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, shorten the request, 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. A survey is most useful when the intended audience, purpose, and planned use of results are clear.
- 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 of results?
- When are the results needed, and is the proposed schedule realistic?
Check for existing data first
UC Merced may already collect or report information that addresses your question. Review the Survey Hub, campus survey calendar, dashboards, published reports, and prior survey instruments before asking the campus community to respond to something new.
Survey Hub
Review institutional surveys, available results, survey instruments, and the campus survey calendar.
Dashboards and reports
Look for existing institutional data before creating a new collection.
Ask for help locating data
If you cannot determine whether the information already exists, contact CIE before building a survey.
Decide whether a survey is the right method
Use Microsoft Forms for straightforward collection
Consider Microsoft Forms for basic information collection, event registration or RSVP, operational intake, and classroom quizzes. For appointment scheduling, consider whether Microsoft Bookings is a better fit.
Use Qualtrics for survey research and feedback
Consider Qualtrics for institutional surveys, structured feedback, complex survey logic, and survey administration where the platform is appropriate for the information being collected.
Use REDCap for research-focused collection
Consider REDCap for research studies or research operations when the project requires a secure data collection and database platform. Access requires an approved UC Merced account request.
Use a supported business system for workflows
Do not use Qualtrics as the default platform for check-in, case management, approvals, or other ongoing operational workflows. Contact OIT to evaluate an appropriate supported solution when the need is a business process rather than a survey.
Compare survey tools and practices
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, and retention 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. This is not an exhaustive list.
All UC Merced information activity must follow the UC systemwide IS-3 Information Security Policy. Research projects may also require review of human-subjects, data-management, sponsor, contractual, or other requirements.
Review the UC Merced IS-3 Information Security Policy
Review research data sharing and management resources
Survey readiness checklist
- The purpose and intended use of the 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 applicable compliance requirements have been considered.
- The survey owner, review process, timeline, analysis plan, and communication plan are defined.
- The instrument will be tested with keyboard navigation, assistive technology considerations, mobile layouts, logic, validation, and response options in mind.
Need guidance?
CIE can help faculty and staff determine whether existing data or an institutional survey may meet a campus-level need. Students proposing institutional-level surveys should work with a sponsoring faculty or staff member.
Email Analytics Hub Submit a survey request
Publishing note: Replace the bracketed intake-form link before publishing. If the form is not yet available, remove that button and retain the email option.
Campus Survey Coordination
- Before You Build a Survey
- Survey Tools and Best Practices
- Survey Consultation Services
- Survey Hub and Campus Survey Calendar
