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Web Surveyor Tool

Procedures for Web-Based Survey System

  1. The content of all surveys must be approved prior to being distributed to selected users using a "published" survey that has been uploaded to the Qualtrics web survey system. Depending on the nature of the survey, the instrument will need to be reviewed and approved as follows:

    1. All research-related surveys will be reviewed and approved by the Institutional Review Board (IRB). The IRB form is located at http://www.tarleton.edu/research. Each research-related survey must include the following statement from the document:

      Subject Consent To Participate In Research”:

      You have the right to privacy. All information that is obtained in connection with this study that can be identified with you will remain confidential within the limits of State Law. Information gained from this study that can be identified with you will be released only to the investigators, and if appropriate, to your physician and the sponsors of the study. For studies regulated by the Food and Drug Administration (FDA), there is a possibility that the FDA may inspect your records. The results of this study may be published in scientific journals without identifying you by name. In addition, members and staff of the Institutional Review Board may review the records of your participation in this study, and you may be contacted by a representative of the Board for information about your experience with this study. If you wish, you may refuse to answer any questions the Board may ask of you. We also would like for you to understand that your record may be selected at random (as by drawing straws) for examination by the Board to insure that this research project is being conducted properly. We will make every effort at preventing physical injury that could result from this research. Compensation for physical injuries incurred as a result of participating in the research is not available. The investigators are prepared to advise you about medical treatment in case of adverse effects of these procedures, which you should report to them promptly. Phone numbers where the investigators may be reached are listed in the heading of this form. If you have any questions about the research or about your rights as a subject, we want you to ask us. If you have questions later, or if you wish to report a research-related injury (in addition to notifying the investigator), you may call the Chairperson of the Institutional Review Board during office hours at (254-968-9463). Participation in this research study is entirely voluntary. Refusal to participate will involve no penalty or loss of benefits to which you are otherwise entitled. If you decide to participate, you are free to withdraw your consent and discontinue participation at any time without affecting your status (as a patient, student, employee, etc.) or the medical care that you will receive.

    2. All administrative surveys [i.e., data used for internal University decision making] will be reviewed and approved by Subcommittee for University Surveys of the University Planning Council. Note: Surveys that will collect data for use in presentations at professional meetings and/or for use in professional publications should be considered research-related surveys.

      Each administrative survey must include the following statement:
      This survey has been reviewed by the Subcommittee for University Surveys of the University Planning Council at Tarleton State University in Stephenville, Texas. If you have questions concerning this review process, please contact the Director of the Office of Institutional Research at (254) 968-9354. You have the right to privacy. All information, which is obtained in connection with this study that can be identified with you, will remain confidential within the limits of the State law. The Tarleton State University privacy link can be found at: http://www.tarleton.edu/site/privacy.html

    3. All surveys by registered student organizations [non-research related] will be reviewed and approved by Student Activities.
      Each survey must include the following statement:
      This survey has been reviewed by the Office of Students Activities at Tarleton State University in Stephenville, Texas. If you have questions concerning this review process, please contact the Director of Student Activities at (254) 968-9490.

  2. Surveys will be posted for a limited duration. The time limits for the various types of surveys follow:

    • Research: No longer than one year.
    • Administrative: One semester to one year.
    • Students Organizations: No longer than one semester.

    At the end of the time limit, the survey will be removed from the Qualtrics web survey system by Institutional Research. Requests for extensions must be submitted to the appropriate review body (i.e., IRB, Subcommittee for University Surveys, Student Activities) for renewal.

  3. Should the web survey tool reach its limit for concurrent "active" surveys (approximately 300), then priority for the posting of surveys will normally be as follows:

    1. Graduate student research

    2. Undergraduate student research

    3. Faculty research

    4. Staff research

    5. Administrative surveys

    6. Student organization surveys

    Institutional Research will be responsible for monitoring the number of “active” surveys.

  4. Any individual, department, or student organization that uploads a survey to the Qualtrics web survey tool in violation of these guidelines will lose permission to use the web survey system for a time period of one semester to one year. The issue will be referred to the appropriate review body (i.e., IRB, Subcommittee for University Surveys, Student Activities) for investigation and sanctions.