Administrative Surveys UPPS No. 01.03.05

Issue No. 1

Effective Date: 12/16/2008

Review: June 1 E3Y

01. POLICY STATEMENTS

01.01 As indicated in its mission statement, Texas State University-San Marcos 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.

01.02 This 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

02.01 An 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.

02.01 Administrative surveys in this policy do not include small scale or focused intent surveys, such as academic faculty research surveys, assigned classroom course work, focus groups, participants’ 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 UPPS.

03. GENERAL RECOMMENDATIONS FOR ADMINISTRATIVE SURVEY REVIEW

03.01 Each division will designate an individual, office, or group to review and approve administrative surveys for that division. The University Survey Committee (USC) must be allowed to review administrative surveys that span divisions before they are administered.

03.02 The USC will review and prioritize administrative surveys according to 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 contain appropriate representation from each division.

03.03 The Institutional Research (IR) office will conduct all administrative surveys in order to maximize the efficient use of university resources and achieve the best possible response rates.

03.04 Professional Development will offer workshops on survey design and policy annually.

04. ADMINISTRATIVE SURVEY APPROVAL PROCESS

04.01 Departments wishing to conduct an administrative survey must follow their divisional approval process to gain divisional approval.

04.02 Divisional reviewers will ensure that their divisional 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.

04.03 If applicable, divisional reviewers 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.

04.04 After the divisional reviewer approves an administrative survey and it appears on the Texas State survey calendar, the division should submit the survey project request to the IR office using the online Survey Request Form. Refer to the IR Services page for further information and the appropriate form: http://www.ir.txstate.edu/Services/Survey.html.

04.05 The IR office will follow the USC’s established survey calendar when conducting administrative surveys and ensure that IRB approval has been obtained if necessary.

05. REVIEWERS OF THIS UPPS

05.01 Reviewers of this UPPS include the following:

Position Date

Director of 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 of Institutional Research; senior reviewer of this UPPS

Associate Vice President for Institutional Effectiveness

Provost and Vice President for Academic Affairs

President