FAQs

360° Reflection Tool FAQs

 

GENERAL

Q1 What is 360 degree feedback?

Otherwise known as multi-source feedback, 360 degree feedback is a comprehensive and structured methodology for obtaining feedback from different sources, such as self, staff, leadership teams, students, peers and other stakeholders. Feedback is one of the most powerful motivational tools at our disposal.

Q2 What is the AITSL 360° Reflection Tool?

The 360° Reflection Tool describes 15 attributes that interconnect the Leadership Requirements and Professional Practices as set out in the Australian Professional Standard for Principals (the Standard). Each of the 15 attributes is made up of a series of observable behaviours and actions that high-performing principals and school leaders demonstrate in their daily work

Q3 How was the 360° Reflection Tool developed?

The development of the 360° Reflection Tool, by AITSL and Korn Ferry Hay Group, involved high-level advice from the profession about the behaviours that are demonstrated when enacting the three Leadership Requirements and five Professional Practices of the Standard. In 2016, the 360° Reflection Tool and associated guidance materials were enhanced to provide more comprehensive feedback to school leaders.

Q4 What is ‘individual’ registration?

Registration for ‘individuals’ is just that. As a school leader, you register yourself to gather feedback on your leadership practice. You will receive a report which summarises all feedback. A sample Feedback Report is available here.

Q5 What is ‘group’ registration?

Leadership teams, networks and system leaders can register a group of participants to complete the survey at the same time. Once participants, and their raters, have completed the survey, participants will receive a report summarising their feedback. In addition, the group leader will receive a report which summarises the results of the group. A sample Group Summary Report is available here.

Q6 Who can use the 360° Reflection Tool?

The 360° Reflection Tool is designed for current and aspiring principals and school leaders (including deputy/assistant principals and middle leaders) in Australian schools.

Q7 How long will it take to complete the 360° Reflection Tool?

The survey itself takes approximately 45 minutes to complete. The whole process for an individual registration takes approximately six (6) weeks. The first week is used to process your payment, set-up your profile and email your login and password. The survey is then open for the next four (4) weeks to allow your raters to complete the survey. The last week is used to compile the feedback, create and send your Feedback Report to you. Group registration may take a little longer, depending upon the payment process. For further information, refer to the Process and guidance for participants or Process and guidance for group registrations available here.

Q8 Do I have to complete the survey in one session?

No, you can save the survey at any point by clicking on ‘Save and Return Later’. You can login to complete the survey any time before the survey closes.

Q9 Will anyone else see my Feedback Report?

No, your Feedback Report is private and only sent to you. When your report is generated it is stored on a safe and secure website. A link, username and password will be emailed to you to access and download your personal Feedback Report.

Q10 Can I complete the 360° Reflection Tool more than once?

Most definitely, in fact this is encouraged. Completing the tool a second or even third time will give you strong indications of improvements, and also show areas where you may need more focus. We recommend you re-assess between 12 – 18 months after initial completion of the 360° Reflection Tool, as this will give you enough time to develop your capabilities in the attributes and assess your progress.

Q11 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. The survey has been designed to give school leaders an idea of their strengths and areas for development in relation to the Australian Professional Standard for Principals. If you feel comfortable doing so, ask the participant to share why they are undertaking the feedback process.

Q12 How did you get my contact details?

Raters are nominated by the participants 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 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.

Q13 What if 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.


REGISTRATION

Q14 How much does it cost?

$280.50 (including GST) per individual registration or participant in a group registration.

Q15 How do I pay?

Individuals are required to pay by credit card at the time of registration. You will be directed to PayPal to make payment. If you do not have a PayPal account, you will have the option to pay via credit card. Note: PayPal does not provide a tax invoice. If you require a tax invoice, send an email to 360reflectiontool@aitsl.edu.au. Group registration is paid via an invoice which will be provided no more than 3 business days after registration. You can then choose to pay by either:

  • Credit card over the phone (phone 03 9944 1251)
  • Cheque in the mail (send to AITSL, PO Box 299, Collins Street West, VIC 8007)
  • Direct bank deposit (the bank account details are on the bottom of the invoice)

Q16 When will I receive an email with my login details?

Once you have successfully registered and paid, you will receive an email confirming receipt of payment. You will then receive a further email from Korn Ferry Hay Group within one week, containing a link, your username and password to access the 360° Reflection Tool. Check your spam folder and if you have not received the email within a week of making payment, contact the survey administrator acacia.mavridis@kornferry.com or 03 9667 2650.


RATERS

Q17 What is a ‘rater’?

Raters are the people you nominate to complete the survey, therefore providing a ‘rating’, or feedback on your performance as a school leader.

Q18 Who should I nominate as a rater?

Refer to Select and contact your raters (available here) for instructions.

Q19 Should I let my raters know in advance what to expect?

Yes, so they understand the purpose of the survey and why you’d like their feedback. It also gives them an opportunity to learn more about the survey prior to completing it. You should let them know to expect an email with a login and password from Korn Ferry Hay Group, and to check their spam folder in case the email is diverted. Select and contact your raters (available here) contains a sample email which you can send to your raters to develop their understanding of the 360° Reflection Tool.

Q20 What is the minimum number of raters I should nominate in each category?

A minimum of two raters is required, in each rater category chosen, to maintain confidentiality. The only exception for this is the Line Manager category. Whilst the minimum is two raters per category, we highly recommend that you invite all relevant stakeholders to participate in the survey to ensure you receive broad feedback from a range of views. Refer to Select and contact your raters (available here) for further information.

Q21 Can I add additional raters at a later date?

Yes. Once logged in to the 360° Reflection Tool, click the ‘Rater Administration’ page. Please note that by adding raters later in the process your Feedback Report will be delayed. Once the survey has been closed, you cannot add raters.

Q22 What if a rater doesn’t complete the survey?

Raters will receive regular reminders to complete the survey. If a rater does not complete it within four weeks, the survey may be closed by the system administrator and any results from that rater will not be included in the Feedback Report. If only one rater in a specific category completes the survey, you will be given the opportunity to combine their feedback with the feedback of another category, otherwise their feedback will not be included to protect the rater’s privacy.

Q23 How can I tell if enough raters have completed the survey?

You can monitor the status of completed rater surveys by accessing the ‘Survey Status’ page in the 360° Reflection Tool. Click on ‘View Survey Status’ at the top left hand corner of the screen. A green dot will indicate that you have sufficient data from all rater groups.

Q24 I have checked my survey status and some surveys are showing as invalid, why?

Survey validity is determined by the raters’ 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 (70%) 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.

Q25 Will the raters be able to see my answers?

No. The raters will be asked the same questions as you are, but they will not be able to see your responses.

Q26 Will I be able to see individual raters’ answers?

No. Rater responses will be aggregated into rater categories and only summary responses included in your Feedback Report. Anonymous rater comments will be captured verbatim in the report.


GROUP REGISTRATION

Q27 What is a group summary report?

The Group Summary Report provides an overview of the strengths and development needs of the group participants, and shows the perspectives of each rater group on attribute strength. The report does not identify the results of the individual participants, rather it’s an overall composite report. A sample Group Summary Report is (available here).

Q28 How many participants do I need in a group?

You need a minimum of five (5) participants in order to receive a Group Summary Report. You can still register a group with less than five participants, however you will not receive a Group Summary Report.

Q29 Will group participants receive a personalised Feedback Report?

Yes. Participants will receive their own Feedback Report that outlines their strengths and areas for development. They will not receive the Group Summary Report or any information on other group participants.

Q30 Can I defer once I’ve registered?

Yes. If you haven’t paid we would cancel your registration and you can re-register at a more convenient time.

Q31 Can I cancel after I’ve paid?

If your cancellation request is received before Korn Ferry Hay Group provide your login details, we may be able to halt the process and organise a refund. Alternatively we can hold your payment should you wish to pause and recommence at a later date (within 12 months). If you cancel after the raters have commenced the survey, a refund is not possible.

Q32What if a registered group participant cannot continue the process?

Let us know as soon as possible. If time permits you may be able to arrange a substitute. Alternatively we may be able to organise a refund for that person. Just remember, if the cancellation means you have less than five participants, you’ll no longer receive the composite report.


TECHNICAL

Q33The link in my email invitation doesn’t work. What should I do?

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.

Q34The username and password provided do not work. What should I do?

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.

Q35 I cannot move through the pages of the survey. What should I do?

The Korn Ferry 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 Korn Ferry 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 Korn Ferry 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 Korn Ferry 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.

Q36I am having trouble submitting a survey. What should I do?

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 the survey administrator. There may be security settings on your computer or within your school or organisation and an IT administrator may need to help.


CONFIDENTIALITY

Q37 I am not comfortable partaking in this survey. Can I be removed from further correspondence?

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.

Q38How can I be sure that my answers will not have negative consequences on me?

Your survey answers are stored securely on Korn Ferry Hay Group’s external servers. Except for a participants’ Line 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 the survey administrator acacia.mavridis@kornferry.com or 03 9667 2650.

Q39 What is the Privacy Policy?

AITSL and Korn Ferry Hay Group and adhere to strict international rules on data security and the management of personal information. In regards to reporting back feedback, where there are less than two raters in a group, data will not be reported on (unless you are the participant’s Line Manager). This is to maintain confidentiality. Korn Ferry Hay Group does not divulge responses to the participant that are tied to an individual or release results to another organisation. The Korn Ferry Hay Group privacy policy is (available here).