Survey Management and Data Privacy Guidelines

Purpose

These guidelines are intended to help manage surveys conducted for administrative purposes, those that collect protected personal information, or those that use Hamilton-owned data.

The Office of Institutional Research and Assessment (OIRA) is available to assist with any survey-related needs at Hamilton. The OIRA team can advise on strategies for survey design, anonymization, communication, consent, analysis, and presentation. OIRA may also connect with data stewards or other offices, such as the Information Security and Privacy Office, to support survey efforts.

When Consultation is Required

While consultation with OIRA is recommended when surveying the Hamilton College community, it is not always required.

1. Surveys Not Requiring Consultation

The following may be conducted without OIRA consultation or VP approval:

• Ad hoc or informal administrative surveys that do not collect protected information (e.g., a postcard survey at the bookstore assessing customer service).
• Independent academic research, even if these surveys collect protected information. (Note: These are still subject to data handling requirements and IRB approval where applicable).

2. Surveys Requiring Prior Consultation

The following require consultation with OIRA and the appropriate divisional office:

• Administrative Business: Surveys that collect or use protected information.
• College-Wide Distribution: Surveys sent via college-wide channels (mass email/website) that fall outside the existing Mass Email Policy allowances. (Note: Independent academic research typically already qualifies for these allowances.)
• College Data Access: Surveys requiring access to official college data (e.g., using student academic records to identify respondents).
• Third-Party Agreements: Surveys involving agreements with outside organizations that obligate Hamilton College to fulfill specific requirements. All such agreements must be signed by an authorized College signatory.
• External & Third-Party Research: Special attention should be given to surveys from non-Hamilton researchers or organizations seeking to study our community. While Hamilton frequently collaborates with external partners, the College does not typically permit the use of college-wide distribution channels (such as mass email or the website) for third-party surveys.

Contact & Support

For more detailed questions about survey guidelines, administration, data collection, and results distribution, please contact OIRA. OIRA, along with divisional offices and the Information Privacy and Security team, is happy to collaborate and provide support services for surveys.

Important Note: Data collected from surveys may be sensitive in nature; specific data handling requirements may apply:

• Data Classification Policy
• Data Classification and Handling Guidelines
• Appropriate Use of Information Technology Resources
• Protection of Confidential and Sensitive Information
• Procurement Policy
• IRB Application Requirements

Last updated: August 2026