Internal Student-to-Student Survey Checklist

Before You Apply

☐ Confirm your survey is part of UCC academic work.
☐ Secure supervisor/academic staff approval.
☐ Obtain Ethics Committee approval (proof required).
☐ Check the UCC Surveys website to ensure data is not already collected.
☐ Review the University Survey Calendar to avoid clashes.
☐ Finalize survey content, communications, and plan with collaborators.
☐ Prepare your survey in Qualtrics (preferred tool).

Proposals must be received at least 8 weeks in advance of the desired survey launch date.

Approval of Internal Student to Student survey requests

Application Process

1. Initial contact
• Email the Student Surveys Unit (studentsurveys@ucc.ie) at least 8 weeks before the intended launch date.
• If approved, your survey will be added to the University Survey Calendar.
2. Survey Proposal Form
• Complete the Survey Proposal Form (Internal).
• Submit it together with a copy of the survey (Word or PDF) for review by the Ethics representatives of the USSB.
3. Ethics clearance for medical surveys
• Provide proof of ethics approval before submission to the committee.
4. Timeline
• Decisions are made within 1 month of the intended launch date.
• Late or special submissions are reviewed case by case.
5. Restrictions
   • Registration
   • Examination periods
   • Survey season (StudentSurvey.ie, Eurostudent, Times Higher Student Experience Survey)
• Surveys will not normally be approved during:
6. Distribution
• For electronic surveys: IT Services typically distributes the invitations on your behalf. Contact: surveys@umail.ucc.ie.
• Replies must go to a ucc.ie email address.
• Only one reminder may be issued per survey.
7. Post-survey follow-up
• The USSB will request information on response rates, usage, and reporting.

The terms and conditions surrounding the use of the student Umail service for surveys are as follows:

Umail Terms & Conditions

• The survey must be part of UCC academic work.
• It must have received ethical approval and be approved by an academic staff member.
• It may only be sent once per academic year.
• It must include a summary of the survey, along with details on how the data will be used, stored, and destroyed.
• It must clearly state the name of the student sending the survey.
• It must provide a direct link to the survey with a full URL.

In addition, please include:

• Evidence of support from your supervisor
• Details of data storage and publication plans
• Any other relevant information

Preferred tool: The University’s preferred survey tool is Qualtrics, available at https://ucc.qualtrics.com/login.

Alternative option: Have you considered holding a focus group as an alternative to surveying all students? Focus groups can sometimes provide richer insights while reducing the number of emails sent to the wider student body.

Criteria for Internal survey requests

The University Student Surveys board will consider the following criteria when reviewing University Survey requests:

1. Relevance to campus mission and/or strategic plan(s)
2. Minimal burden on campus constituents
3. Usefulness of data to inform university decisions
4. Efficient use of university resources
5. Value to the broader population of campus constituents
6. Clarity and functionality of survey and related communications
7. Inclusive language in alignment with university guidelines
8. Compliance with university standards for confidentiality and information security, and university accessibility standards.
9. The survey should not seek information that is already available from other sources.
10. Inappropriate timing due to other surveys or activities within the academic calendar
11. Sensitive nature of topic requiring unavailable back up service (e.g. counselling)