In an effort to reduce survey fatigue all surveys, studies, assessments, evaluations, or research involving University of Illinois students is to be registered with the Office of the Dean of Students through the Student Affairs Research Approval (SARA) process. This process is overseen by Dr. Belinda De La Rosa and approved by the Dean of Students, Kenneth T. Ballom.
The following restrictions apply to all student data gathering on campus:
- Approval to release student emails for surveys must be obtained from the Office of the Dean of Students or from the Associate Provost for Human Resources (Elyne Cole) for faculty or staff information.
- Approval or exemption for the study from the campus Institutional Review Board is required.
- Full populations of any subgroups will rarely be approved and therefore strongly recommend consultation with Amy Edwards, Assistant Provost for Management Information or Dr. De La Rosa, Director of Assessment for the Office of the Dean of Students before submitting an IRB application.
- No solicitations can be sent out the week before or the week of finals.
- The Division of Information Management charges for creating lists of students or faculty/staff. However, charges will be waived for UIUC dissertation projects. See their website for details at www.dmi.illinois.edu/datarequests.htm.
- Requests from non-University of Illinois Urbana-Champaign researchers will be considered on a first-come first-served basis and limited to three studies on students and two studies on faculty or staff populations per semester. All the restrictions listed above also apply to these researchers. Documentation of IRB approval or exemption from their home campus will be required. Only representative samples will be provided to these researchers.
- Third party surveys must adhere to the Faculty Senate Policy governing electronic surveys and questionnaires established on September 8, 2012.
- UIUC Student Affairs and other campus units must submit a SARA form if any of the following conditions apply:
- Survey or study will involve more than 1000 students
- Survey or study will involve students to whom you do not provide direct services to
- Information will be shared with others on campus outside of your immediate unit
- Information will be shared off-campus (IRB approval is also required)
- Other Senate Policies to consider are that surveys (other than course evaluations) are not permitted the week before or the week of final examinations. Also, only two follow-up email reminders to students are permitted.