School Culture Survey: Business Unit Administrator Instructions

As the Business Unit Administrator (BU Admin), you manage the surveys for your business unit group. Business units tend to be a school district but can be any group of participants (school leaders responsible for their individual school’s culture survey, e.g., principals, heads of schools, assistant principals). As the BU Admin, you:

  1. Invite participants
  2. Assign participants their survey (referred to as “assigning a seat”)
  3. Search for participant records
  4. Manage and track your participants’ status
  5. Manage your business unit’s seats
  6. Deactivate or activate your participants
  7. Review your participants’ results

When you log in to the survey at, your homepage defaults to the “Manage Participants” view (Figure 1). From this page, you will be able to: (1) invite new participants, (2) assign seats, (3) manage and track the status of your participants’ completion, and (4) review results. The action buttons throughout the platform are colored green.

To access this from other pages, click “Administration” in the course tab and select “Manage Participants” (Figure 2).

Figure 1: Manage participants

Figure 2: Accessing “Manage Participants” screen

I. Invite Participants

There are four steps to manage a school leader’s access to complete the survey.

  1. Verify or select your business unit group
  2. Invite new participants
  3. Verify (or modify) the invitation
  4. Send the invitation email

Step 1. Verify or Select Your Business Unit Group

To invite participants, you must verify or select your business unit group name (e.g., your school district). If you are associated with multiple business units, select the one from the drop-down list with whom you want the participant to be associated (Figure 3).

Figure 3: Verify and select business unit

Step 2. Invite New Participants

To invite school leaders to complete the survey, click the action button “Invite New Participants” (Figure 4).

Figure 4: Invite new participants

Step 3. Verify (or Modify) Your Invitation

After clicking the “Invite New Participants” button, select your product (School Culture Survey) and the screen will show the system-generated email. It can be modified by typing over the language provided. Do NOT delete the “Available data field” merge codes displayed as ${…}, e.g., ${groupAdmin} (see Figure 5).

After modifying and sending the message, it will default to the original language. Although you cannot save your changes, you can modify the language each time.

Figure 5: Invitation email

Step 4. Send the Invitation Email

In the email address field, you can either:

  • Type each participant’s email address, separating them by comma, semicolon, space, or line break.
  • Cut and paste the list of participant email addresses.

Once the email addresses are entered, click on the green Send Invite action button (Figure 6).

Figure 6: Invitation invitees

Important: Once your invitation has been sent, the school leader will receive a notification that they have been invited to complete the survey. The invitee must register and sign in to create their record. Only once the participant’s record is in the system can you assign them a seat. Until then, the participant only has access to the interactive tutorial for the Diagnostic of Educational Leadership Practice.

II. Assign Participants Their Survey

After the participant enrolls (logs in), you must assign the participant a seat to start the survey. Assigning a participant their seat to take the survey requires the following actions:

  1. Click on “Assign Seats” (Figure 7).
  2. Select your business unit from the drop-down menu (Figure 8).
  3. Select your product. (The number of available seats will be displayed.)
  4. Select available users and add using the arrow (Figure 8). (Note: You can only assign a participant a seat after the participant has enrolled. Enrollment includes either establishing an account or logging in via the link in the invitee email.)
  5. Define your survey rules (Figure 8).
    • You must specify the date when the survey will close. Checking the “Permission to update Close by date” box allows the participants you have invited to modify the date.
    • You have the option to hold the reports if you would like to review them prior to the participants receiving them. If you select this option by checking the “Hold reports” box, you must release each report individually.
    • To track the percentage of respondents by group, you can set the goal for each group. (To access the response progress during the period the survey is open, see Section VII).
    • You can set system-generated reminders alerting the participant (school leader) that the survey will soon close, allowing the participant the opportunity to remind respondents to complete the survey.
  6. Save your selections and rules. When you click save, it both saves your selections and provides the participant access to their survey (Figure 8).

Figure 7: Assign seats

Figure 8: Invite users and set rules

III. Search for Participant Records

Searches can be made from both the “Manage Participants” and “User” screens (Figure 9 and Figure 10).

Figure 9: Search capability

Figure 10: Invite users

IV. Manage and Track Your Participants’ Status

The bottom portion of the “Manage Participants” screen (Figure 11) provides:

  1. An overview of participant records:
    • Status—whether the survey is in progress or closed.
    • Assigned Date—the date you assigned the participant access to the survey.
    • Started Date—the date the first respondent completed the survey.
    • Finished/End Date—the date the survey was closed.
  2. Action buttons to manage your participants:
    1. Rules—a way to manage the Rules that govern survey data collection.
    2. Close—where you close a survey that is in-progress.
    3. Chart icon—provides either survey statistics when the status is in progress or the individual report when the survey is closed.

Figure 11: Manage participants’ records

V. Manage Your Business Unit’s Seats

To see the current status and history for your Business Unit’s seat purchases and usages, click “Seat Status” under “Administration” (Figure 12).

At the bottom of the screen, click the green “Seat Status Report” button to generate a PDF report that includes purchases, assigned seats, and used seats for each Building Ranks product.

Figure 12: Seat status

VI. Deactivate or Activate Your Participants

To deactivate someone from the survey use the “User Screen” under “Administration” (Figure 13). There are two steps in the deactivation process:

  1. Search for the individual either by using the search function or scrolling.
  2. Click the deactivate link.

Figure 13: Deactivate or activate participants

In addition, this page provides the person’s email address, their role (group affiliation), and their status (active).

VII. Review Your Participants’ Results

Review results in two ways:

  1. Business Unit Analytics—a dynamic and interactive display of your participants with filters and drilldowns (Figure 14). (See School Culture Survey Analytics Instructions on the Support webpage.)
  2. Individual Report—the PDF report the participant receives (Figure 15).

Figure 14: Business Unit Analytics

The individual reports are found on the “Manage Participants” screen. You can filter for the specific reports by using “Search and List.”

Figure 15: Individual PDF reports


Home is the homepage for participants—those you invite. Once you assign the participant a seat, they will see the tiles for the specific Building Ranks product: The Diagnostic for Educational Leadership, the Leadership 360° Survey, or the School Culture Survey. All participants will see the Interactive Tutorial for the Diagnostic of Educational Leadership.

As a BU Admin, you must assign yourself a seat to see the products. To access that product, you click the tile (Figure 16).

Figure 16: School Culture Survey tile


The support window provides PDF versions of relevant instructions, frequently asked questions, and NASSP contact information.

Figure 17: Support documents