» Qualtrics

Faculty may use Qualtrics for academic research, as a tool for teaching and learning, and gathering information in support of the University's educational mission and organizational goals.

Staff and administrators in departments and offices seeking to conduct survey research to evaluate and improve services, management methods, and/or organizational processes may use Qualtrics.

Limited access will be granted to the following Chapman student groups.

Student Employees: Student employees can use Qualtrics for the purpose of assisting their respective department or office create and edit a survey. Student employees will not be provided the ability to launch surveys. Student employees will need to share their Survey Projects with their supervisors. The supervisor will be responsible for reviewing the content of the survey and ensuring that it is consistent with University policies and proper use guidelines, as well as for launching the survey.

Graduate Student Researchers: Graduate Student researchers may use Qualtrics for academic research projects.

Undergraduate Student Researchers: Undergraduate student researchers will create a Qualtrics account under the Chapman umbrella with limited functionality to conduct their academic research under faculty supervision. Undergraduate student researchers will need to share their Survey Projects with their faculty sponsor/mentor. The faculty sponsor/mentor will be responsible for reviewing the content of the survey and ensuring that it is consistent with University policies and proper use guidelines. The faculty mentor will be responsible for launching the surveys created by undergraduate student researchers.

• Please see the "Publishing a Survey for Course Projects" section on this page for additional detail on faculty and student roles and responsibilities.

1. Visit the Chapman University Qualtrics log-in page.
2. Log in using Chapman Single Sign-On (SSO).
3. Please bookmark the log-in page for future use.

All use of Qualtrics software, data, and the distribution of surveys (regardless of using the university computer to build a survey) will be in compliance with CU Computer and Network Acceptable Use Policy, Privacy 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 web page and the IRB Frequently Asked Questions for more information about the review process and determine 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). University employees are required to complete the online FERPA for Higher Education Training. Please contact Human Resources (hroffice@chapman.edu) if you have not received a link to take this training. 
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:

1. Banking information such as credit card numbers, bank account numbers, or other personal financial data.
2. 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.
3. 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 logo/theme located under the "Look and Feel" tab is restricted to CU staff and faculty with official institutional business. For more information, please also visit the CU Logo Usage and Guidelines

• 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. On rare occasions, exceptions may be granted and must be approved in writing by a senior staff member such as the President, Provost, Vice Provost, Executive Vice President, or Vice President.

• 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 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.

• Please keep in mind that the person who originated/created the survey is the survey owner. If you plan to terminate your employment with Chapman University, please contact Chapman University's Service Desk (servicedesk@chapman.edu) before your departure date so that ownership of any departmental/office surveys can be transferred to your supervisor. Failure to do so may prevent your department/office from accessing the survey or data.

• Chapman may revoke user access to Qualtrics for failure to abide by these Terms of Use.

• Guidelines for Administering Online Surveys Involving Students, Faculty and Staff at Chapman University.  

• All online surveys which involve Chapman University students, faculty and staff must be placed on the Master Calendar of Survey Activity.

• Please use the following Request Form to be placed on the Master Calendar Survey Activity

To publish a survey, a student must:

1. Download the survey as a QSF file
2. Zip the survey QSF file
3. Send it to the faculty member

The faculty must then:

1. Save the QSF file
2. Upload it to Qualtrics
3. Publish the survey
4. Share it back with the student as a collaborator
5. Students will then see the results of the survey

Qualtrics users seeking support will be required to log in to the Support Center to submit a ticket. This submission will require selecting "Sign in with SSO," The user will need to use their Qualtrics log-in credentials and organization ID. This new process required a security update that ensures the utmost privacy of user accounts, including preventing anyone from posing as another user. Please note, however, that the Qualtrics Support team will only be able to provide support assistance for the account that the user used to authenticate into the Support Center to submit a ticket.

• Chapman University Service Desk: 714-997-6600 or servicedesk@chapman.edu.

• Employees creating a survey to evaluate and improve services at Chapman University may consult with Institutional Research and Decision Support for help with the questionnaire development.
• General questions about the Qualtrics software can be directed to Dr. Marisol Arredondo Samson, Director of Institutional Research and Decision Support, at arredond@chapman.edu.
• Faculty interested in learning how to use Qualtrics for collaborations and student engagement, please contact Educational Technology Services (ETS) at edutech@chapman.edu.

Learn about the XM Survey Platform

Free Qualtrics Events and Webinars.

On-demand Training 

Survey Templates & Examples

7Tips for Writing Great Questions 

Qualtrics Community

Yes, although Graduate and undergraduate students can created an account. Although undergraduate students must be sponsor by a faculty to deploy a survey developed in Qualtrics.

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

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

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 so that researchers can identify respondents directly or through identifiers linked to participants. Maintaining 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 protect anonymity further.

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

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

No. You can create an anonymous open-access link, 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.

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 responses. By default, after a week, their response will be recorded as-is. This period can be changed using the Partial Completion feature under survey options before deploying the 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 a back button. Go to the Survey Options tab, Responses, and select Back Button.

Yes. To use the file upload feature, please follow these step-by-step instructions outlined by Qualtrics.

Qualtrics has a tool that checks to see if your survey is accessible (508 Compliant). Please review the instruction on the Qualtrics Check Survey Accessibility page.