Survey Policy

AUDIENCE

This policy applies to surveys of Thomas More University students, faculty, staff, and alumni.

PURPOSE STATEMENT

The Survey Policy aims to balance the desire for feedback and information with the burden surveys impose on our community. The policy is intended to coordinate timing to avoid survey fatigue, ensure proper data collection and usage, protect respondent privacy, reinforce the University's brand and messaging, and promote good survey design and practices.  

DEFINITIONS

University Survey: gathering of information through questionnaires, either electronically or in person.  This does not include: 

• faculty surveys of students in their respective classes
• surveys that are part of assigned work for a course or degree requirement
• evaluations of events by participants
• performance evaluations of individuals
• academic research approved through the Institutional Review Board

POLICY

All University Surveys must be approved by the Office of Institutional Effectiveness.  Surveys are approved based on content, quality, purpose, linkage to strategic priorities, survey dates, and survey population.  All surveys must have a clear purpose, provide useful information for planning or improvement, use consistent University branding, and be designed using sound survey methods and practices. 

When conducting surveys, the Confidentiality Policy and FERPA Policy must be followed.  Survey data must be stored securely and used only for the designated and intended purposes. 

Additional approvals are required in the following cases:

• Surveys of prospective students who have not yet matriculated must by approved by Enrollment Management
• Surveys of alumni and parents must be approved by Institutional Advancement

RELATED POLICIES AND APPLICABLE LEGAL OR ACCREDITATION STANDARDS

Institutional Review Board Policies and Procedures

Confidentiality Policy

Family Educational Rights and Privacy Act (FERPA)

PROCEDURES

The Office of Institutional Effectiveness will provide support for survey design, administration, and analysis.   Requests for University Surveys must be submitted to the Office of Institutional Effectiveness, ideally at least one month prior to planned implementation. 

The following aspects must be included in the request:

• survey purpose
• draft of all survey questions
• target population and sampling procedures
• requested timeline for survey
• information regarding incentives, if applicable
• implementation plans, including survey method and collection and storage of data
• plan for sharing results
• draft survey invitation, including survey purpose, timeline, incentives, plans to maintain confidentiality, and intended use of results

The Office of Institutional Effectiveness may adjust the timeline or combine the questions with other planned surveys to avoid survey fatigue.  The request may be denied due to the availabilty of data through existing surveys or recently collected through other processes.  A survey may not be the best research method to address the need.

Once approved, surveys must be tested using a sample prior to full implementation.  Testing will be completed by, or in conjunction with, the Office of Institutional Effectiveness.

REFERENCING THE POLICY

None

HISTORY

APPENDIX

None

APPROVALS

Approvals on file:

Kelly French, Vice President for Strategy and Impact

Joseph L. Chillo, President