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Qualtrics

Qualtrics

Jun 20, 2024
Overview

About the Tool

The Qualtrics research platform allows users to quickly design and administer surveys and forms.  The basic features include:

  • The ability to share projects and reports quickly with other users in the system. 

  • A Library with templates and sample questions.

  • The ability to contact respondents and track participation.

  • A tool to display survey results and generate basic reports.

For more information on how to use the tool, Qualtrics provides, online support and training resources.  For questions specific to the University at Albany, contact qualtrics@albany.edu. We are happy to consult with you on your survey research projects, provide you with resources and best practices, and walk you through how to use the tool.  

Getting Started

To get started, click the link below to launch Qualtrics. You will then be asked to enter your NetID and password in order to access the system.

Launch Qualtrics

Survey Policy

Survey Research at UAlbany

Surveys conducted at the University at Albany must be approved in advance by the office of Institutional Research, Planning, and Effectiveness. Exceptions to this policy include small surveys required for a class, or surveys conducted using respondents outside of the university. If you are interested in surveying students at the University at Albany, please review our Survey Policy and contact uasurvey@albany.edu.

Just a few of the major projects coordinated or approved by the Office of Institutional Research, Planning and Effectiveness this semester include:

Survey Name

Projected Dates

Six-Week Welcome Survey

October 2018

First-Destination Survey

October 2018

Sustainability Assessment

Fall 2018

 Governance Survey

Fall 2018 

 Dining Survey

Fall 2018 

For a full list of projects for this academic year, please review our survey calendar here:

UAlbany Survey Calendar

IRB Policy

Institutional Review Board

University policy and federal law (45 CFR 46) require that all research involving living human subjects be reviewed and approved by an institutional review board (IRB).  If you are unsure whether your survey project requires IRB approval, you may contact the IRB or submit the screening form for a quick evaluation. The form and other resources can be found on the IRB Website.

Survey Committee

UAlbany Survey Committee

The survey schedule and survey policy for the University is maintained by the University survey committee.  The goal is to coordinate our survey efforts and foster collaboration on campus.  The committee has also been charged with the task of onboarding and maintaining Qualtrics as the enterprise-wide survey solution for the University.  

Member Name

Department/Office

Laura Benson Marotta

Office of Institutional Research, Planning, and Effectiveness

Adrienne Bonilla

Pre-Award and Compliance Services

Dan Doyle

Annual Giving/UAlbany Fund

Emily Feuer

Student Affairs Assessment and Planning

Billie Franchini

Institute for Teaching, Learning, and Academic Leadership

Jack Mahoney

Institutional Research, Planning, and Effectiveness

Mark Muraven

Department of Psychology

Christine Priest

Human Resources Management

Karen Sokolowski

Counseling and Psychological Services

Mike Sweeney

Enterprise Application Service

Doug Sweet

Student Affairs Assessment and Planning

Kai Zhou

Institutional Research, Planning, and Effectiveness

Divisional Administrators

Division

Division Administrator

Student Affairs

Emily Feuer

School of Business

Suraj Commuri

School of Education

Penny Ng

Department of Psychology in College of Arts & Sciences

Anna Newheiser

University Libraries

Richelle LaPolt

College of Emergency Preparedness, Homeland Security and Cybersecurity

Jennifer Goodall

Rockefeller College of Public Affairs & Policy

Brian Greenhill

Center for Human Services Research

Mandi Breen

School of Social Welfare

Barry Loneck

FAQ

Frequently Asked Questions

 Who can have access to UAlbany Qualtrics?

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

 What are my Qualtrics account permissions?

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



 

Divisional Admin

Faculty

Staff

UG Students

Master Students

PhD Students

Alumni

Max total surveys

U

U

U

U

U

U

U

Max active surveys

U

10

10

10

10

10

10

Max responses

U

U

500

300

1,000

5,000

300

Max responses per survey

U

1,000

500

100

500

1,000

100

Max outgoing emails

U

U

500

U

500

U

U

Max outgoing emails per week

U

500

250

10

250

500

10

Max questions per survey

U

U

U

U

U

U

U


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.

 When and How can I upgrade my Qualtrics account?

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

 How do I access UAlbany Qualtrics?

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

 How do I get started with Qualtrics (tutorials)?

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.

 What can I do if I have multiple Qualtrics accounts?

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

 How long will it take to merge my accounts through Qualtrics Support?

The process through Qualtrics Support usually takes over 3 weeks.

 Can I request a shared group account used by all members in the research team?

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. 

 Can a survey project have multiple owners at Qualtrics?

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

 How long will my data be saved? Can I still have access to my UAlbany Qualtrics account after I leave UAlbany?

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.

 What should I include in my IRB application form about Qualtrics UAlbany license platform?

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.

 Common Error Messages

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".

 

 

 

 

 

Support and Training

Support and Training

Qualtrics provides direct support:

For questions specific to the University at Albany, contact qualtrics@albany.edu