How to Submit Indicators

This guide will walk you through submitting your VEE's indicator data. The reporting system gives you an overview of your entire accreditation period: simply enter your raw data, and the system will automatically calculate the indicators required for EAEVE accreditation.

Does your VEE delegate responsibility for indicators across multiple staff members?

Many VEEs have different staff members responsible for different indicator categories. To ensure data quality and efficient communication, we recommend the following approach.

Team composition guidelines

• Maximum of 3 team members per VEE Space
• At least one member must be from your leadership team (dean, vice-dean, rector, or vice-rector)

This structure ensures that your leadership team stays informed about submitted data and can provide necessary approvals, while allowing EAEVE to maintain clear, efficient communication with your institution.

How to request additional team members

If you need to add colleagues to your VEE Space, create a post in your VEE Space's General channel and include the following for each person:

• Full name
• Email address
• Role/area of responsibility (e.g. "handles clinical indicator data")

Your EAEVE office administrator will onboard these individuals as guest users with appropriate access.

1. Open Microsoft Teams. Launch the Microsoft Teams application on your computer or mobile device.
2. Switch organisation if needed. If you use Teams for your own institution, click your profile in the top right corner and select the European Association of Establishments for Veterinary Education to access your VEE team. (See "Switching the Tenant in Microsoft Teams" in the Accessing your VEE Space module.)
3. Locate your VEE Team. On the left sidebar, find and click on your VEE's dedicated Team. It will be named "VEE of [Your City]" (e.g. "VEE of Vienna").
4. Open the Reports channel. In the list of channels directly below your team name, click on the Reports channel.

1. At the top of the Reports channel, open the Shared tab (called Files in some versions of Teams).
2. Open the folder for your current accreditation cycle, for example Accreditation Cycle 2021 - 2028.
3. Open the [Your City] - ESEVT Raw Data list.

Each accreditation cycle folder contains your documents for that cycle (a folder for each visitation, such as "1. FV 2021" and "2. RV 2022", and a "3. Interim Reports" folder) together with your two indicator lists:

• [Your City] - ESEVT Raw Data: where you enter your figures
• [Your City] - ESEVT Calculated Indicators: where the system shows the indicators calculated from them

What the Raw Data list covers

You'll see a table containing data fields for your entire accreditation period:

• Year -3 (three years before accreditation)
• Year -2 (two years before accreditation)
• Year -1 (one year before accreditation)
• Year 0 (year of accreditation)
• The following 4 years after accreditation

In order to standardise our data collection, we are requesting figures according to academic year, consisting of the Winter semester (typically September/October – March) followed by the Summer semester (typically April/May – September). Some data may already be filled in from previous submissions.

1. Locate the fields you need to fill.
2. Click Edit in grid view in the upper navigation bar.
3. Type in your value.
4. The system will automatically save your entries.

Important: data format requirements

• Use a comma (,) as the decimal point
• Use a period (.) as the thousands separator

Examples:

• ✓ Correct: 1.234,56 (one thousand two hundred thirty-four point five six)
• ✓ Correct: 1234,56 (auto-corrects to one thousand two hundred thirty-four point five six)
• ✓ Correct: 45,7 (forty-five point seven)
• ✗ Incorrect: 1,234.56 (this uses the opposite convention)
• ✗ Incorrect: 45.7 (uses a period as the decimal point)

Why this matters: the system uses European number formatting standards, and incorrect formatting may cause calculation errors.

Important: understanding read-only columns

Some columns are labelled "Mean Average" or similar calculated fields:

• These columns are read-only and cannot be edited directly
• They exist to automatically calculate aggregate values from your raw data
• Do not attempt to edit these fields: they will update automatically when you enter raw data

Go back to your accreditation cycle folder in the Reports channel and open the [Your City] - ESEVT Calculated Indicators list to view your automatically calculated indicators.

You might need a new data sheet when:

• You're entering a new accreditation period
• The existing data grid doesn't cover your current timeframe
• You've completed an accreditation cycle and need to start fresh

How to request one

1. Create a post in the Reports channel requesting a new indicator data sheet, indicating the accreditation period you need (e.g. "2024-2031").
2. Your EAEVE primary contact will create the new sheet and notify you when it's ready.

• Number format: always use a comma (,) as the decimal point and a period (.) as the thousands separator (European format).
• Review pre-populated data: verify that data transferred from previous submissions is accurate.
• Convert if needed: if copying data from Excel or other software using US/UK formatting, convert decimal points and separators before pasting.

"I can't edit a field"

• Check if it's a read-only/calculated field (like Mean Average)
• Verify you have edit permissions; contact your primary contact if needed
• Try refreshing your browser

"My calculated indicators aren't updating"

• Calculated Indicators are updated once a day, overnight: check again the next day
• Verify you entered data in the correct raw data fields
• Check that your data format is correct (comma as decimal point)

"I accidentally deleted important data"

• Contact your EAEVE primary contact immediately
• They may be able to restore it from version history

"The data doesn't match my records"

• Review the pre-populated data carefully
• Check the time period: ensure you're looking at the correct year
• Contact your primary contact to verify the data transfer

"I need to add another colleague to help with data entry"

• Create a post in your VEE Space's General channel
• Provide their full name, email address and role
• EAEVE will send them an invitation to join as a guest user

If you encounter any issues with indicator data submission:

• Contact your EAEVE primary contact via a post in your team's channel
• Email the office at office@eaeve.org