AIR Survey Review Process

Survey Review Process Map (pdf)

AIR has established a Survey Review Process to respond to requests for student, faculty, or staff distribution lists for the purpose of institutional-level or large sample size surveys.  Survey requests are generally generated by KU faculty, staff, administrators, and students, but they can also be generated by external entities including researchers at other universities. 

The purpose of the process is to ensure that institutional-level/large sample size surveys are:

  • Relevant to campus interests and/or university mission
  • Partner with a unit on campus to ensure data isn't already available and is supportive to the mission of the unit
  • Adhere to campus requirements (including IRB)
  • Produce results that can be used for institutional improvement
  • Mindful of respondent burden (i.e. survey fatique)
  • Foster responsible use of university resources

The Survey Review Process also informs a master survey calendar and a master survey index of institutional-level/large sample size surveys maintained by AIR, which is posted on the AIR website and facilitates communication about key survey results.

Survey Review Process Definitions and Scope

Any survey that meets one of the following conditions should undergo the Survey Review Process:

  • Surveys that request a random sample of KU students, faculty, or staff;
  • Institutional-level surveys or surveys that include samples that will generalize to the broader KU population;
  • Surveys used for institutional improvement.

Decisions are made on a case-by-case basis.  Survey requests can be submitted at any time throughout the academic year.

Survey Review and Approval Process

  1. Researchers are required to submit their request via the Survey Request Form on the AIR website.
  2. If the researcher has not secured IRB clearance and IRB approval is necessary for the survey to proceed, the request will not be processed by the review committee until KU IRB approval documentation is provided.
  3. Researchers must attach a copy of their survey questions or instrument to the form for committee review.
  4. Once the request form and IRB clearance, if necessary, are completed, the request is routed to the necessary parties, including:
    1. The survey approval committee which will review the survey instrument, the target audience, and consider the merits of the research and its alignment with University of Kansas and departmental initiatives.
    2. Administrative and/or academic units which the survey impacts to determine if the survey meets data usage guidelines or if there is archival data that meets the researcher's goals.
    3. Information Technology or communications staff may be included to help facilitate the survey on behalf of the researcher. The University of Kansas does not release email addresses to researchers in most cases.KU Electronic Mail Policy (
    4. A representative from AIR.
  5. The committee will confer on the survey request and come to an agreement about whether the request should be approved.
  6. The AIR representative will contact the researcher to convey the committee’s decision.
  7. University staff will coordinate with the researcher to deliver the survey email to the target audience.

Survey Tools

Qualtrics Online Surveys

After Survey Implementation

Once the survey has been administered, the AIR representative will request follow-up information from the researcher on response rates, uses/reports, etc.

Alternative Survey Distribution Options

In cases where survey requests are not approved, the committee will suggest other resources or methods for distributing a survey. 

No cost (except time)

Departmental bulletin boards and electronic bulletin boards

Departmental email distribution list (with appropriate approval)


Social media (personal as well as departmental accounts, even YikYak)


Digital signage

Low cost

Campus fliers/posters

Table tents at the Union/Burge/Underground

Targeted advertising on Facebook and Twitter

Posters on KU Transit


Advertising in UDK (print and online)