SOPS Nursing Home Survey Data Submission

Participation Requirements

• A nursing home must be a facility or a special contained area of a facility, that has licensed nursing home beds and is not an assisted living, community care, or independent living facility.
• Nursing homes must be located in the United States or in a U.S. territory.
• Nursing homes must submit data formatted according to the site and data specifications.
• Each nursing home must have a minimum of 10 responses.

Nursing Home Survey 1.0 and 2.0 Data Submission Considerations

• For nursing homes or nursing home systems that administered both survey versions, the site-level and survey data will need to be separated into different files based on the survey version.
  • The same Data Use Agreement (DUA) may be used for 1.0 and 2.0 data submission.
• Nursing home users will only need to register for an account once even if submitting data for survey versions 1.0 and 2.0.
• When a user logs into their account, they will need to enter their email, password, and select the correct survey version for the data they are submitting in that session.
  • If submitting data for both survey versions, users should only be logged into a single version at a time. Users should avoid opening windows for 1.0 and 2.0 data submission simultaneously.

What Nursing Homes Will Need for Submission

1. Enter Nursing Home Site Information: Nursing home site information includes details such site name, address, contact information, and some site characteristics such as bed size and ownership status. Please use the Nursing Home Site-Level Specifications (PDF, 234 KB) as a guide when entering site information.
   Sample Nursing Home Site Information Data File (XLSX, 11 KB)
   Users can upload nursing home site information in one of two ways:
   • Enter nursing home site information one site at a time through the online site information form (best for submitters of one nursing home).
   • Enter nursing home site information for multiple sites all at once per survey version in an Excel spreadsheet (best for submitters with more than one nursing home).
   NOTE: Each nursing home location, including those from a health care system, is considered a separate nursing home for submission purposes. Each nursing home must be submitted with a unique site identification number.
2. Submit Nursing Home Questionnaire(s) Administered: Nursing homes will need to upload a copy of the actual questionnaire(s) administered. If a nursing home 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: Nursing homes 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 Nursing Home Survey Database must comply with the following guidelines:
   • The SOPS Nursing Home Survey 1.0 and/or 2.0 must be administered in their entirety without any changes or deletions to the core survey (sections A-E) 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 the background questions at the end of the survey. If response options for the 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.
   Nursing homes that administer the SOPS Nursing Home Survey 1.0 and/or 2.0 with the Workplace Safety Supplemental Items must comply with the following guidelines:
   • Workplace Safety 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.
3. Sign and Submit Data Use Agreement (DUA): Each nursing home or nursing home system/chain is required to submit a signed SOPS Nursing Home Survey Data Use Agreement (PDF, 326 KB). Vendors cannot sign data use agreements for nursing homes or nursing home systems/chains.
   To submit the DUA, please sign and return a copy of your DUA via:
   • The Submission Portal, or
   • Email DatabasesOnSafetyCulture@westat.com
   NOTE: Nursing homes systems/chains are required to list all nursing homes the signed Data Use Agreement covers.
4. Submit Nursing Home Survey Data: Nursing homes will need to upload their nursing home survey data, conforming to data specifications of the survey version administered. Nursing home data will not be accepted if data was combined from multiple site locations under a single site identification number.
   Supported Survey Version 2.0
   Version 2.0 Only
   • Nursing Home Survey 2.0 Data File Specifications (PDF, 1,607 KB)
   • Sample Nursing Home Survey 2.0 Data File (XLSX, 15 KB)
   Version 2.0 with Workplace Safety Items
   • Nursing Home Survey 2.0 with Workplace Safety Supplemental Items Data File Specifications (PDF, 1205 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 Nursing Home Survey 2.0 with Workplace Safety Supplemental Items Data File (XLSX, 16 KB)
   Supported Survey Version 1.0
   Version 1.0 Only
   • Nursing Home Survey 1.0 Data File Specifications (PDF, 184 KB)
   • Sample Nursing Home Survey 1.0 Data File (XLSX, 17 KB)
   Version 1.0 with Workplace Safety Items
   • Nursing Home Survey 1.0 with Workplace Safety Supplemental Items Data File Specifications (PDF, 398 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 Nursing Home Survey 1.0 with Workplace Safety Supplemental Items Data File (XLSX, 18 KB)