Qualtrics

WashU offers two Qualtrics brands.

Select the brand needed for your survey’s sensitive data needs.

For New Users | Resources for Current Users | Policies and Restrictions for Use

Qualtrics for Sensitive Data

For surveys that collect identifiable sensitive data

Defining Features:

  • 365-Day Data Retention Policy: Survey data will be deleted 365 days after the last survey response is received.
  • Sensitive Data Flags for Survey Creators
  • Sensitive Data Templates
  • General Qualtrics Functionality

Allowed Data:

  • This brand is required for any survey requesting PHI, PII, and other identifiable sensitive data.
Qualtrics for Sensitive Data

Qualtrics for General Use

For general use by WashU faculty and staff

Defining Features:

  • Sensitive Data Flags for Survey Creators
  • General Qualtrics Functionality

Allowed Data:

  • This brand is limited to non-sensitive data.
Qualtrics for General Use

Information Security Policies & Restrictions for Use

Information Security Policies

Be sure to follow Washington University policies when storing and deleting data, including encryption of all identifiable sensitive data.

Survey Privacy Policies Guide – A PDF guide for survey creators on the Qualtrics survey privacy policies, the definitions of PHI/PII, how to access Qualtrics security and privacy settings, and more.

Export Survey Response Data (Excel.csv, Tableau, etc.) – A quick step-by-step guide to export survey response data.

Delete Survey Response Data – A quick step-by-step guide to delete survey response data.

Restrictions for Use

Both Qualtrics brands are limited to university-related activities, such as academic teaching or research.  The use of either Qualtrics brand for personal activities is prohibited.

  • Qualtrics for General Use is not approved for use with identifiable sensitive data, including PHI/PII. If you need to collect this type of data, use Qualtrics for Sensitive Data instead.
  • Large university-wide surveys of WashU faculty and/or students require advance approval from the Office of the Provost. 
  • For any survey, we encourage sampling to avoid survey fatigue.  Any user who violates this rule will have their account terminated.

Be sure to follow all legal, regulatory, and University policies when collecting or storing sensitive data. If unsure whether or not your tasks or documents contain sensitive data, contact the departments below for guidance.

For New Users

Accessing Qualtrics

Who can use Qualtrics: Any current WashU faculty, staff, or student can access Qualtrics. 

How to access Qualtrics: Visit one.wustl.edu and select Qualtrics. Select the desired brand and enter your WUSTL Key credentials.

After logging in for the first time with your WUSTL Key, Qualtrics will ask if you already have a Qualtrics account in that brand. If not, an account in the brand you accessed will be created for you.

Note: There is no cost for using Qualtrics for Sensitive Data or Qualtrics for General Use. The university has a universitywide subscription with unlimited accounts. There are other products available by Qualtrics that may not be covered by this agreement.

Resources for Current Users

Qualtrics for Sensitive Data Guides

These guides support users in performing common tasks within this brand.

  • Qualtrics for Sensitive Data Basics – A user guide that serves as a “cheat sheet” to perform common tasks within Qualtrics for Sensitive Data, including downloading survey data, using the defining features, and transferring survey data.
  • Qualtrics for Sensitive Data Best Practices Guide – A brief guide that highlights recommendations for optimal use, including guidance for the 365-Day Data Retention Policy.
  • Qualtrics for Sensitive Data Demo – A brief video on how to navigate Qualtrics for Sensitive Data, including downloading survey data, using the defining features, and transferring survey data.
Qualtrics User Guides (both brands)

These guides support users in performing common tasks within either brand.

Transferring surveys to Qualtrics for Sensitive Data

Qualtrics users are recommended to transfer their surveys from Qualtrics for General Use to Qualtrics for Sensitive Data for the following reasons:

  • Existing surveys in Qualtrics for General Use may contain identifiable sensitive data.
  • The surveyor prefers to use Qualtrics for Sensitive Data for their survey.

Users are advised to download survey data for inactive surveys with sensitive data and store them in a secure location.

To transfer a small number of surveys, follow the instructions in the Transferring Your Survey to Qualtrics for Sensitive Data how-to guide.

WARNING
Surveys that are transferred to Qualtrics for Sensitive Data with a last response older than 365 days will be deleted upon transfer.

Instead, export response data and delete the survey from the Qualtrics for General Use brand if survey responses contain sensitive data.
Transferring your profile to Qualtrics for Sensitive Data

In some cases, Qualtrics users may benefit from moving their whole profile to Qualtrics for Sensitive Data.

How to transfer your Qualtrics profile: Contact Qualtrics directly through the chat support feature within Qualtrics to request that they transfer your Qualtrics profile from the Wustl Qualtrics for General Use brand to the WashU Qualtrics for Sensitive Data brand.

Qualtrics support can transfer full user profiles with all survey projects between brands, but not single surveys. If you are not moving your whole profile, please refer to the Transferring Surveys from one Qualtrics brand to another section above.

WARNING
Surveys that are transferred to Qualtrics for Sensitive Data with a last response older than 365 days will be deleted upon transfer.

Instead, export response data and delete the survey from the Qualtrics for General Use brand if survey responses contain sensitive data.
Self-Service On-Demand Training (both brands)
Qualtrics Vendor Support

WashU provides users with support from Qualtrics.

Support is available 24/7 at 1-800-340-9194 or through the Help menu within Qualtrics. You will be required to create a free support account using your WashU email address.

WashU IT Support