1. Purpose
1.1 These procedures operationalise the University’s approach to the implementation of surveys of the University’s students.
1.2 These procedures must be read in conjunction with the Student Survey – Academic Policy.
2. Scope and application
2.1 These procedures apply to all staff, students, alumni or agents of the University and any external organisation or individual that wishes to conduct a survey of the University’s students.
2.2 These procedures do 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. Principles of student surveys
4.1. Any survey which invites students to participate must exhibit the basic principles and methodologies of sound survey design including:
(a) a clear focus or aim;
(b) methodological design that:
(i) demonstrates that the survey provides certainty regarding the reliability and accuracy of the survey data and findings;
(ii) can generate judgements, decisions and outcomes based on evidence; and
(iii) is not overly complicated or onerous for students to complete;
(c) clear information for the potential respondents regarding:
(i) the purpose of the survey, including the intended use of the information collected;
(ii) information on privacy matters such as the persons or bodies who have access to, or who can be provided with, the information collected in accordance with the Privacy and Right to Information – Operational Policy;
(iii) University or external support agencies where participants can be exposed to risk;
(iv) how respondents can access a summary of findings from the survey;
(v) how respondents and University community are advised of any improvements or outcomes made as a consequence of the survey findings (applies to internal survey managers who implement a survey to collect information for the University’s strategic planning, quality assurance or improvement purposes related to non-academic activities); and
(vi) the terms and conditions associated with any incentive prizes offered.
5. Applying to survey students
5.1 An application 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:
(a) the survey is mandated by the University Executive, State or Federal authorities; or
(b) the external survey is endorsed by a member of University Executive, conducted by a higher education sector recognised organisation and provides findings of high value to the University or the Australian higher education sector.
5.2 Staff responsible for surveys exempt from an application must notify the Insights and Analytics Unit, as soon as possible once implementation dates of the survey are known via email to studentsurvey@usc.edu.au. Any required endorsement or supporting material must be included as part of the notification.
5.3 All internal applications to survey students must be submitted by the survey manager to the Insights and Analytics Unit using the Application for Approval to Survey Students form available for:
(a) staff via MyUniSC (login required);
(b) students via the Student Portal (login required); and
(c) external applicants via emailing studentsurvey@usc.edu.au to request an External Application to Survey Students form.
5.4 Applications for approval to survey students must be submitted at least 10 working days prior to the desired implementation date and address the following requirements detailed in these procedures:
(a) research ethics requirements (Section 6);
(b) intellectual property matters (Section 7);
(c) incentives and prizes (Section 8); and
(d) release and indemnity (Section 9).
5.5 To assist in determining a suitable time frame for implementing a survey, internal applicants are advised to refer to the Schedule of Approved Student Surveys located on MyUniSC (login required) and the Student Portal (login required). External applicants need to contact studentsurvey@usc.edu.au for this purpose.
5.6 A copy of the survey instrument is required to be submitted with the application for approval to survey students when:
(a) an internal survey manager is implementing a survey where the main purpose is to collect information for the University’s strategic planning, quality assurance or improvement purposes; or
(b) the application is submitted by an external survey manager.
5.7 All applications for approval to survey students submitted by students require the initial approval of their supervisor. The supervisor is responsible for ensuring the quality of the survey instrument (refer to Section 4).
5.8 All applications for approval to survey students submitted by staff members require the initial approval of their Dean of School, Discipline Lead or Cost Centre Manager, as appropriate.
6. Research ethics requirements
6.1 When required, the survey manager is responsible for obtaining ethics approval for a survey of students in accordance with the Human Research Ethics - Academic Policy and Procedures.
6.2 An application for research ethics approval can be sought in parallel to applying for approval to survey students to the Insights and Analytics Unit.
6.3 A final decision regarding approval of an application to survey students submitted by an internal survey manager is dependent on the survey manager advising the Insights and Analytics Unit of the ethics approval number.
6.4 External survey managers must submit a copy of research ethics approval documentation (if applicable) and other documentation specified in the External Application for Approval to Survey Students form.
6.5 When a staff member is conducting a survey as part of their involvement (as a research team member) with an external agent with ethics approval from another ethical review body, applicants must seek a review of prior ethics via the Office of Research and in accordance with Human Research Ethics – Procedures.
7. Intellectual property matters
7.1 The survey manager is responsible for ensuring intellectual property requirements are met as relevant to the survey being implemented in accordance with the Intellectual Property - Academic Policy.
8. Incentives and prizes
8.1 Prize terms and conditions must accompany any survey when an incentive or other prize is offered for participating in the survey. A copy of the prize terms and conditions must accompany the application for approval to survey students.
8.2 Staff survey managers can use the template available on MyUniSC (login required) as a guide for writing prize terms and conditions.
8.3 External survey managers should seek advice regarding the development of prize terms and conditions from the organisation that provided ethics clearance for their research. Prize terms and conditions must abide by the competition and lottery legislation of each state.
9. Release and indemnity
9.1 External survey managers must submit a signed Release and Indemnity Agreement form with their External Application for Approval to Survey Students form when requesting attendance on University campuses for any aspect of implementing a survey of students including, but not limited to:
(a) promotion of the survey;
(b) participant recruitment; or
(c) data collection.
9.2 The Release and Indemnity Agreement is available from the Insights and Analytics Unit who arrange the review, approval and execution by the relevant signatory.
10. Consideration of an application for approval to survey students
10.1 When considering an application for approval to survey students, the Insights and Analytics Unit can:
(a) set conditions regarding the time frame for implementation to reduce the frequency and proximity of surveys of the same or similar survey target population and in regard to protected periods;
(b) discuss with the survey manager opportunities for incorporating the survey items within another official survey;
(c) provide advice regarding similar surveys that have been implemented which can serve the purpose of further investigations;
(d) request further information from the survey manager regarding the planned outcomes of the survey where the survey relates to or seeks feedback on current or planned University services, projects or strategies; or
(e) make recommendations to the survey manager to assure or improve the quality of student surveys.
10.2 For external applications and when the survey target population falls outside the remit of the survey manager’s Dean of School or Cost Centre Manager, further approval from the relevant academic or business area can be required based on the focus of the survey. The Insights and Analytics Unit seeks these further approvals on behalf of the survey manager.
10.3 For applications for approval to survey the University’s alumni, further approval from the Pro Vice-Chancellor (Global and Engagement), is required. The Insights and Analytics Unit seeks these further approvals on behalf of the survey manager.
10.4 Non-official student surveys are restricted from implementation during protected periods where the survey target population is the same or similar to an official survey. Protected periods for official surveys are published in the Schedule of Approved Student Surveys located:
(a) for staff on MyUniSC (login required);
(b) for students on the Student Portal (login required); and
(c) for external applicants on request via studentsurvey@usc.edu.au.
11. Notification of the outcome of an application for approval to survey students
11.1 The Insights and Analytics Unit endeavours to advise the survey manager via email prior to the desired implementation date regarding whether the application for approval to survey students has been approved and any conditions regarding the implementation of the survey.
11.2 When a student survey is approved for implementation a Notice of Approval to Implement a Student Survey is issued to the survey manager. When a student survey is not approved, written communication is issued to the survey manager.
11.3 When a student survey is approved, the Insights and Analytics Unit records the survey in the Schedule of Approved Student Surveys located:
(a) for staff on MyUniSC (login required);
(b) for students on the Student Portal (login required); and
(c) for external applicants on request via studentsurvey@usc.edu.au.
12. Alterations to the timeframe or scope of approved surveys of students
12.1 The survey manager must advise the Insights and Analytics Unit of any change to the anticipated survey implementation timeframe, size or type of the survey target population of an approved survey of students via studentsurvey@usc.edu.au as soon as known. This can result in conditions being placed on the survey as specified in Section 10.
13. Implementation of student surveys
13.1 A student survey may be implemented only where:
(a) the Insights and Analytics Unit has approved implementation of the survey; and
(b) any conditions associated with the implementation of the survey have been met.
13.2 In cases where the University elects to promote, is invited, or is required, to participate in a student survey coordinated by an external organisation and flexibility exists in the implementation timeframe, implementation dates will be considered in regard to the impact on participants and other approved student surveys.
13.3 The Student Services, Student Communications team can assist with the promotion of surveys. The Insights and Analytics Unit, Notice of Approval to Implement a Student Survey must accompany any request for assistance. Staff need to submit a Student Communications Request Form.
13.4 When determining method of contact, UniSC academic staff conducting research to be published outside of the University are restricted from using student lists which are accessed by virtue of them being an academic staff member e.g., course/class lists available via the University’s Learning Management System.
14. Access to data and findings
14.1 Where an internal survey manager implements a survey where the main purpose is to collect information for the University’s strategic planning, quality assurance or improvement purposes related to non-academic activities, the survey manager is required to provide a report to a University representative or committee as advised by the Insights and Analytics Unit. A summary of findings and the University’s response to the findings is required to be published for student access.
14.2 In addition to clause 14.1, the Insights and Analytics Unit may seek access from internal survey managers to data or findings of surveys administered for institutional strategic planning, quality assurance or improvement purposes related to non-academic activities to enable the triangulation of student perceptions and efficiencies in survey development.
14.3 The Insights and Analytics Unit may request access to a summary of findings or a full report on the analysis of the survey results for surveys implemented by external survey managers.
15. Responsibilities
15.1 Survey manager
15.1.1 The survey manager is responsible for:
(a) adhering to the requirements of the Student Survey – Academic Policy and this associated Procedure;
(b) seeking guidance from supervisors regarding survey content. Supervisors are responsible for assisting students to ensure the integrity of the survey instrument;
(c) capturing all records at every stage of the implementation of a survey in an approved records management system. Internal survey managers are required to capture records in accordance with the Records Management – Procedures.
(d) protecting the privacy of students’ personal information in accordance with Privacy Management - Procedures;
(e) ensuring confidentiality in the use of survey target population data and survey responses;
(f) ensuring secure storage of survey target population data and responses and restricting access to authorised persons;
(g) ensuring survey target population data is not disclosed to third parties except as expressly advised to the survey target population;
(h) ensuring anonymity in the reporting of data except as expressly agreed to by respondents;
(i) addressing any queries, concerns or complaints from the survey population in accordance with any ethics approval granted; and
(j) publishing outcomes of findings as appropriate.
15.2. Insights and Analytics Unit
15.2.1 In cases where a survey is implemented without an application for approval to survey students having been approved in accordance with these Procedures, the Insights and Analytics Unit will take reasonable steps to contact the survey manager and advise them of the requirements of the Student Survey – Academic Policy and this associated Procedure for future reference.
15.2.2 Details of such surveys are recorded in the Schedule of Approved Student Surveys. Such communications will be stored in the University’s records management system.
15.2.3 The Insights and Analytics Unit captures records of an application for approval to survey students in accordance with the Records Management – Procedures.
15.2.4 Students who are dissatisfied with the outcome of an application for approval to survey students may request a review of the decision by the Deputy Vice-Chancellor (Academic) under the provisions of the Student Complaints Resolution – Academic Policy and Procedures. Similarly, staff and external applicants may request a review of the decision regarding an application for approval to survey students by the Deputy Vice-Chancellor (Academic).
16. Authorities and responsibilities
16.1 As the Approval Authority, Deputy Vice-Chancellor (Academic) approves these procedures to operationalise the Student Survey – Academic Policy.
16.2 As the Responsible Executive Member the Deputy Vice-Chancellor (Academic) can approve guidelines to further support the operationalisation of these procedures. All procedures and guidelines must be compatible with the provisions of the policy they operationalise.
16.3 As the Designated Officer the Chief Data Officer can approve associated documents to support the application of these procedures.
16.4 These procedures operate from the last amended date, with all previous iterations of procedures on student surveys are replaced and no longer operating from this date.
16.5 All records relating to student surveys must be stored and managed in accordance with the Records Management - Procedures.
16.6 These procedures must be maintained in accordance with the University Policy Documents – Procedures and reviewed on a shortened 2-year policy review cycle.
16.7 Any exception to these procedures to enable a more appropriate result must be approved in accordance with the University Policy Documents – Procedures prior to any deviation from these procedures.
16.8 Refer to University Delegations – Governing Policy in relation to the approved delegations detailed within these procedures.
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