Proposed 2013 SDR Mailing Materials

Attachment 3

Proposed 2013 SDR Mailing Materials

Page 24

Draft 2013 SDR Contact Letters (on customized NSF/SDR letterhead)
Prenotice #1: Past SDR Respondents
Prenotice #2: Past Refusers
Prenotice #3: New Sample Members
Notice Email #1: Web Start Mode
Cover Letter #1: Past Respondents
Cover Letter #2: Past Refusers
Thank you/Reminder Postcard: All Sample Members
Follow-up Cover Letter: All Sample Members

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Prenotice Letter #1: Past SDR Respondents

January XX, 2013
Dr. [FIRST NAME] [MIDDLE INITIAL] [LAST NAME]
[ORGNAME]
[STREET ADDRESS 1]
[STREET ADDRESS 2]
[CITY], [STATE] [ZIP CODE]
Dear Dr. [LAST NAME]:
In a few days, we will be requesting your participation in the 2013 Survey of Doctorate Recipients (SDR), sponsored by
the National Science Foundation (NSF) and the National Institutes of Health. In the past, you contributed to this unique
study of doctorate holders. Thank you—your answers provided government, business, and academic institutions with
crucial information concerning the availability of highly educated personnel in a variety of fields.
The SDR has been conducted biennially since 1973 and is the only source of data on the careers of science,
engineering, and health doctorate holders from U.S. academic institutions. The value of the information obtained
over the years with the help of respondents like you is immeasurable. Your participation in this research helps to
ensure the validity and accuracy of the survey results. Results from earlier studies are available at the NSF website
listed below.
We will be sending you the questionnaire in the mail and will ask you to complete the 2013 SDR at that time. Because
of their experience in directing studies of this type, we have asked the [CONTRACTOR’S NAME] to conduct this
survey for us. The letter accompanying the questionnaire will explain more about this survey and our reasons for
contacting you.
If you do not receive a questionnaire within two weeks or have any questions regarding this survey, please contact
[CONTRACTOR’S NAME] via the toll-free number or email address listed below. Staff are available from 9 a.m. to
9 p.m. (Central Time) to assist you.
I would greatly appreciate your continued participation in this significant research effort.

Sincerely,

Subra Suresh
Director

SDR ID: [SDR ID]

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Prenotice Letter #2: Past Refusers

January XX, 2013
Dr. [FIRST NAME] [MIDDLE INITIAL] [LAST NAME]
[ORGNAME]
[STREET ADDRESS 1]
[STREET ADDRESS 2]
[CITY], [STATE] [ZIP CODE]
Dear Dr. [LAST NAME]:
I am requesting your participation in the 2013 Survey of Doctorate Recipients (SDR), sponsored by the National
Science Foundation (NSF) and the National Institutes of Health.
The SDR is the only source of data on the careers of science, engineering, and health doctorate holders from U.S.
academic institutions. This survey provides government, business, and academic institutions with crucial information
concerning the availability of highly educated personnel in a variety of fields. As such, your response is needed
whatever your current employment status or occupation. Because you were scientifically selected for this study, we
cannot substitute any other person for you. Your participation in this research will help to ensure the validity and
accuracy of the survey results. Results from earlier studies are available at the NSF website listed below.
We will be sending you the questionnaire in the mail and will ask you to participate in the 2013 SDR at that time.
Because of their experience in directing studies of this type, we have asked the [CONTRACTOR’S NAME] to conduct
this survey for us. The letter accompanying the questionnaire will explain more about this survey. All information you
provide will be kept strictly confidential and safeguarded in accordance with the Privacy Act of 1974 and the
Confidential Information Protection and Statistical Efficiency Act of 2002.
If you do not receive a questionnaire within two weeks or have any questions regarding this survey, please contact
[CONTRACTOR’S NAME] via the toll-free number or email address listed below. Staff are available from 9 a.m. to
9 p.m. (Central Time) to assist you.
I would greatly appreciate your cooperation in this important research effort.

Sincerely,

Subra Suresh
Director

SDR ID: [SDR ID]

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Prenotice Letter #3: New Sample Members

January XX, 2013
Dr. [FIRST NAME] [MIDDLE INITIAL] [LAST NAME]
[ORGNAME]
[STREET ADDRESS 1]
[STREET ADDRESS 2]
[CITY], [STATE] [ZIP CODE]
Dear Dr. [LAST NAME]:
I am requesting your participation in the 2013 Survey of Doctorate Recipients (SDR), sponsored by the National
Science Foundation (NSF) and the National Institutes of Health. This survey of people who have earned research
doctorates in the United States has been conducted biennially since 1973. The survey, and the data it obtains, provides
government, business, and academic institutions with crucial information concerning the availability of highly educated
personnel in a variety of fields. The Survey of Doctorate Recipients is the only source of data on this important
population.
You were scientifically selected from a database that contains the name and degree information for all individuals
earning a science, engineering, or health doctorate in the U.S. As such, we cannot substitute any other person for
you. Your participation in this study will help ensure the validity and accuracy of the survey results. Results from
earlier studies are available at the NSF website listed below.
We will be sending you the questionnaire in the mail and will ask you to participate in the 2013 SDR at that time.
Because of their experience in directing studies of this type, we have asked the [CONTRACTOR’S NAME] to conduct
this survey for us. The letter accompanying the questionnaire will explain more about this survey and our reasons for
contacting you. All information you provide will be kept strictly confidential and safeguarded in accordance with
the Privacy Act of 1974 and the Confidential Information Protection and Statistical Efficiency Act of 2002.
If you do not receive a questionnaire within two weeks or have any questions regarding this survey, please contact
[CONTRACTOR’S NAME] via the toll-free number or email address listed below. Staff are available from 9 a.m. to
9 p.m. (Central Time) to assist you.

Sincerely,

Subra Suresh
Director

SDR ID: [SDR ID]

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Notice Email #1: Web Start Mode
January XX, 2013
Dear Dr. [LNAME],
I am requesting your participation in the 2013 Survey of Doctorate Recipients (SDR), sponsored by the National
Science Foundation (NSF) and the National Institutes of Health. In the past, you contributed to this unique study of
science, engineering, and health doctorate holders. Thank you for your past participation. Your answers provided
government, business, and academic institutions with crucial information concerning the availability of highly educated
personnel in a variety of fields. Results from earlier studies are available at the NSF website listed below.
To access the 2013 SDR survey, please go to the following URL address:
https://websurvey.XXXX/2013sdr
Because this format is secure and confidential, you’ll need to use a unique Personal Identification Number (PIN) and
Password to access the survey after you have gone to the URL address.
Your unique PIN and Password are…
PIN: [WEBPIN]

Password: [WEBPWD]

The data you provide will be kept strictly confidential and safeguarded in accordance with the Privacy Act of 1974 and
the Confidential Information Protection and Statistical Efficiency Act of 2002. Because we were not certain that this
email address was still active, we have also sent online survey access information to your mailing address.
Your response to the 2013 SDR is needed whether you are working in or out of your doctoral field, are seeking
employment, are retired, or are in another situation. Important measures from this study include how many doctorate
holders are working, what field they are working in, and how career patterns change over time. We can only learn this
from you.
If you have any questions regarding the survey or the Internet format, please contact [CONTRACTOR’S NAME] tollfree at 1-800-XXX-XXXX or respond to this email. Staff are available from 9 a.m. to 9 p.m. (Central Time) to assist
you. Or you can link to the SDR Frequently Asked Questions at:
http://www2.XXXX/sdr/sdr_faq.asp
Thank you in advance for contributing to the SDR. We look forward to receiving your online questionnaire within the
next 2 weeks.
Sincerely,
[FIRSTNAME LASTNAME]
SDR Project Director
[CONTRACTOR’S NAME]
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
For assistance completing the survey:
Call [CONTRACTOR’S NAME] at 1-800-XXX-XXXX, email [email protected] or visit
www.XXXX/sdr.
For more information about the survey:
Visit www.nsf.gov/statistics/srvydoctoratework or write NSF at 4201 Wilson Blvd, Suite 965, Arlington, Virginia
22230
SDR ID: [SDR ID]
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Cover Letter #1: First Questionnaire Mailing to Past Respondents

January XX, 2013
Dr. [FIRST NAME] [MIDDLE INITIAL] [LAST NAME]
[ORGNAME]
[STREET ADDRESS 1]
[STREET ADDRESS 2]
[CITY], [STATE] [ZIP CODE]
Dear Dr. [LAST NAME],
Thank you for your participation in the 2010 Survey of Doctorate Recipients (SDR). Your responses helped
academic and government institutions anticipate shortages in personnel, as well as make decisions about graduate
student support and funding for research and development. The information you provided has also proven valuable for
students who want to learn about the relationship between graduate education and careers.
At this time, we are asking for your participation in the 2013 SDR. The SDR is being conducted on behalf of the
National Science Foundation (NSF) and the National Institutes of Health by the [CONTRACTOR’S NAME].
Regardless of your employment situation—whether you are working in or out of your doctoral field, are seeking
employment, are retired, or are in another situation—your response is vital. Important measures from this study include
the number of doctorate holders working, what fields they are working in, and how their career patterns change over
time. We can only learn this from you. Results from earlier studies are available at the NSF website listed below.
Please complete the enclosed questionnaire and return it in the postage-paid envelope to [CONTRACTOR’S
NAME].
If you have any questions about the survey, please contact [CONTRACTOR’S NAME] via the toll-free number or
email address listed below. Staff are available from 9 a.m. to 9 p.m. (Central Time) to assist you.
Thank you for your continued participation. We look forward to receiving your completed survey.
Sincerely,

John Gawalt
Acting Director, National Center for Science and Engineering Statistics
National Science Foundation

SDR ID: [SDR ID]

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Cover Letter #2: First Questionnaire Mailing to Past Refusers

January XX, 2013
Dr. [FIRST NAME] [MIDDLE INITIAL] [LAST NAME]
[ORGNAME]
[STREET ADDRESS 1]
[STREET ADDRESS 2]
[CITY], [STATE] [ZIP CODE]
Dear Dr. [LAST NAME],
We are requesting your participation in the 2013 Survey of Doctorate Recipients (SDR). The SDR is being
conducted on behalf of the National Science Foundation (NSF) and the National Institutes of Health by the
[CONTRACTOR’S NAME].
The SDR is the only source of data on the careers of science, engineering, and health doctorate holders from U.S.
academic institutions. Regardless of your employment situation—whether you are working in or out of your doctoral
field, are seeking employment, are retired, or are in another situation—your response is vital. Important measures from
this study include the number of doctorate holders working, what fields they are working in, and how their career
patterns change over time. We can only learn this from you.
All information you provide will be kept strictly confidential and safeguarded in accordance with the Privacy Act of
1974 and the Confidential Information and Statistical Efficiency Act of 2002. The data collected will be aggregated
and used to prepare scientific reports, articles, and statistical summaries, but any information released publicly will
maintain the confidentiality of all participants. Results from earlier studies are available at the NSF website listed
below.
Please complete the enclosed questionnaire and return it in the postage-paid envelope to [CONTRACTOR’S
NAME].
If you have any questions about the survey, please contact [CONTRACTOR’S NAME] via the toll-free number or
email address listed below. Staff are available from 9 a.m. to 9 p.m. (Central Time) to assist you.
Thank you in advance for your participation. We look forward to receiving your completed survey.
Sincerely,

John Gawalt
Acting Director, National Center for Science and Engineering Statistics
National Science Foundation

SDR ID: [SDR ID]

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Thank You/Reminder Postcard: All Sample Members

On behalf of the National Science Foundation and the National Institutes of Health, we want to thank you
for your help with an important national survey, which you should have received in the mail about a week
ago. Many thanks to you if you have already participated and submitted the questionnaire. If you have
not had time to complete it, please do so as soon as possible.
If you do not have the materials necessary to complete the survey, or if you have questions
about the study, please call the [CONTRACTOR’S NAME] toll-free at 1-800-XXX-XXXX between 9
a.m. and 9 p.m. (Central Time) or send an e-mail to [email protected].
Your participation is important for the success of this study.
With appreciation,

John Gawalt
Acting Director, National Center for Science and Engineering Statistics
National Science Foundation

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Follow-up Cover Letter: All Sample Members

April XX, 2013
Dr. [FIRST NAME] [MIDDLE INITIAL] [LAST NAME]
[ORGNAME]
[STREET ADDRESS 1]
[STREET ADDRESS 2]
[CITY], [STATE] [ZIP CODE]

Dear Dr. [LAST NAME],
We recently sent you the 2013 Survey of Doctorate Recipients (SDR) questionnaire to complete. The SDR is
being conducted on behalf of the National Science Foundation and the National Institutes of Health by the
[CONTRACTOR’S NAME]. We have not yet received your completed survey, but hope that you will respond. Your
participation will have a significant impact on the overall accuracy of the results and the ultimate usefulness of this
research.
Your response is needed wherever you live, and whether you are working in or out of your doctoral field, are seeking
employment, are retired, or are in another situation. Since you were scientifically selected for the SDR, we cannot
substitute any other person for you.
Please take a few minutes to complete this important survey. We are offering three different ways by which you may
participate.
1. Paper:

If you prefer to complete a paper version of the survey, please call 1-800-xxx-xxxx.

2. Telephone:

If you prefer a telephone interview, please contact us at 1-800-xxx-xxxx.

3. Web:

If Internet access is convenient for you, we invite you to complete this survey online.
Please go to the following URL address: https://websurvey.xxxx/2013sdr
To ensure security, please use the unique Personal Identification Number (PIN) and
Password below to access the survey after you have gone to the URL address.
PIN:

[WEBPIN]

Password:

[WEBPWD]

If you have any questions regarding the survey, please contact [CONTRACTOR’S NAME] via the toll-free number or
email address listed below. Staff are available from 9 a.m. to 9 p.m. (Central Time) to assist you.
Thank you in advance for your cooperation in this important research effort.
Sincerely,
[NAME]
SDR Project Director
[CONTRACTOR’S NAME]
SDR ID: [SDR ID]

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