Final push for the Staff Survey

Issued: Tue, 10 May 2016 09:56:00 BST

A record breaking number of staff have completed the 2016 UofG Staff Survey.  Don't miss out on your chance to share your opinions and shape the way the University operates.

The response rate for the survey currently stands at 63%, but the team organising the survey - which includes the UofG trades unions - is appealing to people who have not yet taken the 10-15 minute survey to do it now.  The response rate in 2014 was 60% and in 2012 just 33%.

The survey can be done online, using the personalised email link sent by Capita the external provider delivering this year's survey; it is also possible to get a paper version or to take the survey over the 'phone, talking in confidence to a representative of Capita.

For each survey completed, £1 is being donated to one of three University of Glasgow charities.

What is the purpose of the survey?
The 2016 Staff Survey questionnaire has been designed to gather your views about the University.  It provides an opportunity for you to voice your opinion and influence and drive improvements that are relevant to you.

Image of staff survey poster with female‌How will the survey results be used?
The results will be shared with staff when they become available. The University will then agree an action plan to start responding to concerns and making improvements where they are necessary. Views will not be ignored.

Who is running the survey?
CAPITA Surveys & Research is running the survey on behalf of the University of Glasgow. Capita is a leading survey, HR research, and consultancy organisation and has supported more than 60 other universities to undertake staff surveys.

Will the survey be anonymous?
Yes, absolutely. The survey will be conducted in line with the Data Protection Act and the Market Research Society’s Code of Conduct. The results of the survey will be provided to the University only in an aggregated format to ensure that no one can be identified in the results.  No one in the University will be allowed access to any identifiable data or any of the completed questionnaires.

Will the survey be a paper questionnaire or an e-survey?
The University is giving staff the chance either to complete a survey electronically ‘on line’ or as a paper questionnaire.  Anyone who has a work email address will be invited to participate in an e-survey. Those who do not have ready access to a computer can be sent a paper version of the questionnaire.  

What if I prefer to complete a paper questionnaire?
This is not a problem.  Just contact Capita using the link on the e-survey to request one, or call Capita on their Freephone helpline 0800 587 3115 and they will send you one.

I don’t have private access to a computer at work – could I complete it on line from home?
Yes.  Just type the link displayed on the front of the questionnaire into your browser.  When prompted, enter your user code to gain access to the survey.

What do I do if I need help completing my questionnaire?
There is a Freephone helpline 0800 587 3115 you can call.  If you would like to complete the survey over the telephone instead of filling in the questionnaire, a trained researcher will go through the questionnaire with you and submit the questionnaire on your behalf.

If Capita have my work email address, how can the survey be anonymous?
Capita need to ensure they can communicate directly with all staff in the University, and send you your unique secure user code. Your email addresses will not be used for any other purpose. It will never be linked to your survey responses or used in any reports. Your email address will be deleted by Capita from their data base at the end of the survey.

Will we receive reminders about completing the survey?
Yes.  Capita have put in place a reminder regime and will contact you at regular intervals during the survey 'live' period if you haven’t completed a questionnaire.

What if I lose my email invite?
Contact Capita's survey Freephone helpline 0800 587 3115, and they will send you another email with your user code.

How secure is the e-survey?  Where will the data be stored?
Very secure! All Capita's surveys have a site secure licence. You will be able to see the padlock sign that indicates this at the bottom of your computer screen.  Everyone will have their own unique user code supplied by Capita, so only you can access or see your questionnaire and your responses.  The data will be stored on a secure Capita server; no one in the University will have access to it.

How long does it take to complete the survey?
The majority of questions require tick box answers and should take approximately 15 minutes to complete.  However, it will also depend on how much you wish to write in the comments boxes provided.

Do I have to complete the e-survey all in one go?
No.  You can keep coming back to the questionnaire as many times as you wish.  Your responses are saved each time you exit the survey site, so you can pick up where you left off each time you re-join the site.

How do I know how far I’ve got in the e-survey?
The survey is split into Question Blocks.  As some blocks are longer than others, Capita have also included an indicator bar which shows the percentage of the questionnaire you have completed.

What if I think I’ve made a mistake, can I go back to correct it in the questionnaire?
Yes.  There are ‘next’ and ‘previous’ buttons at the bottom of each page on screen so you can navigate through the questionnaire. It is similar to one of the University's online training modules.  

Who will see my completed questionnaire?
Unless you choose to share your completed questionnaire with anyone, only Capita Surveys & Research will see your completed questionnaire.

If I tick all the boxes, in the ‘About You’ section of the questionnaire will I be identifiable?
No. Capita have a rule that states they will not look at the views of groups of less than 10 individuals separately. Smaller groups are always amalgamated. Capita will be careful to make sure NO information that could identify an individual is exposed, including opinions written in the ‘comments’ boxes.

How can I really be sure that I can’t be identified?
The survey is being conducted in accordance with the Data Protection Act, and it is Capita's duty to ensure that you cannot be identified in any reports they produce.  This includes the free text boxes where Capita will not provide the university with any comments where it is clear that the respondent could be identified.  

What is the FREEPHONE helpline number?
The Freephone number is 0800 587 3115.  The line is open between 9.00am and 5.00pm.  All calls are in the strictest of confidence.  No calls are recorded.


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