Administrative Surveys†††††††††††††††††††††††††††††††††††††††††††††††††††††† UPPS No. 01.03.05

Issue No. 2

Effective Date: 09/12/2014

Review: June 1 E3Y

 

 

01.†††††† POLICY STATEMENTS

 

01.01As indicated in its mission statement, Texas State University values thoughtful reflection, collaboration, planning, and evaluation as essential for meeting the changing needs of those we serve. Surveys are important tools for collecting information used to inform administrative decision-making as part of the evaluation process.

 

01.02This policy describes the process by which Texas State will approve and schedule all administrative surveys to ensure high quality, avoid duplicate information, achieve adequate response rates, and collect useful data upon which to base decisions.

 

02.†††††† DEFINITIONS AND SCOPE OF POLICY

 

02.01An administrative survey is any organized effort to collect information directly from individuals who comprise a significant proportion of the population of interest in an attempt to improve institutional, divisional or departmental effectiveness. Administrative surveys may target any part of the university community (faculty, staff, students, alumni, parents, or other persons of interest) and may address topics such as academic, research, personnel, management or environmental issues. Administrative surveys include surveys managed by outside agencies, but addressed to the members of the university community and used for administrative evaluation. Texas State may conduct administrative surveys using electronic Web surveys or paper (mailed, proctored or unproctored) surveys.

 

02.02Administrative surveys in this policy do not include small scale surveys with a focused intent, such as academic faculty research surveys, instruments for outcomes assessment, assigned classroom course work, focus groups, participantsí event evaluations, or point-of-service surveys targeting specific users. However, when a survey targets a significant portion of the university community, regardless of purpose, the survey originator must follow the review and approval procedures outlined in this policy.

 

03.†††††† GENERAL RECOMMENDATIONS FOR ADMINISTRATIVE SURVEY REVIEW

 

03.01The University Survey Committee (USC) will review, approve, and prioritize administrative surveys in support of the university strategic plan and accreditation requirements; encourage collaboration, data sharing and communication of administrative survey findings whenever possible; and assess effectiveness of completed administrative surveys. The USC will include appropriate representation from each division.

 

03.02The Office of Institutional Research will oversee administration of approved surveys in order to maximize the efficient use of university resources and achieve the best possible response rates.

 

 04.††††† ADMINISTRATIVE SURVEY APPROVAL PROCESS

††††††††††† 04.01Each division will designate an individual, office, or group to review and approve administrative surveys for that division.

 

04.02Departments or divisions wishing to conduct an administrative survey must follow their divisional approval process to gain divisional approval prior to submitting a survey for USC review.

 

04.03Divisions will ensure that their administrative surveys are added to the Texas State survey calendar maintained by the USC, and forward new survey requests to the USC for scheduling as necessary. Refer to the Administrative Survey page for further information and the appropriate form.

04.04If applicable, divisions will ensure that administrative surveys are reviewed by the Institutional Review Board (IRB) to ensure the protection of human research subjects as required by UPPS No. 02.02.03, Protection of Human Research Subjects.

 

04.05After the USC approves an administrative survey and it appears on the Texas State administrative survey calendar, the division should submit the survey project request to the Office of Institutional Research using the online Survey Request Form. Refer to the Administrative Survey page for further information and the appropriate form.

 

04.06The Office of Institutional Research will follow the USCís established survey calendar when conducting administrative surveys and ensure that IRB approval has been obtained if necessary.

 

05.†††††† REVIEWERS OF THIS UPPS

 

05.01Reviewers of this UPPS include the following:

 

Position†††††††††††††††††††††††††††††††††††††††††††††††††††††††† Date

 

Director, Institutional Research†††††††††††††††† June 1 E3Y

 

Associate Vice President for††††††††††††††††††††† June 1 E3Y

Institutional Effectiveness

 

06.†††††† CERTIFICATION STATEMENT

 

This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

 

Director, Institutional Research; senior reviewer of this UPPS

 

Associate Vice President for Institutional Effectiveness

 

Provost and Vice President for Academic Affairs

 

President