The university of Toledo (UT) is
committed to using its ability to conduct surveys to produce robust data that
allows evidence-based decision making in support of its vision, mission, and
strategic plan. In so doing, UT recognizes that the capacity of our community
to respond to surveys is a finite resource that must be managed with care and
in accordance with the strategic objectives of the university as a
whole.
In order to assure the development of
robust data for evidence-informed decision-making, requests to survey five
hundred or more faculty members, staff or students must be submitted to the
survey committee using the survey coordination tool on the institutional
research website. Surveys will be considered for approval by the committee
based on their alignment with the university mission and strategic plan, their
potential contribution to informed decision making, timing, a sound data
confidentiality, management and protection plan, the factors stated in
paragraph (B) of this rule, their compliance with state authorization
reciprocity agreements (SARA), federal Educational Right to Privacy Act
(FERPA), institutional review board (IRB), and other institutional policies and
procedures, and available resources. The survey committee may invite the person
submitting the request to a committee meeting to respond to questions prior to
approval.
Survey administrators must store data
securely and use data only for the designated and intended purposes. Data
containing sensitive or confidential information must be collected,
transmitted, stored, accessed, and otherwise protected in accordance with any
applicable regulations and UT policies including but not limited to encryption
and other practices to maintain security of the data.
(B)
Purpose of
policy
The goal of the policy is to use
resources wisely and ensure efficiency, accuracy, accountability and
consistency in the administration of surveys and data collection efforts at UT.
This policy is intended to:
(1)
Create a comprehensive record of all major surveys
being administered to UT students, staff and faculty.
(2)
Use that record
to identify potential overlaps and redundancies among surveys.
(3)
Eliminate
unnecessary data collection by identifying data already available from other
UT-sponsored surveys.
(4)
Reduce survey fatigue by eliminating duplicate data
collection efforts.
(5)
Improve the response rate and quality of results for
all data collection projects.
(6)
Assure that
collected data is valid, reliable, and secure.
(7)
Assure that data
collection projects comply with applicable rules and UT policies, including
privacy or confidentiality rules.
(C)
Scope
This policy applies to all faculty,
staff, students, colleges, divisions, and affiliates proposing to survey five
or more UT faculty, staff or students. All surveys that meet this definition
must have approval from the survey committee before being
implemented.
This policy does not replace existing
human subject protection program and IRB requirements. All surveys must provide
a determination from the IRB office before it can be scheduled by the survey
committee.
This policy does not apply
to:
(1)
Course and event evaluations.
(2)
Faculty surveying
students within their particular classes.
(3)
Surveys that
involve small populations (fewer than five hundred invitees) and are not
seeking e-mail addresses from the office of institutional
research.
(4)
Students surveying other students within their
classes.
