Survey Tools & Data Protection

1. Survey Tools & Data Protection Prepared by IT Services in consultation with the Institutional Review Board (IRB)

2. 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.

3. 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.

4. 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.

5. 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.

6. 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)

7. 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/trainingand 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 HallStudents, faculty and staff who are conducting research are eligible to use the Statistical Consulting Center resources.

8. 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

9. 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

10. 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?

11. 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

12. Data Classifications • Unrestricted Data • Includes data that is available to the general public such as public bulletins, course catalog, and entertainment announcements. • Internal Data • 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.

13. FERPA, HIPAA, & GLBA Detail • Family Education Rights & Privacy Act (FERPA) • Provides students with a right of access to their education records, permits students to challenge the accuracy of the records and prohibits the non-consensual release of such information. • Health Insurance Portability & Accountability Act (HIPAA) • 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.

14. 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.

15. 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 deskor other non-moveable object. • Turn the tumblers on an opened security lock to reduce the riskof the combination being stolen. • Password protect or encrypt sensitive/confidential informationstored 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.

16. 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 off-campus 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.

17. 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.

18. Resources and Responsibilities Learn more about protecting and storing data by visiting the following online resources: • IT Services Information Security Office Web site atwww.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.

19. Checkbox Information Flow

20. 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) • 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. Note: These resources should take less than 10 minutes to review. Questions on the exam may cover material included in these resources.

21. Snap Surveys Information Flow

22. 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) • Do NOT use the “Custom Analysis” option when sharing your Snap Online charts and tables! Note: These resources should take less than 10 minutes to review. Questions on the exam may cover material included in these resources.

23. 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.

24. Have questions? • Visit http://survey.muohio.edu • Contact the IT Services Support Desk at ithelp@muohio.edu or 513-529-7900