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Guidance on GDPR and PIPL

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1) Tell people why you are conducting the survey. 2) Who will have access to the data 3) how long it will take 4) How the data will be shared/reported out 5) Voluntary/not voluntary 6) who to reach out to for questions.

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Determine if the survey data will be anonymous or confidential

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Don't require questions!

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Clearly define who the subject population will be. Some aspects to consider are degree level, oncampus/online, stage in degree, etc

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Demographics

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Think about whether incentives are being offered for participation,

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Permission from the Director of Assessment & Planning for Student Affairs (Dr. Beth Hoag) for survey of students and permission from the Assistant Chancellor HR SP&P (Luanne Mayorga) for survey of employees

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Demo with potential participants for clarity.

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Demo with potential participants for clarity.

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What are the best times during the academic year to distribute surveys to maximize response rates?

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The Illini Success Team has created the digitally accessible new annual report. https://illinisuccess.illinois.edu/22-23-annual-report

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22-23-annual-report | Illini Success | UIUC

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Tailor survey language to the audience

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Understand periods during the semester when surveys cannot be distributed and work with the Institutional Survey Committee to avoid overlap with all-campus surveys

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Consider conducting a pilot test with a small group of individuals.

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Policy Governing Electronic Surveys and Questionnaires

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Policy Governing Electronic Surveys and Questionnaires

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Considering Audience and Determine the best way to report the results.

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Group related questions into sections

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Minimize task difficulty:

•Minimize the number of words in questions

•Use familiar words at an “easy” reading level

•Focus on current or very recent events

•Ask only about one topic per question

•Ask for absolute not relative judgments

•Use “branching” when possible

•Use verbal labels on all scale points

•Avoid agree/disagree, true/false, yes/no questions

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Determine minimum response size to report to protect subject privacy

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If open-ended questions are included in, please consider - reporting obligations.

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random response options

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Consider your data analysis / reporting as you are developing questions.

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Consider your data analysis / reporting as you are developing questions.

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Amazon e-gift cards cannot be used as incentives for international students. The Illini Success team uses Illinois-themed items.

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Before creating the survey, clearly define its purpose. What decisions will be based on survey results. Establish goals to ensure we are collecting the data we need.

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So as not to confuse respondents and to clearly interpret results.

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not sure if it goes here... only remind people who have not yet responded.

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Ensure the survey is accessible to all respondents, including those with disabilities.

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limit number of open-ended questions. only include if necessary and can actually use data.

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Have a plan to increase response rate if needed for specific populations.

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Consult Privacy, Legal and Contracts when using a 3rd party vendor

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Consult Privacy, Legal and Contracts when using a 3rd party vendor

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Utilizing reponse summaries and email triggers to get copy of responses or post survey messaging

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Have an objective for each question you ask.

Be sure all information you ask for is relevant and necessary.

Don’t make your respondents have to think to hard about an answer.

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Pair question text with answer choices

Mutually exclusive answer choices

Exhaustive answer choices

For some questions you may need a Neutral/Not applicable/Don’t Know/None of the above

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Use skip patterns so people do not see questions that do not pertain to them.

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Do not show numbers on labels, label every point/category with words.

5 pt scale for unipolar

7 pt scale for bi-polar

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Don't ask questions that you already know the answer to.

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Stay away from acronyms unless they are well known and used by the target population. Such as "uiuc".

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While the survey is live, track the subgroups of interest to ensure good participation. You can send out targeted reminders to different groups.

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Allow participants to easily download the consent language with contact information.

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Make sure you follow accessibility guidelines.

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You can put a survey behind a campus login if desired. You can also save the following attributes in the data set: First name, last name, email, staff vs student, home department

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Shorter is better!

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Enter a survey description and title to show in search results and on social media posts. Otherwise a posted survey link and title will include the default advertising.

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Turn on the back button.

You can change the text on the first page to anything such as "continue" "I consent" "I agree" etc.

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Turn on Bot detection