Student Survey Procedures

Effective 1 January 2026

Audience and scope

This procedure is relevant to all staff involved in the delivery and support of learning and teaching at Manukau Institute of Technology and Unitec (MIT and Unitec).

N.B. This document uses the terms Delegated Authority and Designated Contact. In each instance staff should refer to the current version of the MIT and Unitec Delegations Register available on the intranet for the role assigned to the matter.

Purpose

This document sets out MIT and Unitec’s procedures for surveying and seeking feedback from students and graduates. It should be read alongside the Academic Stakeholder Engagement and Feedback Policy, which outlines MIT and Unitec’s commitment to meaningful stakeholder engagement.

IMPORTANT NOTE: The individual procedures within this document do not apply uniformly across MIT and Unitec. The table in section 1.1 indicates which surveys apply to which former institute. If unsure, contact the Academic Quality Team for guidance.

N.B. The above table does not include event-based surveys.

1.2. The [delegated authority] must ensure surveys are conducted, feedback is analysed, and results are used according to these procedures.

1.3. The administration of surveys outlined in these procedures is managed by the Survey Administrator indicated in the table above, working in conjunction with schools and service centres. Each Survey Administrator has a [Designated Contact]. Where requested, the Survey Administrator [Designated Contact] can provide guidance on the collection, analysis and use of survey feedback.

1.4. Surveys covered by these procedures must be conducted using licenced and approved MIT and Unitec survey tools.

1.5. Survey Administrator [designated contacts] are recommended to be members of the Research Association of New Zealand (RANZ) and therefore bound by the RANZ Code of Practice to ensure compliance with New Zealand privacy laws.

1.6. Surveys must be undertaken in accordance with the Schedule of Surveys published annually and approved by the [Delegated Authority]. The Schedule of Surveys will include the timing of all institute surveys, including the time surveys are open and the timeframe for the provision of survey outcomes.

Survey questions

1.7. To ensure consistency of collected data, all surveys covered by these procedures must:

• a. Use the standard survey questions, with wording exactly as approved by the [Delegated Authority];
• b. Present the standard questions in the approved order; and
• c. Use the standard rating scales.

If the standard survey items do not fully address programme specific needs the [Designated Contact] may include additional questions selected from a bank of optional questions where this has been approved by the [Delegated Authority]. These supplementary questions will not be included in aggregated reporting provided by the Survey Administrator.

1.8. The Academic Quality Team may conduct periodic reviews of the survey questions and submit any recommended changes to the [Delegated Authority] for approval. Survey items that consistently show low relevance or importance to students may be considered for removal to ensure surveys remain meaningful and effective.

1.9. Survey questions for ESOL, supported learning and level 1 and 2 programmes may be adapted to support student comprehension. Any modifications must be approved by the [Delegated Authority] before distribution to students, and must:

• a. Remain closely aligned with the intent of the standard questions, with changes limited to vocabulary and grammar; and
• b. Maintain the original question order; and
• c. Use the same rating scale as the standard questions

Surveying of students

1.10. Surveys covered by this procedure will be distributed only to students enrolled in the Student Management System (SMS), including those in sub-contracted programmes and programmes with rolling intakes.

1.11. Surveys must be conducted electronically unless prior approval is granted by the [Delegated Authority] following consultation with the Survey Administrator, or where permissible elsewhere in this procedure. Paper-based surveys are permitted only in exceptional circumstances, such as:

• a. Where digital devices are not permitted in the learning environment (e.g. prisons or other secure facilities, Secondary-Tertiary programmes, etc.);
• b. Where paper-based formats are more suitable for the cohort of students (e.g. those with special educational needs).

1.12. Where the use of paper-based surveys is approved, the Survey Administrator will provide the survey forms. Teachers are responsible for safeguarding the confidentiality and privacy of student responses. Completed paper-based surveys must be returned to the Survey Administrator within one week of the survey window closing. The Survey Administrator will enter the data into the electronic system and publish reports.

Outcomes from student surveys

1.13. Student survey responses must be collected and stored by the survey administrator in a way which links responses to individual students. All outcome reports produced by the Survey Administrator must be anonymised to ensure individual students cannot be identified. Survey occurrences with fewer than five (5) responses must be excluded from the aggregated data reporting to protect privacy. The Survey Administrator may require additional responses before publishing results where a limit of five responses is insufficient to ensure anonymity.

1.14. To support timely improvements to academic provision and services, the survey administrator must provide survey outcome reports to the [Designated Contacts] in a timely manner. Timeframes must be published prior to the distribution of the survey to recipients.

1.15. Upon receiving survey outcome reports [Designated Contacts] must (as relevant):

• a. Distribute the reports to [Designated Contacts];
• b. Promptly raise any issues with relevant staff to enable timely adjustments to be made to programme/course delivery and/or service provision;
• c. Forward reports (other than individual teacher reports) to the relevant Programme Committee for discussion at the next available meeting;
• d. Store the reports in the School or Service Centre’s SharePoint Library in accordance with File Storage Protocols, ensuring they are accessible for ongoing quality assurance and external reporting purposes (see section 15), unless otherwise determined by the Survey Administrator.

Note: All survey reports which relate to specific staff (Teacher Evaluation Surveys, Student Course Surveys, etc.) must be securely stored to protect the privacy of those involved. These reports are only to be shared in accordance with MIT and Unitec policy and privacy requirements. 

2. First Impressions Surveys

First Impressions Surveys are conducted at a programme level for all students enrolled in a programme of six (6) weeks duration or longer. These surveys focus on learners’ initial experiences with MIT and Unitec concentrating on interactions with student facing service centres.

2.1. The Survey Administrator will send First Impressions Surveys to students in the second week following the start of their programme. The survey window will be closed at the end of the sixth week.

2.2. Before the survey window opens, [Delegated Contact] will be notified. They must ensure that teachers advise students about the upcoming survey and allow time in class for its completion.

2.3. Upon receiving First Impressions Survey outcomes, [Delegated Contact] must review the feedback and implement any changes relevant to the service offered to students.

2.4. Outcomes from Start of Course Surveys are also to be used as outlined in section 12. 

3. Start of Course Surveys

Start of Course surveys are designed to collect feedback from all students enrolled in a course of six (6) weeks duration or longer. These surveys focus on learners’ initial experiences with MIT and Unitec, including interactions with teachers on the course.

3.1. Courses of less than six (6) weeks duration (e.g., micro-credentials and short courses) may be surveyed where requested by the [Designated Contact] and approved by the [delegated authority].

3.2. The Survey Administrator will send Start of Course Surveys to students in the second week following the start of their course. The survey window will be closed at the end of the fourth week.

3.3. When the survey window opens, teachers will be notified and must advise students about the survey and allow time in class for its completion.

3.4. Teachers will also inform the cohort that an action plan (“You Said, We Did”) will be developed as a response to their feedback, and that this will be shared with them on the Learning Management System (LMS) (section 13).

3.5. Upon receiving Start of Course Survey outcomes, staff must review the feedback and implement any immediate changes to the programme, course, or service delivery that fall within their delegated authority, in order to meet the needs of the current cohort of students.

3.6. Any issues that fall outside their authority must be referred to their line manager or Programme Committee for further consideration and appropriate action.

3.7. Outcomes from Start of Course Surveys are also to be used as outlined in sections 12 and 13 (as applicable).

4. End of Course Surveys / Student Course Surveys

End of Course surveys are designed to collect feedback from all students enrolled in courses of six (6) weeks duration or longer. These surveys focus on learners’ experiences of the course as a whole.

4.1. An End of Course Survey must be conducted for all courses that are part of a programme or micro-credential listed in MIT and Unitec’s Learning Management System (LMS).

4.2. Non-NZQA approved courses (e.g., short courses) may be surveyed where requested by the [Designated Contact] and approved by the [Delegated Authority] following consultation with the Survey Administrator.

4.3. The Survey Administrator will open and close the survey windows for students ensuring the timeframes outlined in the Schedule of Surveys are met. If a course end date is extended (for an individual student or an entire cohort), a request to adjust the survey window must be submitted to the Survey Administrator at least two (2) weeks before the original survey window opens. Requests for extensions will be approved subject to resource and system constraints.

4.4. Before the survey window opens, the teacher will notify students of the upcoming survey.

4.5. Wherever possible, End of Course Surveys will be conducted during class time in the usual place of directed learning. Teachers are responsible for allocating time within the course timetable to enable students to complete the survey. Wherever possible, surveys are to be administered by an independent person.

4.6. End of Course Survey outcome reports will be provided by the Survey Administrator to [designated contact] for the course(s) and to the [Designated Contact]. Upon request and with the approval of the [Delegated Authority] reports will also be provided to the teachers for the successive course occurrence.

4.7. Aggregated survey responses for the programme will be reported to the [Designated Contact], as well as to Service Centres where relevant.

4.8. Teachers must promptly initiate any urgent changes to course delivery based on End of Course Survey feedback.

4.9. Outcomes from End of Course Surveys, along with any resulting changes made to the course, must be reported by teachers to students in the next course occurrence. This is to be done using the approved “You Said, We Did” template. Outcomes are also to be used as outlined in sections 12 and 13 (as applicable).

5. Teacher Evaluation Surveys (including for sub-contracted delivery)

Teacher Evaluation Surveys are designed to collect feedback from all students enrolled in courses of six (6) weeks duration or longer. These surveys focus on learners’ experiences of engagement with their lecturer through the duration of the course.

5.1. A Teacher Evaluation Survey must be conducted for all courses that are part of a programme or micro-credential listed in MIT and Unitec’s Learning Management System (LMS).

5.2. A maximum of three teachers are to be surveyed on each course occurrence. Exceptions to this are at the discretion of the [Delegated Authority] in discussion with the [Designated Contact].

5.3. Non-NZQA approved courses (e.g., short courses) may be surveyed where requested by the [Designated Contact] and approved by the [Delegated Authority] following consultation with the Survey Administrator.

5.4. The Survey Administrator will open and close the survey windows for students ensuring the timeframes outlined in the Schedule of Surveys are met. If a course end date is extended (for an individual student or an entire cohort), a request to adjust the survey window must be submitted to the Survey Administrator at least two (2) weeks before the original survey window opens.

5.5. Before the survey window opens, teachers are to notify students of the upcoming survey.

5.6. Teacher Evaluation Surveys must be conducted during class time in the usual place of directed learning. Teachers are responsible for allocating time within the course timetable to enable students to complete the survey. Wherever possible, surveys are to be administered by an independent person, however this is not mandatory.

5.7. Individual Teacher Evaluation Survey outcome reports will be provided to each teacher designated Teacher in the LMS, as well as to the [Delegated Contact]. Survey outcomes:

• a. Are to be considered as part of the annual performance planning process (see the XXX policy (XX/X) and development of individual professional development plans.
• b. Will be considered as part of the academic promotion process. 

5.8. Any issues of significant concern are to be addressed promptly by the [Dedicated Contact] in direct consultation with the teacher.

6. Early Leaver Survey

Early Leaver surveys are designed to collect feedback from students who have been enrolled in a programme and who have achieved a grade for at least one course and subsequently left their studies before completing their programme. These surveys focus on why learners have ceased their studies.

6.1. Early Leaver Surveys will be conducted for all learners who enrol in a programme or micro-credential and meet one of the following criteria:

• a. enrol in one or more courses and subsequently withdraw (or are withdrawn) from all way through their enrolled courses (and after the ‘withdraw without academic penalty’ timeframe);
• b. have completed a course and were expected to attend a subsequent course in the following enrolment period but did not;
• c. otherwise disengages and is confirmed or expected to not return;
• d. does not complete their programme within the maximum time for completion.

6.2. Early Leaver Surveys should only be distributed to a learner once.

6.3. The Survey Administrator will ensure that Early Leaver Surveys are distributed to early leaver students as soon as practicable following an early leaver student being identified as such.

6.4. Aggregated survey results will be collated by the Survey Administrator on a regular basis and reported to the [Designated Contact], as well as the School or Service Centre where relevant.

7. Programme Completion Survey

Programme Completion surveys are designed to collect feedback from graduands upon completion of their programme. These surveys focus on graduands’ experience within the programme and at MIT and Unitec.

7.1. The Survey Administrator will send Programme Completion Surveys to graduands as soon as practicable following confirmation of the graduands having met the requirements to graduate. Surveys will be sent on a cohort basis. The survey window will remain open for four weeks unless otherwise agreed by the [Delegated Authority] and as outlined in the Schedule of Surveys.

7.2. Programme Completion Survey outcomes will be provided by the Survey Administrator to each [Designated Contact].

7.3. Survey outcomes will be provided to [Designated Contacts].

7.4. Outcomes from Programme Completion Surveys are to be used as outlined in sections 12.

8. Graduate Survey

Graduate Surveys are designed to collect feedback from graduates regarding their qualification. These surveys focus on the employment/further study outcomes for graduates and the value of their qualification.

8.1. The Survey Administrator will send Graduate Surveys to graduates approximately six months following graduates’ completion of their programme. The survey window will remain open for four weeks unless otherwise determined by the [Delegated Authority] in accordance with the Schedule of Surveys.

8.2. Graduate Surveys may be combined with the Graduate Profile Outcomes Surveys where approved by the [Delegated Authority] following consultation with the [Designated Contact] and the Graduate Survey Administrator.

8.3. Graduate Survey outcomes will be provided by the Survey Administrator to the [Designated Contact]. Upon receiving the survey outcomes, [Designated Contacts] must review the feedback and develop and implement an action plan (if required). Action Plans must be provided to the next meeting of the Programme Committee.

9. Graduate Profile Outcomes Survey

Graduate Profile Outcomes (GPO) Surveys are designed to collect feedback from graduates and graduates’ employers/places of further study. These surveys focus on the extent to which graduands/graduates have met the qualification graduate profile outcomes from the perspective of graduands/graduates and their employer/place of further study.

9.1. Graduate Profile Outcomes (GPO) Surveys must be undertaken with key graduate stakeholders, including: graduates, and employers of graduates or destination programmes of graduates.

9.2. GPO Surveys may be conducted utilising one or more of the following mechanisms as determined by the [Delegated Authority] in consultation with the Academic Quality Office

• Online/paper-based survey
• Focus group
• Integrated with end of programme assessment (i.e., capstone assessment)
• As otherwise approved by the [Delegated Authority]

9.3. GPO Surveys will collect data regarding the extent to which graduates have achieved the graduate outcomes of their qualification.

9.4. Outcomes from GPO Surveys are to be used as outlined in sections 12 and 13 (as applicable).

10. Student Experience Survey

The Student Experience Survey is designed to collect feedback from new and returning students. These surveys have a strategic focus in measuring the overall student experience including determining the institute’s Net Promoter Score (NPS) and are primarily intended to provide insight at an institute (rather than programme or course) level.

10.1. Student Experience surveys are undertaken in accordance with the Schedule of Surveys.

10.2. The Student Experience surveys monitor MIT and Unitec students’ levels of satisfaction (NPS), the reason for their level of satisfaction and related student experience metrics. This survey is designed to get a student’s perceptions about their experience as a whole and not necessarily seek specific feedback about a programme, course or teacher.

10.3. Aggregated survey results will be collated by the Survey Administrator and reported to the [Designated Contact]

11. Bespoke surveys/reports

11.1. Bespoke Surveys may be used to augment other surveys (e.g., End of Course and Teacher Surveys) but must not replace them unless an exception is granted as outlined in section 16.

11.2. The creation of bespoke surveys using the approved survey tool is at the discretion of the [Delegated Authority] in consultation with the relevant Survey Administrator.

11.3. It is acknowledged that standard survey questions may not address all areas staff may wish to explore. Staff interested in developing bespoke surveys should first consult with their [Designated Contact] or Service Centre Manager who will liaise with the Survey Administrator regarding survey design.

11.4. The Survey Administrator may produce bespoke reports from time to time at its discretion or upon request.

12. Use of outcomes from surveys

12.1. Outcomes from all Surveys must be used in accordance with this section of these procedures.

12.2. Programme Committees must discuss survey outcomes at the first available Programme Committee after receiving the reports. Any identified issues should be addressed through the development of an action plan. Where necessary, survey results are to be used to inform curriculum review processes prior to the start of the next programme occurrence. Survey results must be considered as part of institute evaluation systems.

12.3. Outcomes from surveys are to be used to inform:

• a. Continuous improvement through the Programme Committee’s development and implementation of improvement actions to address and identified issues;
• b. Academic development and review (see the Academic Approval and Development Policy)
• c. The course and programme/micro-credential evaluation and review processes;
• d. The processes of monitoring and assuring the consistency of qualification achievement by students;
• e. Changes to service delivery and infrastructure
• f. External compliance and reporting requirements (e.g. Code of Practice, IQAF, Statement of Service Performance etc.).

12.4. For approved research purposes, individual survey responses may be linked with other student data (such as student performance, LMS usage, Library borrowings etc.) provided that:

• a. The method of linking data sets is either conducted by the Survey Administrator or is conducted in a manner which does not enable individual students to be identified.
• b. The data is anonymised prior to release; and
• c. The analysis and reports from linked data sets cannot be used to identify individual students.

12.5. Outcomes from student surveys may also be used for MIT and Unitec reporting purposes.

13. “You Said, We Did”

13.1. “You Said, We Did” is a formal response to student feedback received through select surveys:

• Start of Course Survey
• Student Course Survey
• Student Experience Survey

13.2. The approved “You said, We Did” process, and related templates, must be used when providing the “You Said, We Did” response to students.

13.3. “You Said, We Did” must be published in the LMS and discussed with the relevant student cohort in class.

13.4. Where relevant, past “You Said, We Did” action plans may be shared with students as a record of past actions taken in response to student feedback.

14. Annual Reporting

14.1. Survey Administrators are responsible for producing a range of aggregate reports based on student survey data.

14.2. Annual reports will be prepared by the Survey Administrator for each survey (excluding Graduate Profile Outcome Surveys) drawing on current and historic results. The reports will include analysis and commentary on key metrics such as response rates, student satisfaction, school-level insights, demographic trends, and priority learner analysis. The annual report will be:

• a. Submitted to the [Delegated Authority] which will:
  • Review the report and provide recommendations for improvement to the Academic Committee;
  • Monitor the implementation of any improvement actions arising from the survey outcomes; and
• b. Made available to all staff

15. Storage of survey information

15.1. Survey data belongs to MIT and Unitec and must be collected, held, used and disclosed in accordance with the Privacy Policy.

15.2. Raw survey data must be retained by the Survey Administrator for a period of at least 12 months. All outputs must be retained for a period of seven years in accordance with the Public Records Act 2005.

16. Exemptions and exceptions

16.1. Requests for exemptions or exceptions to the requirements set out in these procedures must be considered and may be endorsed by the Programme Committee and [Designated Contact] (for course and programme related surveys) and approved by the [Delegated Authority].

16.2. Exemption requests are to be made to the Survey Administrator and approved by the [Delegated Authority] at least 15 working days in advance of the course survey window.

Definitions

See the Glossary of MIT and Unitec Academic Policies, Procedures and Associated Documents

Related documents

• Schedule of Surveys
• Academic Stakeholder Engagement and Feedback Policy
• Student Regulations
• Privacy Policy
• Academic Approvals and Development Policy

Approval Details

Version number: 1

Issue Date: 1 January 2026

Version History: See below

Approval authority: Tāmaki Transition Group

Date of Approval:  27 November 2025

Procedure Sponsor (Has authority to approve minor amendments): Deputy Chief Executive Academic

Owner: Director, Te Korowai Kahurangi

Date of Next Review: August 2026

Amendment History

Version: 1
Issue date: 1 January 2026.
Reason for revision: New document MIT and Unitec transition
Approved by: Tāmaki Transition Group