Clinical Excellence Survey
Instructions for the New Qualtrics Insight Platform

Updated 5/25/17

Overview

The Qualtrics survey tool is an easy-to-use, full-featured, web-based tool for creating and conducting online surveys. The survey tool is available at is integrated with Stanford’s Kerberos (SUNet ID authentication) system.

Setting Up a Qualtrics Account (first use only)

  1. Go to at (see #3 below for discussion of an alternate portal if you are having difficulty logging in or setting up your account – especially if you receive the error message, “Could not log in as this user").
    You will be prompted to log in to Stanford Webauth using your SUNet ID and password, unless your browser is already open and you have already logged into a Webauth site.
  2. First time users only: You will see an entry screen that allows you to create a new Qualtrics account or migrate an existing Qualtrics account. Click on the appropriate button:
  3. I don't have a Qualtrics account if you do not have a Qualtrics account (i.e., you have not used Qualtrics before). Qualtrics creates a new Qualtrics account associated with your SUNet ID. You will see the Qualtrics "Create Survey" page. (For future logins, you will only need to complete steps 1 and 2.)
  4. I already have a Qualtrics account if you currently have a Qualtrics account, that you would like migrated to a SUNet ID account.
    You will see an entry screen where you can enter your existing Qualtrics account (e.g., ). Enter your existing account and click on the Migrate Account button. Qualtrics creates a new Qualtrics account associated with your SUNet ID and moves your existing surveys, results, settings, etc., from the old account to the new account. You will see the Qualtrics "My Surveys" screen. (For future logins, you will only need to complete step 1.)
  5. Some SUNet IDs may require use of the alternate portal Either portal will provide functional access to the Qualtrics software and will allow you to use the online CECCE template. However, you can only collaborate with people who have an account in the same portal. You will want to make sure you use the same portal as others in your office or with those you will collaborate with on CECCE or other surveys.

New Platform requires New Survey Reports

Qualtrics, which is the platform we use for our Clinical Excellence Surveys, has changed some of their underlying software as of September 2016. Because of this, the School of Medicine has had to create a new report design that you will need to download before you can continue to use Qualtrics.

Downloading the New QSF File and Getting Started

  1. The first step is to download a new QSF file from the OAA website, and place the file on your desktop. Please get the latest QSF file (which is a template for the Clinical Excellence Survey) from the OAA website at You will need to right-click on the QSF file, save as, select all files, add .QSF on the end, then save.

(This survey will be used as a template going forward so that you do not have to upload a QSF file each time.)

  1. Click on “+ Create Project” green button.
  2. Create a Project from an Existing File.

  1. Project Name should be “CES_Template.”
  2. Select your personal default folder.
  3. Upload the .QSF File by clicking on “Choose a .QSF File,” by locating it on your desktop.
  4. In your list of projects, choose the “CES_Template” that you just uploaded. Click on the arrow for that survey in the “Actions” column.
  5. Select “Copy Project” from the dropdown menu.(Note: The black boxes represent redacted data for confidentiality. Your Qualtrics account will display the project names.)

  1. Rename the survey to “Last Name, First Name Action YYYY MM” (using the Last Name and First Name of the faculty candidate for whom you’re soliciting the CES’s). Click on “Copy Project.”

  1. The new survey will appear in the list of projects on your home page. Click on the arrow in the “Action” column for the drop down menu. Select “Activate.”

  1. Once the survey displays as “Active,” click on the survey. The screenshot below is what will display. Click on “Survey Options.”

  1. Under the “Survey Experience” section, change the text in “Survey Title” to reflect the new name.Click “Save.”

Distributing the Survey

  1. There are two ways to distribute your survey: You can create a Contact List (which used to be called Panels in the old platform) by following the instructions here:

The other way is manually entering the emails, which we will describe below.Click on the “Distributions” tab at the top. On the left-side menu, click “Emails.” Then click “Compose Email.”

  1. The screenshot below will display. Click on the dropdown menu that says “Select Contacts.”
  1. Select “New Contact List.”
  1. Rename “Name,” generally with the faculty candidate’s name and action type (appointment, reappointment, promotion). Add the emails provided by the applicant from the CES template, one email per row. Click “Create” to save this as the mailing list.
  1. In the drop down menu for “When” to distribute the survey, select “Send Now.”
  1. Enter the Subject heading. For example, “Clinical Excellence Survey-Jane Doe, MD”
  1. Insert the following text above the automated message, filling in the appropriate details:

The Department of ______at the Stanford University School of Medicine is reviewing Dr. [full name] for [reappointment as/promotion to][rank] in the [line]. We ask your assistance in completing an online survey to evaluate Dr. [last name]’s clinical performance. Your response will be kept confidential within our Appointments and Promotions review process.

The survey includes 16 brief performance questions and should take no more than a few minutes to complete. It would be most helpful to receive your response by DATE.

Thank you very much for your help. Please notify [FAA Name] at [email address; 650-XXX-XXXX] if you are having difficulty completing the survey.

  1. Put several lines between the second and third sections of the automated message, as shown below.
  1. Select all the text in the message box and copy it. You will need it for the scheduled reminder emails later.
  1. Click “Send Now” when the email is complete.
  1. Once the emails are sent to the mailing list, the screen will display as shown below. Click “Schedule Reminder.”
  1. In the drop down menu for “When” to distribute the survey, select an appropriate date. Typically, 2 reminders will be sent, so for example one reminder can be sent in 7 days and another one sent on the due date. Reminders are only sent to unfinished respondents. Paste the text body copied from the original email distribution into the message box. You can precede the first paragraph with “Gentle reminder,” as shown. When the email is ready, click the send button. Repeat the process for a second reminder.

Data Analysis and Reports

  1. There’s a small view option on your My Projects page, depending on which view you have, click View Reports or go to the Action Arrow and select View Reports.
  2. To download the report, click on “Report Options” in the upper right hand corner. From the drop down menu, mouse over “Export Report.” Export to Word Document.
  1. By default you are downloading “All Responses,” but if you want to select a specific category, such as Trainees only, then you can select Report type Trainees and then follow the same instructions above.

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