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FREQUENTLY ASKED QUESTIONS – PARTICIPANT 

PREPARATION 

What does “All responses are anonymous.” mean?
Why are the surveys numbered?
Why are demographic questions asked? 
Can my survey responses be accessed through an open records request if I work for a state office?
Why is the survey so vague and /or irrelevant in places?
If I’m really honest in my responses how do I know I won’t get in trouble or jeopardize my job?
What is my agency going to do with the information?
Did everyone get a survey? Why didn’t everyone get a survey?
What if I am an employee requiring a special accommodation to complete the survey?
I’m one of three African- American men in the agency. Will the agency be able to identify my survey results?

PARTICIPATION

In the past we had questions about the organization and about our work groups. Now all the questions ask for my perspective about my workplace. What does this mean?
We have had a lot of turnover in leadership. How do I respond to this survey?
My department or division is missing from the organizational code list. What do I use?
I did not receive a survey. How do I get one?
I filled out the survey in pen. Can I still submit it?
Where do I put additional comments?
I forgot to take the additional items page. Can I still do this?
I submitted the survey more than once. What happens?
It is after the deadline. Can I still participate?

ON-LINE PARTICIPATION

How do I pull up the online version of the survey?
The entire survey didn’t load on my computer. What can I do?
If I complete the survey online, what do I do with the paper survey?
If I take the survey on-line, can my identity be traced through the Internet Access Code and my IP address?
Can I save my responses and come back to it later?



PREPARATION



What does “All responses are anonymous.” mean? 

It means your name or identity will not be associated with your responses. At no time will individual responses or responses of any group of less than 5 people be available to employing organizations. Our full explanation can be accessed from the opening paragraphs of the on-line version at our web site. 

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Why are the surveys numbered? 

1) Numbering is necessary to assure that we have a valid survey instrument. The number is related to your organization, but not to you as an individual. 

2) The number is also needed to validate the on-line survey if you choose to complete it that way. If you cut the number off the paper copy or neglect to enter the number online, the survey will not be processed. 

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Why are demographic questions asked? 

1) This is a method of survey design used to identify any bias on items based on demographic characteristics. 

2) It allows comparisons within the organization and with other organizations. 

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Can my survey responses be accessed through an open records request if I work for a state office? 

No. If such a request was received, it would not reveal any individual responses. The data is aggregated into categories and the original surveys destroyed. If you feel that completion of an item would be too identifying, then do not complete it. You do not have to complete every item for your survey responses to still count. 

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Why is the survey so vague and /or irrelevant in places? 

The survey is designed to be a general diagnostic tool. If you are uncomfortable with or feel that a particular item does not apply to you, you may always select the N/A (not applicable) response. 

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If I’m really honest in my responses how do I know I won’t get in trouble or jeopardize my job? 

Your agency has no way to track your responses back to you. This is your opportunity to let your employer know how you feel while under the protection of anonymity (no identity). The other thing to remember is that if you are uncomfortable with any item, you always have the option of not answering it. 

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What is my agency going to do with the information? 

The survey results are returned to the survey liaisons. Please contact your survey liaison for more details about your particular organization’s plans. 

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Did everyone get a survey? Why didn’t everyone get a survey? 

We encourage agencies to have everyone participate in the survey process. Contact your survey liaison for further information.

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What if I am an employee requiring a special accommodation to complete the survey? 

Contact your survey liaison. We can provide a large print version, a Braille version or a text only version. We can take responses over the phone or provide an interviewer for Austin agencies. 

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I’m one of three African- American men in the agency. Will the agency be able to identify my survey results? 

Our office never sends responses for an individual or for a group smaller than 5 people. The answers do get counted with the overall organization but are not separated out for the employing agency. We do not keep a record of which employee gets what Internet Access Code nor is this information available to your management. If you feel uncomfortable with any demographic question, please feel free not to answer it. 

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PARTICIPATION 



In the past we had questions about the organization and about our work groups. Now all the questions ask for my perspective about my workplace. What does this mean? 

We want you to report on how it looks and feels from your position. If you are a new employee in an entry-level position, your perspective will be different from the line supervisor who has more experience in the company and a different set of responsibilities. Simply give us your opinion on how you see things right now. 

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We have had a lot of turnover in leadership. How do I respond to this survey? 

Your assessment should be your current perceptions. How are things going with the current leadership? This is your workplace and your opportunity to give feedback about how it looks and feels from where you sit within the organization. 

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My department or division is missing from the organizational code list. What do I use? 

Use the “Other” category listed on your survey insert sheet.

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I did not receive a survey. How do I get one? 

Your survey liaison has extra copies of the paper survey as well as extra Internet Access Codes to take the survey on-line. 

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I filled out the survey in pen. Can I still submit it? 

You may if you bubble over with pencil. 

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Where do I put additional comments? 

Additional comments are not included. The survey is a quantitative data collection instrument. Any comments you have can be directed to your survey liaison. 

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I forgot to take the additional items page. Can I still do this? 

Yes, contact your survey liaison for an extra copy of the paper survey and use an interagency envelope to mail it to the survey office. If you took the survey on-line, use your Internet Access Code, organizational codes and then click through the items without answering until you see the Additional Items page on your screen. Answer these items only then submit your survey. 

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I submitted the survey more than once. What happens? 

Surveys with multiple access codes are deleted. If you wish your responses to be counted, contact your survey liaison for a new Internet Access Code or a new paper survey.

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It is after the deadline. Can I still participate? 

Check the agency timetable for the cutoff date. The on-line version should have cut off dates listed or not allow some one to take if the selected agency has already closed their data collection. There is a 10-day time frame after the cut off date to allow for mailing of hard copies to the survey office. Check with your survey liaison or the survey office if you have trouble locating the timetable information. 

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ON-LINE PARTICIPATION 


How do I pull up the online version of the survey? 

1) Open a web browser such as Netscape or Internet Explorer.

2) Towards the top of the screen there is a box to enter in the survey address of http://www.orgexcel.org. In Netscape the box is called “Location” and in Explorer, the box is called “Address”. The box might have www… or http//www… etc in it. Replace whatever address is there with the survey address of http://www.orgexcel.org. In some e-mail programs you can just click on this address. Some people copy and paste addresses.

3) This will open the online survey version. Make sure you are not entering the address into a search engine key word box from Yahoo, MSN, etc.

4) When the survey is completely downloaded, follow the instructions and enter the Internet Access Code and organizational codes. The Internet Access Code is imprinted on the upper right-hand corner of the paper survey. The organizational codes will be listed on your survey insert page.

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The entire survey didn’t load on my computer. What can I do? 

Try loading text only. If you are still unsuccessful, please complete and submit a paper survey. If you did not receive one, please contact your survey liaison for an extra survey copy.

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If I complete the survey online, what do I do with the paper survey? 

You may keep this as a reference copy or throw it away. Giving it to someone else to submit would invalidate your survey results because surveys with multiple Internet Access Codes are deleted.

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If I take the survey on-line, can my identity be traced through the Internet Access Code and my IP address? 

Your Internet Access Code is not associated with you as an individual. No specific information regarding your computer’s IP address, time or location, is collected by our on-line data system. If you feel uncomfortable using your desktop machine, consider using a common Internet terminal at work, the public library, or any computer with Internet access. If you are uncomfortable with specific items or demographic questions, you always have the option of not answering.

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Can I save my responses and come back to it later? 

No. Please consider using your paper survey as a preparation tool for taking the survey on-line. If your organization is taking the survey on-line only, please contact your survey liaison for the paper version. 

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