Qualtrics use at Macalester
Applying for a new Qualtrics account
What if I already have a Qualtrics account through the old Macalester license?
What if our office or department already uses a different survey software?
Once I have an account, are there limits on how I may use it?
Who should I contact if I have questions?
Quick Guide for New Qualtrics Users & other links to get you started.

Qualtrics Use at Macalester

Macalester has purchased a campus site license for Qualtrics, an excellent online tool for survey construction and analysis. Access to this online tool will be made available by the Survey Coordinating Committee (SCC) to eligible offices, departments, organizations, labs and individuals (faculty, staff, and students) at no cost to users. In most cases, the SCC requests that you seek one account for each office, department, or organization.

The new license takes effect June 6th, 2016, at which point campus users will be able to apply for a Qualtrics account using the steps outlined below.


Applying for a New Qualtrics Account

The creation of new Qualtrics accounts is contingent upon approval by the Survey Coordinating Committee (SCC). This layer of oversight attempts to ensure that campus surveys do not proliferate unchecked, thus protecting against campus survey fatigue and the lowered response rates that come with it. For more on SCC policies, see: https://www.macalester.edu/ir/surveypolicies/

In most cases, we ask that one account per department or campus office be requested. New accounts fall into one of three categories, each with their own application procedures:

EXEMPT ACCOUNTS:

All academic departments, campus offices and student organizations that conduct survey projects considered “exempt” from SCC review are eligible for an account. Exempt activities include:

  • Faculty course evaluations
  • Student evaluations of faculty for pre-tenure, tenure, or promotion reviews
  • Administrative record collecting (e.g., registration for an event)
  • Workshop, event, program, or (customer) service evaluations or feedback at the time of the workshop, event, or service
  • Elections
  • Polls for scheduling meetings
  • Surveying one classroom or course (e.g., Math 155)
  • Surveying within the membership of an office, committee, student organization, or faculty department
  • Departmental academic assessment and academic department review activities focused on the department’s majors and/or minors

To apply for an Exempt Account, please complete a short application via this link: https://macalesterassessment.co1.qualtrics.com/SE/?SID=SV_aXgXM3axG98jUAl

NON-EXEMPT ACCOUNTS

Unless the survey project falls into one of the exempt categories above or is a class project, it is considered non-exempt and must first be approved by the Survey Coordinating Committee. Most academic and applied survey research conducted by faculty, staff and students will fall into this category. Your Qualtrics account can be requested via the SCC survey application process and will be generated upon the SCC’s approval of your project.

To submit a non-exempt survey project application and request your Qualtrics account, go to: https://www.macalester.edu/ir/surveypolicies/gainingapproval/

CLASS PROJECTS

Faculty may request accounts for their students’ class projects by submitting a form called “Notification of Surveys for Student Class Projects” to the SCC within the first 2 weeks of a semester. On this form, faculty can estimate the number of survey projects and Qualtrics accounts that will be needed; the final number of projects/groups can be determined later in the semester.  Unless otherwise requested, these accounts will be set to expire 2 weeks after the end of the term for which they were created.

To submit a class project notification form to the SCC, go to: https://www.macalester.edu/ir/surveypolicies/gainingapproval/gainingapprovalfacultyinclass/


What if I already have a Qualtrics account through the old Macalester license?

Persons who already have a Macalester Qualtrics account can continue to use their current account name and password. You do not need to move files or alter files.


What if our office already uses a different survey software?

The campus-wide Qualtrics license makes pragmatic and financial sense for the college, but only if used to the exclusion of other fee-based survey products. Thus, the Provost’s Office asks that you discontinue use of other fee-based survey products, such as Survey Monkey.

To discuss the best way to switch from a different software program to your Qualtrics account, contact SCC Chair Adam Johnson (ajohns31@macalester.edu; 651.696.6411).


Once I have an account, are there limits on how I may use it?

Yes. While the new Qualtrics license allows for use across campus, the SCC is responsible for making sure this access is used appropriately. Our community’s time and attention are limited and shared resources and must be protected as such. Thus:

  • Accounts approved for Exempt purposes can be used at will, but ONLY for survey activities that fall under Exempt use.
  • Non-exempt accounts may be used ONLY for survey projects approved by the SCC or for exempt purposes.
  • Even if one already has a Qualtrics account (exempt, non-exempt, or class project), ALL new non-exempt survey projects must go through the SCC application process.  Every new survey project creates demands on the time and attention of our community members, and this is exactly what the SCC is meant to coordinate and regulate. The Qualtrics account itself can remain active and open across multiple survey projects, but each new survey project must get separate approval from the SCC via the application process.
  • Accounts created for class projects or student projects will be granted a limited lifespan and will typically close 2 weeks after the class or project ends. Faculty will be notified in advance to download any data you wish to keep, and faculty can request an extension of the account at this time as well.
  • Using a Macalester Qualtrics account for commercial purposes (such as consulting for outside clients) violates our terms of use with Qualtrics and will result in immediate suspension of privileges.

Use of your Qualtrics account can and will be monitored. Any use outside of approved purposes will be reviewed by the SCC and may result in suspension of your privileges.


Who should I contact if I have questions?

For questions about opening, closing, accessing, or using your account, or for questions about applying for a Qualtrics account, contact SCC Chair Adam Johnson in Institutional Research (ajohns31@macalester.edu; 651.696.6411).

For all other technical questions about the software and survey tools themselves, please refer to the support services offered at Qualtrics University. The Qualtrics tutorials and support services are excellent, and all users have full access to them under our license agreement.

Here are some links to get you started: