Qualtrics

UAlbany provides Qualtrics access to every faculty, staff, graduate student and undergraduate student to use for educational and research purposes via NetID login. 

Permissions on survey platform vary by user roles (faculty, staff, graduate students, undergraduate students, alumni) in Qualtrics. See the table below for more details:

Note: U means unlimited access. Divisional administrators are assigned to different schools to help track, assess and manage how Qualtrics is used in their division. For more information, click <Division Administrator> on the upper left.

1. User role is changed

User roles are assigned based on your primary status at the time of the initial Qualtrics registration at UAlbany. The permissions of an individual’s account will NOT change in spite of user role change. When you switch your user role from one to another, (e.g., students who change academic status from undergraduate to graduate), you can contact IRPE at qualtrics@albany.edu to request for an account upgrade.

2. Special needs of your project

You can request for a coupon code to upgrade your account permissions temporarily for a survey project by contacting your divisional administrator describing the nature and needs of your project

1. Go to www.albany.edu/qualtrics, click <Launch Qualtrics>

2. Login using your UAlbany account with your NetID and Password

3. Choose one of the two users types:

1) For new user, choose <No, I don’t have a preexisting account here>

     1.1) Read and accept the user agreement

2) For existing user, choose <Yes, I have a preexisting account here>

     2.1) Enter your preexisting Qualtrics account information

     2.2) You may migrate your existing account to UAlbany Qualtrics

Qualtrics.com provides detailed step-by-step tutorials on how to use Qualtrics here.

Qualtrics Resource Library also provides webinars, templates and examples available for download to support your projects.

Qualtrics provides four options on user moves, click here for more detailed information.

Here are two most frequently situations:

• If you have a preexisting trial/independent Qualtrics account from qualtrics.com

Trial/independent accounts do not have the full survey capabilities that the UAlbany Qualtrics account will have.

If you had an account created directly from www.qualtrics.com and now you want to change to UAlbany Qualtrics account, you can…

Option 1--Merge accounts

Step 1: Launch Qualtrics at UAlbany to create a new account.

Step 2: Contact Qualtrics Support to move your trial/independent account into UAlbany license.

Option 2--Delete old account

Step 1: Launch Qualtrics at UAlbany to create a new account.

Step 2: Move your previous projects and data over to your new UAlbany Qualtrics account. Click the links below for more details.

            Instructions on 1) importing/exporting surveys

                                     2) exporting data

                                     3) data options  

                                     4) importing data

Step 3: Get your old account deleted by calling Qualtrics Support

• If you have a preexisting Qualtrics account with another institution

Option 1--Merge accounts through Qualtrics Support

Step 1: Launch Qualtrics at UAlbany to create a new account.

Step 2: Contact UAlbany IRPE at qualtrics@albany.edu with your previous account information. Then you need to ask brand administrator at your previous institution to email Qualtrics Support with you and UAlbany IR staff included in the communication.

Option 2--Merge accounts manually

Step 1: Launch Qualtrics at UAlbany to create a new account.

Step 2: Wait until the active surveys are closed.

Step 3: Move your previous projects and data over to your new UAlbany Qualtrics account. Click the links below for more details.

            Instructions on 1) importing/exporting surveys

                                     2) exporting data

                                     3) data options 

                                     4) importing data

Step 4: You may keep your old account or get your old account deleted by calling Qualtrics Support

The process through Qualtrics Support usually takes over 3 weeks.

No. There have been many known issues with group account at Qualtrics.

You can use <Collaborating Project> feature in Qualtrics or request a user group by contacting both your divisional administrator and IRPE qualtrics@albany.edu  for your group projects. 

No. Each Qualtrics survey can have only one account owner. However, a survey owner can share projects with others using the Collaborating Project feature. 

Your survey projects are stored on your Qualtrics account indefinitely. You account will be disabled when your NetID expires after you leave UAlbany (e.g., graduation, retirement). You need to contact IRPE at qualtrics@albany.edu to retrieve your survey data. We highly recommend you to download all your surveys and response data in CSV, SPSS, XML, or HTML formats before your account is disabled.

Qualtrics terms of service can be found here.

Survey participants should be informed that their survey data will be stored on a third party server and that, while the third party has agreed to keep the data confidential, UAlbany does not control the security of that server.

Q1: Qualtrics.com tells me that I have an incorrect username or password.

To access to your survey projects in ualbany qualtrics account, you always need to log in via www.albany.edu/qualtrics. Qualtrics.com does not recognize UAlbany authentication.

Q2. I cannot find the person who I want to collaborate my project with.

If you are a student, you are not able to collaborate a project with individuals outside UAlbany. For special project (e.g., dissertation, grant-funded project), you will need to contact uasurvey@albany.edu and fill out a request form to upgrade your account.

If you are a faculty or staff, you should be able to collaborate anyone who has a qualtrics account. To search individual within UAlbany, you need to type in the person's first name or last name (not email address), wait for the full account information to show up, and then click "add".