UPPS No. 01.03.05
Issue No. 3
Effective Date: 6/22/2017
Next Review Date: 6/01/2020 (E3Y)
Sr. Reviewer: Director, Institutional Research
As indicated in its mission statement, Texas State University values thoughtful reflection, collaboration, planning, and evaluation as essential for meeting the changing needs of those we serve. Surveys are important tools for collecting information used to inform administrative decision-making as part of the evaluation process.
This policy describes the process by which Texas State will approve and schedule all administrative surveys to ensure high quality, avoid duplicate information, achieve adequate response rates, and collect useful data upon which to base decisions.
DEFINITIONS AND SCOPE OF POLICY
– any organized effort to collect information directly from individuals who comprise a significant proportion of the population of interest in an attempt to improve institutional, divisional, or departmental effectiveness. Administrative surveys may target any part of the university community (faculty, staff, students, alumni, parents, or other persons of interest) and may address topics such as academic, research, personnel, management, or environmental issues. Administrative surveys include surveys managed by outside agencies, but addressed to the members of the university community and used for administrative evaluation.
For surveys targeting currently enrolled students, a significant proportion is defined as a number greater than 10 percent of current student enrollment at Texas State.
Administrative surveys in this policy do not include small scale surveys with a focused intent, such as:
academic research surveys conducted by faculty, graduate students, and honors students, except in cases where the survey targets enrolled students and the sample size exceeds 10 percent of current student enrollment at Texas State;
instruments for outcomes assessment;
assigned classroom course work;
participants’ event evaluations; or
point-of-service surveys targeting specific users.
GENERAL RECOMMENDATIONS FOR ADMINISTRATIVE SURVEY REVIEW
The University Survey Committee (USC) will review, approve, and prioritize administrative surveys in support of the university strategic plan and accreditation requirements; encourage collaboration, data sharing and communication of administrative survey findings whenever possible; and assess effectiveness of completed administrative surveys. The USC will be chaired by a representative from the Office of Institutional Research, with members to include a representative appointed by the vice president of each administrative division and a faculty representative appointed by the Faculty Senate. Additional staff from the Office of Institutional Research, each division, and the Faculty Senate may serve as ex officio members.
The sample size for a survey targeting enrolled students and conducted by a graduate student to fulfill requirements for a thesis, dissertation, or other graduate course should not exceed 10 percent of the enrolled student population at Texas State. An exception to this limit may be granted by the USC in response to a written request detailing the compelling reason for a larger sample.
The sample size for a survey targeting enrolled students and conducted by an undergraduate student to fulfill requirements for an Honors thesis course must not exceed 1,000 students.
The Office of Institutional Research will oversee administration of approved surveys in order to maximize the efficient use of university resources and achieve the best possible response rates.
ADMINISTRATIVE SURVEY APPROVAL PROCESS
Each division will designate an individual, office, or group to review and approve administrative surveys for that division.
Departments or divisions wishing to conduct an administrative survey must follow their divisional approval process to gain divisional approval prior to submitting a survey for USC review.
Divisions will ensure that their administrative surveys are added to the Texas State survey calendar maintained by the USC, and forward new survey requests to the USC for scheduling, as necessary. Refer to the Administrative Survey page for further information and the appropriate form.
If applicable, divisions will ensure that administrative surveys are reviewed by the Institutional Review Board (IRB) to ensure the protection of human research subjects as required by UPPS No. 02.02.03, Protection of Human Research Subjects.
After the USC approves an administrative survey and it appears on the Texas State administrative survey calendar, the division should submit the survey project request to the Office of Institutional Research using the online Survey Request Form. Refer to the Administrative Survey page for further information and the appropriate form.
The Office of Institutional Research will follow the USC’s established survey calendar when conducting administrative surveys and ensure that IRB approval has been obtained, if necessary.
REVIEWERS OF THIS UPPS
Reviewers of this UPPS include the following:
Position Date Director, Institutional Research June 1 E3Y Associate Vice President for Institutional Effectiveness June 1 E3Y
This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.
Director, Institutional Research; senior reviewer of this UPPS
Associate Vice President for Institutional Effectiveness
Provost and Vice President for Academic Affairs