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2013 Fraser Health

Employee Survey (Gallup Q12)

IMPORTANT ANNOUNCEMENT:

This year’s Employee Survey (Gallup Q12), will be conducted 100% online. We kindly recommend that you encourage your staff and/or peers to regularly check their

email accounts in May/June for survey access information. To accommodate this transition, each bargaining unit employee will also receive survey access instructions via paper.

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Important Survey Logistics

Ø The survey is open between Wednesday, June 5th – Friday, June 28th

Ø On Wednesday, May 29th, Gallup will be sending a pre-survey ‘Heads Up’ email notification to all eligible staff to ensure that our email system is fully functional and receptive of email communications from Gallup.

Ø Employees can only complete the survey online.

Ø ALL permanent FH staff (F/T, P/T, management & management support and

bargaining units) will receive an email invite in their FH email account. It will contain the employee’s unique survey access code required to take the survey.

Ø In addition, all bargaining unit staff will receive a paper invitation that contains the

employee’s unique survey access code required to take the survey.

Ø Paper Invitations for your staff will be distributed at the next QBM on June 4, 2013.

Ø Employees can access the survey anytime/anywhere (even on personal mobile devices!) by visiting: www.fraserhealth.ca/survey.

Ø The survey takes approximately 5-7 minutes to complete.

Ø If you need assistance during the survey period, please forward your query to:

engagement@fraserhealth.ca

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Survey Invitations

Q1: How do I get the paper invites for my employees? A1: Paper invitations will be made available for pick-up at the Quarterly Business Meeting,

held on June 4th. If you are not attending, please designate a colleague you know is attending to pick-up your invitations. If neither of these options works for you, please contact us at engagement@fraserhealth.ca and provide specific mailing instructions.

Q2: I picked up my staff paper invites and I note that there are names of staff who no

longer work for me. What do I do with these invites? A2: Please email the list of employees to engagement@fraserhealth.ca. We will work with

Gallup to have them removed from the results at the end of the survey, so as not to skew your final reports.

Q3: Why didn’t some of my employees receive a survey invite? A3: Some employees may not have received an invite if they are:

• Casual • New to Fraser Health (hired after early April 2013) • Recently returned to Fraser Health (after early April 2013) However, they are still able to participate by contacting Gallup Client Support at q12help@gallup.com or by calling 1-800-788-9987 and receive an access code. Their responses will be included in the overall organization results, not to specific teams. It will allow them to have the opportunity to give their opinion.

Q4. What information does the paper invite contain? A4: The invite contains the following pieces of key information:

• Go to www.fraserhealth.ca/survey • Click on “Take the Survey Now!” • Your personal survey Access Code

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Accessing the Survey

Q5: How do I access and participate in the survey? A5: Follow the instructions below:

• Open your email and/or paper invitation • Go to www.fraserhealth.ca/survey • Click on “Take the Survey Now!” • Enter your personal survey access code and complete the survey!

Q6: Help! I lost my access code! A6: If you lose your access code, you can e-mail Gallup Client Support at

q12help@gallup.com or phone 1-800-788-9987 from Sunday at 4:00pm to Friday at 3:00pm. Gallup will ask three (3) identifying questions: your name, health authority and department.

Q7: Help! My access code does not work! A7: There could be several different reasons to explain why this is happening. If this is the

case, your access code, you can e-mail Gallup Client Support at q12help@gallup.com or phone 1-800-788-9987 from Sunday at 4:00pm to Friday at 3:00pm. Gallup will ask three (3) identifying questions: your name, health authority and department.

You can also email us at engagement@fraserhealth.ca for more help. Q8: When and where can I take the online survey? A8: The survey is open for participation 24 hours a day, 7 days a week between June 5

and 28. The online survey can be accessed and completed from any FH computer with an Internet connection. It can also be completed from your home computer, or your personal mobile devices (Blackberry, iPhone, Android, tablets). Simply visit www.fraserhealth.ca/survey to access the survey.

Q9: Can I access and complete the survey from my smartphone and/or tablet? A9: Yes! For the first time, the online survey has been optimized for smartphones and

tablets.

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Privacy & Confidentiality

Q10: I have questions about the consent statement A10: Please direct all questions about the consent statement to Seana-Lee Hamilton of the

Fraser Health Privacy Office: Seana-Lee.Hamilton@fraserhealth.ca or 604-953-5015 Q11: I have questions about information being stored in the US. A11: Please direct all questions about this to Seana-Lee Hamilton of the Fraser Health

Privacy Office: Seana-Lee.Hamilton@fraserhealth.ca or 604-953-5015 Q12: Can my supervisor/manager ever see or access my personal survey responses? A12: Absolutely not. The survey is 100% confidential and has been carefully designed to

protect the identity of all survey participants. Supervisors/managers can only see the aggregated results for their entire team/department. There is absolutely no way that your supervisor/manager or anyone else can see your individual survey responses.

Q13: What if I don’t want to take the survey? Will it be a ‘black-mark’ against me? A13: Absolutely not. Participation in this survey is 100% voluntary. If you decide not to

participate, it will never be held against you. Also, since the survey is 100% confidential, there will be no way for managers/supervisors to know whether you in fact completed the survey or not.

Q14: Do I answer the questions thinking about FH or about my team? A14: Gallup recommends that you answer the questions thinking about your immediate work

place environment and the team in which you belong. Interpret each question in terms of what it means to you.

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Survey Structure & Survey Results Q15: What do I do if I find that my survey roll-up structure is incorrect? A15: Unfortunately, changes to your roll-up structure cannot be made during the time of the

survey. Requests to validate the survey’s organizational structure were sent out between January-February. This structure is now ‘frozen’ for the remainder of this survey cycle.

Q16: When will survey results be made available? A16: Survey results and reports are scheduled to be released in the fall (Sept/Oct). Q17: Why does my last report have “N/A” all over it? A17: In order to protect the identity of survey participants, survey results will not be

generated if less than 5 of your team members completed the survey. In these cases, your team’s survey responses will be rolled up into the next reporting level.

Lower Mainland Consolidation

Q18: What happens if I am part of the Lower Mainland Consolidation (LMC)? A18: All employees impacted by lower mainland consolidation (LMC) will be invited to

participated in the survey from the health authority they are now employed by. For example, if you are employed by Fraser Health, but work at a Vancouver Coastal Health site, you will be invited to participate in the Fraser Health survey.

A special Lower Mainland Consolidation FAQ has been created in collaboration

between FHA, VCH, PHSA, and PHC. Please refer to that document for more information.

If you have any more questions about LMC, please contact us at

engagement@fraserhealth.ca Q19: As an LMC-employee, do I answer the questions thinking about FH or about my

team? A19: Gallup recommends that you answer the questions thinking about your immediate work

place environment and the team in which you belong. Interpret each question in terms of what it means to you.

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General Questions (Misc) Q20: Can physicians/volunteers participate in the survey? A20: Unfortunately, at this time, only those employed by Fraser Health can participate in the

survey. While we appreciate and recognize the valuable opinions of our physicians and volunteers, the purpose of this survey has been reserved for our employees.

Q21: What does Gallup email FH employees during the survey month? A21: Gallup will be sending the following emails to employees:

• May 29: A pre-survey announcement • June 5: Survey invitation • June 10, 13, 20, and 27: Friendly reminders to staff that have not yet completed

the survey. Q22: Why is Fraser Health using the Gallup Q12 survey? A22: The Gallup Q12 survey is a validated tool (over decades and millions of employee

responses across industries) to measure employee engagement. This survey is used to inform and support our Great Workplace strategic imperative. Fraser Health uses the survey results to start a dialogue about our workplace and how we can take it to a higher level, for our patients, clients and ourselves. It is a chance for employees to decide which areas of their working environment they’d like to see change. It’s a tool for action planning.

Q23: Why does Fraser Health have to take the survey? A23: In addition to it supporting our Great Workplace strategic imperative, this survey is a

Ministry of Health requirement under Key Result Area #9. All health authorities across British Columbia will survey their staff using Gallup Q12 from June 5-28.

Q24: What does the term “employee engagement” even mean? A24: The engaged FH employee is someone who is 100% psychologically committed to

their work role and Fraser Health. They thrill to the challenge of their work every day. They are in a role that uses their talents, they know the scope of their job, and they are always looking for new and different ways of achieving the outcomes of their role. They know what is expected of them, they are committed to quality and they feel like they contribute to Fraser Health’s goals and values.