Download ICAOS Policy 01-2014 PDF
Issued on: 04/01/2014
For the purpose of this policy, the definition of a survey is the gathering of information through questionnaires, interviews, etc. to make inferences about a population. The ICAOS national office will serve as the Commission’s survey clearinghouse. All surveys intended for distribution to any compact members or compact community (e.g. deputy compact administrators, compact office staff, ICOTS users, victim advocates, etc.) must be approved by the national office using the procedures described herein. National office approval is not required for survey resulting from action from a standing committee.
Surveys will be administered using an electronic format.
Acceptance of authorization to administer a survey establishes an obligation on the part of the national office to use these data responsibly. The survey request must provide direction to the national office on its authority to distribute the data and identify potential recipients authorized to receive the data.
Failure to adhere to the policies and guidelines relating to the use of surveys will result in a written notification to the Compliance Committee. Violators of this policy must receive clearance from the Executive Committee to request any future surveys for a period determined by the Executive Committee.
A. The Request Process
Individuals and offices wishing to conduct a survey covered by the survey policy must provide the following information to the national office in writing.
Information required to conduct a survey includes but is not limited to:
Recurring surveys approved in an earlier year only need to submit information about the new proposed administration dates. Surveys approved in prior years with significant changes must be re-approved. The national office will review the survey request and provide a response within five business days of the received date of the proposal. The national office may provide a change notice based on the following criteria:
All surveys conducted by the Commission should adhere to the following guidelines.
A. The Rights of Respondents
Identifiable information should be collected only as required in relation to the expressly stated purpose of research or a project.
D. Data Security
The national office is responsible for managing and releasing the data collected. Raw data from surveys are typically not shared with people outside of the Commission except under special circumstances (e.g. a data sharing consortium). If survey data are shared, (a) its’ use should conform to applicable policies and guidelines, (b) the data should not contain any information that will identify a respondent, and (c) its’ release must be approved by the Executive Director.
E. Committee and Legal Review
The Commission and the requestor may incur legal liability if the treatment of survey recipients is unethical, if data resulting from the survey is misused, or if any part of the survey violates certain protected rights of individuals or ICAOS Rules. Survey requestors should be aware of their responsibilities and make every effort to protect the rights of survey recipients and to comply with ICAOS Rules. ICAOS Rules Committee, Training Committee, and legal counsel’s approval may be required if the survey findings are used for any purposes related to data collection about commission programs, practices, curricula, or outcomes.
F. Use of E-mail for Administering Surveys
E-mail is a convenient and effective way to contact and communicate with potential survey subjects; however, e-mail is a fundamentally unsecure medium. E-mail messages are typically transmitted to a number of different computers before reaching their final destination. At each intermediary computer, backups can create additional copies of the original message. Thus, messages may reside on one or more servers for extended periods, during which time they may be read, subpoenaed, etc. Theoretically, it is possible for subjects to return surveys through anonymous re-mailers, but interception and duplication remain possible during the initial transmission. It is possible to conduct secure e-mail surveys with encryption technology, but this is rarely used in actual practice. In short, subjects cannot be assured of the confidentiality of their data in e-mail surveys. E-mail may be safely used as a vehicle only to contact potential subjects, who may then be given the option to (a) print and return an anonymous survey via mail, or (b) go to a web link to complete an online survey.
G. Survey Publicity
Surveys can be publicized through media such as the Commission newsletters, e-mail, message boards, and other forms of direct contact with selected respondents.
H. Assistance with Survey Development, Administration, and Reporting
The Commission will consider requests for assistance with the development, deployment, and analysis of surveys conducted by academic departments, committees and task forces, and administrative units as time permits. Assistance with external projects (e.g. grantrelated projects) conducted by third party organizations may also be considered, but these will have a lower priority. The Commission reserves the right to deny any request for assistance, if office resources are not available.