Correspondence

Attachment D: Draft contact materials for FY 2023 Facilities Survey - procedures for contacting
Facilities Survey participants and list of contact letters and phone scripts

Schedule for contacting institutions before and during data collection
The data collection for the Facilities Survey is conducted in three stages. The first stage is to
recruit institutions and identify the institutional coordinators. For this stage, the institutions are divided into
two groups depending on whether the institution president had indicated during the prior survey that he or
she wanted to keep the same coordinator for future survey cycles. Presidents of institutions that chose to
keep their coordinator (Group 1) are sent letters at the beginning of data collection explaining that the survey
materials will be sent to that person. Presidents of all other institutions (Group 2) are contacted about one
month prior to data collection and asked to name a coordinator.


Letter 1 goes to academic presidents who indicated in the past that they are keeping the
same institutional survey coordinator. (Group 1)



Letter 2 goes to academic presidents who did not indicate in the past that they are
keeping the same institutional survey coordinator. (Group 2)



Letter 3 goes to academic presidents at institutions that are new to the survey frame.
They are asked to name a new institutional survey coordinator. (Group 2)



Letter 4 goes to academic presidents at institutions that were non-respondents in the last
survey. They are asked to name a new institutional survey coordinator. (Group 2)

The second and third collection stages consist of contacting and maintaining contact with the
coordinators. In stage 2, each coordinator is sent survey materials and initial contact is made to ensure that
he or she has all the materials and information needed to complete the survey. The third stage involves
maintaining contact with the coordinators, monitoring their progress, and assisting them until the survey is
completed. A survey Help Desk is available to provide assistance to coordinators and other respondents by
email and telephone throughout the data collection period.
Timeline
Data collection is conducted between October and the following April. Key dates for the data
collection activities are listed below. Dates will be similar for the FY 2023 and FY 2025 survey cycles.

E1

















September 21 – Group 2: Recruitment packages are sent to the presidents of institutions
in Group 2 prior to data collection, which requests participation in the upcoming survey
and name a coordinator.
October 9 – Group 2: This is the due date for appointment of the coordinator by the
president. If a response is not received by this date, telephone calls to the institution are
made to collect the coordinator information. Presidents are informed that we will begin
mailing coordinator packages by October 19.
October 19 – Group 1 and Group 2: Survey materials are sent by email to the
coordinators of institutions in both groups. These email invitations request that the
coordinator reply to verify receipt.
October 26 – Group 1 and Group 2: Coordinators who do not reply to the email
invitation within one week will be contacted by telephone to verify receipt of the
invitation and obtain agreement to participate in the survey.
December 6 – Group 1 and 2: Coordinators are sent an email reminding them that the
survey due date is in one week.
December 13 – Group 1 and 2: This is the survey due date. Coordinators are called to
confirm whether they are participating and to schedule an extension.
January to March 29 – Group 1 and 2: Non-response follow-up. Since contact has been
established with all coordinators, phone calls checking on institutions that have missed
their extended deadlines are made using a conversational approach based upon their
specific history.
April 26 – Survey data collection, including data retrieval activities, ends.

Preparation for data collection
Before data collection begins, experienced telephone interviewers are selected and trained for
the data collection activities. The interviewers are divided into two groups. Three interviewers are dedicated
to staffing the Help Desk. The remaining interviewers conduct calls to identify coordinators, verify package
receipt, and prompt for survey non-response. Interviewers from both groups conduct follow-up calls to
resolve data inconsistencies and obtain missing data.
A comprehensive interviewer training manual is prepared, including detailed question-byquestion specifications for each survey question, a glossary of survey terms, suggested answers to
respondent questions, and detailed instructions for each stage of data collection. Interviewer training is
conducted to provide the information needed to understand the questionnaire, answer questions, and assist
the respondents in completing the survey. Training is provided for each data collection task, including Help
Desk operations, president calls, coordinator calls, and data retrieval calls.

Stage 1: Recruitment and follow-up procedures and materials
As discussed previously, there are two data collection groups at this stage. Presidents that had
said during a previous survey cycle that they wanted to keep the coordinator in future survey cycles (Group
1) are sent letters explaining that the survey materials will be sent to that coordinator. Presidents of all other
institutions (Group 2) are asked to name a coordinator. Prior to FY 2019 cycle, both Group 1 and Group 2
presidents were sent the recruitment packages on the same day. As a new protocol beginning with the FY
2019 survey, recruitment packages to the presidents of institutions in Group 2 will be mailed about a month
before data collection begins. The goal will be to identify coordinators early enough so that both Group 1
and Group 2 coordinators can be sent survey packages on the same date. This will give all coordinators,
and especially those new to the survey who may need more time, the maximum amount of time to complete
the survey.
The role of the coordinator is to serve as the survey contact, identify the best respondents
within the institution to complete each part of the survey, ensure that the responses are entered into the web
survey, and submit the completed survey. Recruitment packages include the following materials:






Cover letter on NSF letterhead. Different cover letters are sent to the two data collection
groups. Letters for Group 1 identify the most recent survey coordinator. Letters for
Group 2 are tailored according to whether the institution participated in the most recent
survey. Prior participants receive a letter that identifies the name and title of the most
recent survey coordinator.
Coordinator Identification Form. This form is sent to presidents in Group 2 only and is
used to identify coordinators and indicate whether this coordinator should be kept for
future survey cycles. Institutions are asked to send the information to Westat by web or
email. The form for institutions that participated in most recent survey listed the contact
information for the coordinator.
A copy of the most recent NSF Facilities Survey InfoBrief. These are short (4-6 pages),
analytical papers that accompany survey data releases. One InfoBrief will be included in
the FY 2023 survey mailing.

For institutions in Group 2, if there is no response from the president’s office by October 9,
follow-up calls are made to enlist participation and identify a coordinator. Replacement materials are sent
to the institutions as needed, by email, fax, or overnight delivery. Coordinator identification information is
collected by web, telephone, and email. The presidents are asked if they want to retain the current survey
coordinator for future cycles of the Facilities Survey, with the stipulation that they will be informed at the
start of each survey cycle and have an opportunity to change coordinators.

Stage 2: Provide coordinators with survey materials
The purpose of this data collection stage is to send the survey materials to the current
coordinators and verify receipt. For institutions in Group 1, coordinator email invitations are sent on
October 24. For institutions in Group 2, the completed Coordinator Identification Forms are processed as
they are received, and survey packages are emailed to the coordinators as they are identified, starting on
October 19. For both groups, the coordinator email includes the following materials:






An email message with the subject line: Official NSF Survey Request: FY 2023 Survey
of Science and Engineering Research Facilities (Study ID:XXXX). The body of the
email includes a brief description of the attachments (described below), the URL for the
survey website, login credentials, and a request to reply to confirm receipt of the email
and ability to meet the due date.
Cover letter on NSF letterhead. All coordinators receive a letter from NSF. The letter
informs them they have been appointed by their president to be the coordinator for the
current Facilities Survey.
Copy of the most recent NSF Facilities Survey InfoBrief.

If no reply is received to the verification request in the initial survey invitation email within
one week after the survey materials are emailed, then the coordinator is contacted by telephone. If the
coordinator replies to the verification message and indicates that the package was not received, the address
is verified and a replacement package is sent.
Stage 3: Encourage response
The last stage of data collection is to conduct follow-up activities as needed to obtain the
completed survey. This effort involves contacting coordinators by telephone and email, monitoring their
progress on the website, answering their questions, and assisting them as needed.
One week before the due date of December 13, a reminder email message is sent to the coordinator.
If the due date passes without a response, nonresponse follow-up is initiated to check on the status of the
survey and negotiate a new estimated completion date. The first nonresponse follow-up contact is made by
telephone. This follow-up begins after the winter holidays and continues until the survey is completed or
until nonresponse follow-up efforts end on March 29. Approximately half of the institutions are included in
this nonresponse follow-up effort. Throughout this time period, coordinators are sent reminder emails one
week before their new estimated completion dates. Experienced and trained interviewers are each assigned
a group of nonrespondent institutions. Interviewers develop a targeted approach for each institution, using
the most appropriate combination of telephone and email prompts to fit each institution’s situation. Starting
about five weeks before nonresponse follow-up ends, reminder letters are sent on NSF letterhead to

nonrespondents on a weekly basis. Each institution receives a nonresponse letter only once. Initially the
letters are sent to institutions whose due dates have passed and are nonresponsive to our contacts to
(re)negotiate a new date. Two weeks before nonresponse follow-up ends, a letter is sent to the remaining
nonrespondents who have yet to receive a letter, to encourage response. Institutions that have a negotiated
due date between the final mailing and March 29 are sent a version of the letter that acknowledges this date.
The email and telephone Help Desk activities also continue throughout data collection. Special requests from
the institutions, such as providing them with their responses to the previous survey, are addressed as needed.
Within two weeks of completing the survey, presidents of academic institutions receive thank
you letters from the director of NCSES. Institution coordinators also receive a second thank-you letter,
signed by the NSF survey director at the end of data collection

List of contact letters and documents
1. 2023 Letter 1 SameIC-NSF AcadPres: sent to academic presidents who indicated in the past
that they are keeping the same institutional survey coordinator.
2. 2023 Letter 2 NeedIC-NSF AcadPres: sent to academic presidents who did not indicate in the
past that they are keeping the same institutional survey coordinator.
3. 2023 Letter 3 NeedIC-NSF NEW NP AcadPres: sent to academic presidents at institutions that
are new to the survey frame. They are asked to name a new institutional survey coordinator.
4. 2023 Letter 4 NeedIC-NSF Academic NR President: sent to academic presidents at institutions
that were non-respondents in the last survey. They are asked to name a new institutional survey
coordinator.
5. 2023 NSF IC Letter Email: sent to institutional survey coordinators once they are identified
by the academic president.
6. 2023 Coordinator E-mail Invitation: sent to institutional survey coordinators and includes the
URL for the survey website, the institution's login ID and passwords, survey due date, and the
toll-free number and email address of the Help Desk.
7. Form 1 2023 Coordinator ID Form Participant with merge fields: sent to presidents of returning
institutions in Group 2 only and is used to identify coordinators and indicate whether this
coordinator should be kept for future survey cycles. Institutions are asked to submit the
information by web or email to Westat. The form for institutions that participated in the most
recent survey lists the contact information for the coordinator.
8. Form 2 2023 Coordinator ID Form New NonPart with merge fields: Same as Form 1, except it is
sent to presidents of institutions that did not participate in the past cycle and does not refer to a
previous cycle coordinator.

9. 2023 NSF draft nonresponse letter (not received): sent to institutional survey coordinators who
have not yet responded to the survey.
10. 2023 NSF draft nonresponse letter (comp date): sent to institutional survey coordinators who
have worked on the survey, but have not yet submitted their final data after agreeing to an
extension.
11. 2023 NSF Letter to Pres thank you_with merge fields: a thank you letter sent to academic
presidents upon completion of the survey.
12. 2023 NSF Final TY Letter to coordinator with merge fields: a thank you letter sent to institutional
survey coordinators upon completion of the survey.
13. 2023 President RIS Final: phone script used by survey contractor to contact the academic
president’s office to verify receipt of the survey package in cases where the institutional survey
coordinator has not yet logged in to the survey.
14. 2023 CoordVerify RIS Final: phone script used by survey contractor to contact institutional
survey coordinators to verify receipt of the survey package in cases where the institutional
coordinator has not yet logged in to the survey.
15. CoordReminder RIS: phone script used by survey contractor to contact institutional survey
coordinators in cases where the coordinator missed the initial deadline and has not yet asked for
an extension.
16. Coordinator Jan – March reminder e-mail. This e-mail is sent to coordinators as their extended
deadline approaches in the January to March timeframe.

1_2023 Letter 1 SameIC-NSF AcadPres

NATIONAL SCIENCE
FOUNDATION
2415 EISENHOWER AVENUE
ALEXANDRIA, VIRGINIA 22314

October 17, 2023
«PSAL» «PFRST_NAME» «PLAST_NAME»
«PTITLE»
«INST_NAME»
«PADDRESS_1»
«PADDRESS_2»
«PADDRESS_3»
«PCITY», «PSTATE» «PZIP_CODE»
Dear «PSAL» «PLAST_NAME»:
I am writing to request your assistance in a matter of considerable importance to research efforts at higher education
institutions. At the direction of Congress, the National Center for Science and Engineering Statistics (NCSES)
within the National Science Foundation (NSF) is once again collecting information on the status of science and
engineering (S&E) research facilities at the nation’s colleges and universities. The FY 2023 Survey of Science and
Engineering Research Facilities is about to begin.
The FY 2023 survey is the twentieth in the biennial series and will form the basis of public data and statistical tables
to be produced and disseminated by NCSES. By providing information on the current status of S&E research
facilities in the United States, the survey provides policymakers with important updated information. An information
copy of the FY 2023 survey is provided on the survey’s website (www.facilitiessurvey.org) for your convenience.
While your institution’s participation in this survey is voluntary, I am certain that you appreciate the importance of
this effort. During the FY 201 survey, «ICSAL» «ICFRST_NAME» «ICLAST_NAME», «ICTITLE», was
identified as the institutional coordinator for FY 2021 and future survey cycles. I would like to thank «ICSAL»
«ICLAST_NAME», who provided this information on behalf of your institution. Without the cooperation and
efforts of your staff, we would not be able to collect this information. We plan to send the complete package of
survey materials directly to «ICSAL» «ICLAST_NAME» by email on October 19, 2023.
To learn more about the survey, you may wish to review data from previous surveys at
www.nsf.gov/statistics/facilities. If you have any questions, please contact Mr. Michael Gibbons of the National
Center for Science and Engineering Statistics at (703) 292-4590 ([email protected]). Thank you for your
assistance in this important effort.
Sincerely,

Emilda Rivers
Director
National Center for Science and Engineering Statistics
National Science Foundation
Enclosure:

NSF InfoBrief

2_2023 Letter 2 NeedIC-NSF AcadPres

NATIONAL SCIENCE
FOUNDATION
2415 EISENHOWER AVENUE
ALEXANDRIA, VIRGINIA 22314
September 21, 2023
«PSAL» «PFRST_NAME» «PLAST_NAME»
«PTITLE»
«INST_NAME»
«PADDRESS_1»
«PADDRESS_2»
«PADDRESS_3»
«PCITY», «PSTATE» «PZIP_CODE»
Dear «PSAL» «PLAST_NAME»:
I am writing to request your assistance in a matter of considerable importance to research efforts at higher education
institutions. At the direction of Congress, the National Science Foundation (NSF) is once again collecting
information on the status of science and engineering (S&E) research facilities at the nation’s colleges and
universities. The FY 2023 NSF Survey of Science and Engineering Research Facilities is about to begin.
The FY 2023 survey is the twentieth in the biennial series and will form the basis of public data and statistical tables
to be produced and disseminated by NSF. By providing information on the current status of S&E research facilities
in the United States, the survey provides policymakers with important updated information. An information copy of
the FY 2023 survey is provided on the survey’s website (www.facilitiessurvey.org) for your convenience.
While your institution’s participation in this survey is voluntary, I am certain that you appreciate the importance of
this effort. I ask that you name an appropriate person to coordinate your institution’s response. I would like to thank
«ICSAL» «ICFRST_NAME» «ICLAST_NAME», «ICTITLE», who was your institution’s coordinator for the last
survey cycle. Without the cooperation and efforts of your staff, we would not be able to collect this information.
Please return the enclosed Coordinator Identification Form with your coordinator’s contact information as instructed
on the bottom of the form. We would appreciate your response as soon as possible. A survey representative will
contact your office to make sure that you have received this letter if they have not heard from you by October 9,
2023. We plan to send the complete package of survey materials directly to the coordinator you select on October
19, 2023.
To learn more about the survey, you may wish to review data from previous surveys at
www.nsf.gov/statistics/facilities. If you have any questions, please contact Mr. Michael Gibbons of the National
Center for Science and Engineering Statistics at (703) 292-4590 ([email protected]). Thank you for your
assistance in this important effort.
Sincerely,

Emilda Rivers
Director
National Center for Science and Engineering Statistics
National Science Foundation
Enclosures:

Coordinator Identification Form
NSF InfoBrief

3_2023 Letter 3 NeedIC-NSF NEW NP AcadPres

NATIONAL SCIENCE FOUNDATION
2415 EISENHOWER AVENUE
ALEXANDRIA, VIRGINIA 22314

September 21, 2023
«PSAL» «PFRST_NAME» «PLAST_NAME»
«PTITLE»
«INST_NAME»
«PADDRESS_1»
«PADDRESS_2»
«PADDRESS_3»
«PCITY», «PSTATE» «PZIP_CODE»
Dear «PSAL» «PLAST_NAME»:
I am writing to request your assistance in a matter of considerable importance to research efforts at higher education
institutions. At the direction of Congress, the National Center for Science and Engineering Statistics (NCSES)
within the National Science Foundation (NSF) is once again collecting information on the status of academic
science and engineering (S&E) research facilities at the nation’s colleges and universities. The FY 2023 NSF Survey
of Science and Engineering Research Facilities is about to begin.
The FY 2023 survey is the twentieth in the biennial series and will form the basis of public data and statistical tables
to be produced and disseminated by NSF. By providing information on the current status of S&E research facilities
in the United States, the survey provides policymakers with important updated information. An information copy of
the FY 2023 survey is provided on the survey’s website (www.facilitiessurvey.org) for your convenience.
While your institution’s participation in this survey is voluntary, I am certain that you appreciate the importance of
this effort. I ask that you name an appropriate person to coordinate your institution’s response. As a coordinator, this
individual will collect the responses and submit them on your institution’s behalf.
Please return the enclosed Coordinator Identification Form as instructed on the bottom of the form. We would
appreciate your response as soon as possible. A survey representative will contact your office to make sure that you
have received this letter if they have not heard from you by October 9, 2023. We plan to send the complete package
of survey materials directly to the coordinator you select on October 19, 2023.
To learn more about the survey, you may wish to review data from previous surveys at
www.nsf.gov/statistics/facilities. If you have any questions, please contact Mr. Michael Gibbons of the National
Center for Science and Engineering Statistics at (703) 292-4590 or ([email protected]). Thank you for your
assistance in this important effort.
Sincerely,

Emilda Rivers
Director
National Center for Science and Engineering Statistics
National Science Foundation
Enclosures:

Coordinator Identification Form
NSF InfoBrief

4_2023 Letter 4 NeedIC-NSF Academic NR President

NATIONAL SCIENCE FOUNDATION
2415 EISENHOWER AVENUE
ALEXANDRIA, VIRGINIA 22314
September 19, 2023
«PSAL» «PFRST_NAME» «PLAST_NAME»
«PTITLE»
«INST_NAME»
«PADDRESS_1»
«PADDRESS_2»
«PADDRESS_3»
«PCITY», «PSTATE» «PZIP_CODE»
Dear «PSAL» «PLAST_NAME»:
I am writing to request your assistance in a matter of considerable importance to research efforts at higher education
institutions. At the direction of Congress, the National Center for Science and Engineering Statistics (NCSES)
within the National Science Foundation (NSF) is once again collecting information on the status of academic
science and engineering (S&E) research facilities at the nation’s colleges and universities. The FY 2023 NSF Survey
of Science and Engineering Research Facilities is about to begin.
The FY 2023 survey is the twentieth in the biennial series and will form the basis of public data and statistical tables
to be produced and disseminated by NSF. By providing information on the current status of S&E research facilities
in the United States, the survey provides policymakers with important updated information. An information copy of
the FY 2023 survey is provided on the survey’s website (www.facilitiessurvey.org) for your convenience.
I understand that your institution did not take part in the FY 2021 survey. While your participation in this survey is
voluntary, I am certain that you appreciate the importance of this effort. I ask that you name an appropriate person to
coordinate your institution’s response. As a coordinator, this individual will collect the responses and submit them
on your institution’s behalf.
Please return the enclosed Coordinator Identification Form as instructed on the bottom of the form. We would
appreciate your response as soon as possible. A survey representative will contact your office to make sure that you
have received this letter if they have not heard from you by October 9, 2023. We plan to send the complete package
of survey materials directly to the coordinator you select on October 19, 2023.
To learn more about the survey, you may wish to review data from previous surveys at
www.nsf.gov/statistics/facilities. If you have any questions, please contact Mr. Michael Gibbons of the National
Center for Science and Engineering Statistics at (703) 292-4590 ([email protected]). Thank you for your
assistance in this important effort.
Sincerely,

Emilda Rivers
Director
National Center for Science and Engineering Statistics
National Science Foundation
Enclosures:

Coordinator Identification Form
NSF InfoBrief

5_2023 Letter NSF IC Letter Email

NATIONAL SCIENCE
FOUNDATION
2415 EISENHOWER AVENUE
ALEXANDRIA, VIRGINIA 22314
October 19, 2023
«Coord SALUTATION» «Coord FNAME» «Coord LNAME»
«Coord TITLE»
«Department»
«FULLNAME»
«STREET»
«CITY», «STABR» «ZIP»
Dear «Coord SALUTATION» «LNAME»:
In response to a request that we made to «Pres SALUTATION» «PresNAME» « Pres MI»«Pres LNAME»«Pres
SUFFIX», «Pres TITLE», you were designated to serve as coordinator for the FY 2023 Survey of Science and
Engineering Research Facilities. Your cooperation is critical, and we request that you provide this information by
December 13, 2023.
Based on concerns raised by the academic community, Congress directed the National Science Foundation (NSF) to
collect information on the status of science and engineering (S&E) research facilities at research performing academic
institutions. By providing information on the current status of S&E research facilities in the United States, the survey
provides academic institutions and policy makers with important updated information.
To complete the survey, staff from various offices at your institution might be able to provide information. Please
report information for the institution named in the body of the email.
To access the online survey, you should visit the survey website at www.facilitiessurvey.org. Once you are at the site,
you will be asked to provide your coordinator identification number and password. After logging into the survey, you
may enter your FY 2023 responses, view your institution’s FY 2021 responses, and submit the data when the survey is
completed. Your coordinator identification number and password appear in the body of the email containing this letter.
The most recent InfoBrief on research space, which utilizes FY 2021 data, is attached to the email bearing this letter.
For additional information about the survey and historical data, please visit: http://www.nsf.gov/statistics/srvyfacilities/.
NSF has contracted with Westat, an independent survey research firm, to conduct the FY 2023 survey. If you have any
questions about this request, please contact Kumar DeSilva at [email protected] or at 1-888-811-1838.
Sincerely,

Michael T. Gibbons
Project Officer,
R&D Statistics Program

FY 2023 E-mail Invitation
Subject: Official NSF Survey Request: FY 2023 Survey of Science and Engineering Research Facilities
(Study ID: «INST_ID»)
Please REPLY to this message to let us know that you received this survey invitation and will be
serving as the FY 2023 survey coordinator for your institution, as described below.
Dear «Coord SALUTATION» «LNAME»:
As noted in the attached letter from the National Science Foundation, you have been designated by your
president or chancellor to serve as coordinator for the FY 2023 Survey of Science and Engineering
Research Facilities. Your cooperation is critical, and we request that you provide the completed survey
by December 13, 2023. This message contains the information needed to complete the survey; you will
not receive a survey request by mail.
The attached InfoBrief from the FY 2021 cycle is an example of one of the ways in which survey data are
used. A link to past survey data is also provided in the attached letter.
The survey is focused on research facilities and you may need to ask staff from various offices at your
institution to provide the information needed to complete the survey. Please report information for the
institution named below.
INSTITUTION NAME: «INST_NAME»
To access the online survey, please visit the survey website at www.facilitiessurvey.org. Once you are at
the site, provide your coordinator identification number and password as follows:
COORDINATOR ID: «INST_ID»
PASSWORD: «PASSWORD»
NSF has contracted with Westat, an independent survey research firm, to conduct the FY 2023 survey. If
you have any questions about this request, please contact Kumar DeSilva at
[email protected] or at 1-888-811-1838.
Sincerely,
Michael T. Gibbons
Project Officer, R&D Statistics Program
National Center for Science and Engineering Statistics
National Science Foundation

National Science Foundation

FY 2023 Survey of Science and Engineering Research Facilities

COORDINATOR IDENTIFICATION FORM
«INST_ID»-«INST_CODE» — «INST_NAME»
1.

Please indicate below your appointment for institutional coordinator for the FY 2023 Survey of Science
and Engineering Research Facilities.
Keep the same coordinator for the 2023 survey as in 2021. (Please update contact information below.)
Coordinator

«ICSAL» «ICFRST_NAME» «ICLAST_NAME»
«ICTITLE»
«ICDEPARTMENT»
«ICADDRESS_1»
«ICADDRESS_2»
«ICADDRESS_3»
«ICCITY», «ICSTATE» «ICZIP_CODE»
«ICE_MAIL»
«ICPHONE» Ext: «ICPHONE_EXT»

Updated information

_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________
_________________________________

Appoint a new coordinator for the 2023 survey. (Please provide contact information below.)
Title: (Dr. Mr. Ms.)

_____________________________________________________________

Name:

_____________________________________________________________

Position:

_____________________________________________________________

Department:

_____________________________________________________________

Address:

_____________________________________________________________
Building/Box

_____________________________________________________________
Street

_____________________________________________________________
City/State/Zip

2.

Telephone:

_____________________________________________________________

Email address:

_____________________________________________________________

Do you want to retain this coordinator for future cycles of the NSF Facilities Survey? Note that you will
always be informed at the beginning of each survey cycle and have an opportunity to appoint a different
coordinator.
Yes

3.

No

Please indicate the name and title of the person who designated the FY 2023 coordinator:
Name:

____________________________________________________________________

Title:

____________________________________________________________________
Please send via web or email to Westat by October 9, 2023.
Web: www.facilitiessurvey.org/plogin.aspx
Username: « P_INST_ID » Password: «PASSWORD»
Email: [email protected]

If you have any questions, please telephone 1-888-811-1838 or send email to [email protected].

8_Form 2 2023 Coordinator ID Form New NonPart

National Science Foundation

FY 2023 Survey of Science and Engineering Research Facilities

COORDINATOR IDENTIFICATION FORM

«INST_ID»-«INST_CODE» — «INST_NAME»
1.

Please indicate below your appointment for institutional coordinator for the FY 2023 Survey of Science
and Engineering Research Facilities.
Title: (Dr. Mr. Ms.)

_____________________________________________________________

Name:

_____________________________________________________________

Position:

_____________________________________________________________

Department:

_____________________________________________________________

Address:

_____________________________________________________________
Building/Box

_____________________________________________________________
Street

_____________________________________________________________
City/State/Zip

2.

Telephone:

_____________________________________________________________

Email address:

_____________________________________________________________

Do you want to retain this coordinator for future cycles of the NSF Facilities Survey? Note that you will
always be informed at the beginning of each survey cycle and have an opportunity to appoint a different
coordinator.
Yes

3.

No

Please indicate the name and title of the person who designated the FY 2023 coordinator:
Name:

____________________________________________________________________

Title:

____________________________________________________________________

Please send via web or email to Westat by October 9, 2023.
Web: www.facilitiessurvey.org/plogin.aspx
Username: «P_INST_ID » Password: «PASSWORD»
Email: [email protected]
If you have any questions, please telephone 1-888-811-1838 or send email to [email protected].

NATIONAL SCIENCE FOUNDATION
2415 EISENHOWER AVENUE
ALEXANDRIA, VIRGINIA 22314

«Date»
«ICSAL» «ICFRST_NAME» «ICLAST_NAME»
«ICTITLE»
«ICDEPARTMENT»
«INST_NAME»
«ICADDRESS_1»
«ICADDRESS_2»
«ICADDRESS_3»
«ICCITY», «ICSTATE» «ICZIP_CODE»
Dear «ICSAL» «ICLAST_NAME»:
Last October, Emilda Rivers, Director of the National Science Foundation’s (NSF) National Center for
Science and Engineering Statistics, wrote to «INST_NAME»’s president. This letter asked your institution
to participate in the FY 2023 Survey of Science and Engineering Research Facilities. In the FY 2021 survey
cycle, 97 percent of eligible institutions participated in the survey. Again this year, the level of cooperation
among institutions has been very high and most of the institutions asked to participate in the survey have
submitted their responses.
Our records indicate that «P_SAL» «PFRST_NAME» «PLAST_NAME», «PTITLE», appointed you to
coordinate your institution’s response to the survey. However, at this time, we have not received your
institution’s survey data. We plan to end data collection soon and would like to include «INST_NAME» in
NSF publications and other materials available online that display the name and data of each participating
institution. I am concerned that we may not be able to include your institution’s data in the publications.
Please let us know if we can assist you in submitting your survey.
NSF has contracted with Westat, an independent survey research firm, to conduct the survey. If you have
any questions about this request, please contact Kumar DeSilva at 1-888-811-1838 or
[email protected]. Or you may contact me by email ([email protected]) or by telephone (703292-4590).
Thank you for your assistance with this important survey.
Sincerely,

Michael T. Gibbons
Project Officer
R&D Statistics Program
National Center for Science and Engineering Statistics
National Science Foundation

NATIONAL SCIENCE FOUNDATION
2415 EISENHOWER AVENUE
ALEXANDRIA, VIRGINIA 22314

«Date»
«ICSAL» «ICFRST_NAME» «ICLAST_NAME»
«ICTITLE»
«ICDEPARTMENT»
«INST_NAME»
«ICADDRESS_1»
«ICADDRESS_2»
«ICADDRESS_3»
«ICCITY», «ICSTATE» «ICZIP_CODE»
Dear «ICSAL» «ICLAST_NAME»:
Last October, Emilda Rivers, Director of the National Science Foundation’s (NSF) National Center for
Science and Engineering Statistics, wrote to «INST_NAME»’s president. This letter asked your institution
to participate in the FY 2023 Survey of Science and Engineering Research Facilities. In the FY 2021 survey
cycle, 97 percent of eligible institutions participated in the survey. Again this year, the level of cooperation
among institutions has been very high and most of the institutions asked to participate in the survey have
submitted their responses.
Our records indicate that «PSAL» «PFRST_NAME» «PLAST_NAME», «PTITLE», appointed you to
coordinate your institution’s response to the survey. It is my understanding that you are planning to
complete the survey by «S_EXP_SUB_DATE». Following each survey cycle, NSF publishes the data
resulting from the survey. If we receive your response by this date, we will be able to include
«INST_NAME» in NSF publications and other materials available online that display the name and data of
each responding institution. I would like to include your institution’s data in the publications and hope that
you will be able to send your response very soon.
NSF has contracted with Westat, an independent survey research firm, to conduct the survey. If you have
any questions about this request, please contact Kumar DeSilva at 1-888-811-1838 or
[email protected]. Or you may contact me by email ([email protected]) or by telephone (703292-4590).
Thank you for your assistance with this important survey.
Sincerely,

Michael T. Gibbons
Project Officer
R&D Statistics Program
National Center for Science and Engineering Statistics
National Science Foundation

NATIONAL SCIENCE
FOUNDATION

2415 EISENHOWER AVENUE
ALEXANDRIA, VIRGINIA 22314

«Date»
«P_Salutation» «P_Frst_Name» «P_Last_Name»
«P_Title»
«INST_NAME»
«P_address_1»
«P_address_2»
«P_address_3»
«P_city», «P_state» «P_zip_code»
Dear «P_Salutation» «P_Last_Name»:
The National Center for Science and Engineering Statistics within the National Science Foundation (NSF)
wants to thank «INST_NAME» for participating in our FY 2023 Survey of Science and Engineering
Research Facilities. The information your institution provided will become part of our longitudinal statistics
on the status and condition of science and engineering research facilities in the United States. Since 1986,
NSF has provided this information to decision makers in the U.S. Congress and throughout federal and state
agencies.
I would especially like to recognize «SALUTATION» «FRST_NAME» «LAST_NAME», «TITLE», who
provided this information on behalf of «INST_NAME». Without such cooperation and painstaking hard
work, we would not be able to collect this information. The efforts of your staff are critical to understanding
our nation’s research facilities.
If you would like to access the data from past surveys and other information about the survey, please visit
http://www.nsf.gov/statistics/srvyfacilities/. If you need further information, please contact Mr. Michael
Gibbons of the National Center for Science and Engineering Statistics at (703) 292-4590 or
[email protected].
Again, thank you for your participation in this important survey.
Sincerely,

Emilda Rivers
Director
National Center for Science and Engineering Statistics
National Science Foundation

cc: «SALUTATION» «FRST_NAME» «LAST_NAME»
«TITLE»

NATIONAL SCIENCE
FOUNDATION
2415 EISENHOWER AVENUE
ALEXANDRIA, VIRGINIA 22314

«Date»
«SALUTATION» «FRST_NAME» «LAST_NAME»
«TITLE»
«DEPARTMENT»
«INST_NAME»
«ADDRESS_1»
«ADDRESS_2»
«ADDRESS_3»
«CITY», «STATE» «ZIP_CODE»
Dear «SALUTATION» «LAST_NAME»,
I wish to thank you for «INST_NAME»’s participation in the FY 2023 Survey of Science and Engineering
Research Facilities, sponsored by the National Center for Science and Engineering Statistics within the
National Science Foundation (NSF). Your cooperation contributed substantially to the accuracy and
usefulness of the survey results. The Director of the National Center for Science and Engineering Statistics
acknowledged your invaluable contribution as survey coordinator in a letter sent to the head of your
institution (with a copy to you) approximately two weeks after your submission date.
We are now finalizing the data for release on the NSF website. As part of their preparation of the final data,
Westat, the survey contractor, has applied a set of rules to improve the consistency of the data. For example,
they used the answers that were provided for some questions to help “fill in” for other questions that were not
answered. Because the rules were only used to resolve discrepancies, the majority of data that were originally
submitted by the responding institutions were not affected. A list of these rules is included for your reference.
No further action from your institution is needed.
You may still access the survey website to print a copy of the questionnaire containing your institution’s
answers, including any changes to the original responses based on discussions with you or your staff, or due
to the application of the enclosed rules.
Again, I would like to thank you for your role as coordinator for the survey and to thank you and the other
institution staff for providing any further clarification of the data if you received a call from Westat. I look
forward to working with you again on the FY 2025 survey. If you have any questions, please contact Feven
Negga of Westat at 1-800-937-8281 ext. 2335 or [email protected], or you may contact me by email
([email protected]) or by telephone (703-292-4590).
Sincerely,

Michael T. Gibbons
Project Officer,
R&D Statistics Program
National Center for Science and Engineering Statistics
National Science Foundation
Enclosure: [Document name]

RESPONDENT NAME
CALL TO PRESIDENT
CALL INSTITUTION AND ASK FOR THE PERSON NAMED ON THE LABEL. IF NOT
AVAILABLE, SPEAK WITH THAT PERSON’S SECRETARY OR ASSISTANT. IF HE/SHE IS NOT
AVAILABLE, OBTAIN A TIME TO CALL BACK.
A.

VERIFY PACKAGE RECEIPT WITH INITIAL CONTACT

Hello, this is (YOUR NAME) and I'm calling from Westat on behalf of the National Science Foundation.
We recently sent (YOU/NAME ON LABEL) a package regarding the FY 2023 Survey of Science and
Engineering Research Facilities. This package was delivered by Federal Express on (DATE ON FED EX
LIST). The package included a letter requesting that (YOU/NAME ON LABEL) designate a coordinator
for this survey.
A1.

Was the package received?
Yes .................................... 1 (GO TO PART C, PAGE 2)
No or Don't know.............. 2 (GO TO A2)

A2. The Federal Express package was addressed to (READ NAME AND TITLE ON LABEL) and
contained a letter from NSF, an InfoBrief with results from the last survey cycle, and a
Coordinator Identification Form. Does this sound familiar to you?
YES................................... 1 (GO TO PART C, PAGE 2)
NO ..................................... 2 (GO TO A3)
A3. The Federal Express records show that the package was signed for by (NAME ON FED EX
LIST) on (DATE ON FED EX LIST). Could you please check on the location of the package?
YES................................... 1 (GO TO A4)
NO ..................................... 2 (GO TO PART B, PAGE 2)
A4. I would like to call back once you have had a chance to check on the package. When is a good
time for me to call back?
(RECORD APPOINTMENT IN SMS) (FOR CALL BACK, GO TO A5)
A5.

CALL BACK TO DETERMINE IF PACKAGE WAS RECEIVED
Hello. This is (YOUR NAME) from Westat and I'm calling back on behalf of the National
Science Foundation about the FY 2023 Survey of Science and Engineering Research
Facilities. We talked (THE OTHER DAY/YESTERDAY) and you were going to look for the
Fed Ex package delivered on (DATE ON FED EX LIST). Have you been able to locate the
package we sent to (NAME ON LABEL)?
YES ............................................................. 1 (GO TO PART C, PAGE 2)
NO ............................................................... 2 (GO TO PART B, PAGE 2)

B.

SURVEY PACKAGE NOT RECEIVED

SUGGEST SENDING BY EMAIL.
We will email the survey materials. May I have your email address?
EMAIL ADDRESS:
I will call back (TOMORROW/MONDAY) to make sure you received the materials. When is a
good time to call?
(MAKE APPOINTMENT & RECORD ON CALL RECORD.)
FOR PAPER PACKAGE, SEND FED EX.
We will send another package out by Federal Express. May I verify the name and mailing address? (NO
PO BOXES FOR FED EX, CAMPUS BOX NUMBERS ARE OKAY.)
(COMPLETE REMAIL REQUEST FORM.)
I will call back in a few days to make sure you received the package. When is a good time to call?
(MAKE APPOINTMENT & RECORD IN SMS.
ONCE PRESIDENT OFFICE RECEIVES MATERIALS: GO TO PART C FOR ALL CASES
C.
SURVEY PACKAGE RECEIVED
(IF TALKING TO PRESIDENT & INSTITUTION RESPONDED LAST CYCLE – GROUP A2):
As our letter indicated, NSF is asking you to appoint a coordinator for the Facilities Survey. The
survey collects information on space and costs for science and engineering research facilities. The
coordinator will be asked to compile and submit the information for your institution. The coordinator
during the last survey cycle was (READ 2021 COORDINATOR NAME FROM CIF). Would you like to
appoint the same coordinator or someone else?
(COMPLETE THE COORDINATOR IDENTIFICATION FORM AND END CALL.)
(IF TALKING TO PRESIDENT & INSTITUTION DID NOT RESPOND LAST CYCLE – GROUP A3
or A4):
As our letter indicated, NSF is asking for your participation in the Facilities Survey. We would like
you to appoint a coordinator for the study. The survey collects information on space and costs for science
and engineering research facilities. The coordinator will be asked to compile and submit the information
for your institution. Whom would you like to appoint?
(PROMPT IF NEEDED: Because the survey asks about research facilities, many universities
appoint a Director, Dean, or Vice President in the Facilities or Research office.)
(COMPLETE THE COORDINATOR IDENTIFICATION FORM AND END CALL.)
(IF TALKING TO SECRETARY OR ASSISTANT)
Our letter indicated that NSF is asking the president or chancellor to appoint a coordinator for the
Facilities Survey. (FOR PARTICIPANTS IN THE LAST CYCLE: The letter also gave the name of the
coordinator in the last survey cycle.) Would you please ask the (PRESIDENT/CHANCELLOR) whom
(HE/SHE) wants to appoint and then send the Coordinator Identification Form to Westat by web, email, or
2

fax or call me and I can take the information over the phone? (Would it be better if I spoke directly to the
president?)
(MAKE APPT TO CALL BACK SECRETARY/ASSISTANT OR PRESIDENT.)
ANSWER ANY QUESTIONS AND THANK RESPONDENT.
ADDITIONAL COMMENTS:

3

FY 2023 SURVEY OF SCIENCE AND ENGINEERING RESEARCH
FACILITIES
CALL TO INSTITUTIONAL COORDINATOR TO VERIFY SURVEY
RECEIPT

FY 2023 SURVEY OF SCIENCE AND ENGINEERING RESEARCH FACILITIES CALL
TO INSTITUTIONAL COORDINATOR TO VERIFY SURVEY RECEIPT

CALL INSTITUTION AND ASK FOR THE COORDINATOR NAMED IN THE SMS. IF HE/SHE IS
NOT AVAILABLE, OBTAIN A TIME TO CALL BACK AND RECORD IT IN SMS.
A.

VERIFY SURVEY RECEIPT WITH COORDINATOR
THE COORDINATORS SHOULD HAVE RECEIVED A SURVEY INVITATION SENT BY
EMAIL (OCT 19 OR DATE IN SMS) WITH WEB SURVEY INFORMATION CONTAINING THE
ID NUMBER, PASSWORD, & DUE DATE. THIS IS THE SURVEY INVITATION THAT WE
ARE TRYING TO VERIFY WAS RECEIVED.

Hello, this is (YOUR NAME) and I'm calling from Westat on behalf of the National Science Foundation.
We recently sent (YOU/NAME IN SMS) an email message asking you to coordinate completion of the FY
2023 Survey of Science and Engineering Research Facilities. This message was sent on (OCTOBER 19 OR
DATE IN SMS). It included instructions for responding to the survey on the web (including your institution's
survey ID number and password) and had two attachments: a letter from Michael Gibbons at NSF and the
most recent NSF InfoBrief.
A1.

Was the email message received?
YES……. .......................... 1 (GO TO PART C, PAGE 2)
NO or Don't know ............. 2 (GO TO A2)

A2. The message was addressed to (READ NAME AND TITLE IN SMS) and sent to email address:
(READ FROM SMS) on (OCTOBER 19 OR DATE IN SMS). It contained two attachments: a
cover letter on NSF letterhead signed by Michael Gibbons and the NSF InfoBrief. Does this
sound familiar to you?
YES…………. .................. 1 (GO TO PART C, PAGE 2)
NO……… ......................... 2 (GO TO PART B, PAGE 2)

1

B.

SURVEY REQUEST NOT RECEIVED
B1.

SUGGEST SENDING MATERIALS BY EMAIL.
We will email the survey materials with the web survey ID and password. May I have your
email address?
EMAIL ADDRESS:

I will call back in a day or so to make sure you received the materials. When is a good time
to call?
(MAKE APPOINTMENT & RECORD IN SMS THEN GO TO PART C BELOW.)
B2. FOR PAPER PACKAGE WITH PRINTED INFOBRIEF, SEND FED EX (NOT
RECOMMENDED)
We will send a package out by Federal Express. May I verify the name and mailing address?
(COMPLETE REMAIL REQUEST FORM - NO PO BOXES FOR FED EX, CAMPUS
BOX NUMBERS ARE OKAY)
I will call back in a few days to make sure you received the package. When is a good time to
call?
(MAKE APPOINTMENT & RECORD IN SMS THEN GO TO PART C BELOW.)
FOR ALL CASES, GO TO PART C BELOW TO DETERMINE DUE DATE
C.

DETERMINE DUE DATE AND ANSWER QUESTIONS
C1.

The survey due date printed on the letter and in the email message is (READ DUE DATE).
Will it be possible for your institution to meet this due date?
YES ...... 1 (GO TO C3)
NO

C2.

...... 2 (GO TO C2)

When do you estimate that your institution will be able to complete the survey?
EXPECTED COMPLETION DATE:
IF DATE IS AFTER JANUARY 13, SAY: “This is beyond the time frame we can approve
without NSF’s permission. We will need to discuss it with NSF and let you know
whether or not it is a problem”

C3.

Do you have any questions about the survey? (ANSWER QUESTIONS AND RECORD
BELOW. WHEN ALL QUESTIONS ANSWERED, THANK R AND END CALL).

2

COMMENTS AND SUMMARY OF RESULTS (Date each entry.)

3

_____________________________________________
RESPONDENT NAME

FY 2023 SURVEY OF SCIENCE AND ENGINEERING RESEARCH FACILITIES
DUE DATE HAS PASSED REMINDER CALLS
PLEASE REVIEW THE ACTIVITY LOG FOR EACH CASE BEFORE MAKING THE CALL.
CALL THE PERSON NAMED AS THE COORDINATOR FOR THE STUDY. IF NOT AVAILABLE, OBTAIN CALL
BACK INFORMATION.
A.

INTRODUCTION (ADAPT AS NEEDED)
A1.

Hello. My name is (YOUR NAME) and I'm calling about the FY 2023 Survey of Science and Engineering
Research Facilities, sponsored by the National Science Foundation. Do you recall the study?
IF THE RESPONDENT RECALLS THE STUDY, GO TO PART C ON NEXT PAGE
IF THE RESPONDENT DOES NOT RECALL THE STUDY, ADAPT THE FOLLOWING AS NEEDED:

A2.

You were appointed as coordinator for the study by your president or director, and we sent survey materials
to you by email on (READ DATE FROM THE LABEL). This included a letter from Michael T. Gibbons at
NSF and instructions for responding on the web (including your institution’s survey ID and password). [You
verified receipt of the materials (by MODE ON LABEL)]. Does this sound familiar to you?
IF RESPONDENT HAS THE MATERIALS, GO TO PART C
IF RESPONDENT DOES NOT HAVE THE MATERIALS, GO TO PART B

B.

RESPONDENT DOES NOT HAVE MATERIALS
SUGGEST RESPONDENT TAKE THE LOGIN INFORMATION AND EXPLAIN THEY CAN PRINT A
BLANK COPY OF THE FY 2023 SURVEY AND THE COMPLETED FY 2021 SURVEY (IF THE
INSTITUTION COMPLETED LAST CYCLE) USING THE SURVEY WEBSITE.
IF THE COORDINATOR WANTS COPIES OF THE MATERIALS, WE CAN EMAIL, FEDEX OR FAX.
VERIFY RELEVANT INFORMATION (EMAIL ADDRESS, FEDEX ADDRESS, OR FAX NUMBER).
MAKE APPOINTMENT TO CALL BACK TO VERIFY RECEIPT OF MATERIALS.
FOR ALL CASES, GO TO PART C BELOW TO DETERMINE DUE DATE

1

C.

ANSWER QUESTIONS AND OBTAIN COMPLETION DATE (ADAPT AS NEEDED)
Your survey was due on [READ THE DUE DATE ON THE LABEL]. I’m calling to check on the status of the
survey and to find out whether you have any questions. Do you know the status of the survey?
When do you estimate your institution will be able to complete the survey?
_______________________________________________
ESTIMATED COMPLETION DATE
C1.

IF INSTITUTION REQUESTS DUE DATE LESS THAN ONE MONTH FROM TODAY’S DATE:
It will be fine if you complete the survey by that date. We will update our records with this new due date.
(GO TO C4)

C3.

IF INSTITUTION REQUESTS DUE DATE MORE THAN ONE MONTH FROM TODAY’S DATE:
Extensions of this duration require approval from NSF. I will call you back after we have discussed it with
the NSF project officer. When would be a good time to call you back?
(GO TO C4)

C4.

ANSWER THE RESPONDENT’S QUESTIONS AND RECORD RELEVANT INFORMATION IN THE
SMS, INCLUDING THE NEW EXPECTED COMPLETION DATE. WHEN ALL QUESTIONS ARE
ANSWERED, THANK RESPONDENT AND END CALL.

2

16 – Coordinator Jan – March reminder e-mail E-mail text for Facilities Survey deadline reminder. This is
sent to coordinators who are approaching their extended deadline during January to March.
E-mail title: Deadline Reminder: NSF FY 2023 Survey of Science and Engineering Research Facilities
E-mail text:
Dear Facilities Survey Coordinator,
Thank you for your help with the NSF FY 2023 Survey of Science and Engineering Research
Facilities. If you have any questions or need assistance in completing the survey by [insert
original deadline or extended deadline], please contact Kumar DeSilva at 1-888-811-1838. Your
participation will help provide Congress and other policymakers with an accurate understanding
of our Nation's research capacity. Thank you again for your help.