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Western Carolina University
Policy #51
Conducting Surveys
This policy exists to coordinate the many surveys conducted on campus,
protect the rights of those being surveyed and the instructional processes
of the University, as well as to have official approval where some
organization, unit, or individual of the University is conducting
a paper or electronic survey in the name of the University. This policy
shall not be used to unreasonably restrict academic endeavors or otherwise
violate the principles of academic freedom as set out in The Code.
This policy is not meant to infringe upon the rights of any group
or individual wanting to conduct a survey which does not involve the
use of University resources, letterhead, or any other indications
of University approval or sponsorship.
The following are the categories of paper or electronic surveys which
come within this review:
(1) Surveys and inquiries which are addressed to a major part of the
faculty, staff, and/or students of the University and are conducted
by an official body of the institution or by an individual faculty,
staff, or student representative.
(2) Surveys conducted on or off campus in the name of the University
by an employee or organized unit of the University.
Surveys by an individual faculty or staff member or student not falling
into one of the categories above are exempt from this policy. The
procedure to be followed in obtaining permission to conduct surveys
subject to this policy originating in University departments is:
(1) The survey proposal will go from the originator to the Department
or Division Head.
(2) The Department or Division Head will forward one copy of the survey
proposal to the Office of University Planning and another copy to
the Dean, in the area of Academic Affairs, or the appropriate Vice
Chancellor for all other areas.
(3) The Dean will forward his copy and recommendation to the Vice
Chancellor for Academic Affairs. The Vice Chancellors will route all
survey proposals to the Director of University Planning with their
recommendation. The Director of University Planning will be responsible
for the necessary consultation in regard to providing information
on surveys and obtaining any necessary approval at this level.
(4) If the survey is part of a research project which requires approval
by the Institutional Review Board, the survey will be submitted directly
to the committee. The originator does not need to submit the survey
to the Department or Division Head.
(5) Surveys developed by other University organizations or units,
including committees, that do not report through a Vice Chancellor
or equivalent will be forwarded directly to the Office of University
Planning.
Surveys which are to be administered through the web are subject to
the additional criteria:
1) Electronic surveys not related to university business shall not
be developed by the University Planning Office or the IT division.
2) Electronic surveys shall contain a statement concerning the privacy
of the responder's responses, how the data from the survey will be
analyzed, and who will see the results of the survey. In addition,
an email address and telephone number should be provided as contact
information in case of questions or technical problems.
3) Web surveys shall be compatible with the most widely used web browsers.
4) Electronic surveys shall meet ADA, Level 1 Standards for accessibility
as well as IT policies or guidelines. These guidelines are available
by contacting the IT division and the Office of Public Information
for policies and guidelines.
5) When possible, all surveys should be encrypted with an encryption
method, such as secured socket layer (SSL) that has been approved
by the IT Division, to assure the responder that the information that
they type will not be viewed by anyone else. All databases used to
store data should be in a secured location on a university-managed
server.
6) Electronic surveys should be designed to ensure that when the responder
completes the survey, a message appears indicating that the survey
has been completed and transmitted.
Formerly Executive Memorandum 94-108
Initially Approved: January 1, 1978
Revised: July 3, 1978
Revised: June 1, 1986
Revised: April 15, 1987
Revised: June 1, 1999
Revised: December 17, 2003
Posted: Posted December 18, 2003
Administering Office: University Planning
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