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Staff Survey 2017 FAQ

Why is the University conducting a staff survey?

The University's vision for 2026 is to be a vibrant, thriving, sustainable, global and broad-based institution, responsive to, stimulated by and informing changes in the world around us. Our people are key to delivering on this vision, and we want to understand how things are now - what is working well, what is not working so well and what needs to improve.

Who can take part in the survey?

The survey is open to all staff of the University, except for:

  • Staff seconded in from other organisations
  • Casual staff
  • KTP Associates
  • Sessional and others paid via a Fees form
  • SUMS Staff

The survey is open to:

  • Staff on international campuses (except NUIST)
  • Sessional staff paid via the payroll
  • Staff on maternity and other forms of long term leave

Is participation in the survey compulsory?

The survey is voluntary, but we would like as many people as possible to complete the survey so that we can be sure the results are representative. The more people that tell us what they think, the easier it is for us to identify what we need to do in response.

How open can I be with my feedback?

As open as you want to be. We are interested in hearing from you and would like your feedback, good or bad. Your contribution will remain completely confidential, as the survey is being managed by an independent specialist provider. They will only provide aggregated results to ensure that no one can be identified in the results.

No one at the University will have access to the data or completed questionnaires.

Who is this independent specialist provider?

We are working Capita Surveys & Research, a leading survey provider that has worked with 60 other universities to undertake an employee survey.

Capita understands your need for confidentiality and 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 in an aggregated format to ensure that no one can be identified in the results.

If you would like to discuss this further, please contact Capita's Freephone number 08005873115 (+44 08005873115, if you are outside the UK). All calls are in the strictest of confidence. No calls are recorded.

What will the survey ask?

The questionnaire has been designed to gather your views about the University and will cover areas like your role, training & development, health & well-being, leadership & management and communication. It provides an opportunity for you to voice your opinion and influence changes that are relevant to you.

When will the survey be available?

On 6 March, you will receive an email from Capita Surveys & Research inviting you to participate in the survey. This email will contain a link to the survey site. It is okay to click this link as it has been tested by IT and does not pose a threat to our systems.

When you first click the link, you will be asked to complete a logon. This is your own personal logon and allows you to start the survey and then go back to it at any time without having to start again from the beginning.

If you haven't completed the survey, you will receive automatic reminders from Capita.

The survey closes on 7 April.

Do I have to complete the survey at work?

Managers have been asked to ensure that you have time to complete the survey during your normal working hours. You are not expected or required to take the survey home, but if you would prefer to complete it away from the work place you can. If you receive an email invitation with a link to the online survey, you can forward this to a different email address and access the link from that email account.

Why do you need to know where I work?

At the end of the questionnaire, you are asked which organisational unit you are based in. This information is used to better understand the views and needs of different school/function differ and will allow us to provide reports specific to your area.

The University will not be given specific results for teams with fewer than ten respondents to maintain confidentiality and anonymity of respondents.

What should I do if my team is not listed?

Due to the size and complexity of university structures it is not possible to list every team. Therefore, those teams with less than 10 people working in them (as per our HR System record) will not be listed. If you are based in a team which is not separately listed, please tick the name of your parent department.

What if I have more than one job at the university?

If you have more than one job with the university you may have a question about which job to focus on when answering the questions about your line manager and your team.

You should complete the questionnaire based on the role that you spend the most time in based on your contractual hours. If your time is split equally between two jobs, then for the team and line manager questions then choose the area you would most like to feedback on. If you would like to feedback on both areas, please contact Capita (the contact details are on the survey) to discuss.

What if I am seconded to another job?

If you are seconded to another role within the university, to any campus:

  • Answer the survey questions based on whichever role and team you feel is most appropriate. For example, if you are only in week one of the secondment answer based on your previous role.
  • If you are seconded into the university from another organisation - we are sorry but you will be unable to participate in the survey

Why does the survey asks me for personal details such as gender, age, ethnic background, and disability?

We are committed to providing a working environment in which all staff are treated equally and with dignity and respect. We ask you to provide this information to help us understand if there are any differences in staff experiences that are related to factors such as gender or ethnic group. We will not be able to access individuals' responses and the personal details you provide will in no way lead to you being identified. You do not have to provide this information, but we encourage you to do so as the data will help to identify any general issues which need to be addressed or investigated further for a group of staff.

If you have any another question about the survey, please contact Capita on their Freephone number 08005873115 (+44 08005873115, if you are outside the UK). All calls are in the strictest of confidence. No calls are recorded.

When will we find out about the results?

The institution results will be published in May and then schools and functions will receive their reports throughout May.

Colleagues from different parts of the University - across grades, disciplines and areas - will be involved in shaping solutions to the key issues highlighted in the area.

When will we find out what action will be taken as a result of the survey?

A University action plan will be developed with colleagues and shared in summer 2017. Schools and Functions will be expected to follow up with their own action plans to address local issues highlighted in the survey.

Things to do now

If you have any further questions about the survey then please call Capita's freephone number:

  • 0800 587 3115

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