Surveys Procedure

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Section 1 - Preamble

(1) This Procedure was approved by the Vice-Chancellor on 24 July 2004 and incorporates all amendments to 27 October 2014.

(2) This Procedure is pursuant to the Quality Management Policy.

Section 2 - Purpose

(3) This Procedure outilines the processes involved in the conduct of University surveys and the maintenance of the University's Survey Evaluation Framework.

Section 3 - Scope

(4) This Procedure applies to surveys undertaken or coordinated by staff members for University purposes. It does not apply to surveys that form part of a student's or an academic staff member's research project.

Section 4 - Policy

(5) Refer to the Quality Management Policy.

Section 5 - Procedure

(6) The Director, Strategic Intelligence and Planning Unitwill maintain a Survey Evaluation Framework, which includes a schedule of surveys, a list of past and current surveys, and guidelines on questionnaire development.

Approval

(7) A survey sponsor (normally a member of the Executive) must complete and submit a Survey Approval Form to the Director, Strategic Intelligence and Planning Unit.

(8) The Director, Strategic Intelligence and Planning Unit will consider whether:

  1. the information being sought already exists, a separate survey is required, or the information can be obtained by adding content to an existing or proposed survey
  2. the proposed survey adheres to established principles of survey design, as outlined on the Planning Unit (Surveys) website
  3. the proposed survey complies with privacy and other relevant legislation, and includes a statement on privacy and participant confidentiality.

(9) The Director, Strategic Intelligence and Planning Unit and the Secretary, the Human Research Ethics Committee will liaise, where appropriate, to determine whether Human Research Ethics Committee approval is required to conduct a particular survey.

(10) The Director, Strategic Intelligence and Planning Unit will seek approval from the Planning and Resources Committee to conduct any surveys that support the University's strategic and operational planning or the quality of teaching or research.

(11) All other surveys will be submitted to the Pro Vice-Chancellor (Planning and Integrity) for approval.

Scheduling

(12) The Director, Strategic Intelligence and Planning Unit will schedule and prioritise all surveys to ensure that, where possible:

  1. separate surveys targeting the same population group are not scheduled at the same time
  2. the number of times a staff member or student is surveyed is minimised by distributing surveys to a random sample of participants rather than to the entire population.

Analysis and reporting

(13) The Director, Strategic Intelligence and Planning Unitwill produce reports on the major externally coordinated annual surveys of student outcomes, the Graduate Destination Survey and Course Experience Questionnaire, as well as on surveys conducted to support the University's strategic and operational planning or quality assurance.

(14) The Director, Strategic Intelligence and Planning Unit may provide data analysis and reporting for other surveys, subject to the availability of resources.

(15) The Director, Strategic Intelligence and Planning Unit will provide data analysis and reports to survey sponsors within four (4) weeks of the final collection of the data.

(16) Summary results of surveys will be published on the Planning Unit (Surveys) website. Access to results may be provided to survey participants by other means subject to privacy and confidentiality requirements associated with the data.

(17) No survey data will be released to parties outside the University without the approval in writing of the Pro Vice-Chancellor (Planning and Integrity) or the Vice-Chancellor.

(18) The Strategic Intelligence and Planning Unit will retain all survey raw data for a minimum period of five (5) years.

Section 6 - Definitions

(19) There are no definitions arising under the policy.