I. Scope:
This policy applies to all Surveys administered to university populations that are conducted by university faculty, staff, students, visitors, contractors, academic and administrative departments, and offices, except those which are excluded below (“University Survey”). This policy applies to University Surveys that are internally developed and administered as well as those contracted with and administered by external vendors.
II. Policy Statement:
This policy establishes a process by which George Mason will approve and prioritize University Surveys and creates a University Survey Review Committee. A centralized framework for the approval and prioritization of University Surveys is required to balance assessment needs with the burden placed on students, faculty, and staff in both administering and responding to University Surveys. A centralized framework will allow University Surveys to remain a viable, valuable, and judiciously applied assessment tool by:
- minimizing survey fatigue,
- prioritizing University Surveys based on university needs and goals,
- minimizing and mitigating impact of overlapping surveys administered to the same population at the same time,
- improving survey quality, and
- promoting consistent data practices.
All University Surveys must be submitted to OIEP and reviewed and approved by the University Survey Review Committee, in accordance with the attached procedure, prior to administration. University Surveys may not be administered without the approval of the University Survey Review Committee. The University Survey Review Committee will also manage and set the University Survey Calendar, and all University Surveys must be administered in accordance with the approved University Survey Calendar.
Surveys that meet the federal definition of research with human subjects must be submitted to the IRB for review and must receive either IRB approval or a written exemption determination from IRB staff, in accordance with University Policy Number 4017 – Research Involving Human Subjects. University Surveys requiring IRB review must be submitted to the IRB prior to submission to the University Survey Review committee.
The following surveys are excluded from this policy and are thus not University Surveys:
- Surveys involving less than 100 George Mason students and employees;
- Surveys sent by an academic or administrative unit or registered student organization ONLY to students or employees within that unit or organization exclusively for the evaluation of the unit;
- Surveys used for the evaluation of an event, program, or service when sent ONLY to program/event/service participants/recipients;
- Student Evaluations of Teaching;
- Surveys of alumni;
- Forms used to collect information for administrative scheduling purposes (e.g., Doodle);
- Surveys created and administered by students for class projects;
- Surveys used by faculty in a class that are administered only to students in the class;
- Surveys sent by an academic unit to demonstrate student demand for SCHEV degree program proposals.
III. Definitions
Survey: A survey is a research tool used to gather data through the use of questionnaires. Surveys assess topics such as engagement, satisfaction, institutional effectiveness, or other special topics of strategic interest. Surveys include internally developed and administered questionnaires as well as those contracted with and administered by external vendors.
University Survey: A survey administered to a university population (e.g., students or employees) that does not fall within the exclusions listed above.
University Survey Administrators: The individual(s) responsible for the design, administration, and oversight of the University Survey project.
University Survey Calendar: The calendar set by the University Survey Review Committee and maintained by OIEP that sets the dates on which approved University Surveys will be administered.
University Survey Review Committee: A committee composed of faculty and staff representatives responsible for reviewing, prioritizing, and approving University Survey applications.
IV. Responsibilities:
OIEP: OIEP is responsible for chairing the University Survey Review Committee and working with relevant offices to select members of the committee. OIEP is responsible for creating and maintaining materials, including deadlines, the University Survey Calendar, procedures, and resources. OIEP is responsible for maintaining materials on the OIEP website.
University Survey Review Committee: The University Survey Review Committee is responsible for reviewing all University Survey requests by stated deadlines. The University Survey Review Committee is responsible for determining whether to approve, request revisions and resubmission, or reject University Survey requests. The University Survey Review Committee is responsible for minimizing and mitigating impact of overlapping University Surveys administered to the same population by providing available administration windows (e.g., time frames) for approved University Surveys and setting the University Survey Calendar.
University Survey Administrators: University Survey Administrators are responsible for submitting all required documents, before and after the University Survey administration, to the University Survey Review Committee as described in the procedures by stated deadlines. University Survey Administrators are responsible for ensuring accepted University Surveys do not deviate from the version approved by the University Survey Review Committee (e.g., no changes to the survey instrument, administration window, or survey population after approval). University Survey Administrators are responsible for informing the University Survey Review Committee if an approved University Survey will not be administered as planned. University Survey Administrators are responsible for distributing the survey and managing and analyzing survey results.
All university faculty, staff, students, and contractors: All George Mason affiliated individuals are responsible for following this policy.
V. Compliance:
University Surveys conducted without prior approval may be suspended or barred from utilizing university resources. Violators will receive a written notification to their direct supervisor and the unit vice president. Non-compliance with this policy may lead to the revocation of Survey administration privileges.
VI. Timetable for Review:
This policy shall be reviewed every three years.
VII. Amendments:
Amendments will be approved by the Senior Vice President and Chief Operating Officer and the Executive Vice President and Provost.
VIII. Dates:
Approved and effective July 14, 2026
Page create July 15, 2026