Guidelines for Access & Use of

Qualtrics Survey Administration Tool

Samuel Merritt haspurchasedan institutional license for the Qualtrics, Research Suite a web-based survey administration tool. Any faculty or staff can access the software to use for University business. Current students also may use the web-based tool for classroom related activities. Any use of the tool for personal use is a violation and is therefore prohibited.

All Samuel Merritt Faculty, Staff and Students can establish a User account by clicking on the QualtricsSurvey Tool link located in the Academic Support section of the University’s Total Access page.

Definitions

  • Customer or Brand is Samuel Merritt University.
  • A “User” has a Qualtrics login to create, report on, and send surveys, or otherwise utilize the software.
  • A “Respondent” is an individual who responds to surveys created by a User.
  • “Data” means information entered by a survey respondent that will be captured and stored within the Qualtrics platform. Only the Qualtrics User who created the survey has access to the collected data.
  • A “Brand Administrator” is the account manager of the Customer account. An account is also called a Brand.
  • A Division Administrator has access to see the number of surveys created and stored by those Users within the Division and can modify access options.

QualtricsUser Activities & Responsibilities

  • Creates survey content
  • Distributes surveys
  • Determines respondents

User Responsibilities

  • Make available to respondents details about purpose of survey and privacy
  • Provide anonymity to respondents by not asking for identifying information nor capturing IP addresses unless neededand individual is informed that their identity will be known.
  • Create lawful surveys, following email and web-site laws
  • Delete data within Qualtrics User account when no longer required
  • Download and archive data as required
  • Do not share your individual User log-in with others. If another eligible user needs to have access to your surveys and/or data; use the sharing function within Qualtrics.
  • Your User account is not transferable

Divisional Administrator Activities & Responsibilities

  • Add and monitor users within the division
  • Provide educational support
  • Modify access options as needed

Brand Administrator Activities & Responsibilities

  • Ensure only valid users access the services
  • Ensure compliance with applicable laws and regulations

Key Points

  • Human Subjects Considerations: Unless identity of user is needed, efforts to de-identify or anonymize information prior to distributing surveys is advised Also, informed consent is required to before sensitive information is collected. If gathered data is intended for research purposes, appropriate approval through the University’s Institutional Review Board (IRB) is required prior to data collection.
  • Samuel Merritt (Qualtrics Customer/Brand) owns and controls all Data gathered. Qualtrics is only a data processor, not a data controller. All products are self-service (“do-it-yourself”) whereby Samuel Merritt Users solely determine: 1) what data to collect; 2) from who; 3) from where; 4) for what purpose; and 5) when to delete it.
  • Qualtrics doesn’t transfer Data; all Data are stored and processed in a single data center, and only for the purpose of providing the Services. Qualtrics will only process Data to the extent necessary to provide the Services, and does not disclose any Data to third parties.
  • Qualtrics treats all Data as highly confidential, and does not classify or represent the Data. In other words, Qualtrics doesn’t know what information and data that is being collected, and its Customers are free to use the software as they wish. They use industry best practices to keep all Data safe from criminals and hackers, and have devised proprietary methods to prevent disclosing Data to the wrong requester due to programming errors.

For Support

Qualtrics has a strong collection of self-help resources including recorded webinars:

  • Visit Qualtrics’ support page at support.qualtrics.com
  • Qualtrics Support at (800) 340-9194

If you have any questions about using Qualtrics at Samuel Merritt, please contact your Division Administrator

  • Division Administrator: Office of Academic Affairs + Non-Nursing Academic Depts-Amy Anderson ()
  • Division Administrator: HSSC: Kay Davis ()
  • Division Administrator: School of Nursing: Scott Andrews ()
  • Division Administrator: Enrollment & Student Services Division Randy Roach ()
  • Division Administrator: Information Technology Services + Finance & Administration: (to be determined)
  • Division Administrator: Office of the President: Sasha Solomonov ()

OR

  • Institutional Brand Administrator: Nandini Dasgupta ()

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January 2018