Campus Survey Coordination
Before creating a new survey, clarify the decision or information need, check whether useful data already exist, and choose a collection method that fits the work. This preparation can reduce duplication and improve the usefulness of the results.
Start with the question you need to answer
Write a short statement describing what your team needs to learn and what decision, service, or improvement the information will support.
- What decision or action will the results inform?
- Who needs to be represented in the information?
- What information is essential rather than simply interesting?
- Who will own the project, data, follow-up, and communication?
- When are results needed, and is the schedule realistic?
Check for existing data first
UC Merced may already collect or report information that addresses your question. Review existing surveys, results, dashboards, reports, and the campus survey calendar before starting a new collection.
Survey Hub
Review institutional surveys, available results, survey instruments, and the campus survey calendar.
Ask for help locating data
If you cannot determine whether useful information already exists, contact CIE before building a new survey.
Decide whether a survey is the right method
Microsoft Forms
Consider Microsoft Forms for basic information collection, event registration or RSVP, operational intake, polls, and classroom quizzes.
Qualtrics
Consider Qualtrics for institutional surveys, structured feedback, complex survey logic, managed invitations, and survey reporting.
REDCap
Consider REDCap for research studies or research operations requiring a secure data-collection and database platform.
Supported business solution
Contact OIT when the need involves check-in, case management, approvals, service delivery, or another continuing business process.
Identify privacy, security, and compliance needs
Do not begin collecting sensitive or regulated information until the project team has confirmed that the platform, access controls, storage, sharing, retention, and reporting practices are appropriate.
Examples requiring careful review include Social Security numbers, immigration or citizenship information, financial account information, health information, authentication credentials, government identifiers, and other information that could create significant harm if disclosed.
Review the UC Merced IS-3 Information Security Policy before collecting higher-risk institutional information.
Research projects may also need the UC Merced research data sharing and management resources.
Survey readiness checklist
- The purpose and intended use of results are documented.
- Existing dashboards, reports, and prior surveys have been reviewed.
- The intended population and distribution method are defined.
- The appropriate collection tool has been selected.
- Privacy, security, accessibility, and compliance needs have been considered.
- Ownership, review, timing, analysis, and communication are planned.
- The instrument will be tested before launch.
Need guidance?
CIE can help faculty and staff determine whether existing information or institutional survey support may meet a campus-level need.
