Qualtrics
WashU offers two Qualtrics brands.
Select the brand needed for your survey’s sensitive data needs.
Qualtrics for Sensitive Data
For surveys that collect identifiable sensitive data
Defining Features:
- 365-Day Data Retention Policy
- 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 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.
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
Qualtrics for General Use is not approved for use with identifiable sensitive data, including PHI/PII. The software is strictly limited to purposes that support the mission of the university, including but not limited to academic and research purposes. 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.
Consider legal, regulatory, and university policy requirements when collecting sensitive data. If unsure whether or not your survey questions contain or request sensitive data, contact these departments for guidance.
- HIPAA Privacy Office for Protected Health Information (HIPAA)
- University Registrar for Protected Student Information (FERPA)
- Information Security, including Personally Identifiable Information (PII)
- Human Research Protection Office for the use of Qualtrics in human research studies
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.
Training
These resources were developed to support Qualtrics users seeking to familiarize themselves with both Qualtrics for Sensitive Data and Qualtrics for General Use.
Qualtrics for Sensitive Data Guides
These guides support users in performing common tasks within this brand.
- Qualtrics for Sensitive Data Demo – A brief video on how to navigate Qualtrics for Sensitive Data.
- Recorded Qualtrics for Sensitive Data Webinar – This webinar includes a brief demo video and a Q&A portion.
- Qualtrics for Sensitive Data Basics (new environment) – Basic PDF user guide that serves as a “cheat sheet” to perform common tasks within Qualtrics for Sensitive Data.
- Qualtrics for Sensitive Data One Sheet– An overview of the purpose and defining features of Qualtrics for Sensitive Data.
Self-Service Qualtrics User Guides
These guides support users in performing common tasks within either brand.
- 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.
Self-Service On-Demand Training
- Visit Learn the XM Platform or view Qualtrics Training through the Help button within Qualtrics.
- View Qualtrics Training through the Help button within Qualtrics.
- On-Demand Training
- Want to connect and share information with other Qualtrics users? Visit the Qualtrics Community.
Support
Transferring Your Profile From One Qualtrics Brand to
Another
You can contact Qualtrics directly through the chat support feature to request that they transfer your Qualtrics profile from the Wustl Qualtrics for General Use brand to the WashU Qualtrics for Sensitive Data brand.
Note: Qulatrics users have the option to transfer a small number of surveys over from Qualtrics for General Use to Qualtrics for Sensitive Data (view the training guide for instructions). Qualtrics support can transfer full user profiles with all survey projects between brands, but not single surveys.
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
- You can submit a General Service Request via Service Now for survey transfers, new groups, new divisions, or other new or existing features to be enabled in Qualtrics.
- You can also contact the IT Help Desk.
Qualtrics Updates
Qualtrics is updated weekly with new features, bug fixes, and security patches. Please visit the Weekly Product Release Notes page for more information and to join the XM Community.
Frequently Asked Questions
How do I request a new or existing feature be enabled in either Qualtrics brands?
Please submit a General Service Request via Service Now or contact the IT Help Desk.
How do I set up a Qualtrics for Sensitive Data or Qualtrics for General Use Account?
Visit one.wustl.edu and select Qualtrics. Click to access 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.
Is there any associated cost with either Qualtrics brand?
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.
Qualtrics News
Qualtrics for Sensitive Data Webinar
