UPPS 01.03.05 - Administrative Surveys
UPPS No. 01.03.05
Issue No. 5
Effective Date: 8/26/2022
Next Review Date: 6/01/2025 (E3Y)
Sr. Reviewer: Assistant Vice President for Institutional Research
Texas State University is committed to protecting community member’s privacy, monitoring survey frequency to avoid survey fatigue, and ensuring the safety of data collection and usage.
As indicated in its mission statement, Texas State University values continued reflection and evaluation to ensure its strengths as a community always benefit those it serves. Surveys are important tools for collecting information used to inform administrative decision-making as part of the evaluation process.
This policy describes the process by which Texas State approves and schedules all administrative surveys to ensure high quality, avoid duplicate information, achieve adequate response rates, and collect useful data upon which to base decisions.
DEFINITIONS AND SCOPE
Administrative Survey – any organized effort to collect information directly from Texas State students, faculty, or staff who comprise a significant proportion of the population of interest in an attempt to improve institutional, divisional, or departmental effectiveness. Administrative surveys may address topics such as academic, research, personnel, management, or environmental issues. Administrative surveys include surveys managed by outside agencies, but addressed to students, faculty, and staff and used for administrative evaluation.
Surveys exempt from this policy include:
academic research surveys conducted by faculty, staff, or students as part of a research study that has been approved by the Texas State Institutional Review Board (IRB);
assigned classroom course work;
participants’ event evaluations; or
point-of-service surveys targeting a small group of users.
GENERAL RECOMMENDATIONS FOR ADMINISTRATIVE SURVEY REVIEW
The University Survey Committee (USC) reviews, approves, and prioritizes administrative surveys in support of the university plan and accreditation requirements; encourages collaboration, data sharing and communication of administrative survey findings whenever possible; and assesses effectiveness of completed administrative surveys. The USC will be chaired by a representative from the Office of Institutional Research, with members to include a representative appointed by the vice president of each administrative division and a faculty representative appointed by the Faculty Senate. Additional staff from the Office of Institutional Research, each division, and the Faculty Senate may serve as ex officio members.
The USC oversees administration of approved surveys in order to maximize the efficient use of university resources and achieve the best possible response rates.
ADMINISTRATIVE SURVEY APPROVAL PROCESS
Each division will designate an individual, office, or group to review and approve administrative surveys for that division.
Departments 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.
Divisions 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 Office of Institutional Research website for further information and the appropriate form.
If applicable, divisions will ensure that administrative surveys are reviewed by the IRB to ensure the protection of human research subjects as required by UPPS No. 02.02.03, Protection of Human Research Subjects.
The USC will review survey requests and schedule surveys appropriately, encouraging data sharing and collaboration.
The Office of Institutional Research will follow the USC’s established survey calendar when conducting administrative surveys and ensure that IRB approval has been obtained, if necessary.
REVIEWERS OF THIS UPPS
Reviewers of this UPPS include the following:
Position Date Assistant Vice President for Institutional Research June 1 E3Y Associate Vice President for Institutional Effectiveness June 1 E3Y
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.
Assistant Vice President for Institutional Research; senior reviewer of this UPPS
Associate Vice President for Institutional Effectiveness
Provost and Vice President for Academic Affairs