Policy for Conducting Surveys and Assessments in the UW Libraries
Surveys and other assessment or research methods (observation, interviewing) are often used at the University of Washington as tools for soliciting input from students and faculty and to guide the improvement of services and programs. This policy is designed to guide those who wish to use the UW Libraries as a site for research or assessment.
The Libraries are committed to providing working environments that are conducive to student and faculty success. We provide spaces for our user communities to engage in quiet, individual work or group study activities. In all cases, we aim to create a place where users can work with minimal disruption. The Libraries aim to support research and assessment taking place within the Libraries wherever possible, while ensuring the privacy and integrity of working spaces for our users.
This policy applies to:
- Those not currently employed by the Libraries who wish to conduct research or assessment in Libraries spaces, including surveys distributed to library users, interviews, and user experience tasks.
- Student projects (including coursework, Capstone, and Directed Fieldwork) that include an assessment component involving users of the UW Libraries, even in cases where those students are also employees of the Libraries.
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Background
The Libraries Code of Conduct prohibits the following behavior:
- Vending, peddling, soliciting, or petitioning in the libraries; posting or distributing materials without permission.
- Inappropriately demanding the attention of others, e.g. disturbing library users who are studying.
Procedures
Audience
Using the Libraries as a site for activities involving library patrons (including surveys, observations, or interviews) requires advanced planning. Individuals who are not employed by the Libraries must submit their proposals to the Libraries Director of Assessment with the following topics:
- Brief description of the project
- Proposed timeline
- Target group
- How the information will be used
Contact should be made at least 1 month in advance of the proposed start date, though further advance notice is preferred.
This policy applies to all students (whether they are employed by the Libraries or not) who wish to conduct research or assessment involving Libraries users, staff, spaces or services for coursework, Capstone or Directed Fieldwork (DFW) projects.
Students should share a proposal Libraries Director of Assessment with the following topics:
- Brief description of the project
- Project sponsor, adviser, or Libraries contact, if relevant
- Proposed timeline
- Target group
Contact should be made at least 1 month in advance of the proposed start date. Capstone and Directed Fieldwork (DFW) students are encouraged to make contact as soon as possible, preferably in the early planning stages of a project.
Libraries staff who receive requests or are considering participating in assessment activities led by outside organizations are asked to consult with the Libraries Director of Assessment about their plans as soon as possible. This enables the Libraries to better coordinate assessment activities across the system.
Student employees, including staff enrolled in the MLIS program, should refer to the UW Students section of this policy.
Capstone and DFW students and/or their advisers are encouraged to make contact as soon as possible, preferably in the early planning stages of a project
Process
The Libraries Director of Assessment, or their designee, will review the project and advise the researcher of any potential conflicts according to the Campus and Libraries assessment schedule, and/or the Libraries Code of Conduct.
The Libraries Director of Assessment, in consultation with appropriate members of Libraries Cabinet and others, may recommend that a project does not proceed without significant revision, either to methodology or timing. They also reserve the right to refuse approval for a project if it is deemed too disruptive or if it conflicts with other pre-planned assessment activities.
Approved projects should submit a copy of the final report, including the research instrument, to the Libraries Director of Assessment after the project is completed, unless otherwise discussed.
Rationale
These policies and procedures have been established in order to:
- Ensure that research and assessment involving Libraries users does not present potential disruption to those working in our spaces or accessing our services.
- Ensure that any such data collection is in alignment with the general UW Libraries Code of Conduct.
- Minimize collection of duplicate data and survey fatigue by combining data collection needs whenever possible and appropriate, and managing the number and timing of multiple surveys/assessments to similar groups of respondents.
- Ensure that research or assessment that engages with Libraries users or facilities is methodologically sound, with clear research design, communication, analysis, and reporting.
Policy last updated July 2025