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Staff Survey 2018

Welcome to the homepage of the Staff Survey 2018.

staff survey 2018 logo

Launching on Monday 29 October, this is a shorter survey than last year's and asks about your experience of working at the University, the leadership and management it provides, and opportunities for staff involvement and communication.

The survey is completely confidential and will be managed by Capita Surveys & Research, which has worked with 60 other universities to undertake an employee survey. A list of frequently asked questions can be found below.

Our People Plan programme is already working on your feedback from last year's survey. Throughout October, we will be sharing updates from the different People Plan projects. You can read about the work of the Leadership and management behaviours project team here.

Information about last year's staff survey, including institutional and school/function results, can be found on Staff Survey 2017 webpages.


What is the survey all about?

The survey has been designed to gather your views about aspects of working for the University. It provides an opportunity for you to voice your opinions. Your responses will help measure and influence improvements in employee engagement that are relevant to you.

What date does the survey open and close?

The survey will open at 00.01 on Monday 29 October and is now closed. University results will be published in January 2019 to be followed by school and function reports.

How is the survey being run?

The survey is being run by Capita Surveys and Research and is primarily online however, you can complete a paper questionnaire or contact the Capita helpline and complete a survey over the telephone instead.

How can I participate in the survey?

You will be sent either an email invitation to the online survey from Capita or receive a paper questionnaire from the University.

If you are invited by email but wish to request a paper copy of the questionnaire contact Capita before with your email and postal address.

If you have received a paper copy but would prefer to complete the survey online, Capita have provided details of how you can do this in the instructions on the paper questionnaire.

Please note whichever method is your preferred way to participate you should only complete one questionnaire.

Can I complete the survey over the telephone?

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. The Capita FREEPHONE helpline is open Monday to Friday between 9am and 5pm. All calls are in the strictest of confidence. No calls are recorded.

Can I make a copy of my paper questionnaire to give to a colleague?

No. If your colleague would like a paper copy please ask them to contact Capita directly.

How long does it take to complete the survey?

The majority of questions require tick box answers and should take around 10 to 15 minutes to complete. However, it will also depend on how much you wish to write in the comments boxes provided.

Will we receive reminders about completing the survey?

For those staff receiving email invitations to the online survey, YES. Capita has put in place a reminder regime and will contact you at regular intervals during the survey live period with login details if you haven't completed a questionnaire.

For those staff receiving paper copies of the questionnaire, NO. Capita does not have your postal address, so they are unable to send reminders to those receiving paper questionnaires as the survey packs are sent directly to you from the University. "All staff" generic reminders may be sent to you from within the University.

What do I do if I need help completing my questionnaire?

There is a Freephone helpline 0800 587 3115 you can call between 9am and 5pm Monday to Friday.

What information has been provided to Capita?

For staff that are receiving email invitations, Capita has been provided with email addresses only by the University. For staff receiving paper questionnaires, Capita has been provided with your name and work email address (if you have one) but no other contact details.

What information are Capita collecting?

Most of the questions in the survey ask for your opinion. Capita may also ask questions about you which require sensitive information such as sexual orientation and ethnic background. You do not have to answer these survey questions if you do not want to. We will point out these questions within the survey and as required by UK law you will be asked to give explicit consent for us to use the answers you give for those questions.

Why does Capita need the information?

Your responses will help to measure and influence improvements in employee engagement that are relevant to you in the University and area of work.

What will Capita do with your information?

After the survey closes, the information you give will be anonymised. Capita will analyse the results and produce reports about groups of people. To ensure you cannot be identified as an individual Capita will only report on groups of 10 or more. Groups of less than 10 will be combined before being reported on.

For those completing the online survey, you can withdraw your consent, or object to processing of your personal data, by contacting Capita, and they will stop processing your data immediately. Note that within three days of the survey closing Capita will anonymise the results, once they have done this it will not be possible to object or withdraw consent as your responses will not be identifiable.

For those completing a paper questionnaire, when questionnaires are received at Capita they cannot identify who it was sent from as there is no tracing information on the questionnaire. Once submitted it cannot be withdrawn.

Who will Capita share your information with?

Capita will never share your contact details with anyone else. Unless you choose to share your completed questionnaire with someone, only Capita Surveys & Research will see your completed questionnaire. In the future, your employer may ask that Capita share the survey results with another survey organisation. Capita will only ever share anonymised data and they will never share your individual survey responses with your employer, unless they have obtained your explicit consent for this.

How can I really be sure that I can't be identified?

It is Capita's duty to ensure that you cannot be identified in any reports they produce. They are conducting the survey in accordance with the Data Protection Act and the GDPR.

If you would like to discuss this further, please contact the Capita Freephone helpline 0800 587 3115.

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
  • Campus Jobs 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. In 2017, we had a 64% response rate and our target this year is 75%.

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 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




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