1. 2018 GUIDE TO EMPLOYEE SURVEYING

2. The Value of Employee Surveys
Surveys measure change in your worksite’s CTR program.
Surveys are valid, reliable and consistent.
Surveys provide support for implementing desired program elements.
Surveys provide comparative data to the online data collection method.
Who Should Be Surveyed?
Employers have the choice of surveying either all employees or only those employees affected by the CTR Law.
Employers will want to survey only affected employees at a worksite if:
The ETC can clearly identify the affected employee population and would have difficulty surveying all employees due to schedules, access, etc.
Employees are considered affected and should be surveyed in this case if they meet the following criteria:
Work 35 or more hours in a week (Monday through Sunday),
Are regularly scheduled to report to a single worksite between 6:00 a.m. – 9:00 a.m.,
Work on two or more days (Monday through Friday), and
Work in a position intended to last at least 12 continuous months

3. Employers will want to survey all employees at a worksite if:
The ETC cannot easily determine which employees are affected and which employees are not.
If an employer chooses to survey all of its employees, they will have the option of choosing the calculated SOV rate or VMT rate for all employees or for only affected employees to determine progress.
If an employer chooses to survey all employees at the worksite, it must survey the total worksite population. This includes ALL of the following groups:
All CTR-affected employees,
All other employees on the company payroll (i.e., night shift, part time, and teleworking employees), and
All persons not on the company payroll but who work at the site and are eligible to take advantage of the benefits of the worksite’s CTR program. This may include: contract employees, cafeteria staff, janitor staff, etc.
Survey Options: Paper vs. Electronic
The CTR Program makes standard survey tools, and provides survey processing, available at no charge to worksites. This survey is available using paper Scantron forms, or in an online version. Each version has its advantages in helping to achieve a high response rate.

4. Is the Online Survey Right for Us?
It is important to note right up front that surveying online does not mean that an ETC has less to do. The online survey tool is simply a method for rapid deployment, as well as ease of collecting and tracking data. Before you commit to surveying online for any given worksite, you must be able to answer yes to the following seven questions:
Do a large majority (85%+) of the employees at my worksite(s) have an individual/unique address and access to the Internet?
Can I communicate effectively by with those employees?
Is the corporate culture at my organization ready for an online survey?
Am I comfortable using my computer and standard tools for accessing the Internet, sending bulk , and transferring data between and spreadsheet programs?
Do I have the ability to identify and work with the people responsible for Internet use and at my worksite?
Will I have the ability to sort employee addresses by worksite (for multi-site employers only)?
Am I able to attend the training in how to use the online survey?
If you can answer yes to each of the above questions then you have the ability to survey online.

5. Response Rate
Shoot for a high response rate!
The State CTR guidelines say that a worksite must achieve a 70% response rate to have a valid survey result. In other words, 70% of all affected employees or total employees (depending on which group you choose to survey) at your worksite must return a completed survey. If you fall below 70%, your survey calculations will be based on the assumption that all of those employees who did not return a survey (up to 70%) are driving alone to work.
Consider this example. Company X received a 50% response rate. Therefore, the survey results were calculated with the assumption that 20% of non-respondents were driving alone (between the 50% actual response rate and the 70% required response rate). Automatically 20% are considered drive-alone to reach the required minimum response of 70%.

6. Tips to Achieve a High Response Rate
Communication
Tell management and get support.
Tell employees it’s coming and why.
Send a letter from President, CEO or General Manager to employees.
Promote the survey using flyers, newsletter article, memos, s or whatever method of communication works best at your worksite.
Incentives
Food and treats!
Prize drawings and give-aways.
Just do it!
Tracking and Follow-up
Assign survey serial numbers to each department. Numbers are on the surveys.
Provide this list of employees with serial numbers to each department and have them check-off the names as surveys are returned.
Use voic , messages or supervisor follow-up.

7. Paper Survey Process

8. Distributing the Surveys
Employers affected by the CTR Law are responsible for distributing and collecting the surveys. Here are some guidelines for distributing your surveys.
Plan for the survey process.
Inform employees in advance that surveys will be distributed at the worksite. Use , memos, flyers, and posters Alert employees prior to your survey week to record their one-way mileage to work, including any daily errands or stops on the way. (See flyer on page 39)
Be available to answer questions.
Make sure that supervisors are aware of dates and timelines regarding the survey. A memo from the company president or CEO is also a useful tool to generate cooperation when the survey is distributed. (Sample memos on pages )
Determine who to survey: only affected employees or all employees.
Determine if any foreign language surveys are needed. Translated surveys are available in Spanish, Russian, Japanese, Korean, Lao, Simplified Chinese, Tagalog and Vietnamese.
Develop a tracking system using identification codes for employees using names, employee numbers, or other coded number.
Each survey is numbered. If you feel an anonymous survey will generate a better response, then devise a tracking system such as crossing names off a list as surveys are returned, or having employees fill surveys out in meetings. Please do not attach any type of label to the surveys. Tracking is important so you can determine who has turned in a completed survey and follow up with non-respondents.

9. Distribute surveys with short, easy instructions and the appropriate tools necessary to complete the survey.
If you include a memo with your survey, include information about how to fill out the survey, where and when to return it. If you are using a staff meeting or gathering employees together to fill out the surveys, oral directions work well. Group meetings help increase your response rate while minimizing common errors. If employees do not have ready access to a desk and No. 2 pencil, be sure to provide these items.
Use incentives to make sure the survey is a positive experience for employees.
If you can secure prizes, make those who return surveys on time eligible for a prize drawing. If food can be purchased, those returning surveys can be given a candy bar or a beverage.
Follow-up!
Contact non-respondents and collect as many remaining surveys as possible. (Remember, you are trying to achieve a response rate of 70% or better of all employees surveyed.) Have extra forms available and provide employees with another survey, if necessary.
Ask for surveys back in two days.

10. Completing the Survey Form
Surveys must be completed and returned to Community Transit by June 1, Pick the week you are going to survey then have employees track their commuting habits the week before. Please, no surveys the week of May 27, due to the Memorial Day Holiday. Distribute a survey flyer (provided in the resource section) to employees for them to use to track their one-way mileage and commute. Then distribute the surveys to employees.
When you distribute the survey form to employees, remind them of the following:
Complete the survey with a No. 2 pencil.
Darken the circles completely with no partially erased answers. Make no stray marks on the survey.
Keep survey neat with no folds, tears or wet spots.
Attach nothing to the survey including staples, tape, rubber bands or clip to another document.
Answer all questions on the survey (excluding optional questions).
If an employee should damage a survey they may ask you for another. If you need additional surveys please contact Debbie Anderson or Alex Mehn.

11. Survey Questions
Employees may need guidelines on how to answer questions on the survey, especially if they are trying to fit their circumstances into possible responses. The following information describes how the survey will be analyzed.
Q.1. Which of the following best describes your employment status?
Q.2. What days do you typically begin work between 6 and 9 a.m.?
The key word is “scheduled to begin” work. An employee who is scheduled to begin work at 6:00 a.m., but arrives at 5:45 a.m., should check all days they were scheduled to begin work at 6:00 a.m.
Q.3. One way, how many miles do you commute from home TO your usual work location?
Q.4. Last week, what type of transportation did you use each day to commute TO your usual work location?
Employees should fill in only one type of transportation each day. If an employee used more than one type, fill in the type used for the longest distance.
Employees should fill in a response for each weekday regardless of their work schedule and days off. Carpools are defined as consisting of partners who are 16 years or older, going to work or school.

12. Q.5 . If you carpooled or vanpooled as part of your commute, or if you rode a motorcycle, how many people (age 16 or older) were usually in the vehicle including yourself?
This question will be used in calculating the average vehicle trips per person for the calculation of VMT per employee. If 4b is left blank, carpools and vanpools will count as 2-person vehicles, and motorcycles will count as single-occupant vehicles.
Q.6. What is your home zip code?
Q.7. Was last week a typical week for commuting?
This question and the area for comments give employees the opportunity to indicate if the information they are presenting on the survey truly represents their typical commute pattern.
Q.8. Which of the following best describes your work schedule?
Q.9. On the most recent day that you drove alone to work, did you pay to park?
Q.10. How many days do you typically telework?
If an employee teleworks more than 3 day during the week, select 3 days.

13. Q.11. When you do not drive alone to work, what are the three most important reasons?
This question identifies distinct program elements that a worksite offers as part of its CTR program, and provides information about the effectiveness of each element.
Q.12. When you drive alone to work, what are the three most important reasons?
Answers to this question will help employers, local governments, the CTR Board, the WSDOT Transportation Demand Management office, and others understand the types of programs and incentives that will encourage employees to participate in the CTR program.
Q.13. Please indicate the number of one-way transit or walk-on ferry trips you took last week on each system listed below (for any purpose, not just getting to and from work)? Please select “other” if your transit isn’t listed.
This question is designed to obtain information about usage on different transit systems. Both bus trips and train trips are considered transit trips in this question. Employees should report all transit trips made during the survey week, whether for commuting or other reasons.
Information from this question is useful to various transit agencies as they evaluate usage of their products and services, and as they attempt to integrate their policies, services, and products to better serve their customers.

16. Processing the Survey

17. Employer Responsibilities
Collect all completed employee surveys.
Employers with more than one worksite must keep surveys from each worksite separate.
Review employee surveys.
Pencil over ink-filled bubbles with a No. 2 pencil
Remove all blank survey forms
Remove all staples, post-it notes, paper clips, etc.
Transfer information from damaged surveys to clean forms
Transfer information from foreign language surveys to English survey forms
Stack employee surveys and orient them consistently (each survey face up and in the same direction).
Complete the employer identification survey cover sheet.
Place the completed cover sheet (gray color) on the top of the stack of completed employee surveys (purple color). Employers with more than one worksite must complete a cover sheet for each worksite they survey.
Package the surveys such that they will remain undamaged and separate from other worksite’s surveys.
Slip the surveys into the padded envelope or cardboard box provided by Community Transit. Several worksite’s surveys may be placed in the same box as long as they are clearly separated by the employer identification cover sheet. Do not divide a single worksite’s surveys into more than one package and do not use rubber bands.
Confirm that all surveys from any single worksite have been collected and packaged together before delivering them for processing.
Once a worksite’s surveys have been sent out for processing, no late or loose surveys will be accepted.
Please bring your packaged surveys to Community Transit before June 1, 2018.

18. Checklist for Reviewing Surveys
As you receive completed surveys, check each one for accuracy and damage. Review each survey for the following:
Survey is completed in a No. 2 pencil.
Circles are completely darkened with no partially erased answers.
No stray marks are on the survey.
Survey does not have folds, tears or wet spots.
Survey is not stapled, taped, rubber banded or clipped to another document.
All questions on the survey are answered (excluding optional questions).
Survey is not photocopied.
If a survey is damaged and cannot be processed, then transfer the information to a clean survey form and discard the damaged surveys.

19. Employer Identification Form
During survey processing, each worksite’s surveys must be identified and kept separate from other worksite’s surveys. The Employer Identification Form, a scannable cover sheet, is used to identify individual worksites. Please complete an employer identification cover sheet using a No. 2 pencil for each worksite submitting surveys for processing.
Company Name: Employer Name
Branch: Employers with more than one worksite submitting surveys include a short worksite description (such as street address or building name).
Contact Person: ETC or program manager responsible for conducting the survey at each worksite. This person will receive the results.
Phone: Telephone number of the contact person mentioned above.
Jurisdiction: The jurisdiction in which the worksite is located (City or Unincorporated County).
Number of Affected Employees: Include all affected employees at your worksite (see definition of affected employees on page 2).
Total Number of Employees at Site: Include all employees (see definition of all employees on page 3).
Number of Surveys Distributed: Total number of employees that received a survey at the worksite.
Number of Surveys Returned: Total number of surveys completed and returned by employees.
Date Survey Conducted: Use the first day surveys are distributed.
Survey Type: Leave blank.
For Local Government Use Only: Leave blank.

21. 2018 Survey Planning Calendar
All surveys completed and returned to Community Transit
No surveys this week due to Holiday
Measure one week then survey the following week.
No measurement or surveys during the week of May 28 - June 1, Surveys are due back to Community Transit by Friday, June 1, 2018

22. Survey Logistics Summary
How should I package my surveys?
Package your surveys in the original packaging in which you received them, either the padded envelope or cardboard box. If you have a box, please be careful to package the surveys to avoid any bending or folding (this may mean occupying empty space inside the box with crumpled paper). Also be careful not to tear the surveys or get them wet.
Where do I drop off my surveys?
Community Transit Kasch Park Building A Kasch Park Road Everett, WA 98204
Make sure to write Attention TDM Specialist on package.
You may also mail your surveys certified if you are unable to drop them off at Community Transit. However, please be aware that there is a risk of your surveys being lost and/or mutilated in the mail. If the surveys do become lost you will need to re-survey.
When do I drop off my surveys?
Your surveys must be delivered before Friday, June 1, 2018 to Community Transit, where they’ll then be taken to the University of Washington for processing.

23. When will I receive my survey results?
Meeting the deadline of June 1, 2018 will ensure that you will receive your survey results approximately one (1) month from then.
Your actual surveys will not be returned for several months after you receive your results. It is necessary to keep them in the original packaging received from the University of Washington. This enables the university to be able to reprocess the surveys, if necessary, in case an employer has a discrepancy with his/her survey results.
Once the processed surveys become available for distribution, Community Transit will contact you to determine if you’d like them returned or recycled.

24. Online Survey Process

25. Online Survey About the Online Survey
Asks the same questions as the paper survey
Contains a number of tools the ETC can use to track progress and improve response rate
General process for surveying is similar to the paper survey
Internet-based, text-based system
The system is on its own secure server
The server and system can handle substantial simultaneous hits
Test the Online Survey
Open your Internet browser and go to Enter a mock address as the domain
Click the login button
Select worksite, complete login, and survey
Security
The survey software resides on a server behind a physical and electronic firewall
The server has virus protection with daily automatic checks for updates. Nothing gets installed on your system
There is no option available to install the survey system on your intranet
Please check that your employees will be able to access the system, even if you have used the online survey in the past without any problems

26. Overview of the Online Process
You provide information to Community Transit to confirm your intention to use the Online Survey and to set up your site(s)
You receive an back from Community Transit confirming set up and giving you a password for access
You check Online Survey set up for accuracy
You prepare for the survey
You send an announcement to your survey population via
Your employees use their web browsers to go to the internet site
Employees complete and submit the Online Survey in about 2 minutes
The software collects employee surveys
You use the ETC tools to manage the survey process
Obtain list of respondents
Obtain list of non-respondents
Compare with list of employees to be surveyed
Track progress
Send reminders
You troubleshoot minor problems
You notify Community Transit to close out your survey and submit for processing
Community Transit will provide a summary of results approximately one month after survey

27. Before You Start
Confirm that you have support and approval from top management and technical staff for Online Survey. Contact your IT staff and ask them to check for potential access
Select the week you want to begin collecting data
Determine vernacular name for site(s)
Choose how you want to give access to the survey
Blanket access for your domain
Upload a list of addresses
Send online survey setup information to Community Transit
Determine how you want to survey the appropriate employee population
Allow anyone in your domain to complete a survey; OR
Identify and upload a list of all employees you want to survey

28. Online Survey Set Up
Notify Community Transit that you want to use the online survey. (A form is provided on page 34. You can make a copy, complete and submit to Alex or Debbie to get your Online Survey set up.)
Provide the following information:
ETC name, phone number, and
A list of each site you want to use the online survey for
The vernacular name for each of the sites that your employees will recognize
domain(s) if you decide to allow access this way
Date you want your employees to start submitting surveys
Number of employees you want to survey (if you want the online survey to calculate your response rate)
Obtain executive management’s concurrence and approval for name usage and ing
Receive login and password to access ETC tools
Test survey (we provide written instructions) to ensure that you can log on and access your site(s) and domain(s)
If you need to change anything (name, domains, number distributed), contact Community Transit
Set up your tracking system

29. Follow Up
You will create a list of employee addresses to whom you will send notices to survey (your distribution list)
During the survey week, you can download from the Online Survey a list of employees who have submitted surveys
If you upload a list of employee addresses, you can also download a list of those addresses that have not yet submitted surveys
Use this information to prepare list of reminder notices to persons who have not yet submitted surveys
Survey software will also give you a count of surveys and the response rate
Closing Your Survey
Once you have achieved the 70% response rate on your survey, contact Community Transit to have your survey closed
Your survey data will be processed by the State of Washington
Results will be available in approximately one month

30. Timeline and Checklist for Online Surveying
Confirm management and technical staff support and go ahead (See Sample Communications for to IT staff)
Establish survey date and closing date
Choose method to control access to survey (blanket access using domain or uploading a file of addresses)
Submit Online Survey Set-up information to Community Transit
Obtain executive management’s concurrence and approval for name usage
Create or obtain list by worksite (of affected status if applicable) and check for currency
Receive login and password to access ETC tools; test survey; if you plan to upload a file of addresses, test the upload when you obtain the list
Set up tracking system
1 Week Out
Send communication to managers and supervisors
Obtain current list of addresses, upload them if you are using this option
Prepare mass ; send with delivery delay for early following Monday morning

31. Survey Week
Monday Send survey announcement to employees if not already done
Wednesday Use system reports to determine non-respondents and send follow up message
Thursday Use system reports to determine non-respondents and send follow up message
Friday Decide if reminder is needed
Following Week
Monday Send reminder if needed
Wednesday Notify Community Transit that you are ready to close out the survey
Friday Survey is closed out
Your surveys must be completed before Friday June 1, You will receive your survey results approximately one month from then.

32. Resources

33. Alex Mehn, TDM & Outreach Specialist (425) 348-2383
Page 47
Survey Information
Alex Mehn, TDM & Outreach Specialist (425)
Debbie Anderson, TDM Specialist (425)
Caryn Walline, TDM Supervisor (425)
Additional materials available online at the
Washington State Department of Transportation’s website:
Deliver completed, packaged surveys to:
Debbie Anderson, TDM & Outreach Specialist
Community Transit
2300 Kasch Park Road, Building A
Everett, WA 98204
Mail completed, packaged surveys to:
7100 Hardeson Road
Everett, WA 98203

34. Online Survey Setup Form
If your company meets all the requirements outlined on page 4 of this guide, complete the following information and return to Debbie Anderson at or fax to
Employer ID:
Employer Name:
Branch:
Worksite Name used by Employees:
ETC Name:
ETC Phone Number:
ETC
Mode of Access: Domain or Upload list of Addresses:
domain name(s):
Survey Start Date:
Survey Type:
Total Employee at Worksite:
Number of Surveys Distributed:
Employees Exempted from CTR:
Number of Employees Shifted Outside Commute Window:
Surveyed All Employees - or No:
Yes or No

35. Sample Memo to Manager from ETC (for support of survey process at your worksite)
Date:
To: Manager’s Name, Title
From: Your Name, Title
Re: Commute Trip Reduction Survey
City of <city’s name>’s Commute Trip Reduction (CTR) Ordinance requires that we conduct a short survey of employees at <worksite’s name if company has more than one location> to measure our progress toward our CTR goals.
I am currently developing a survey distribution and collection plan. As part of this plan, I would like to include a memo from you to distribute with the surveys encouraging employees to complete and return them. I have attached a copy of the memo for your review. I am planning on distributing the surveys on <date>, so I would appreciate your comments on the memo by <date>.
We are required to distribute and collect surveys from our employees at this worksite who are affected by the CTR Law. Affected employees are full-time employees who are scheduled to begin work between 6:00 a.m. and 9:00 a.m. on at least two weekdays for 12 continuous months. We can distribute surveys to all of our employees if we choose.
We are required to complete the survey during the month of May. The Washington State Department of Transportation covers the cost of the survey forms, processing and computing the results.
The CTR Ordinance sets a target of a 70% response rate for the survey. Your support will greatly help increase employee participation. If we do not meet our goals, we will be required to enhance our CTR program.
I appreciate your support for this effort. If I can provide you with any additional information about the CTR survey or our CTR program, please give me a call at <phone number>. Thank you!

36. Sample Letter to Employees from President/CEO (for support of upcoming survey)
Date:
Dear <company name> Employee:
<County name> County is a beautiful place to live and work. <Company name> is committed to preserving the quality of life we all enjoy by providing an effective Commute Trip Reduction program for our employees.
To help reduce the environmental damage, traffic congestion and health risks caused by single occupancy vehicles (SOVs), Washington State adopted the Commute Trip Reduction (CTR) Law in <Company name> implemented our commute trip reduction program in <date>, as required by law, to reduce the number of employees driving alone to work. Now, we must measure the success of this program.
Next week we will be asking you to complete a short survey which will help us better understand your transportation habits and needs. The results of the CTR Employee Questionnaire will allow us to enhance the effectiveness of our Commute Trip Reduction program for all employees.
Your input is essential to help us maintain our commitment to our employees, the community and the Northwest.
Thank you for your assistance.
<President/CEO name>
<title>

37. Sample CTR Survey Newsletter Article
Give us Some Answers to Help Keep Our Air Clean
Every day during rush hour, 1.2 million cars crowd our streets and every year, these cars spew 1.5 million tons of pollution into our air. By the year 2030, the Puget Sound Region is expected to grow by at least one million people. What will our freeways (and our air) look like then?
You will soon be receiving a short Commute Trip Reduction Employee Questionnaire. By completing and returning the questionnaire, you can help <company name> and Snohomish County develop ways to maintain our clean air and quality of life.
The survey will only take a few minutes to complete and your response will remain anonymous. The form is designed to be optically scanned so it is important not to staple, clip or tape anything to it, or fold or tear the form. It is also necessary to use a No. 2 pencil to complete the form.
We will use the information from the survey to measure <company name>’s progress toward meeting our commute trip reduction goals which were established in the Washington State Commute Trip Reduction Law. We’ll also use the information to assess our current transportation program and make enhancements where needed.
It is very important that each of us take a few minutes to complete this Commute Trip Reduction survey, said <company executive name>. Not only is <company name> required by law to conduct the survey, but we feel that your input will help us provide you with better commute options and benefits.
For more information about commuting options or the upcoming survey, contact <ETC name>, your Employee Transportation Coordinator, at <ETC phone number>.
Watch for the survey during the week of <date of distribution>.

38. Sample Memo to Employees
(instructions to complete survey)
Date: <date>
To: <employee’s name or all employees>
From: <your name or department manager
RE: Commute Trip Reduction Surveys Due <date>
As a major employer in <county name> County, <company name> is committed to providing a commute trip reduction program that will meet the needs of employees and achieve the goals of the Washington State Commute Trip Reduction (CTR) Law. One of the elements of the law requires us to survey our employees about commute habits and work schedule.
Please take a few moments to complete all twelve questions on the enclosed CTR Employee Questionnaire. Your answers will help us better understand your transportation needs and allow us to enhance the effectiveness of our Commute Trip Reduction program.
Survey Instructions Please read carefully!
Answer every question by completely blackening the appropriate circle with a No. 2 pencil.
Do not fold, staple, paper clip or get survey wet.
Return your survey to <name> by <date>. Your name will then be marked off the list of employees who received the survey.
All of your answers are strictly confidential.
Thank you for your help. Please call me if you have any questions or suggestions.
(optional if you have an internal drawing or promotion)
If you return your completed survey to me by <date>, you will be eligible for a prize drawing to win <prizes>!

39. Coming the week of <start date>
Commuter Survey
Coming the week of <start date>
Please help us by completing the commuter survey you will receive next week. Your answers will be kept strictly confidential and will help us to develop a commuter program that can work for all of us!
Take an odometer reading on your trip to work and figure your one-way mileage this week. Record it along with how you got to work below.
Please keep this flyer and use your information to answer the survey questions.
One-way mileage:
How did you get to work? (bus, carpool, vanpool, train, walk, bicycle, motorcycle, drove alone, telework, day off due to compressed work week, overnight business trip, vacation, sick day)
Monday:
Tuesday:
Wednesday:
Thursday:
Friday:
Saturday:
Sunday: