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This procedure applies to surveys undertaken or coordinated by staff members for University purposes. It does not apply to surveys that form part of a student’s or an academic staff member’s research project.

Responsible Officer: Pro Vice-Chancellor (Planning and Integrity)
Implementation Officer: Director, Strategic Intelligence and Planning Unit

First approved by:
Vice-Chancellor on 24 July 2004

Amendments approved by:
Vice-Chancellor on 12 December 2008
(revised as part of Policy Review Project);

Vice-Chancellor on 15 June 2009
(Responsible Officer changed from
Vice-President to Deputy Vice-Chancellor
(International and Development)
amendments to clauses 6 and 120;

Vice-Chancellor on 15 April 2011
(RO changed from Deputy Vice-Chancellor
(International and Development) to
Deputy Vice-Chancellor (Academic));

PVC (P&I) on 27 October 2014
(RO to Pro Vice-Chancellor (Planning and Integrity)





Surveys Procedure


This procedure was approved by the Vice-Chancellor on 24 July 2004 and incorporates all amendments to 27 October 2014.
This document is pursuant to the Quality Management Policy.
SCOPE
This applies to surveys undertaken or coordinated by staff members for University purposes. It does not apply to surveys that form part of a student’s or an academic staff member’s research project.
PROCEDURE
1The Head, Planning Unit will maintain a Survey Evaluation Framework, which includes a schedule of surveys, a list of past and current surveys, and guidelines on questionnaire development.
Approval
2A survey sponsor (normally a member of the Executive) must complete and submit a Survey Approval form to the Head, Planning Unit.
3The Head, Planning Unit will consider whether:
  • the information being sought already exists, a separate survey is required, or the information can be obtained by adding content to an existing or proposed survey
  • the proposed survey adheres to established principles of survey design, as outlined on the Planning Unit (Surveys) website
  • the proposed survey complies with privacy and other relevant legislation, and includes a statement on privacy and participant confidentiality.
4The Head, Planning Unit and the Secretary, Human Research Ethics Committee will liaise, where appropriate, to determine whether Human Research Ethics Committee approval is required to conduct a particular survey.
5The Head, Planning Unit will seek approval from the Planning and Resources Committee to conduct any surveys that support the University’s strategic and operational planning or the quality of teaching or research.
6All other surveys will be submitted to the Deputy Vice-Chancellor (Academic) (DVCA) for approval.
Scheduling
7The Head, Planning Unit will schedule and prioritise all surveys to ensure that, where possible:
  • separate surveys targeting the same population group are not scheduled at the same time
  • the number of times a staff member or student is surveyed is minimised by distributing surveys to a random sample of participants rather than to the entire population.
Analysis and Reporting
8The Head, Planning Unit will produce reports on the major externally coordinated annual surveys of student outcomes, the Graduate Destination Survey and Course Experience Questionnaire, as well as on surveys conducted to support the University’s strategic and operational planning or quality assurance.
9The Head, Planning Unit may provide data analysis and reporting for other surveys, subject to the availability of resources.
10The Head, Planning Unit will provide data analysis and reports to survey sponsors within four (4) weeks of the final collection of the data.
11Summary results of surveys will be published on the Planning Unit (Surveys) website. Access to results may be provided to survey participants by other means subject to privacy and confidentiality requirements associated with the data.
12No survey data will be released to parties outside the University without the approval in writing of the DVCA or the Vice-Chancellor.
13The Planning Unit will retain all survey raw data for a minimum period of five (5) years.
ASSOCIATED INFORMATION

Planning Unit (Surveys) website
Survey Approval form
Survey Evaluation framework

RESPONSIBLE OFFICER

The Pro Vice-Chancellor (Planning and Integrity) is responsible for the development, compliance monitoring and review of this procedure.

IMPLEMENTATION OFFICER

The Director, Strategic Intelligence and Planning Unit is responsible for the promulgation and implementation of this procedure throughout the University.



Printed copies of this document may not be current. Please refer to The Guide for the most recent version.
Deakin University 2015