JISC Online Surveys is used at Edge Hill by many researchers and staff for both research and other data gathering purposes. A previous blog post in February of this year outlined a planned migration to a new version by JISC, and the steps that survey owners needed to take in preparation.
N.B. This blog has been updated to reflect the updated deadline dates given by JISC, from February 2024 to July 2024.
Update on the Migration and Launch
We have received notice from JISC of the timeline for the new Online Surveys V3 platform launching, plus some unexpected changes to how the migration will work. All account holders will have received the same communication, and we felt it was important to highlight some key dates and advice for survey owners.
JISC plan to migrate user accounts in September so they can also access the new version, which is totally separate to the current version. However, they have advised that they no longer intend to migrate existing surveys into the new platform due to technical and cost implications. More detail about this decision can be found in their Migration FAQ.
It is important to understand the timeline for the launch of V3, and be prepared for the current version not being available after 31st July 2024:
Using Online Surveys V3
JISC have been developing guides for using the new version, which has a fresh new look and has been built from the ground up using more modern technologies. View the guides here, and once the new version is launched you will be able to familiarise yourself with it. We strongly advise account holders to build any new surveys in the new version.
What are the implications of surveys not being migrated?
There are several scenarios to consider, and this will require survey owners to evaluate what action they need to take to avoid loss of required data or survey designs.
Survey Data
If you have ANY data housed on Online Surveys V2 that you require and have not yet downloaded, then you will need to do so before 31st July 2024. This is because JISC no longer intend to migrate surveys or data.
A reminder that In accordance with the University’s Research Data Management Policy, research data should be safely retained in a research data repository e.g. Edge Hill Figshare . If the research project is funded, this should be in accordance with the requirements of the funder policy.
JISC provides guidance on anonymising response data when downloading responses from the current version.
Survey Designs
If you have a Survey design that, for example, you re-purpose each year, then you will need to download the survey structure. It will then be possible to upload that Survey structure into Online Surveys V3.
Currently Open Surveys
If you have a currently open survey or scheduled survey that will close before 31st July 2024, then you have the option to let it run its course. Prior to the deadline you must download responses you wish to retain and store securely elsewhere.
If you have a currently open survey that is ‘open-ended’ (such as a form), and it is scheduled to close after 31st July 2024, then you will need to decide on the best way to manage the change.
Further advice
We will update the LTD Wiki pages with further advice on scenarios once the new platform is available.
Use the Online Surveys V3 guidance to familiarise yourself with the new platform.
The guidance for the current version includes how to do export a survey structure, and how to download anonymised data for secure storage elsewhere.