Surveys

If your research requires ethics approval, you need to use the University approved surveys.

You can find information about this at the following links:

https://www.staffnet.manchester.ac.uk/rbe/ethics-integrity/ethics/app-prep/

This link should take you to ethics guidance, from which you can see a number of possibilities. To obtain guidance on survey tools, open the "General Considerations" tab. The fifth bullet point includes a link to Guidance on the use of Survey Materials.

Qualtrics

Here is the link for the University Licence.  If you had your account migrated you should now use this link.

If your survey collects Person Identifying Information (PII) - personal data as defined by the DPA you must ensure that the following details are provided to the respondents before they submit the survey:

• How the information the respondent provides will be used, including if they will be contacted again in future and if so why? If you wish to contact people again they need to be given a choice
• How long the information they provide will be retained – If the actual survey responses containing the PII are not required after the answers/statistics have been collated they should be destroyed/deleted. The PII should not be retained once the research is complete
• Who will access it
• That people have the right to withdraw from the survey/questionnaire and have their response deleted and to not be contacted again. Contact details should be provided
• The fact that a third party survey tool, Qualtrics, is being used should also be communicated and a link to their privacy policy should be provided

Here’s the information that should be on the web page advising those carrying out surveys/questionnaires of the data protection requirements. If their research requires ethics approval then they will be asked to include these details as part of their application but if not and they are collecting Person identifying information (PII, personal data as defined by the DPA).
 
It’s also worth noting that PII should only be collected if absolutely necessary, i.e. if a survey does not really need names, or email addresses or demographic details then these must not be sought.

Once you have completed your research, your survey should be closed, the data must be extracted and stored on a University-approved system, where it must be managed in accordance with the Records Retention Schedule. The survey must be deleted after the data has been extracted.

Any further questions should be directed to the Information Governance Office:
information.governance@manchester.ac.uk