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Templates and Tools

Survey Templates and Tools

Requesting approval for a survey is a 5-part process. The following links provide templates and guidance that can be used in the development of the approval application. In addition, below you will also find links to tools that have been approved and are available for use in your data collection efforts. For more information or training on how to use any of the tools listed, please contact the survey program office at

Templates to Request Survey Approval
1.  Example Survey Request Letter/Action Memo.  Request letters should outline the survey execution plan by addressing briefly (maximum of three pages) the purpose, justification for the survey, participation (including numbers and key groups of interest), survey technical development, communications plan for results, sponsor POC, and performing activity POC.

2.  Example Survey Endorsement Letter.  Letter should be signed by a Flag officer or SES.  Each endorsement letter must include: "This survey will require (total number) man-hours at an approximate cost to the Navy of (cost)."  Hours and cost should be taken from the completed Report Analysis Data Estimate.

3.  CAPE.  This form estimates the cost to complete the project.

4.  Report Analysis Data. This form estimates the cost for respondents to answer the survey.

5.  Final Survey Draft. Survey packet should include cover letters or instructions that will accompany survey as well as the survey itself with the Privacy Act prominently displayed.
Tools for Data Collection
Before selecting any commercially available survey tool, you should check to make sure that it meets all relevant DoD and Navy Information Assurance and IT security requirements (e.g., FedRAMP). Since the data will be stored on commercial servers there is increased risk of harm or embarrassment if the data are somehow compromised. The Navy Survey Program Office has access to a variety of tools that can help with data collection efforts and are currently the only set of approved tools for use. These include online surveys, live polling, and electronic focus group tools.
Online Surveys
The online survey tools allow participants to respond to surveys in an online environment. A wide variety of question formats can be selected and invitation/reminder emails can be sent through the system to each participant.

Electronic Focus Groups
Electronic focus group tools ask participants a question and then give participants the opportunity to vote on previous responses in order to generate the most liked responses. These can be very useful for generating new ideas in a distributed environment.

Live Polling
Live polling is best used with large audience presentations. Questions can be placed on a screen and participants respond using their phone while results are updated live on screen. These can be useful to obtain feedback on or during presentations.
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