1. Purpose

1.1 This policy provides an operational framework to enable a coordinated approach for the implementation of surveys of the University’s students. The policy is not intended to constrain initiatives in gathering feedback from students via surveys. It does, however, aim to assure or improve the quality of such surveys and to monitor and regulate the frequency with which students are asked to participate in surveys.

1.2 This policy must be read in conjunction with the linked Student Survey - Procedures.

2. Scope and application

2.1 This policy applies to any staff, student (current or past) or agent of the University and any external organisation or individual that wishes to conduct a survey of the University’s students.

2.2 This policy does not apply to the collection of information using methods requiring participant trial, assessment or experimentation, ad-hoc in-class surveys or ongoing polls of general student opinion.

3. Definitions

3.1 Refer to the University’s Glossary of Terms for definitions as they specifically relate to policy documents.

Agent refers to a person or organisation acting on behalf of the University.

Implement/implementation refers to the release and conduct of a survey of students.

Official survey refers to a survey which has been mandated by the University Executive, State or Federal authorities or a survey that is centrally implemented by the Insights and Analytics Unit.

Protected period refers to a time frame during which the implementation of non-official surveys may be restricted. The usual duration of a protected period extends from one week prior to the implementation of an official survey to two weeks after the release of the survey to students.

Survey refers to a process of collecting information from or about persons using methods such as interviews, focus groups, electronic or paper questionnaires. Excluded from this definition is the collection of information using methods requiring participant trial, assessment or experimentation, ad-hoc in-class surveys or ongoing polls of general student opinion.

Survey manager refers to the person who is responsible for the implementation of the survey. Students undertaking research need to confirm with their research supervisor who can perform the role of survey manager.

4. Purpose and principles of student surveys

4.1 The University uses student surveys for a variety of purposes including:

(a) to inform planning;

(b) review service delivery;

(c) quality assurance and quality improvement; and

(d) as part of the research undertakings of its staff and students.

4.2 The University can also be invited or required to participate in surveys of students which are initiated by external organisations or individuals.

4.3 Any survey which invites students to participate must exhibit the basic principles and methodologies of sound survey design as outlined in the Student Survey - Procedures.

5. Ethics and intellectual property requirements

5.1 When a survey of students is being conducted for research purposes, human ethics approval is required in accordance with the Human Research Ethics – Academic Policy and Procedures.

5.2 When a survey of students is being conducted that has implications for intellectual property, all actions must be in accordance with the Intellectual Property - Academic Policy.

6. Application for approval to survey students

6.1 An application for approval to survey students must be made to the Insights and Analytics Unit regardless of whether the survey is initiated from within or external to the University, unless the survey is mandated by the University Executive, State or Federal authorities.

6.2 An application for approval to survey students initiated by University staff must initially be approved by the appropriate Dean of School, Discipline Lead or Cost Centre Manager. An application for approval to survey students initiated by students must initially be approved by their supervisor.

6.3 The Insights and Analytics Unit further consults relevant University academic and business areas as required for approval of the implementation of a survey of students and can set conditions regarding the time frame for implementation of a survey.

7. Access to surveys, data and findings

7.1 When implementing a survey for the purpose of collecting information on the University’s strategic planning, quality assurance or improvement, internal survey managers are required to report on the findings to a designated business area or committee and publish a summary of findings with a University response for student access.

7.2 The Insights and Analytics Unit can request from a survey manager a copy of data or findings of a survey.

8. Monitoring student surveys

8.1 The Insights and Analytics Unit maintains the Schedule of Approved Student Surveys located on MyUniSC (login required) and the Student Portal (login required).

8.2 The Insights and Analytics Unit provides a summary of approved surveys to a University officer or committee nominated by the Deputy Vice-Chancellor (Academic) at least quarterly.

9. Responsibilities

9.1 The survey manager is responsible for all aspects relating to obtaining appropriate ethics clearances, applying appropriate information privacy practices, the design and implementation of an approved survey, records management and reporting on survey findings.

9.2 The Insights and Analytics Unit monitors compliance with relevant policy documents.

10. Authorities and responsibilities

10.1 As the Approval Authority, Academic Board approves this policy in accordance with the University of the Sunshine Coast Act 1998 (Qld).

10.2 As the Responsible Executive Member the Deputy Vice-Chancellor (Academic) can approve procedures and guidelines to operationalise this policy. All procedures and guidelines must be compatible with the provisions of this policy.

10.3 As the Designated Officer the Chief Data Officer can approve associated documents to support the application of this policy. All associated documents must be compatible with the provisions of the policy.

10.4 This policy operates from the last amended date, with all previous iterations of policy on student survey are replaced and no longer operating from this date.

10.5 All records relating to the student survey must be stored and managed in accordance with the Records Management - Procedures.

10.6 This policy must be maintained in accordance with the University Policy Documents – Procedures and reviewed on shortened 2-year policy review cycle.

10.7 Any exception to this policy to enable a more appropriate result must be approved in accordance with the University Policy Documents – Procedures prior to deviation from the policy.

10.8 Refer to University Delegations – Governing Policy in relation to the approved delegations detailed within this policy.

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