FAQ For Administrators

Our department has a faculty and staff survey that we run annually – can we still run it?

We are asking units that have their own survey to hold off on conducting faculty and staff surveys this fall. The University Executive has endorsed the Workplace Experiences Survey and we are targeting a strong response rate across the institution. Rather, we recommend you wait for the for the findings and then implement a more targeted survey if necessary.

Is the survey mandatory?

No, it is not mandatory, but we strongly encourage all faculty and staff to participate. The stronger the response rate, that more representative the survey data will be, which means when it comes time use the survey data to help determine the future priorities and initiatives, we will be better positioned to pursue opportunities that support faculty and staff across the institution.

Where is the server on which the survey data is being stored located?

The server that Ipsos Reid is using to store the survey data is located in Toronto. If you require more information about the server, please contact Ipsos Reid directly at ubcwes@ipsos-research.com.

Do I have to give people to complete the survey during their work day?

Yes. Faculty and staff should complete the survey during their regular work day. Therefore, we ask that administrators and managers support this expectation in their departments and units.

I have heard that CUPE 116 has asked its members not to participate in the survey. What should I do?

The University’s position is that everyone employed at the university has the right to choose whether they participate in the survey. Our hope is that CUPE 116 members will make their own individual decision about whether or not to take the survey. CUPE 116 also opposed the 2009 Workplace Experiences Survey, and the Labour Relations Board decision at the time indicated that the University is within its rights to communicate directly with its employees and to invite them to participate in a survey about their workplace experience.

How long will the survey take?

For faculty and staff who work with computers, we anticipate the survey will take 15 to 20 minutes, and it is likely that they will complete the survey when their schedule permits. For those who do not work with computers, we suggest providing specific times for people to complete the survey. Another option is to hold a survey day. Note that some people may require more time to complete the survey (up to an hour), particularly if English is not their first language. We strongly encourage you to provide sufficient time for people to complete the survey during their work day.

Are there materials available to help our department get the word out about the survey?

Yes, please visit www.focusonpeople.ubc.ca where you will find speaking points, email templates, web buttons, and posters. In order to get a strong response rate for your department/unit and the survey overall, it’s important to support the survey and spread the word to your faculty and staff. At the same time, we will be sending out messages via Heads Up and broadcast email, using the digital signage on campus, and mailing a postcard to faculty and staff during the first week of November (once the survey is open).

When are the Heads Up and broadcast  messages being distributed?

The Heads Up message will be sent on Monday, Oct. 24, and the broadcast email will go to faculty and staff on Nov. 1.

Will we receive participation rates to-date during the survey period?

Yes, we will be providing current participation rates during the survey window. These rates will be shared with Senior Administrators in faculties and departments.

When will I receive the results?

Ipsos Reid will be generating the reports and expects to have them ready in early 2012, likely February. There will be an overall report for UBC as well as department and faculty-level reports. The results of the overall report will be discussed at a faculty and staff Town Hall meeting in early 2012 and you are encouraged to attend.

What will the unit-level results look like?

You will be able to see how faculty and staff in your department/unit responded to questions and comparative data to UBC overall as well as other post-secondary and public sector organizations.

What is our department expected to do with the results?

We encourage you to review your results and share them with your faculty and staff. If you would like support and guidance reviewing and interpreting your results, Central HR will be available to assist. We hope that departments and units use the survey results to help identify priority areas and inform their strategic planning efforts.

I’m looking for a data cut that wasn’t in my results report. How can I get an additional report?

Before requesting an additional results report with different data cuts, we recommend ensuring that you are addressing any opportunities identified in the initial report. If you would like an additional report, please contact Peter Godman: peter.godman@ubc.ca or 604.822.8115.