Survey Tools & Data Protection
Prepared by IT Services
in consultation with the Institutional Review Board (IRB)
Presentation Objectives
This presentation introduces…

the two University-provided survey tools and helps you decide which best
meets your needs.

who can use the survey tools.

survey design and audience selection resources/guidelines.

important Institutional Review Board (IRB) and data
classification/storage/security information.

cautions about sharing surveys/data with the survey tools.

next steps to obtain access to the desired survey tool(s).
After reviewing this presentation and the additional resources carefully,
you’ll be prepared to take the Survey Tools and Data Protection exam. To
obtain access to the survey tool(s), you must score 90% or higher on the exam.
University-Provided Survey Tools
IT Services is pleased to provide and support two survey
tools:

Checkbox ̶ for Web-only surveys

Snap Surveys ̶ for Web and paper surveys
Why?

Frequent faculty and staff requests for survey tools and support.

Enhanced security of survey data when recommended processes are
followed.

Survey data is stored on IT Services-managed servers, not on third-party
servers.
Checkbox
Easy-to-use Web-based survey tool for creating online
surveys

Can create and manage surveys via a web browser on either a Windows or
Macintosh computer.

Allows you to easily view responses, generate reports, and export data.

Includes an invitation manager that can be used to deploy your survey and
send reminders.

Provides the ability to share survey editing and reporting rights with other
Checkbox accountholders.

Can be accessed from both on-campus and off-campus using a web
browser.
Snap Surveys
Windows-based desktop software for creating web and
paper surveys

Software can only be installed on University-owned Windows computers.

Multiple “editions” (versions) of a survey can be created – paper, scanning,
web, etc.

Additional steps/components needed for some survey types:

Upload to Miami’s Snap Online site for web surveys.

A number of options available to address scanning of paper surveys

Purchase a Snap Scanning license

Request a temporary Snap Scanning license

Utilize the Print Center Scanning Service

Snap Online can be accessed from both on-campus and off-campus using
a web browser.

Respondents can complete web surveys using either a Windows or
Macintosh computer.
Who can use the survey tools?


Faculty and staff
Undergraduate and graduate students can use…

Checkbox when “sponsored” by a faculty/staff member

Snap Surveys on a University-owned Windows computer

Undergraduate and graduate student accounts for Checkbox…

are granted on a per-semester basis

must be requested by the faculty/staff sponsor, not the student
Note: the student must review this presentation and pass the Survey Tools and Data
Protection exam prior to the faculty/staff sponsor placing the Checkbox account
request.

Undergraduate student Checkbox accounts require…

that the faculty/staff sponsor be a Checkbox accountholder

that the faculty/staff sponsor perform the necessary actions to create
/activate survey(s) and export data (see IT Help at http://ithelp.muohio.edu
for survey tool specific details)
Survey Design Resources
Developing a well designed survey that gets valid,
reliable data is both a science and an art.
Resources for survey design:

Miami University Libraries (www.lib.muohio.edu) for print and electronic
resources on survey design.

SkillPort (www.muohio.edu/training and click on “SkillPort”) for online
tutorials on creating customer satisfaction surveys.

Office of Liberal Education and Assessment – 229 Culler Hall
Staff can assist with creating an assessment plan, as well as survey
design.

Statistical Consulting Center – 207 Bachelor Hall
Students, faculty and staff who are conducting research are eligible to use
the Statistical Consulting Center resources.
Obtaining Mailing Lists
If you need to distribute a survey to a large group consisting
of Miami faculty, staff and/or students, please consult IT
Help at http://ithelp.muohio.edu for cases regarding the
policies related to obtaining mailing lists at Miami.
For example:

Miami University guidelines for mailing bulk or broadcast e-mail messages

Distributing an e-mail message to large groups

Requesting addresses for mass mailings to university student community

Requesting addresses for mailing to university faculty and staff recipients
Institutional Review Board (IRB)
The Institutional Review Board (IRB) is responsible for
ensuring that all research studies at Miami University comply
with the federal, state and institutional guidelines for the
protection of human subjects in research.
IRB approval is needed when your survey…

is being used as part of your thesis (undergraduate, masters or doctoral)
research

is being used as part of a research study that includes human subjects

results will be used as part of a research conference presentation

results will be published in a research/scientific journal
IRB Application
Your IRB application should address data storage and
security issues.
Key areas to include are:

Who will have access to the survey data?

Will your data have identifiers?

Where will the data be stored?

How long do you plan to store the data (provide a timeline & rationale)?

What is your data destruction plan?
Need More IRB Information?

Check the IRB Web site at www.muohio.edu/oars and
search under “IRB-Human Subjects” for an application,
training requirements, Standard Operating Procedures (SOP)
and other fun details!

If you have questions about your survey
or you are not sure if IRB approval
is required, contact:
Office for the Advancement of
Research & Scholarship at 529-3600
Data Classifications

Unrestricted Data


Internal Data


Includes data that is available to the general public such as public
bulletins, course catalog, and entertainment announcements.
This data classification includes restricted data used by University
employees but not available to the general public such as department files
and most research data.
Sensitive/Confidential Data

Includes data not released under the Ohio Public Records Act, FERPA,
HIPAA, and GLBA.
FERPA, HIPAA, & GLBA Detail

Family Education Rights & Privacy Act (FERPA)


Health Insurance Portability & Accountability Act (HIPAA)


Provides students with a right of access to their education records, permits
students to challenge the accuracy of the records and prohibits the nonconsensual release of such information.
Protects patient information in the healthcare industry. It applies to
healthcare providers as well as organizations that manage healthcare
services, health insurance companies and employee benefit management
companies.
Gramm-Leach-Bliley Act (GLBA)

Protects customer information in the financial industry and applies to
protecting non-public personal financial information of customers.
Data Storage Guidelines

The Institutional Review Board (IRB) and the IT Services
Information Security Office (ISO) highly recommend that
all survey results be stored in a secure location.

A dedicated survey data storage server is available to
faculty and staff who use either Checkbox or Snap to…


store data exported from Checkbox

house the .MDF file that Snap creates when you create a survey and
collect data

store the analysis and any other files associated with your survey
Be aware that if you store sensitive or confidential data on
an unsecured storage space, you may assume risk
associated with it being breached.
Portable Devices
When traveling or using portable devices such as laptops
PDAs, memory sticks, and CDs, always:

Keep the device with you if possible.

For laptops, use a security cable to secure the laptop to a desk
or other non-moveable object.

Turn the tumblers on an opened security lock to reduce the risk
of the combination being stolen.

Password protect or encrypt sensitive/confidential information
stored on the device. IT Services provides a hard drive encryption
service. Visit IT Help at http://ithelp.muohio.edu for more information.

Store your password separately from the device.
Survey Data Storage Server

IT Services has provided space on a dedicated survey data storage server to
faculty and staff who use either the Checkbox or Snap Surveys tools.

The Institutional Review Board (IRB) and the IT Services Information Security
Office (ISO) highly recommend that all survey results be stored on this secure
IT Services-managed server or an IRB approved location.

This server is accessible via a Windows or Macintosh computer. If you are offcampus you must use Miami’s Virtual Private Network (VPN) client in order to
access this server.

You can share your space with individuals who have a valid Miami UniqueID
and MUnet password.

You can request ‘workgroup’ space on this server when conducting surveys for
class or departmental projects.

Visit IT Help at http://ithelp.muohio.edu for more details and instructions on
accessing and sharing space on this server.
What is Virtual Private Network?
Virtual Private Network or VPN, is a method of using encryption and other
security means to secure data when using public lines.
Who can use VPN?
Any member of the University with an active Miami UniqueID and MUnet
Password can use Miami’s VPN service.
When would I want to use VPN?



When using wireless, to help prevent data from being intercepted
and easily decoded.
When off campus, to encrypt data passed between your computer
and MUnet.
When on campus, to encrypt all traffic between your computer and
Miami’s network.
More Information About VPN:
Visit IT Help at http://ithelp.muohio.edu.
Resources and Responsibilities
Learn more about protecting and storing data by visiting the
following online resources:

IT Services Information Security Office Web site at
www.muohio.edu/information _security/ for the:

“Security Awareness” tutorial

“Rules of the Road” handbook

Survey Tools Web site at http://survey.muohio.edu

IT Help at http://ithelp.muohio.edu
By using the University-provided survey tools you…

agree to abide by the university’s “Responsible Computing Use” policy

agree to follow the Privileged Access Standards outlined on the online form
you’ll be asked to sign prior to requesting an account.
Checkbox Information Flow
Checkbox and Sharing

If you assign rights incorrectly, you can expose your survey and data to anyone
with a Miami UniqueID and password.

Only share your Checkbox folders, surveys, and reports with other Checkbox
accountholders.

Please review the following resources about how to share correctly:

Sharing Checkbox Folders (PDF)

Sharing Checkbox Surveys (PDF)

Sharing Checkbox Reports (PDF)
Note: These resources should take less than 10 minutes to review. Questions on the
exam may cover material included in these resources.

Do NOT use the “Edit Default Policy” button to share!

If there are individuals you want to view reports that don’t have a Checkbox
account, they can request a “Report-viewing only” account.
Snap Surveys Information Flow
Snap Surveys and Sharing

With Snap Surveys, the survey owner generates an .MDF file that is used to
build /manage the survey and is stored in a secure location.

You can share the .MDF file with other Snap Surveys accountholders.

You should only share the .MDF file with individuals you wish to have full editing
capabilities for that particular survey.

You can create and share Snap Online charts/tables that summarize the data
with anyone who has access to the Internet.

Please review the following resources about how to share your Snap Surveys file
and Snap Online charts/tables:

Sharing Snap Surveys (PDF)

Granting Others Right to View Snap Tables and Charts (PDF)
Note: These resources should take less than 10 minutes to review. Questions on the
exam may cover material included in these resources.

Do NOT use the “Custom Analysis” option when sharing your Snap Online charts
and tables!
Next Steps
Step 1:
Take the Survey Tools and Data Protection exam.
You must achieve a score of 90% or higher to proceed.
Note: Requires you to logon with your Miami
UniqueID and MUnet password.
Step 2:
Faculty/staff: Submit the online request form(s)
for the desired tool(s):

Checkbox

Snap Surveys
Students: Notify your faculty/staff sponsor that you have completed step 1
and they can place an account request for you.
Step 3:
Visit the “Survey Tools” web site at http://survey.muohio.edu for more
information and to access resources to help you learn how to use Checkbox or
Snap Surveys.
Have questions?
• Visit http://survey.muohio.edu
• Contact the IT Services Support Desk at ithelp@muohio.edu or 513-529-7900