» Qualtrics

Chapman University has purchased a university-wide subscription with Qualtrics, an online survey software. Free to Chapman University faculty, staff and administrators for academic, administrative, and research related purposes, it is a sophisticated tool yet easy to use for creating and deploying surveys and analyzing survey responses.

Key features include but are not limited to:  survey builder, skip logic, automated summary of survey progress/response rate, language translation tools, centralized management of survey communications, reporting tools, exporting capabilities—including csv, xml, spss, etc…..

+ - Who Can Use?

  • Faculty:  Faculty may use Qualtrics for academic research, as a tool for teaching and learning, and to gather information in support of the university’s educational mission and organizational goals.
  • Staff and Administrators:  Staff and administrators in departments and offices seeking to conduct survey research for the purposes of evaluating and improving services, management methods, and/or organizational processes may use Qualtrics.
  • Qualtrics is restricted to university-related work.  Using Qualtrics for third-party, for profit and not-for-profit organizations is not allowed, nor is personal use not related to the university.  Users may not use Qualtrics for personal or commercial gain.
  • Chapman University may access and control ALL data submitted and generated by Qualtrics users within Chapman University Qualtrics subscription.

+ - Proper Use Guidelines

  • All use of Qualtrics software, data and the distribution of surveys (regardless of using a university computer to build a survey) will be in compliance with CU Computer and Network Acceptable Use Policy, Inventions and Patents Policy and Copyrighted Works Policy, as each may change from time to time.
  • Chapman University may access and control ALL data submitted and generated by Qualtrics users within Chapman University Qualtrics subscription.
  • Research with human subjects may require Chapman University Institutional Review Board (IRB) Approval.  You are responsible for complying with guidelines for investigators involving human subjects in their research.  Please visit the IRB webpage  and the IRB Frequently asked Questions for more information about the review process and to find out if your survey research study may be exempt.
  • Qualtrics users who plan to survey students must comply and understand students’ rights under the Family Education Rights and Privacy Act (FERPA).  It is recommended that you watch Chapman’s eight minute Faculty and Staff Training Tutorial located on the Registrar’s Office Privacy Rights/FERPA page.   
  • Without prior health science IRB approval for the collection of PHI under HIPAA authorizations, information which should NOT be asked for, collected, or stored in the Qualtrics system includes:
    • Banking information such as: credit card numbers, bank account numbers, or other personal financial data;
    • Personally Identifiable Information (PII) such as Social Security numbers, driver's license numbers, tax identification numbers, dates of birth with full name or other similar personally identifiable information";
    • HIPAA related Personal Health Information (PHI) including demographic data which relates to:
      • the individual’s past, present or future physical or mental health or condition,
      • the provision of health care to the individual, or
      • the past, present, or future payment for the provision of health care to the individual, and which identifies the individual or for which there is a reasonable basis to believe can be used to identify the individual.  Individually identifiable health information includes many common identifiers (e.g., name, address, birth date, Social Security Number).  
      • Faculty using Qualtrics to gather research data which may be covered under HIPAA should familiarize themselves with the requirements for protecting "Individually identifiable health information" (Consult and evaluate questionable data with IRB, Legal Affairs, and the summary of Permitted uses) 
  • The use of a Chapman University "Look and Feel" logo/theme is restricted to CU staff and faculty with official institutional business.  Please contact the Chapman University Qualtrics Administrator or your Division Administrator if you need guidance with selecting an appropriate skin.  For more information, please also visit the CU Logo Usage and Guidelines website.
  • The use of the name "Chapman University" on a survey instrument or distribution email/cover letter suggests an official survey being conducted by the University.  If you plan to use the name on your survey, you must have approval from the appropriate Vice President, College/School, department and/or office.
  • The use of any Chapman University listserv to promote or distribute a survey to CU faculty, staff, or students is prohibited.  In rare occasions, exceptions may be granted and must be approved in writing by a senior staff member.
  • Survey deployment plans must comply with Chapman IRB Policy Regarding Solicitation of Research Participants via Electronic Communication and with Chapman University Email Usage Guidelines.
  • All surveys deployed via Qualtrics must clearly identify the office/department, group or person who is conducting the survey, the purpose of the survey, and how the information collected will be used.
  • Users of Qualtrics are responsible for their own surveys and survey data, including proper handling of sensitive information when accessing or downloading data from Qualtrics.
  • Users of Qualtrics are responsible for downloading and securely storing/archiving/backing-up their surveys, reports, and datasets outside of the Qualtrics system.
  • Qualtrics accounts obtained through the university-wide subscription will remain open as long as the account holder is employed at Chapman University.  When an account holder leaves the university, the account will be closed, and the user will no longer have access to Qualtrics to create or deploy surveys.
  • Chapman may revoke user access to Qualtrics for failure to abide by these Terms of Use.

+ - Administering Surveys

+ - Getting An Account

You must have an active Chapman University email address to be able to log into Chapman University’s Qualtrics site.

+ - Logging In

  • Visit the Chapman University Qualtrics log-in page:  https://webfarm.chapman.edu/qualtrics
  • Username: [CU Login]
  • Password:  [CU password]
  • Please bookmark the log-in page for future use

+ - Resources


+ - Contacts

  • Chapman’s Office of Institutional Research (CIRO) serves as the official Qualtrics University Administrator for Chapman University.  The University Administrator is responsible for coordinating with Division Administrators to ensure the appropriate use and ongoing functionality of Qualtrics.  The University Administrator manages users not monitored by a Division Administrator.  Questions for the University Administrator can be directed to:

    Marisol Arredondo Samson, Director of Institutional Research (arredond@chapman.edu) or
    Carlos Lopez, Institutional Research Senior Analyst (carlopez@chapman.edu)
     
  • Division Administrators have been identified within some school/colleges and are responsible for managing the Qualtrics users within that school/college and acting as the primary point of contact for users in that college/school.  Questions for the Division Administrators can be directed to the following individuals:   

School of Pharmacy
Jeff Goad, Pharm.D., MPH, FAPhA, FCPhA, FCSHP
Professor and Chair, Department of Pharmacy Practice
(714) 516-5491
goad@chapman.edu        

+ - FAQs

Are students allowed to obtain a Qualtrics account using the university-wide subscription?

No.  At this time only faculty and staff are permitted to create accounts. 

Can I create a custom header that will appear at the top of each page of my survey?

Yes.  Please follow the step-by-step instructions outlined by Qualtrics on how to Insert a Header. 

Do I have to be on campus or connected to the Chapman University network to access Qualtrics?

No.  You can access Qualtrics from anywhere.  However, you will need to use our Chapman University user ID and password. 

What is the difference between a confidential survey and an anonymous survey?

An anonymous survey is one in which information obtained is recorded in such a manner that respondents cannot be identified directly or through identifiers linked to study participants.  No personally identifiable information is captured which can identify the respondent to even the researcher. Information obtained in a confidential survey is recorded in such a manner that researchers can identify respondents directly or through identifiers linked to participants.  Maintaining the confidentiality means that only the researcher or individuals in the research team can identify the responses of individual respondents.  If your survey is confidential, you must make every effort to prevent anyone outside of the project from connecting individual respondents with their responses.  Additionally, your responses should be combined with those of many others and summarized in a report to further protect anonymity. 

How do I send an anonymous survey in Qualtrics?

Please follow the step-by-step instructions outlined by Qualtrics on how to Anonymize Responses

Can I create a personalized thank you message or redirect respondents to my department or college/school website once the survey is submitted?

Yes.  Please follow the step-by-step instructions outlined by Qualtrics on how to use the Survey Termination option. 

Do I always have to use a panel to administer my survey?

No.  You can create an anonymous hyperlink which will allow anyone you provide access to the link to take the survey.  Please follow the step-by-step instructions outlined by Qualtrics on how to create an Anonymous Survey Link

Do respondents need to complete the survey in one sitting?

No.  Responses are saved every time you move to the next section of your survey.  This is a default feature.  Respondents have one week to return to the survey and finish their response.  After a week, their response will be recorded as-is. This time period can be changed using the Partial Completion setting. 

Can the browser back button be used when taking a survey?

No.  Respondents need to use the “Back” or “Next” button in your survey.  If you would like to allow respondents to change their responses, you will need to create back button.  Go to Edit Survey tab, open Survey Options, and select Back Button.

For more questions and answers, please also visit Qualtrics FAQ page.

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