This article covers the 28-day default deadline, the report generation process, what to do if the deadline is missed, managing incomplete responses, options for manual report generation and adjusting deadlines.
What is the default deadline for the i4 Neuroleader™ 360° Feedback Assessment?
The i4 Neuroleader™ 360° Feedback Assessment has a default deadline of 28 days. This marks the date that the system will aim to automatically generate and email the report to the Participant and the Practitioner.
This timeframe is designed to provide both the Participant and Raters with enough time to complete the assessment process. We recommend keeping the default deadline unless you are confident that all Participants and Raters can complete the assessment within a shorter timeframe. Based on our experience, most people take longer than 15 days, which is why the 28-day timeframe is optimal.
Who is notified of the deadline?
We provide the deadline only to Participants so they know when to expect their report. Raters, on the other hand, receive an email invitation asking them to complete the assessment at their earliest convenience, ideally within a week of receiving the invitation. This approach gives the Practitioner the flexibility to extend the deadline if needed, without causing confusion for the Raters about changing deadlines. Since Raters can still complete the assessment after the deadline, omitting the deadline from Rater emails offers greater flexibility for both the Participant and the Practitioner, reducing the need for back-and-forth communication.
How do I communicate this deadline to my Participants?
The deadline is included in the assessment invitation emails. However, before launching the process, we recommend hosting a call, an info session, or providing a written email introduction to guide your Participants through the process - please read this section here on Inducting Participants.
Clearly communicating an overall deadline for completing the assessment is essential for keeping your project on track. This helps prevent delays in collecting Rater responses, scheduling debriefs, and planning coaching sessions or workshops.
Can the deadline be changed or extended?
Yes, the deadline is flexible and can be adjusted earlier or extended as needed. If you decide to change the deadline, it should be set to no less than 15 days from when the first invitation was sent, as our reminder emails are primarily scheduled during the initial 15-day period after the first email invitation is sent. You want to ensure Participants and Raters have the opportunity to receive all the reminders.
Example Case:
If your cohort (Participant and Raters) completes the assessment early, you can move the deadline to an earlier date, allowing the report to be generated sooner rather than waiting for the full 28 days. However, it’s recommended to leave at least 48 hours between the date of the change and the new report generation date, as the system check the minimum Rater requirements and processes reports once daily.
Will reminder emails be sent?
Yes, we send multiple reminder emails over the course of 15 days to both Participants and Raters. You can track which Raters received reminder emails in the 'email' tab of the cohort (it will show you emails to those who have not yet completed the assessment). If the completion rate is slow, we recommend encouraging your Participants to personally remind their Raters to complete the process. Additionally, you can manually resend the invitation email to specific Raters by clicking ‘resend’ on the individual emails.
How do I get my Participants and their Raters to stick to my deadline?
Since the system sends various email reminders to Participants and Raters, users should have plenty of opportunities to complete the process. However, it is in human nature for some people to ignore reminders or to leave things to the last minute. If this is the case, what we recommend is that you reach out your Participant individually to ask how they are going with the process and collecting their Rater responses. Remind them of the deadline you have set for them at the beginning and encourage your Participants to follow up with their own Raters.
What happens when the deadline is reached?
The system will automatically attempt to generate the report within 24 hours of the deadline. Please note that due to time zone differences, the report may be generated on the deadline date for some, while it may appear the following day for others. If the minimum of 5 responses is reached, the report will be sent via PDF email to both the Participant and the Practitioner.
What if the minimum number of Rater responses is not reached by the deadline?
If the minimum of 5 responses is not met by the deadline, the report will not be generated. The system will continue to check once daily and attempt to generate the report once the minimum number of responses is reached.
Example Case:
If the Participant has invited 12 Raters but less than 5 have responded, we recommend extending the deadline by one or two weeks to allow more Raters to complete the assessment. Otherwise, as soon as one more Rater responds, the system will automatically generate the report, since the minimum of 5 responses will be met.
This highlights the importance of maintaining the default 28-day deadline.
Can Participants and Raters still complete the assessment after the deadline has passed?
Absolutely! This is a soft deadline and it only signifies the date that the system will attempt to generate the report. Participants and Raters can still complete the assessment using the same link in their original invitation email, which remains active even after the deadline passes (no new invitations need to be sent).
However, the Practitioner will need to manually resend the report again once all responses have been collected. The Practitioner can check the Rater completion inside the Assessment Portal before generating the report again.
What should I do if the report is not automatically emailed to me or the Participant after the deadline?
If the report is not emailed, it is likely because the minimum of 5 Rater responses has not been reached. The system will attempt to generate the report daily until the minimum is achieved. You can also sign into the Assessment Portal to check your Participant‘s progress and run a report on demand if required.
What happens if a Rater completes the assessment after the report has already been generated and sent?
If a Rater completes the assessment after the report has been generated and a category is missing in the report, the Practitioner will need to login to the Assessment Portal and manually regenerate the report to include the new responses. This can be quite common.
Example Case:
If the Participant has a missing category in their report, such as Manager or Peers, you can log into the Assessment Portal to check the breakdown of Raters who have completed the assessment. If certain categories are missing, it means you’ll need to wait for those Raters to submit their responses. To encourage completion, you can go to the 'email' tab in the system and resend the email invitations to those Raters. Once they complete the assessment, the missing categories will appear in the report.
⚠️ It is crucial that you do not reveal who has or has not completed the assessment to the Participant, as the process is designed to be anonymous. Only Practitioners have access to this detailed information. Please ensure that you do not share this breakdown with Participants.
Can I manually generate the report at any time?
Yes, you can run the report on demand at any time, regardless of the deadline and how many Raters have responded. However we recommend that you always aim to generate reports with a minimum of 5 Rater responses, and as many Rater categories as possible.
What happens if the ‘Self’ Category appears in the Breakdown of Raters graph?
If this happens, please contact us so we can address the issue. It’s possible that the Participant accidentally selected the wrong category and sent the emails, causing Raters to respond under the incorrect category. It’s important to remind Participants at the start of the process to carefully select the appropriate Rater categories from the dropdown menu and avoid editing these categories after invitations are sent. If any adjustments are needed, please reach out to us, and our team will be happy to assist.
Do the invitation links ever expire?
Yes, we have a secondary expiration deadline set for 3 months from the time the assessment is sent to Participants. If the Participant or the Rater does not complete the assessment within this period, the invitation link will expire and become inactive. However, if the completion deadline is extended, the expiration date will also be extended accordingly.