Questions and answers about the Co-worker and PhD Student Survey
Below are the most frequently asked questions received in previous years. We hope these answers will be helpful when filling in the questionnaire.
Why did I not receive a questionnaire?
The questionnaire is sent to all co-workers and PhD students employed at LiU part- or full time on at least a 20% contract before September 1, 2016. In the case of PhD students, the degree of activity reported during the autumn of 2016 must have been at least 1%. For more information contact your departmental HR officer.
What time period does this relate to?
In some questions the time period in question is stated e.g. “the last two years” or “the last twelve months”. In other cases there is no stated period. In these cases, you are required to answer in general regarding the aspect of work that the question is relevant to. For example: “I participate in the defining of my responsibilities”. Summarize your working year here. You may participate in the defining of your responsibilities to different extents throughout the year, but what was the overall picture?
What is meant by division/unit?
When you fill in the questionnaire do so according to your particular workplace circumstances. In the questionnaire please choose the department/equivalent, the division and the unit under the division, if there is one.
How should I answer questions about, for example, collaboration and working climate, if I participate in for instance networks or teams outside of my division?
The survey includes a number of questions about collaboration and climate within your division/unit. It is the division/unit that you are attached to and where you do your work that you should evaluate unless clearly stated otherwise (for example an other organisational level such as department/equivalent or university level).
Who do I consider to be my manager when I answer questions about leadership?
The survey contains questions about your immediate manager. By this we mean your head of division/head of unit. The organisational structure of the university also includes other leaders such as Senior research officer, for example, and leaders within undergraduate studies. In the survey these persons are not considered your immediate supervisors.
I just got a new head of division/unit, how should I respond?
It may be difficult to respond if your division/unit was just given a new manager. Nevertheless, try to answer the questions as completely as you can; look at them as a basis for an ongoing discussion.
I have more than one position; how should I answer?
If you have more than one position, the basic idea is that you answer the questionnaire with reference to the division that is your main employer, or where you are employed for the greatest part of your time. If you work a 50-50 split in two different posts, answer the survey with reference to the division where you spend the greatest amount of time.
Is it possible to exit the questionnaire and continue to answer the questions at a later stage?
When you answer the questions in the survey you move forward by pressing “Next” . Each time you press “Next” the information you have entered is saved. This means that you can enter and leave the response process up until the point when you press “Send”. At that point your questionnaire is delivered to Ramböll Management Consulting.
Is it possible to print out the questionnaire?
The questionnaire may be printed, up until the point when you press “Send”. After that it is no longer possible to print it.
How is anonymity handled?
Your answers to the survey are anonymous. No-one at LiU will have access to individual answers. Only a few of the staff at Ramböll Management Consulting have access to the original data. Names are removed from the material once the survey has been carried out. Reports will not be prepared for groups of less than six respondents.
For sensitive questions, such as questions regarding negative treatment or discrimination, the results will be reported at departmental level or equivalent. In larger divisions/units, with 30 or more respondents, the report will combine the results of the answers concerning different types of basis for discrimination. This is so that the answers of any individual cannot be identified.
The results will also be presented according to gender group and different activity groups (teachers, administrative staff, researchers) at the university, departmental and (if any) divisional levels. The condition for presentation of results at division level to be made is that at least six respondents from a given gender or activity group in the division have responded to the survey. This means, for example, that in a division where nine women and five men replied the results will NOT be presented according to gender.
Why conduct a co-worker and PhD student survey?
The Vice-Chancellor of LiU has implemented this survey as she believes that it is important for LiU to be a growing and evolving place for work and studying, with a good working environment. Conditions should be good for co-workers to carry out their work and to develop in their work. An attractive environment with committed and responsible managers, leaders and co-workers is necessary in order for LiU to achieve its overall goals and to meet the challenges of the future. And for this to happen it is important to get an understanding of what our co-workers think about LiU as a workplace.
The co-worker and PhD student survey aims to give managers/leaders and co-workers a picture of our strengths and areas for improvement. The survey is a tool in the systematic working environment initiative and forms the basis for continuous long-term work to develop LiU as a good workplace.
Why are the questions/questionnaire designed as they are?
The questionnaire has been developed since the last survey. It contains some new questions in the fields: organisational conditions, leadership, employeeship, and my work situation as well as collaboration and knowledge sharing. These fields reflect a number of factors, which are important for LiU in reaching its overall goals. Rather than measuring the Employee Satisfaction Index, the survey aims at showing how LiU is viewed as a workplace, by means of a Workplace Index. LiU being seen as a good place to work is one of the conditions for reaching our overall goals – a factor that is also reflected in the LiU strategy map.
The PhD student questionnaire has now been combined with the co-worker questionnaire. Questions relating to postgraduate education appear at the end of the questionnaire.
When will the report on the results be released?
The report on the results for the whole of LiU will be presented to the heads of department and on Campus Valla on April 11th, and on Campus US and Campus Norrköping on April 12th. The results for individual departments/equivalent will be given to the heads of department or their equivalents on the same day. The heads of department or their equivalents will then share the results with their division/unit heads. The division/unit heads will present the results to their divisions or units at a suitable time in April or May in order to begin the dialogue with the co-workers regarding what measures might be needed.
What will happen then and how will LiU make use of the results?
The survey will be seen as a mapping of the state of our work environment and as the basis for continued dialogue in the divisions/units about possible improvements and developments. Measures and changes to be implemented will be documented in action plans. Departments and their equivalents will work further with department specific issues. At the overall LiU level, measures will be drawn up with the aim of making LiU an even more attractive place to work and study. By October the 3rd, at the latest, the departments and their equivalents will submit their action plans for the working environment and equal conditions to the Central Collaboration Group (CSG).
Previous surveys have shown that our combined efforts in improving LiU as a workplace have made an impact. But there are still areas for improvement. Since the last survey in 2014, the university management and each department have prioritised the improvement of certain specific areas. This has included for instance work structures, developing “employeeship”, providing stimulation for activities beneficial to health, and integrating students into work environment initiatives, all with the aim of improving our shared workplace. Initiatives have been implemented in areas such as PD-talks, salary talks, introduction of new co-workers, internationalization, knowledge sharing in research and pedagogics, as well as work-related stress.
If you have questions about the survey and cannot find the answers here, you can contact the following people:
Monika Rissanen, HR department, coordinator of the Co-worker Survey. E-mail: email@example.com, telephone 013-281029.
Sophie Dufwenberg, at the Student department, coordinator of the PhD Student Survey. E-mail: firstname.lastname@example.org, telephone 013-285865.
Questions concerning technical issues/filling in the online questionnaire should be addressed to Erik Fender at Ramböll Management Consulting, email: email@example.com, telephone 073-231 79 34.
Last updated: 2017-02-03