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UCI STAFF ENGAGEMENT SURVEY LEADER TOOLKIT

2023 Staff Engagement Survey


The UCI Staff Engagement Survey is your opportunity to focus on your most important assets – your staff. The survey provides an anonymous opportunity to hear from your staff about how they are feeling. Gallup Access analytics and survey reporting provides context and clarity on next steps you can take to achieve both performance and engagement goals. Reviewing survey results with your team gives you an opportunity to initiate strategic conversations to explore key issues in more depth. The power of these conversations is that they are not just about data, but about the dialogue, which makes employees feel valued.

BEFORE THE SURVEY

Learn More About the Survey

Identify Your UCI Engagement Ambassador

Promote the Survey

  • If you have an Engagement Ambassador on your team, please reach out and coordinate your local promotional efforts.
  • Send a calendar invitation and/or announce the dates for the Staff Engagement Survey to your team:
    • 2023 Survey Webpage
    • 2023 Staff Engagement Survey Dates: Aug 14 – Sept 8
    • 2023 Survey Link (Available August 14)
  • Use and share the Staff Engagement Survey promotional materials including:

DURING THE SURVEY: AUGUST 14 – SEPTEMBER 8

Ask Your Team to Take the Survey

  • Encourage your team to take the survey, but DO NOT ask them if they have taken the survey, and do not force them to take the survey. We want to motivate and encourage participation, but we cannot require staff to take the survey.
  • Send a personalized email to your team asking them to take the survey.
  • Speak directly to your team individually or as a group to ask them to take the survey.

Promote a Survey Break

  • A survey break is a set time during normal work hours when staff are allowed and encouraged to take time to complete the survey. Staff are not required to complete the survey, but we find that when leaders give permission and set aside approved, paid time, during the work day, staff feel more supported in their ability to participate.
  • Consider sending a calendar invitation and/or setting aside time (abut 10-20 minutes) for your team to take a survey break.
  • An official survey break opportunity for campus and health sciences on Friday, August 18 will be advertised and approved by Chancellor Gillman via Zotmail.
  • UCI Health CEO Chad Lefteris will also be promoting survey participation via a special message.

Offer an Incentive to Help Motivate Your Team to Take the Survey

  • If you have an Engagement Ambassador, plan and promote an offering to help motivate your team to take the survey.
  • If you don’t have an ambassador available to you, you can come up with your own survey incentive ideas or use the Survey Incentive Idea List

Log into Gallup Access to Track Participation Rate

Questions?

AFTER THE SURVEY

Thank Your Team for Their Participation in the Survey

  • Send a personalized email to your team thanking them for their participation.
  • Speak directly to your team members individually or as a group to thank them for taking the survey.
  • Remember – please DO NOT ask them if they took the survey; this is contrary to our survey guidelines.

View Survey Results for Your Team

  • Survey results from previous years are available now in Gallup Access (uci.my.gallup.com). Login using your UCInetID. You need 4 or more direct reports to have taken the survey in 2021 to see your direct team results. If you do not have enough responses to receive a report, any responses provided by your team would be included in the report for the next level up of leadership. To get this report, you will need to contact your manager/supervisor (or the person that is the next level above you in your department/unit’s hierarchy) and ask if they can provide you with their “Rollup” report.
  • Survey results for 2023 will be available in Gallup Access (uci.my.gallup.com) in early October.
  • You will have access to your team’s direct results if you have 4 or more responses to the survey.
  • If you do not have 4 or more direct reports or responses, use the Engagement Exercise for Managers without Q12 Results (PDF)

Share Survey Results with Your Team

Ask your team:

  1. Which of the Q12 elements of engagement do we need to pay more attention to as a team?
  2. What could we do to address these elements?
  3. What should we commit to start doing tomorrow?
  4. How are you holding yourself accountable for improving our team’s engagement?

Take Action: Create a Plan, Involve Your Team and Follow Through

  • Set at least one agreed upon engagement goal for your team.
  • Add your engagement goal to ACHIEVE and cascade the goal to your team. All managers have access to ACHIEVE. If you have represented staff not using ACHIEVE, please print and post the team engagement goal in a place frequented by staff as a reminder of the engagement goal the team is working to achieve.
  • Track progress on your team’s engagement goal. The Staff Engagement Survey is a snapshot of your team’s current level of engagement. It’s important to take action following the survey. Making progress towards your team’s engagement goal is one of the most engaging things you can do as a leader.
  • Make engagement a priority and constantly focus on it. Check in with your team on a regular basis (minimally quarterly/semi-annually recommended) to adjust your engagement goal. Once your team has achieved your engagement goal, set a new engagement goal. Driving engagement is an ongoing effort.
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