SOPS Hospital Survey Data Submission Information

Participation Requirements

• Hospitals must be located in the United States or in a U.S. territory.
• Hospitals must submit data formatted according to the site and data specifications.
• Each hospital must have a minimum of 10 responses.

What Hospitals Will Need for Submission

1. Enter Hospital Site Information: Hospital site information includes details such as site name, address, contact information, and some site characteristics such as number of licensed beds, ownership, and teaching status. Please use the Hospital Site-Level Specifications (PDF, 229 KB) as a guide when entering site information.
   Sample Hospital Site Information Excel File (XLSX, 13 KB)
   Users can upload hospital site information in one of two ways:
   • Enter hospital site information one site at a time through the online site information form (best for submitters of one hospital).
   • Enter hospital site information for multiple sites all at once in an Excel spreadsheet (best for submitters with more than one hospital).
   NOTE: Each hospital, including those from a health care system, is considered a separate hospital for submission purposes. Each hospital must be submitted with a unique site identification number.
2. Submit Hospital Questionnaire(s) Administered: Hospitals will need to upload a copy of the actual questionnaire(s) administered. If a hospital used a copy of the Spanish questionnaire, please upload this questionnaire as well. We will review the submitted questionnaire(s) and users will receive an approved/not approved email within 3 business days.
   NOTE: Hospitals can submit their Data Use Agreement (DUA) (step 3) and survey data (step 4) prior to questionnaire approval. However, if the questionnaire is not approved because it does not meet the criteria below, users will be notified, and the survey data will be removed from the database.

   We encourage surveys to be emailed to DatabasesOnSafetyCulture@westat.com for review and approval prior to survey administration and data submission.

   All submissions of survey data to the SOPS Hospital Survey Database must comply with the following guidelines:
   • The SOPS Hospital Survey 2.0 must be administered in its entirety without any changes or deletions to the core survey (sections A-F) item text or response options.
   • The core survey items cannot be reordered.
   • All definitions of terms, subheadings, and instructions must be included in the survey.
   • Changes can only be made to:
     • Staff positions,
     • Units/work areas, and,
     • Background questions at the end of the survey.
     • If response options for staff positions, units/work areas, and/or background questions are changed, they need to be cross walked back to the original survey categories before submitting data.
   • Background questions at the end of the survey can be removed.
   Hospitals that administer the SOPS Hospital Survey 2.0 with any of the SOPS Hospital Supplemental Items must comply with the following guidelines:
   • SOPS Hospital supplemental items must be administered with the core survey, and inserted at the end of the core survey, but before the background questions.
   • No changes can be made to the supplemental item text or response options.
   • All composite measures and single item measures within the supplemental items can be administered, OR only a subset of the measures can be administered.
   • A subset of the supplemental measures would include:
     • Selected composite measures
       — However, ALL items within the selected composite measures must be administered.
     • Selected single item measures
       — You can include or exclude any single item measures.
   • Selected supplemental items must not be reordered.
   • All definitions of terms, subheadings (re-lettering sections as needed), and instructions from the supplemental items must be included in the survey.
   Although data for a subset of supplemental items may be submitted to the database, shorter pulse versions of the core survey are not eligible for data submission.
3. Sign and Submit Data Use Agreement (DUA): Each hospital or hospital system is required to submit a signed SOPS Hospital Data Use Agreement (PDF, 1.7 MB). Vendors and QIOs cannot sign data use agreements for hospitals or hospital systems.
   To submit the DUA, please sign and return a copy of your DUA via:
   • The DUA Submission Portal, or
   • Email DatabasesOnSafetyCulture@westat.com
   NOTE: Hospital systems are required to list all hospitals the signed Data Use Agreement covers.
4. Submit Hospital Survey Data: Hospitals will need to upload their hospital survey data, conforming to data specifications of the survey version administered. Hospital data will not be accepted if data was combined from multiple site locations under a single site identification number.
   
   Supported Survey Version
   
   
   Version 2.0 Only
   • SOPS Hospital Survey 2.0 Data Specifications (PDF, 258 KB)
   • Sample Hospital Survey 2.0 Data File (XLSX, 13 KB)
   Version 2.0 with Supplemental Items
   • SOPS Hospital Survey 2.0 Data Specifications with Health IT Patient Safety, Workplace Safety and/or Value and Efficiency (PDF, 423 KB)
     NOTE: If your organization chose to administer only a subset of the supplemental items, leave columns blank for the survey items that were not administered.
   • Sample Hospital Survey 2.0 with Health IT Patient Safety, Workplace Safety and/or Value and Efficiency Data File (XLSX, 13 KB)