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Mail Surveys

The CSR has extensive experience in conducting mail surveys. Each year, the CSR's Mail Survey Section conducts 10-15 surveys. We aim to personalize mail surveys as much as possible to increase response rates and data quality.

Survey Procedures

The computer software and hardware used at the CSR allow for personally addressed letters and envelopes. All mail surveys are conducted with at least two follow-up mailings that are also personally addressed. When appropriate, another follow-up, such as an additional questionnaire, telephone call or email message, is made. For some projects, questionnaires are individualized for each respondent.

When we receive a database of respondents for a survey, we edit each name and address to ensure that they meet the USPS standards. We consider this address cleaning to be an important part of our processes because we recognize that respondents will appreciate our using their names and addresses. In addition, clean names and addresses reflect positively on the sponsoring organization.

When the questionnaires are returned, the data are entered into a computer using the CATI system. Error checking and edit procedures are programmed into the data entry instrument. The procedures allow for rapid and accurate data entry.

The CSR also uses a high-volume scanner for large survey projects. The scanner is being used for the National Survey of Student Engagement and other large surveys.

Improving Response Rates

We frequently combine telephone and mail survey procedures to increase response rates and improve data quality, particularly in highly complex studies. The Center routinely uses a variety of survey methods to improve participant cooperation rates and data quality:
  • Follow-up telephone interviews, reminders, and information verification on mail surveys.
  • An 800 telephone number for participant questions, scheduling interview appointments, and information updates.
  • Faxes to participants for information verification, participation reminders, and short questionnaires.
  • Electronic mail for reminders and short questionnaires.

    • Sampling Procedures

    The Center uses Access as the database management software for its samples. We have written many Access macros that allow us to edit the contact information, efficiently sample from large databases, generate personalized cover letters, and manage survey procedures to include monitoring response and follow-ups.

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