New Qualtrics Brand Being Launched
As WashU’s unique needs grow and change, we are implementing Qualtrics for Sensitive Data. This new brand of Qualtrics is geared toward survey creators who request identifiable sensitive client data as part of their job. As the current brand of Qualtrics does not hold the security standards required to collect identifiable sensitive data, including Personally Identifiable Information (PII) and Protected Health Information (PHI), Qualtrics for Sensitive Data includes enhanced security settings to help survey creators better align with WashU’s sensitive data policy.
Currently, our primary audiences for Qualtrics for Sensitive Data are WashU’s survey creators collecting identifiable sensitive data.
Defining Features of Qualtrics for Sensitive Data
With Qualtrics for Sensitive Data, WashU joins the ranks of other Universities that have adopted this best practice.
Qualtrics for Sensitive Data will include:
365-Day Data Retention Policy
Qualtrics will automatically delete the surveys 365 days after the last survey response is received, to better protect survey creators, data, and WashU.
Sensitive Data Flags for Survey Creators
Upon launch of Qualtrics for Sensitive Data, Qualtrics
for General Use will also include Sensitive Data Flags for Survey Creators to increase awareness of when identifiable sensitive data is requested and better align with WashU’s sensitive data policies.
Pre-built Security Templates
Pre-configured survey and email templates for research are available that include the recommended security settings.
Primary Program Goals Include:
Promote awareness and adoption
- Qualtrics for Sensitive Data is required for use with identifiable sensitive data, including Personally Identifiable Information (PII) and Protected Health Information (PHI).
- To ensure WashU complies with sensitive information standards and regulations, we will focus on socialization and adoption.
Educate users on the new and existing brands
- Training materials including webinars and instructional guides will be developed to help end users understand when it is appropriate to use Qualtrics for Sensitive Data vs. Qualtrics for General Use.
- Since the core functionality of Qualtrics is not changing with Qualtrics for Sensitive Data, this project’s live training component will be optional and minimal.
Ensure accessibility and provide support
- Users will be provided with consistent updates over the life of the program on:
- How to obtain access to the proper brands of Qualtrics
- How to manage any data collected via surveys
- Where to reach out for support
Project Roadmap
Please note that the project roadmap may be subject to updates and changes. The most recent version of the roadmap will be reflected on this site.
Qualtrics for Sensitive Data Training and Resources
Resources will be developed for all Qualtrics users seeking to familiarize themselves with both Qualtrics for Sensitive Data and Qualtrics for General Use.
Qualtrics for General Use Resources:
- 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.
- Project Basics Overview
- Survey Basics Overview
- Data & Analysis Overview
- Library Basics Overview
- Qualtrics Survey Best Practices (PDF) – Prevent emails from appearing as spam to survey recipients.
Qualtrics for Sensitive Data Resources:
- Recorded 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.
- Recorded Qualtrics for Sensitive Data Webinar – This webinar includes a brief demo video and a Q&A portion.
- 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 One Sheet – An overview of the purpose and defining features of Qualtrics for Sensitive Data.
FAQs
The current brand of Qualtrics is not going away. It will be relabeled Qualtrics for General Use once Qualtrics for Sensitive Data launches. Qualtrics users who collect PHI/PII or other identifiable sensitive data are required to use Qualtrics for Sensitive Data. Qualtrics users who do not need to collect PHI/PII or other identifiable sensitive data are welcome to use either brand.
Qualtrics for General Use should meet the survey needs of most users. The use of Qualtrics for Sensitive Data is dependent on whether or not the user intends to collect sensitive data from survey recipients.
- Qualtrics users who collect PHI/PII or other identifiable sensitive data are required to use Qualtrics for Sensitive Data.
- Qualtrics users who do not need to collect PHI/PII or other identifiable sensitive data are welcome to use either brand.
Examples of sensitive data include, but are not limited to:
- Protected Health Information, which includes any information about health status, provision of health care, or payment for health care that is created or collected by a Covered Entity, and can be linked to a specific individual.
- Personally Identifiable Information such as a Social Security number (SSN), passport number, driver’s license number, taxpayer identification number, patient identification number, and financial account or credit card number.
We recommend establishing an easy access point to your Qualtrics account by favoriting the Qualtrics app via one.wustl.edu. Both Qualtrics brands will be accessible via the Qualtrics app in one.wustl.edu.
Qualtrics for Sensitive Data will have the same functionality as Qualtrics for General Use but will include enhanced security settings and data retention policies. However, these additional settings and policies will not change the fundamental use of the environment and users can be assured that the same intuitive interface will be present.
PHI is Protected Health Information that this produced, saved, transferred, or received in an electronic form (such as email or text). Protected Health Information is the combination of health information with one or more of the designated HIPAA identifiers.
- Health information examples include:
- Past, present, or future physical or mental health, condition or payment for the provision of health care to the individual
- HIPAA identifier Examples include:
- Email address
- Telephone number
- Name
- Account number
PII refers to personally identifiable information (PII). This information includes an individual’s first and last name or their first initial and last name with any other data element. (Examples include: Date of Birth, Medical Information, Social Security Number, Student ID, and Grade/Employment Information)
Examples of PII include, but are not limited to:
• Contact Information
• Student ID
• Date of Birth
• Parent Names
• Social Security Number
• Taxpayer Identification Number
• Driver’s License Number
• Other unique identifiers created or collected by a government body
• Medical Information
• Grade/Employment Information
Announcements
Qualtrics for Sensitive Data Webinar
A webinar to preview the new Qualtrics brand, Qualtrics for Sensitive Data, will be held April 18 at 11 a.m. Those who would like to see a demo of Qualtrics for Sensitive Data, ask questions, and learn more about this tool are welcome to attend. Users may also visit the project webpage to view training guides.
The webinar and training guide will show users how to navigate many of the Qualtrics for Sensitive Data features, including:
New Tool: Qualtrics for Sensitive Data
A new Qualtrics brand, Qualtrics for Sensitive Data, will be available on April 25, 2024, to help survey creators requesting PHI/PII better align with WashU’s sensitive data policy. Qualtrics for Sensitive Data was developed with enhanced security settings including data retention features, a pre-built survey template for research with pre-configured security settings, and ‘data flags’ to alert when PHI/PII are detected. With Qualtrics for Sensitive Data, WashU makes another step forward in adopting sensitive data collection best practices.
Please contact the project team with any questions.
More detailed information about current Qualtrics policies, restrictions, training, support, and more can be found on the Qualtrics Application Page.