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(1) To establish a framework for the orderly and effective use of La Trobe University surveys of staff and students (including graduates and prospective students). (2) As a means of informing continuous improvement and assisting with planning, La Trobe University will gather primary data to maintain databases, assess the quality of its processes and procedures and elicit the perceptions of a range of stakeholders using survey methods. (3) Other than exclusions from this Policy, internal surveys that are not formally approved using these procedures are not to be administered at La Trobe University. (4) As part of the approvals process, consideration will be given to the time of year in which the survey would be administered, and the population it expects to target. Either of these aspects may need to be revised before the survey can be conducted. (7) All staff, former students, enrolled students and potential students. (8) NOTE: Human ethics approval is required for research projects involving surveys of staff and/or students of La Trobe University undertaken as part of staff or student research, before an application can be made under this Policy. (10) Surveys not approved under this Policy and according to the Survey Procedures are not to be administered at the University. (11) Surveys must be conducted in compliance with government privacy and other relevant legislation including University policies and guidelines relating to privacy and human ethics, and the internet code of practice. All data collected in the surveys must be non-identifiable. (12) Key surveys such as student feedback on subjects and teaching, and graduate surveys are excluded from the requirement for approval under the Survey Policy, but are required to be included on the calendar of surveys. (13) Minor student projects and research surveys approved by the University Human Ethics Committee (UHEC) and not using electronic survey software are also excluded, and not required to be included on the calendar of surveys. (14) To assist the University community in designing and planning surveys, the University will publish on its website: (15) For institutional surveys collecting data to inform planning or continuous improvement and/or requiring the resources of the Data and Performance Analytics (DAPA), the survey sponsor should be a member of the Senior Executive Group of the University. (16) Prior to submitting a proposal to conduct a survey, the Survey Sponsor must prepare or review the Survey Application Form and consider whether (and how) the proposed survey demonstrates clear links to specific item(s) in the La Trobe University strategic or operational plan. (17) Incentives intended to enhance response rates should be used with caution as there is little evidence to suggest that they increase the numbers of useable responses. (18) The approval process will require information on the plans for analysis of responses and their use in informing strategy or continuous improvement. Insufficient clarity about this element of the survey ensures that it will not gain approval. (19) Proposals to conduct surveys must be submitted by the survey sponsor to the Office of the Director, Data and Analytics on the Survey Application Form which can be accessed by emailing surveys@latrobe.edu.au (20) If the survey requires use of University staff or student databases to create the sampling frame, the application must be approved before approaching Human Resources or Student Administration for access to databases. (21) Approaches to these Divisions without prior approval of the application will not be considered. (22) For approved institutional surveys that are to be administered by the DAPA, access to databases is available to the DAPA. (23) Applications to administer surveys should normally be made no less than six (6) weeks before the desired commencement of the survey. (24) A response to an application will be provided within three weeks. (25) With respect to institutional surveys, once the application is received, additional information will be prepared, including whether: (26) An evaluation of the resources required and the applicant’s preferred timing to administer the survey will also be considered. (27) If the survey does not relate to the strategic plan or inform continuous quality improvement, and the resource and timing implications or over-surveying of the target population prevent the DAPA from supporting it, the application may be declined at this point. (28) In other cases, after the initial analysis of the survey request, it must be reviewed and rated for alignment with strategic priorities or continuous quality improvement outcomes. (29) Based on this assessment, a decision to proceed or not will be made by the Director, Data and Analytics, in consultation with other staff as appropriate. (30) Surveys will be considered for approval based on certain constraints. (31) External and internal student outcome surveys including graduate surveys, UES, the student feedback on subjects and teaching such as SFS and SFT, and those in support of University strategic and operational plans will have priority over all other surveys. (32) Decisions to approve surveys will also take into consideration the frequency with which the target population has been approached. (33) If data collected for administrative purposes is subsequently used for research purposes, UHEC approval should be gained for this purpose by the data custodian. (34) As informed consent is specific to the possible use of the data, a statement should be included on the consent form to indicate the potential uses of the data. The statement could take the form ‘This survey is designed for administrative purposes and quality improvement. Results may also be used for research, subject to UHEC approval’. (35) Where survey software is being used, since no current survey software caters for people with visual impairments, special provisions should be made for access by those with visual impairments. (36) For the purpose of this Policy:Surveys Policy
Section 1 - Background and Purpose
Preamble
General
Section 2 - Scope
Section 3 - Policy Statement
Section 4 - Procedures
Exclusions
Register and Calendar of Surveys
Survey Sponsors
Consideration by Sponsor
Use of Incentives
Analysis and Use of Results
Application to Conduct Surveys
Use of University Databases
Timeline for Survey Request
Process to Review Applications
Process to Gain Approval to Conduct Surveys
Prioritising Surveys
Administrative Data Used for Research Purposes
Provisions for Students with Vision Impairments
Section 5 - Definitions