Getting Started with Qualtrics Online Survey System

The following links provide documentation for using the Online Survey System:

• Applying display logic>
• Applying skip logic>
• Changing the look and feel>
• Creating a contact list>
• Creating a project>
• Distributing a survey>
• Email triggers>
• Sharing a survey>
• Survey results and reporting>

Additional help creating your survey and utilizing the many Online Survey System features is available from several sources:

• Web resources are available at Qualtrics Insight Support
  • Click Contact Support.
  • Click the Sign in with SSO link.
  • Enter "pitt" as the Organization ID, then click Continue.
  • Enter your University Computing Account username and password.
    Note: Qualtrics Support uses Pitt Passport single sign-on for multifactor authentication.
  • Complete your support request.
• Email support is available at support@qualtrics.com

If you need assistance logging in or help with the Online Survey System, please contact your divisional administrator or the Technology Help Desk at 412-624-HELP (4357). You may also submit a request online.

1. Who can use the Online Survey System?
   All students, faculty, and staff may log in to the Online Survey System and create, activate, and publish surveys.

2. Can I use the Online Survey System for personal use?
   The Online Survey System is restricted to University-related work and is not for personal use.

3. Do I need to use University branding on my survey?
   Depending on the nature of the survey, a determination is made as to whether it should be branded with the University logo.

4. Can I map an existing Qualtrics account to my Online Survey System account?
   Account mapping to your University account is sometimes possible. It depends on the nature of the Qualtrics account. For more information, contact Qualtrics support using the information in the "Getting additional help and support" section on this page.

5. Where are my contact lists located?
   Qualtrics has updated their user interface. To locate contact lists, use the three-lined Main Menu icon on the upper left-hand side to select Directories > Segment & lists > Lists > All lists. User-owned and shared lists results should appear on the right-hand side of the Qualtrics window.

6. Can I collaborate with colleagues to create surveys?
   Yes. Qualtrics has a sharing feature for you to give others access to your surveys and data. Use of this feature also allows collaboration with colleagues outside of the University of Pittsburgh that do not have Qualtrics accounts. Please see the Qualtrics Insight Support page> for a complete guide to using this feature.

7. Why are my survey invitations that are sent through Qualtrics ending up in the recipient's spam folder?
   By default, Qualtrics pre-populates the From address on your survey invitation as noreply@qualtrics-research.com. Pitt IT strongly recommends that this should not be changed. If changed to a University email address, Microsoft will view it as a suspicious email and place it in the recipient's spam folder.

8. Are there any limits to the number of surveys that can be sent via the Qualtrics Email distribution method?
   Each account under the University of Pittsburgh Qualtrics brand can send 40,000 emails per week. This includes survey invitations, reminder emails, and thank you messages. If you have a survey that requires more than this limit, your account may be eligible for a temporary increase. To request a temporary increase, Please contact the Technology Help Desk at 412-624-HELP (4357). You may also submit a request online.

9. Are there any limits to the number of text messages (SMS) that can be sent for a Qualtrics survey distribution?

   Under the University of Pittsburgh Qualtrics brand, the text messages (SMS) feature is not enabled for accounts.

   You can request an SMS quota by completing a consent form. Please allow two (2) business days for processing your request.

   Please note the following information:

   • For each new Qualtrics survey you create that uses SMS distributions, you must provide all recipients with the ability to opt in or opt out.
     Note: An opt-in example is available here.
   • Your quota limit can be used very quickly if you have a large distribution list of recipients. You will be unable to send your message if you go over your quota limits.

   To request an additional SMS quota increase, please contact the Technology Help Desk at 412-624-HELP (4357). You may also submit a request online. Please provide the number of messages planned for your distributions and allow ten (10) business days for processing your request.

   For more information about using SMS use in Qualtrics, visit the vendor’s SMS Distributions support page and/or XM Community.

10. If I am leaving the University can I take my Qualtrics surveys and data with me?
    All Qualtrics surveys and data are subject to the Acceptable Use Policy and University of Pittsburgh Computer Access and Use Policy 10-02-05. The Services are currently available to all faculty, staff, and students with a primary University Computer Account.

11. If I am leaving the University can I transfer ownership of my Qualtrics surveys and data?
    Before you leave the University, please submit a request to the Technology Help Desk to have ownership of your surveys and survey results transferred to your supervisor. You cannot transfer surveys and survey results to any other Online Survey System (Qualtrics) user.

The University of Pittsburgh Human Research Protection Office (HRPO) requires that, with a few exceptions, investigators use the Online Survey System for all web-based surveys. Maintaining the security of research subjects' data is of paramount importance to the HRPO. The Information Security Office for Pitt IT has determined that the Online Survey System meets University Data Security standards. The use of other web-based survey programs may be approved by the HRPO, but only after additional institutional review has been completed.