This article includes valuable information on Best Practices for increasing response rates through incentives and other means.
Maximizing Survey Response Rates Through Strategic Timing and Follow-Up
Several factors can impact survey response rates, including how and when the data is collected. One proven strategy is to administer surveys during in-person meetings with high attendance, where students are more likely to have the time and attention needed to complete them.
Some institutions have also successfully integrated the survey into graduation requirements, significantly increasing participation. Additionally, personalized follow-ups with non-responders have shown to be an effective tactic for improving response rates.
Key Considerations for a Successful Survey Launch
Pre-Launch Preparation
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Email Deliverability: Work with your IT department to ensure that our SPF record is properly configured on your email server.
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Strategic Scheduling: Coordinate with other campus departments to avoid overlapping survey launches and minimize survey fatigue.
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Timing Matters: Be mindful of the academic calendar. Avoid launching during midterms, finals, or holidays, when students are less likely to participate.
Survey Design & Communication
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Estimated Completion Time: Include an estimate in your invitation (typically 15–20 minutes) to set clear expectations.
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Relevance of Questions: Only include questions that are essential. Apply the “need to know, not nice to know” rule.
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Hide Irrelevant Items: Request support from Benchworks to hide non-applicable questions for specific groups.
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Clear Incentive Messaging: Mention the incentive in every communication and promote it from the start.
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Explain the Purpose: Discuss the assessment with students beforehand to emphasize the value of their feedback.
Distribution & Accessibility
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Maximize In-Class Participation: Consider requiring completion during class or lab time, or tie it to extra credit or a participation grade.
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Simplify Access:
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Use the “Generate Single Survey Link” feature to embed surveys in courseware.
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Create and distribute QR codes for quick mobile access.
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Email Accuracy: Have staff or faculty review participant lists to ensure email addresses are current and correct.
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Alumni Outreach: Send alumni surveys to personal email addresses rather than .edu accounts, which may be inactive.
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Special Timing Note (Nursing): For nursing graduates, consider launching the survey shortly after NCLEX results are released—graduates are typically in high spirits and more likely to engage.
Reminder Strategy
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Use All Reminder Emails: Reminders are only sent to non-responders. We recommend spacing them one week apart for maximum effectiveness.
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Survey Window:
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Keep surveys open for one month for current students.
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Extend to two months for alumni to allow flexibility and improve response rates.
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Monitoring and Encouraging Survey Participation
Be sure to monitor your survey responses regularly. Typically, at least one participant will respond within the first day. If no responses are recorded, send yourself a test message to verify email deliverability. If you suspect issues with email delivery, contact support for assistance.
Use the Manage Participants feature to check individual completion status by name.
When sending reminder emails, keep them clear, concise, and direct. Additionally, consider sending a text message prompting participants to check their email for the survey invitation.
The Role of Incentives and Communication in Driving Survey Participation
Research indicates that incentives can boost survey response rates by as much as 10%. While their positive impact is well-documented, the real challenge lies in how effectively institutions promote both the surveys and the incentives.
Clear communication about the purpose and value of student assessments emphasizing that they provide an opportunity for students to have their voices heard can significantly enhance participation.
When online surveys are launched without prior promotion, awareness is limited to students who happen to open and read the invitation email. In contrast, institutions that use consistent and visible outreach such as posters, campus news stories, announcements, and direct engagement from faculty, staff, or student leaders are far more likely to reach a broader audience. This kind of proactive communication helps students better understand both the relevance of the survey and the rewards for participation, ultimately leading to higher response rates.
Overview: Types of Incentives Used and Their Effectiveness
1. Required Participation
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Highest Response Rate: Institutions that required survey completion as a condition for participating in Housing Selection saw the highest average response rates.
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Usage: This method was implemented by a small number of institutions.
2. Staff-Incentivized Participation
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High Response Rate: Institutions that motivated managing staff and instructors to drive participation achieved the second-highest response rates.
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Usage: Also used by a small group.
3. Event Tickets
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Effective Incentive: Offering tickets to football games, scholarship banquets, and graduation ceremonies proved effective for institutions that used this approach.
4. Miscellaneous Incentives
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Creative Options (~4% of institutions):
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“Dessert at my place” (targeted at student staff)
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Lease sign-up incentives
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Raffles (e.g., for parking passes or tuition discounts)
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Greek Week points
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Priority registration at Room Draw
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5. Parties
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Group-Based Motivation: Many institutions offered group rewards like pizza parties or bowling events for the highest participation rates within residence halls or floors.
6. Merchandise / Gift Certificates
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Most Common Incentive: Items such as AirPods, candy bars, mugs, T-shirts, or gift cards (Amazon, bookstore credits) were widely used and resulted in response rates similar to parties and raffles.
7. Cash
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Lowest Response Rate: Institutions that used direct cash payments saw the least effective response rates.
Sample Incentives Reported by Institutions
AirPods
Used frequently as raffle prizes or direct incentives, often paired with other rewards:
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"AirPods and $100 Visa Gift Card"
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"AirPods, bookstore gift cards, pizza parties"
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"Random drawing for 30GB AirPods"
Gift Certificates
Common formats included:
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Retail and restaurant gift cards (Target, Barnes & Noble, Amazon)
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Campus bookstore credits
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RA-specific gift certificates based on response rates
Pizza Parties
Popular among residence halls:
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For 100% or highest floor/hall completion
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Tied to RA response rates
Raffles
Used for a wide range of prizes:
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iPads, parking passes, tuition discounts
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Free housing, Amex or bookstore gift cards
Gift Cards ($50–$100)
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Individual and group prizes
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Often tied to participation thresholds or performance
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Used in both random drawings and guaranteed formats
Free Coupons
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Smaller perks like:
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Free drinks or snacks
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Game passes or bowling coupons
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Other Notable Items
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Owala water bottles
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Lego botanical sets
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Spike Ball sets
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JBL speakers