The Office of Institutional Research oversees the Viterbo University Survey Clearinghouse for surveys distributed to campus groups for quality assurance or continuous improvement. The clearinghouse exists to establish a consistent procedure for managing campus surveys, assure effective use of university time and resources, reduce survey fatigue, improve response rates, and maximize the use of existing and new data.
 

Survey Policy

All campus-wide surveys must be cleared through the Survey Clearinghouse. The term “campus-wide” refers to surveys administered to faculty, employees, or to a significant segment of the student body. For example, an entire class of undergraduate students, all undergraduate students, or all graduate students). This policy does not pertain to department surveys of majors or administrative surveys (e.g. scheduling, registration, planning, event evaluation).

The use of Qualtrics, distribution of surveys, and use of university computers must comply with the Viterbo University Appropriate Use of Technology Policy. Survey research conducted must comply with the Family Educational Rights and Privacy Act and Health Insurance Portability and Accountability Act. Any research conducted on human subjects must seek Institutional Review Board approval, with these exceptions:

• Surveys conducted by university personnel for the purposes of improving existing services and programs or developing new services or programs for students, employees, or alumni.
• Surveys that focus on university processes, services, or policies for the purpose of quality improvement or quality assurance, unless the clear intent is for generalizable knowledge.
• Course-related activities or assignments for teaching purposes that are part of a course, with the stipulation that the information collected is not disseminated for use outside the classroom.
• Data collection for internal department or administrative purposes, such as event evaluations or university group elections.

Approval Process

1. Consult with the Office of Institutional Research to determine if there is existing data available for a planned survey.
2. Consult the Viterbo University survey calendar to select potential survey time frame(s).  Ideally, only two surveys are deployed simultaneously, with priority given to Viterbo course evaluations.
3. Student researchers are required to work with a faculty or employee sponsor, who will approve/deny survey distribution through the clearinghouse process. Student surveys are distributed through VU Today.
4. To avoid duplication, descriptions of recent surveys can be found on the IR SharePoint site (log-in required).
5. Obtain Institutional Review Board approval or exemption.
6. Submit the survey clearing request using the link below at least two weeks prior to the desired start date for the survey.
7. To avoid duplication, descriptions of previous surveys can be found on SharePoint (log-in required).

Survey Clearinghouse Application
 

Qualtrics

Qualtrics is a web-based survey platform available to all Viterbo University faculty, administrators, staff, and students. The tool enables users to conduct research and gather information in support of the university's educational mission and organizational goals. Students are limited to a maximum of five active surveys and a maximum of 2000 total responses (including deployment, reminders, and submission of a completed survey) for the lifetime of the account. Exceptions required the recommendation of a faculty member, advisor, or supervisor.

To use Qualtrics, members of the Viterbo Community can click the link below. For assistance or support, contact a member of the IR Staff. Additional resources are also available through the Qualtrics Support website.

Qualtrics Login