Approval of Student to Student survey requests

(Internal UCC Student Research)

Student-to-student surveys that involve contacting UCC students via Umail or other university-managed channels must be approved in advance.  All submissions are reviewed by the Surveys Manager.

Application Process

Initial Contact

Students must email the Student Surveys Unit at studentsurveys@ucc.ie at least 8 weeks before the planned survey launch date.  If approved, your survey will be placed in the queue of surveys awaiting dissemination

Survey Timing Restrictions

Student-to-student surveys will not be approved during:

• Student registration periods
• Examination periods
• Peak survey seasons (e.g. StudentSurvey.ie, Eurostudent, Times Higher Student Experience Survey)

Survey Proposal Submission

Students must complete the Internal Survey Proposal Form and submit:

• A copy of the survey (Word or PDF format)
• Evidence of academic supervisor approval
• Details of data storage, use, and destruction
• Ethics clearance (where required)

Survey Distribution Rules

• For online surveys, the Student Surveys Unit typically distributes invitations on behalf of students
• Contact: surveys@umail.ucc.ie
• Survey responses must be directed to a ucc.ie email address
• Only one reminder email is permitted per survey
• Surveys may only be sent once per academic year

Post-Survey Requirements

After completion, students must provide the Surveys Manager with, on request:

• Response rates
• How the data was used
• Details of reporting or dissemination

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.

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.

Umail Terms and Conditions

All student-to-student surveys using Umail must:

• Be part of UCC academic coursework or research
• Have ethical approval and academic staff endorsement
• Clearly state:
• The student researcher’s name
• The purpose of the survey
• How data will be stored, used, and destroyed
• Include a direct survey link (full URL)