and Tasks entered into BoardOnTrack Goals Dashboard: The final goals and tasks should be tracked in the BoardOnTrack Goals dashboard. 
  5. Use the Goals dashboard at each committee and board meeting: The planning is only as good as the action that follows. Use the dashboard to review the goals and tasks at each board meeting and committee meeting. Update the associated tasks regularly and you will stay on track and be amazed at your traction in achieving your goals.
  6. Recalibrate quarterly: Sync up as a team once a quarter to reflect on your progress, where things are getting bogged down, and recalibrate as needed.
  7.  Annually review and recalibration: Take the BoardOnTrack Assessments annually to reflect on what you achieved, what didn’t get done and create a revised set of goals for the new school year.