Policy Scope:

This policy affects all staff.

This policy affects any surveys, conducted by any methodology (e.g. telephone, postal or electronic), conducted by any employee of South Yorkshire Police in relation to any aspect of police policy, procedure or business.

Policy Aims and Objectives:

This policy is intended to:

1. Ensure that all surveys carried out in connection with South Yorkshire Police business are done so professionally, efficiently and effectively

2. Ensure that duplication of effort, and ‘survey fatigue’ are avoided by central co-ordination of surveys by the Performance Review Unit within Business Change Directorate.

3. Ensure there is a corporate awareness of what surveys are being carried out throughout the organisation.

Associated Procedural Instructions:

This policy is supported by the following procedural instructions:

What is a survey?

A survey is anything that attempts to gauge the opinion of a targeted sample of people in relation to predetermined areas of concern.

What is the role of the Performance Review Unit?

The Performance Review Unit within Business Change Directorate are specialists in survey design and analysis. They will:

• Conduct all surveys which have a strategic implication

• Approve or veto any surveys conducted with people external to South Yorkshire Police in relation to South Yorkshire Police business

• Give guidance on any surveys conducted within the organisation with South Yorkshire Police employees, including advice on design, analysis and timing, and assist with such surveys where appropriate

• Maintain an overview of what surveys are being conducted throughout the organisation.

What to do when considering carrying out a survey.

It is crucial that, before beginning a survey, you formulate a clear idea of why you are doing it, what you want to find out, and what you are going to do with the results.

The Performance Review Unit have designed a proforma that will assist you in your initial considerations, by helping you to define your objectives and by providing general advice on survey design and analysis. This is available on the Intranet and must be filled out and submitted even if you are not intending to ask for any direct assistance from the unit. This will allow the unit to ensure that different staff are not duplicating effort, or sampling the same people, even if it is in relation to different subjects. They will also give you advice on the questions that you wish to ask to ensure that your subsequent analysis is as easy and productive as possible.

Please provide at least two months notice for survey design. The unit may be able to accommodate you sooner, depending on current workloads.

What resources do the Performance Review Unit have?

The Performance Review Unit has specialist software on which surveys are designed (Teleform -) and analysed (SPSS - a powerful statistics program), and a survey scanner to feed completed paper surveys into the software without the need for manual data input. The unit also has software (SNAP) that allows surveys to be designed and conducted electronically, removing the need for labour intensive mailing procedures. Several members of the unit have been on accredited courses in relation to survey design and analysis, and some have studied survey methodology and analysis at degree level. All staff are experienced and happy to speak to anyone contemplating the use of a survey.

Human Rights/Discretion:

The purpose of providing policy is to give an indication to staff of the expected course of action. However it is not possible to cater for every possible combination of factors that would justify a departure from stated policy. The Human Rights Act 1998 requires the proper use of discretion at all times and nothing within this policy and associated procedural instructions prohibits the proper use of discretion in appropriate circumstances.

Where action is taken that has the potential to interfere with an individual’s Human Rights, the reasons behind the making of the decision to act in that way should be recorded on the appropriate forms, or where this is not practicable, in pocket books or policy logs.

Equality Act 2010:

In principle, this document has been assessed for discrimination, which cannot be justified, among other diverse groups.

Human Rights/Discretion

The purpose of providing policy is to give an indication to staff of the expected course of action. However it is not possible to cater for every possible combination of factors that would justify a departure from stated policy. The Human Rights Act 1998 requires the proper use of discretion at all times and nothing within this policy and associated procedural instructions prohibits the proper use of discretion in appropriate circumstances.

Where action is taken that has the potential to interfere with an individual's Human Rights, the reasons behind the making of the decision to act in that way should be recorded on the appropriate forms, or where this is not practicable, in pocket books or policy logs.

Freedom of Information Act 2000

Exemptions do not apply to this statement of agreed policy under the Freedom of Information Act 2000.

Audit Review Arrangements:

This policy together with its Equality Analysis will be reviewed every 3 years

Rights of redress for members of the public:

Anyone who feels that a member of SYP staff has behaved incorrectly or unfairly has the right to make a complaint. Initial action should be taken in one of the following ways:

• Complaint in writing or in person to the Senior Officer at the appropriate police station or in writing to the Chief Constable of the force concerned.

• Visit a local Citizens' Advice Bureau.

• Contact a solicitor.

Rights of redress for South Yorkshire Police staff:

South Yorkshire Police staff who feel they have grounds for concern in relation to the implementation of policies may:

• Pursue concerns through their line manager.

• Contact a First Contact Advisor.

• Pursue a grievance formally through the South Yorkshire Police Fairness at Work Procedure.

• Seek advice from their staff association or trades union.

• Use procedural instruction D50241 Management of Complaints, in the section entitled Handling Complaints relating to Direction and Control. 

Start Date:

22 November 2004 (Amended February 2009)