Elon University Survey Policy

Overview

Surveys provide valuable information to the institution and to specific programs that assist in planning, program improvement, and the identification of important needs.  However, it is important to be mindful of the time needed to complete the survey and over-surveying can create survey fatigue, which likely adversely impacts the validity of survey data and reduces response rates across surveys.  This policy provides a mechanism for managing the number of surveys administered to Elon students with the goal of improving response rates and the general quality of survey data.  Additionally, the policy seeks to improve use of available data and planning for the use and dissemination of survey results.

For the purpose of this policy, a survey is defined as a gathering of information through questionnaires or other similar methodologies (e.g., phone surveys etc.) either to make inferences about a population or for assessment purposes. The policy applies to surveys conducted for research purposes, assessment for special initiatives or unit/institutional priorities, and as part of normal assessment processes.  Surveys administered using paper and pencil, phone, or any electronic format, as well as those administered by third party vendors/organizations are all subject to this policy.

The Survey Review Committee and the Office of the Provost oversee the approval of surveys. All surveys, regardless of purpose, method, or origin that are intended for distribution to members of the Elon community (e.g. students, faculty, or staff) and that do not meet the exception criteria set forth below must be approved through the procedures described herein.

Exceptions to the Requirement for Approval

Approval is not required for

  1. surveys involving less than 300 potential participants or those conducted through an approved participant pool,
  2. evaluation of an event or program by participants,
  3. feedback from clients at the point of service or shortly thereafter (for example, brief technology satisfaction survey sent after providing a service.  These are occasional and brief.),
  4. student perceptions of teaching or related forms,
  5. forms used to collect information for administrative purposes (e.g. invitations or scheduling),
  6. surveys of alumni [approval for these are handled by the Office of Alumni Relations],
  7. those required by existing contracts [new contracts requiring administration of surveys must be vetted through the system described below for survey approval],
  8. surveys of non-Elon constituencies, or
  9. surveys by an academic department or unit of their own majors or minors for student learning or programmatic assessment purposes.
IRB and Survey Approval

Approval to administer a survey is not a substitute for review by the Institutional Review Board (IRB). If a survey project is subject to review by the IRB, both IRB and Survey Review Committee/Provost Office approvals are required. The survey review and IRB are independent processes.  Denial by either process means the survey cannot be administered.  Individuals proposing to conduct a survey are responsible for understanding and abiding by the survey and IRB policies.

Acceptance of authorization to administer a survey establishes an obligation on the part of the survey administrator to use these data responsibly, including not distributing the original data or survey results to others in or outside the university without approval from the Vice President of the unit for unit driven surveys or the Office of Institutional Effectiveness (IE) for general institutional surveys. In addition, if a person administering or overseeing a survey administration (survey administrator) receives email or traditional mail addresses of potential participants, they are also responsible for that information and must agree to keep such information secure and confidential.

Review Timeline

Ensuring the quality of surveys and the resulting information takes time with respect to developing the survey, planning for the analysis of data, decisions about how the resulting information may be used, and planning for administration.  Additionally, the schedule of surveys and number of requests to individuals must be carefully considered to respect participant time and minimize impacts on response rates.  To that end, requests to administer surveys in a given academic year must be received by February 1 in the preceding academic year.   However, applications can be submitted at any time prior to February 1 and will be reviewed prior to April 1 when possible.  Applications will be reviewed and outcomes communicated no later than April 1.

On occasion, an immediate need for a survey and resulting information may emerge.  In those cases, a Survey Administration Application may be reviewed by IE and the Provost’s office only with a response provided within 5 business days.  The request must include a compelling rational for the immediate need.

Sanctions for Policy Violations

Failure to adhere to the policies and guidelines relating to survey approval and administration may result in a) discontinuation of the survey if it is still deployed, b) written notification to the data collector and the Vice President who is responsible for their unit or department, and c) restriction on future survey administration.

Support for Survey Development, Administration and Reporting

IE will consider requests for assistance with the development, deployment and analysis of surveys conducted by institutional units based on available time and staff. Assistance with external projects (e.g., grant-related projects) conducted by faculty and staff may be considered, but will be a lower priority.

Access to Institutional Data

The Survey Administration Application allows the proposer to request institutional data (e.g., GPA, course enrollment, institutional survey results etc…), access to student email addresses, and access to distribution lists to facilitate conducting a survey.  The decision to provide such information or assistance will be based on evaluation of the application.

To support institutional goals and priorities, the Office of Institutional Effectiveness will work to provide the supports noted here to university offices or units when an application to administer a survey is approved and supported by the appropriate Vice President.

NOTE: The IE office does not provide email distribution lists or access to student email addresses for faculty or student research.  Faculty seeking specific institutional data for faculty and/or student research should discuss such a request with the IE office prior to seeking IRB approval for the research.  IRB approval of a research project does not guarantee access to institutional data.  Approval to access institutional data is a separate process and though IRB approval is necessary it is not sufficient.