How to Participate

Your institution’s participation in the Wellbeing Assessment survey involves the following:

  1. Deciding if the Wellbeing Assessment survey is a good fit for your institution
  2. Registering your institution for the Wellbeing Assessment survey
  3. Partnering with the Wellbeing Assessment team in administering the survey at your school
  4. Receiving your data and summary reports
  5. Collaborating (if you choose) by attending the Summer Learning Collaborative and more

Deciding if the Wellbeing Assessment survey is a good fit

Prior to registering for the Wellbeing Assessment survey, you may need to learn more about the assessment and your school’s needs to make sure it’s a good fit for you.

Start out by learning about the Wellbeing Assessment and the survey administration and sharing this information with others on your team. You should also decide whether you want to participate at the Core or Plus level.

Often, there is someone at your school who needs to be notified if you plan to distribute a large survey like this one. They can help you identify a time in your school’s assessment calendar to distribute the survey in the spring. If you have no idea who this would be, a great place to start would be asking someone in institutional research or assessment at your school.

Registering for the Wellbeing Assessment survey

This is a brief overview of the registration process.  If you are in the process of registering, please reference the detailed registration instructions.

Once you are ready to enroll your institution for the survey, you will first request to register. Within 3 business days, a unique registration form link will be sent to the email address provided.  This unique link allows the person filling out the form to leave and return to the form as many times as necessary until they’ve completed it.

Please note that registration must be completed by the registration deadline that corresponds to your chosen survey open date (this deadline will be at least 3 weeks prior to your open date). 

There are several steps to completing the registration form, which are listed below:

1. Download the Permission to Sample Form
2. Provide Primary Contact information
3. Select your Survey Open Date
4. Provide your Preferred School Name, On-Site Contact, and Counseling Office number
5. Provide Incentive information
6. Select your Service Level: Core or Plus
7. Select your preferred mode of Survey Distribution (Plus level only)
8. Select Additional Modules (Plus level only)
9. Create Custom Items (Plus level only; and IF you selected a Custom Module)
10. Provide your School Demographic Information
11. Upload completed Permission to Sample Form
12. Agree to the Terms of Data Use

Before you submit your form, you will have a chance to review your responses and revise them as needed. You can also download a copy of your responses for your records.

Administration of the survey at your school

There are several ways that you partner with the Wellbeing Assessment team for the administration of the survey at your school:

Review & approve any customized materials

The Wellbeing Assessment team customizes your recruitment email and (for Plus schools) survey according to the information you provide in the registration form. We then send the customized materials for your review. You will review and provide approval at least 1 week before your survey open date.  We are happy to work with you to make changes and fix errors.

Submit your contact list
(Plus schools with Full-Service Distribution only)

This is a brief overview.  If you are in the process of submitting your contact list, please reference the detailed registration instructions.

For Plus schools who have opted for Full-Service Distribution, the Wellbeing Assessment team distributes the survey for you. You will provide an excel spreadsheet containing student email addresses (via secure upload) and we will use our system to distribute the survey to your students. 

Once you have been added to our IRB application as a non-engaged partner, we will notify you and request that you submit your contact list. You will submit your contact list at least 1 week prior to your survey open date

Distribute the survey
(Core schools and Self-Distributing Plus schools only)

This is a brief overview.  If you are in the process of distributing your survey, please reference the detailed registration instructions.

For all Core schools and Plus schools who have opted for Self-Distribution: the Wellbeing Assessment team will provide you with a recruitment email containing an anonymous link at least 1 week prior to your survey open date. You will distribute this email on your survey open date, along with up to two reminder emails during the 2 weeks the survey is open at your school.

Promote the survey on your campus

You can improve the survey response rate by promoting the survey on your campus.  You can do this by sending informational emails, sharing about the survey in newsletters, posting flyers, etc.  While the survey is open at your school, the Wellbeing Assessment team will provide updates on survey participation rates so you can assess your promotional needs and effectiveness.

For your convenience, we have put together flyers you can edit and share. 

Distribute any incentives you offered

As outlined in the registration instructions, you can choose to offer students at your school incentives for survey participation.  If you chose to do so, the Wellbeing Assessment team will send you a randomized list of participant emails once the survey has closed at your school.  You should use these emails to distribute any incentives within 3 weeks of the survey closing at your school.

Receiving your data & reports

Once the survey administration closes for the season, you will receive your reports and a data set. Data sets and reports are distributed by July.

Ongoing collaboration

Your participation does not have to end with receiving your data.  The Wellbeing Collaborative provides ongoing opportunities for collaboration and support.

Schools participating at the Plus level receive two scholarships for attendance at our  Summer Learning Collaborative, which provides training in interpreting and applying Wellbeing Assessment data, as well as opportunities to collaborate with other participating institutions.

Core schools are invited to continue their involvement by joining and/or posting on the Wellbeing Collaborative listserv, participating in future administrations, exploring opportunities for research collaboration, and using our posted resources.

You are always welcome to contact the Wellbeing Assessment team with questions about your data.