Qualtrics Acceptable Use Policy

(Rev. 10/31/2019)

Introduction to Qualtrics

  1. Who can use Qualtrics?

    All Faculty, Staff and Students will have access to a Qualtrics account.

    GWU official faculty, staff and students with a GWU University email account may self-enroll and create an account from the Qualtrics login page. Non-GWU accounts cannot be used. This account is immediately available to create and distribute surveys for faculty, staff and students.

  2. Where can I find help for using Qualtrics?

    Help is available online.

    As part of the University subscription, we have unlimited access to Qualtrics support service through email or phone. If you click on “survey platform” under “select a support topic” from this link there are many resources available to help you become familiar with the basics of the software.

  3. How do I sign up for a Qualtrics account?

    Visit this website, and sign in using your Gardner-Webb University credentials. The first time you sign in your account will be created.

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General Policy/Guidelines

  1. Use of Qualtrics is subject to the same Acceptable Use Policy as other Gardner-Webb computing resources. Users must comply with all other applicable University policies and state and federal laws.

  2. Qualtrics users are responsible for following the Gardner-Webb University Institutional Review Board (IRB) processes.

  3. Qualtrics users will protect the privacy and confidentiality of human subjects and other institutional information as required by the Family Educational Rights and Privacy Act (FERPA). For more comprehensive information, please visit GWU’s FERPA page.

  4. The Gardner-Webb University logo may be used only when surveys are administered as part of official University business. Users can reference Gardner-Webb’s guidelines on logo use.

  5. Proper authorization is required for use of any copyrighted material or third party logo used in the survey.

  6. Employees are responsible for general oversight of acceptable and responsible use of Qualtrics among their students in accordance with university policies.

  7. Educate users to whom you give collaborate permission.

  8. Gardner-Webb University's Qualtrics administrators will have access to monitor all surveys and survey respondents for system management purposes. Usage may also be subject to auditing and security testing.

  9. Referencing guideline 8, Qualtrics is NOT APPROVED for the collection or storage of protected institutional (HR & Financial), FERPA, HIPAA, or sensitive data. DO NOT COLLECT protected institutional, FERPA, HIPAA, or sensitive data using Qualtrics.

  10. Qualtrics will archive and retain survey instruments and survey responses indefinitely. However, users are responsible for archiving their data to other media such as a local hard drive prior to expiration of their Qualtrics accounts. Gardner-Webb University is not responsible for archiving data.

  11. Use of Qualtrics for frequent distributions (i.e., more than once every 5 years) or distribution to large populations (i.e., more than 50 respondents) should be coordinated with the Office of Planning and Institutional Effectiveness so that we can work together to prevent collection of redundant information and survey fatigue campus wide.

  12. Gardner-Webb University reserves the right to change, at any time, at its sole discretion, the Gardner-Webb University Qualtrics offering and these guidelines and procedures.

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The surveys created or the responses supplied using the Gardner-Webb University Qualtrics Survey Software do not in any way constitute official Gardner-Webb University content. The views and opinions expressed in surveys created with Qualtrics are strictly those of the survey's primary author. Gardner-Webb University makes no representations or warranties of any kind, express or implied, as to the Gardner-Webb University Qualtrics Survey Software operation or the information, content or materials included.

To the full extent permissible by applicable law, Gardner-Webb University hereby disclaims all warranties, express or implied, including but not limited to implied warranties of merchantability and fitness for any particular purpose. Gardner-Webb University will not be liable for any damages of any kind arising from the use of or inability to use Qualtrics Survey Software. The user expressly agrees to use Qualtrics Survey Software solely at his/her own risk.

In addition to the above regulations, YOU AGREE NOT TO USE DATA that includes, but is not limited to, the information below:

  • Social Security Numbers (SSN)
  • Credit card numbers
  • Debit card numbers
  • Driver’s license numbers
  • Personally identifiable patient information
  • Personally identifiable student information
  • Personnel information
  • Confidential legal data
  • Proprietary data that should not be shared with the public
  • Employer taxpayer identification numbers
  • State identification card numbers or passport numbers
  • Checking account numbers
  • Savings account numbers
  • Personal identification (PIN) codes
  • Digital signatures
  • Any other numbers or information that can be used to access a person’s financial resources
  • Biometric data
  • Fingerprints
  • Passwords

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Frequently Asked Questions

Are students allowed to obtain a Qualtrics account using the university-wide subscription?
Yes, although they must be conducting research with a faculty sponsor in order to deploy their Qualtrics surveys.

Can I create a custom header that will appear at the top of each page of my survey?
Please use the official Gardner-Webb University logo available to all users for surveys involving University business. If you need to create your own custom header follow the step-by-step instructions outlined by Qualtrics on how to Insert a Header, and then contact Mary Rose in Creative Services and share your survey with her using the “collaborate” feature to make sure your specifications are in line with University standards.

Do I have to be on campus or connected to the Gardner-Webb University network to access Qualtrics?
No. You can access Qualtrics from anywhere. However, you will need to use your Gardner-Webb user ID and password.

What is the difference between a confidential survey and an anonymous survey?
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 in such a manner that researchers can identify respondents directly or through identifiers linked to participants. Maintaining the 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 further protect anonymity.

How do I send an anonymous survey in Qualtrics?
Please follow the step-by-step instructions outlined by Qualtrics on how to Anonymize Responses.

Can I create a personalized thank you message or redirect respondents to my department or college/school website once the survey is submitted?
Yes. Please follow the step-by-step instructions outlined by Qualtrics on how to use the Survey Termination option.

Do I always have to use a panel to administer my survey?
No.  You can create an anonymous hyperlink 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.

Do respondents need to complete the survey in one sitting?
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 response. After a week, their response will be recorded as-is. This time period can be changed using the Partial Completion setting.

Can the browser back button be used when taking a 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 Edit Survey tab, open Survey Options, and select Back Button.

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

How can I make my survey more accessible?
Qualtrics has a tool which checks to see if your survey is accessible (504/508 Compliant). Please review the instruction on the Qualtrics Check Survey Accessibility page.

How do I create a submit button on the last page of my survey?
Go to Block Options found on the top right of every block and select the “Next/Previous Button Text” option and type “Submit” in “Next Button Text.” Tip: You can put the last page/question of your survey in a separate block and use this option to change the Next button text to "Submit."

For more questions and answers, please also visit Qualtrics Support page.

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