QUESTIONNAIRE STRUCTURE

Planned uses for the data and the databases used to house and process it will in part dictate the structure of the questionnaire and vice versa. For any questions where there is a selection of options presented, ensure that you list the options in a consistent format; alphabetically can be the most objective, but sometimes it may be more logical to order differently. If you do list options in any set order, it is important to indicate that order (alpha order, English) and it is recommended that you acknowledge why you have done so. Ideally, the format of the questionnaire will allow for the most uses possible as well as balance objectivity and logic to be as easily interpreted as possible.

Question format can take varying models, including open-field, multiple choice, or a combination of both. These formats can all be used within the same questionnaire. All of these formats have their pros and cons, which are listed here to help a project team begin conversations. In general, multiple-choice formats should allow respondents to select as many answers as they would like.

There are some questions that may fit into the multiple choice versus free-text-field structure better. (See the individual entries under Questionnaire Content.) As mentioned above, regardless of structure, always include an open-textfield option, allowing artists to respond in their own words or to add more nuance to the predetermined responses, especially in structures with more defined values. This space should not replace any list values, but be an optional addition (e.g., “Other [specify below]”).

Multiple-Choice Questions

• Pros: Easily digestible, transferable, and database-friendly data; useful for institutions undertaking data collection for a larger number of artists, or with a more focused data usage; because the data is more defined, it can be more seamlessly integrated into a database and interpreted in aggregate without excessive intervention from staff (i.e., the data will be more clean and easy to use); straightforward question structure puts less demand on artists filling out the form.

• Cons: Providing a selection of predetermined options can require more oversight and planning; more traditional structure can echo limited or outdated conceptions of identity; limited diversity and variation in responses.

Open-Text-Field Questions

• Pros: Can feel more inclusive and elicit a greater range of responses; lack of predetermined options may require less institutional oversight and maintenance; could be a more useful structure for smaller institutions that are collecting information from fewer artists.

• Cons: Data may be unsearchable, unable to be aggregated, or require more staff resources to translate into a controlled vocabulary for aggregation; risk of misinterpreting data is higher and may require more managed phrasing of questions to avoid; the empty fields can demand more time for artists to fill out and open-ended possibilities can be overwhelming to artists.

Optional vs. Required Responses

Questions about demographic data should never be required. A “choose not to respond” option provides an easy out to participants who do not feel comfortable sharing their data on particular questions.

The only questions that should be required are those that are needed to track the data between staff members or to be associated directly with the artist. For example, if the questionnaire is being shared digitally along with acquisition paperwork, make the “email address” question required, along with name. This will ensure that contact information for the artist is confirmed as well as that the information is findable and searchable. While it might be helpful to have required information be the preferred language of communication, that could also be seen as a way of discriminating against an individual. Institutions should consider how “prefer not to answer,” “not listed,” or “prefer to self-describe” options will be handled within the database and reported. (See Data Management.)

Privacy Options

There is an inherent inability to secure data in any databases, electronic or otherwise. Elaborate privacy preferences (e.g., by question, or allowing to indicate preference for individual vs. aggregate publication or reporting) are not recommended as they increase the possibilities of breaches, complications, and human error. Before instituting privacy options, consider the following points carefully:

• Can the database handle recording the privacy options being offered? Can it track and maintain them accurately and consistently?

• Will permissions groups within the staff be clearly defined, and is there a succession plan in place as staffing changes?

• Are there checks and balances in place to confirm that information is only being used that has been confirmed to be publicly shareable?

• Determine when and how the information that should only be private will be used; for instance, upon the death of the artist?