In addition, the consultant and university will not report any group data for groups of fewer than five individuals, because those cell sizes may be small enough to compromise confidentiality. Instead, the consultant and university will combine the groups or take other measures to eliminate any potential for demographic information to be identifiable. Additionally, any comments submitted in response to the survey will be separated at the time of submission to the consultant so they are not attributed to any individual demographic characteristics. Identifiable information submitted in qualitative comments will be redacted, and the university will only receive these redacted comments.
Participation in the survey is completely voluntary, and participants do not have to answer any question — except the first positioning question (staff, faculty, student) — and can skip any other questions they consider to be uncomfortable. Paper and pencil surveys are also available and will be sent directly to the consultant.
Information in the introductory section of the survey will describe the manner in which confidentiality will be guaranteed, and additional communication to participants will provide expanded information on the nature of confidentiality, possible threats to confidentiality and procedures developed to ensure de-identification of data.
The consultant has conducted more than 150 institutional surveys and maintains an aggregate merged database. The data from the UMKC project will be merged with all other existing climate data stored indefinitely on the consultant’s secure server. No institutional identifiers are included in the full merged data set held by the consultant. The raw unit-level data with institutional identifiers is kept on the server for six months and then destroyed. The paper-and-pencil surveys are returned to the consultant directly and kept in a locked file drawer in a locked office. The consultant destroys the paper-and-pencil responses after they are merged with the online data. The consultant will notify the committee chairs of any breach or suspected breach of data security of the consultant’s server.
The consultant will provide UMKC with a data file at the completion of the project.