VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #U023

Respondents should be informed if the data or survey results will be published or distributed, including whether individual responses will appear in the published results. Survey administrators must state clearly in the invitation message or introduction to the survey whether the survey is confidential or anonymous (defined below). An anonymous survey is one where responses can’t be associated with individuals unless the respondent answers the survey questions in a way that uniquely identifies them. Even if the respondent is uniquely identifiable due to a unique combination of responses, survey administrators must not make any effort to determine that identity. If a survey is referred to as “anonymous” it must be the case that all information is explicitly provided by the respondent. With a confidential survey, each survey respondent will be asked to provide identifying information such as their name, which enables survey administrators to associate the response with the respondent. This means other demographic and institutional data may be merged with survey responses for analysis. Researchers will ensure that data is stored securely. In the normal course of events, unit record data is not shared with anyone outside the project and results won’t be reported in a way that could identify individual respondents. However, the College, in extraordinary circumstances, may identify, use, and disclose the source of survey responses if it determines in good faith that it is necessary to comply with legal obligations, or to protect the legal rights, safety, or security of the College or members of the VCOM community. Collection of information on the performance of a student or group of students on campus that includes grades or any individual or group information by which a student may be identified is subject to Federal Family Educational Rights and Privacy Act (FERPA) regulations. All faculty and staff must be familiar with and abide by FERPA policies regarding student data. Any sharing of data outside of the institution by the College requires evaluation by and prior approval by the Dean, Provost, and President prior to entering into any agreements for processing of such data. 2.2.3 Survey Software Approved surveys to be administered electronically by VCOM employees or students must be delivered through VCOM’s institutional QuestionPro account, unless otherwise specified through IRB approval. Employees and students must submit an IT HelpDesk Request for the creation of the survey. Students may be granted temporary QuestionPro accounts for course work or academic research and are expected to use their accounts only for those purposes. VCOM reserves the right to revoke anyone’s QuestionPro access at any time. 2.3. Research or Quality Assurance/Quality Improvement (QA/QI) Studies Involving Surveys If a VCOM employee wishes to conduct a study that requires a survey of members or prospective members of the VCOM community (e.g. applicants, students, faculty, staff, board members, and alumni), they must first seek approval according to the type of study proposed. Research or Quality Assurance/Quality Improvement (QA/QI) studies conducted on members or prospective members of the VCOM community, whether by tests, survey instruments, the review of performance data of students, or through the solicitation of any members or prospective members of the VCOM community to participate in a research project is prohibited unless prior approval has been obtained.

VCOM Policy on Solicitations, Surveys, and the Use of College Outcomes

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