Administration Timeline

Survey Administration Process

Indicate interest in administering the PACE Climate Survey

  • Please contact Information we will need to know:
    • Contact information of the client representative for this project
    • The date you would like the survey to launch to participants
    • If you would like to administer one or several of PACE’s subscales in conjunction with the PACE survey
    • Previous clients — Whether you would like the report to compare data to your previous administration
    • After receiving this information, we will send you a quick questionnaire to complete (info will be pre-filled in based on above responses)

Service Agreement Creation

  • Once we have your response to our questionnaire, your Report Author will email a Service Agreement signed by our Executive Director (in PDF) to the client representative.
  • We are happy to make modifications to the contract per the client’s request; however, any modifications will likely delay the launch time of the survey.
  • Please sign and return the contract via Docusign, email (in PDF), or by regular postal mail
  • The Service Agreement will be signed by the Dean of the College of Education, at which point, the Service Agreement is considered final and no further modifications can be made.


  • Clients have the following payment options:
    • Payment in full, on or prior to the survey launch date
    • An initial payment (50% of the total invoice) is due by the survey launch date. The remaining 50% payment is due upon project completion.
  • Please mail payment(s) to:
    • Belk Center for Community College Leadership and Research
      Attn: PACE
      706 Hillsborough Street
      Box 7165
      Raleigh, NC 27603-1664

Creating the Survey

  • Once we receive the signed contract and down payment, the PACE team can begin work on the survey process.
  • We strongly recommend that personal invitations are sent to participants to take the online survey.
    • Research shows, and our experiences are consistent with, higher response rates when participants get invitations from a third party.
  • In order to send personal invitations, we need an Excel spreadsheet of the participant names and email addresses. Please put the participants’ first name under column A, last name under column B, and email address under column C.
    • Please submit the spreadsheet of participant information at least one week prior to when you would like the survey to launch.
  • Please inform your IT staff that PACE Climate Survey email invitations will be coming so that they do not get caught in SPAM filters.
    • The survey comes from the following email address:
    • The title of the emails that come from the PACE team are “PACE Survey – School name”.
    • The IP ranges that Qualtrics sends out email on are and
  • Please plan to inform employee participants that our email will be coming so they do not delete the survey thinking it is SPAM.
  • Encourage your employees to participate in the PACE Climate Survey.

Sample Timeline of the PACE Climate Survey Administration

  • Week 1: Client representative contacts the PACE team. Client fills in questionnaire. PACE team gather signature from Executive Director.
  • Week 2-3: PACE team emails service agreement, contract, and invoice to client representative.
  • Week 3-4: Client representative gets signature from campus representative. Client representative emails signed contract and mails in payment. Payment due before start of project (full or initial amount).
  • Week 5: PACE team sends draft of survey to client representative. Client representative emails participant Excel spreadsheet.
  • Week 4-5: Client representative approves draft at least one week prior to launch date. PACE team sends test email invitation to designated client.
  • Week 6: PACE team sends invitation to participants and survey launches.
  • Week 7-8: PACE team sends reminders every week to those who have not taken the survey.
  • Week 9: Survey closes 2-3 weeks after launch. You will receive an email confirming that you want the survey to close.
  • Week 10-19: PACE team work on data analysis and report compilation.
  • Week 20: PACE team emails report to client representative within 10 business weeks of survey closing. Mail final payment. School reviews report and requests any changes. Otherwise, this is considered the final report.

We recommend launching the survey anytime August through November and January through early May.  A summer launch is not recommended due to vacations and employees on nine, ten, or eleven month contracts. Depending on your institution, some activities may take more time, adding additional weeks. Also, this tentative timeline does not account for when the Belk Center is closed due to University breaks or holidays.