Survey Distribution Approval Procedure

In order to avoid “survey fatigue” and reduce duplication, enhance survey effectiveness and preserve population resources, and to protect our campus community from improper survey collections, all surveys are subject to the following institutional approval process. 

Approval Process:

All surveys must be approved, but the level of institutional approval depends on the type and scope of the survey: The following steps walk you through the 3 step full approval process: 

1. All surveys conducted for research purposes must have IRB approval before requesting survey distribution approval.  See the GS IRB website for more information. 

2. All surveys intended for distribution through GS email systems must obtain institutional approval based upon the following criteria:

Survey population scope	Required level of approval
All students (including cross-college data collection,  or using a Georgia Southern listserv)	VP for Student Affairs (slittle@georgiasouthern.edu)
Students within a college	Dean of College
Students within a department/program	Department/Program Chair
Students within a course	Course Instructor
All faculty (including cross-college data collection or using a Georgia Southern listserv)	Provost or designee (dcone@georgiasouthern.edu)
Faculty within a college	Dean of College
All staff	VP for Business and Finance or designee (rstalnaker@georgiasouthern.edu)
Staff within a division	Division Vice President
Mixed populations that include faculty, staff and/or student subsets	Provost or designee (dcone@georgiasouthern.edu), or VP for Student Affairs (slittle@georgiasouthern.edu)
External Survey Distribution Request(All external requests for access to a Georgia Southern population must be emailed to iroffice@georgiasouthern.edu.)	Provost or designee (dcone@georgiasouthern.edu)

Use the following Email template for requesting survey distribution approval from the provost or VP. (This request should be submitted after obtaining IRB approval.)  The Primary level approval will reply back to the applicant with approval, approval with conditions or disapproval. 

Institutional level request Email Template:

	Subject line must include: Survey Policy request to distribute approval – for primary investigator’s Name
	Email body must include:
	Name: Survey Title: Survey Purpose: Population accessed: Listserv requested: Assistance requested for distribution: Comments:
	Required Attachments:
	Attachments for research surveys must include: a copy of your IRB approval letter, your IRB application, and the survey(s).  Attachments for non-research survey distribution must include: the survey, recruitment text.

3. All surveys with IRB and Institutional approval must obtain OIR scheduling approval.  Email your request to iroffice@georgiasouthern.edu using the email template below:

Use the following Email template for requesting survey distribution approval from the OIR.  The OIR will reply back to the applicant with approval, approval with conditions or disapproval. 

Institutional Research scheduling request Email Template:

	Subject line must include: Survey Policy request to distribute approval – for primary investigator’s Name
	Email body must include:
	Name: Survey Title: Survey Purpose: Population accessed: Listserv requested: Comments:
	Required Attachments:
	Attachments for research surveys must include: a copy of your IRB approval letter, a copy of desired recruitment text, a copy of survey(s) with Informed consent text and documentation of Institutional Level approval (from step 2).  Attachments for non-research survey distribution must include: the survey, desired recruitment text and documentation of Institutional Level approval (from step 2).

The full survey policy can be viewed here: Survey Distribution Policy

Last updated: 4/27/2022