2020–2021 HEDS Sexual Assault Campus Climate Surveys Supplemental Administration Information The 2020–2021 HEDS Sexual Assault Campus Climate Surveys general information webpage covers
Trang 12020–2021 HEDS Sexual Assault Campus Climate Surveys
Supplemental Administration Information
The 2020–2021 HEDS Sexual Assault Campus Climate Surveys general information webpage covers important details about the survey In this document, we provide additional information about the administration process If you have a question about the HEDS Sexual Assault Campus Climate Surveys and cannot find the answer on the information webpage or this document, please contact Lisa Kidd at lisa.kidd@hedsconsortium.org or
765-361-6170
Role of Survey Liaison
To ensure a smooth administration process, we require that you designate one individual from your institution to serve as the survey liaison We will direct all communication to the survey liaison, and the survey liaison is responsible for contacting other people on their campus about the survey as necessary In addition, the survey liaison is responsible for the following:
• Providing us with participant information
• Providing us with information regarding campus and local resources for sexual assault and relationship violence
• Providing us with the institution name as the survey liaison wants it to appear throughout the survey
• Providing us with the contact information for the survey leader(s)
• Reviewing and testing the survey before it is launched
• Working with us to troubleshoot as situations arise
• If using email method—
• Providing us with the content for and the dates to distribute the invitation and reminder
emails
• Whitelisting Qualtrics IP addresses: tell your IT department to add the 162.247.216.0/22 IP
range to ensure correct email delivery to alumni receiving HEDS surveys (For Europe, the Middle East, Africa, and Asia Pacific, whitelist the 139.60.152.0/22 IP range.)
• Contacting us to ask for a bounced emails report, if you are concerned about bounced emails
• If using authentication method—
• Selecting type of survey authenticator (email address, campus ID, generated password, etc.)
• Distributing passwords and the general survey link to invited participants
• If using general link with no authenticator—
• Letting us know if you expect any participants to use a shared device to complete the survey
(e.g., if you will be setting up computer stations for people to take the survey)
Modifying Survey Questions
To preserve both the integrity of the questions and scales in the HEDS Sexual Assault Campus Climate Surveys and the comparative data from the survey for participating institutions, we will not modify questions or question responses for your institution For this same reason, we do not allow institutions to administer HEDS surveys through their own survey engines
Trang 2Voluntary Participation and Incentives
The HEDS Sexual Assault Campus Climate Surveys are intended to be a voluntary survey, and were approved as such by the Wabash College IRB In addition, the introduction to the HEDS Sexual Assault Campus Climate Surveys, which inform participants that the survey is voluntary, cannot be altered Institutions should not make the survey mandatory or use survey incentives that may affect voluntary participation without consulting their institution’s IRB You may offer incentives to students, faculty, staff, and administrators who submit this survey, but in order to maintain anonymity of those individuals, we only offer three options Please contact Lisa Kidd at lisa.kidd@hedsconsortium.org or 765-361-6170 to learn more about these options
Connecting Responses to Individuals
We ask survey liaisons to submit a list of participants that includes each participant’s first name, last name, email address, gender and race/ethnicity as reported to IPEDS, class year for students, and employee type for faculty, staff, and administrators This information will be stripped from survey data files, however, so that institutions will have no way of linking survey responses to individuals on campus The SPSS or Excel data file we send you
will not include survey respondents’ names, email addresses, IP addresses, location information, etc Before we
send your institution’s data to you, we will review open-ended text responses and remove the names of anyone accused of sexual harassment and/or sexual violence We will also deprecate the data file as needed by removing variables and/or combining response options into broader categories in order to keep respondents’ responses anonymous Please note that we request gender, race/ethnicity, class year, and employee type in your contact list
in order to calculate response rates by those demographics; however, we will use respondent-provided
information from the survey for any disaggregation of the data by those demographics
Errors in or Updates to the Participant List
Please make sure that your participant list is accurate before sending it to us If you realize that you made an error
in the participant list (e.g., incomplete list, incorrect group of campus members) after the survey has launched, please notify us immediately Depending on the scope of the error, we may need to close the survey, clear any responses, and relaunch the survey for an additional fee
Stopping and Reentering a Survey
If using the email administration method, participants should be able to stop the survey partway through and then reenter the survey to complete it To reenter their survey, participants must click on their personalized link in the invitation or reminder messages Switching devices should not impede participants’ access to their survey When reentering the survey, participants’ responses on the previously answered pages will be saved Participants will open the survey to the page where they left off, but the current page may or may not show their responses Survey links will expire on the day that the survey closes If participants try to reenter a closed survey, they will not be able to do so
If using the authentication administration method, we cannot guarantee that participants will be able to stop and reenter their survey If participants return to their survey using a different device, they will not see their saved responses, but will see a blank survey instead However, if they use the same device to reenter, they should be able to access their survey with saved responses on previous pages Participants will open the survey to the page where they left off, but the current page may or may not show their responses We recommend that you encourage participants to take the survey in one sitting, as their responses may not be saved if they reenter their survey
Trang 3Forwarding Invitations or Reminders
Invited participants should not forward their emailed invitations or reminders to others as a way to share the link
to the survey as each person’s link is unique If the person that receives the forwarded message clicks the link, it either will not work because the intended participant already used that link to submit a survey or it will open, allowing the unintended individual to submit a survey using the intended person’s access To prevent this
situation, we recommend you include the following language in all invitations and reminders: “This is a single-use link; please do not forward it to anyone else.”
Completed Survey Message
Once participants complete the survey, they will receive a message as shown at the end of the 2020–2021 HEDS Sexual Assault Campus Climate Survey instruments (samples available online here)
Receiving Survey Invitations and Reminders
If using the email administration method, we will email your survey invitation and reminders to your students, faculty, staff, and administrators via Qualtrics, the HEDS survey engine If the survey liaison is not part of the population invited to take the survey, we will also send the survey invitation and reminder emails to the survey liaison as they are sent to those who are invited to participate in the survey If you would like for another contact
at your campus to see these emails as they are sent to participants, please let us know as we are preparing your survey