Qualtrics (GMU.Qualtrics.com)

Qualtrics is a cloud-based experience management platform that allows users to create and distribute surveys, collect responses and analyze data. Mason users may access Qualtrics from an online location at any time of day, 24/7. Through the offline app, users may also administer surveys through a mobile device or tablet without requiring an internet connection.

There are two types of Qualtrics brands found at George Mason University: enterprise and remote. The enterprise brand is found at gmu.qualtrics.com while each remote Mason brand has their own unique URL, which may be found on the ITS Qualtrics Point of Contacts webpage.

To request a new account, please reach out to the appropriate point of contact found in the listing provided above.

Key Features

• Collaboration: Survey owners may invite other users to view, edit, distribute, or analyze surveys through the collaborate feature. More information may be found here
• Access to robust survey tools:
  • Quick Survey Builder
  • Rich text editor for formatting questions and answers
  • Customization options for each question type such as multiple choice, sliders, text entry, rank order and more
  • Using logic sets (such as display, skip and branch) to create and set conditions
  • Force response: request response, content type validation, error messages
  • Optional back button: take survey only once (prevent ballot-box stuffing), valid from/until
  • Add graphics: Embed YouTube videos

• Distribution Methods: Survey link; email with a unique link; email history; reminder emails
• Panels: Mailing list with additional embedded data
• Randomization: Qualtrics supports survey-based experiments and features a block and question randomizer tool for experimental trials to evenly present elements
• Reports: Download to CSV, SPSS, XML
• Message library: Invitations, reminders, thank you
• Offline Survey App feature available to Enterprise Qualtrics users

Qualtrics Roles and Responsibilities

• General User: Most Qualtrics users at Mason have a general account granting them individual access to the survey platform. These users are not Division or Brand Administrators and are unable to make changes to other user accounts or settings. Adherence to Qualtrics Terms of Use is required for all users

• Division Administrator: Many departments at Mason currently utilize either the enterprise brand of Qualtrics (gmu.qualtrics.com) or their own remote brand of Qualtrics. Departments utilizing the enterprise brand are segmented into their own independent divisions for use. Each of these divisions is required to have a Division Owner and at least one Division Administrator. Division Administrator accounts may not be tied to generic Mason emails. Division Administrators are responsible for creating, maintaining and supporting individual user accounts within their division, disabling or deleting user accounts for users no longer affiliated at the university, the creation and maintenance of groups, serving as a liaison between division users and Brand Administrators, directing users to appropriate resources and training materials, providing ITS with at least one point of contact to be posted on the ITS Qualtrics Point of Contacts webpage (and updating them if any changes need to be completed) and ensuring new users adhere to the Qualtrics Terms of Use. Division Administrators only have permission to manage configurations of individual accounts within their residing division and not the entire brand itself

• Division Owner: Every division within the Mason brand of Qualtrics (gmu.qualtrics.com) is required to have an active Division Owner. This person must be a director-level or higher employee who provides general oversight of the division existing, approves functions such as the transfer of surveys in and out of their division, designates Division Administrators in the case that a sole administrator leaves the division and a new one needs to be appointed, and ensures Division Administrators provide a guidance on the Qualtrics Terms of Use to any new users added within their division

• Brand Administrator: Brand Administrators are responsible for the global account settings of the brand they manage

Getting This Service

To request one of the below services, please submit a Request Help form found at the top of the screen

• Move from Mason Remote to Enterprise
  • This service is for users to request an account transfer from a remote Mason Qualtrics brand to the enterprise GMU.Qualtrics.com brand
  • Requires the approval of both the originating Brand Owner and the destination Division Owner
• Non-Mason Transfer to Mason Qualtrics
  • This is used when a user currently has an account within a non-Mason brand and needs to move surveys into a division within gmu.Qualtrics.com brand
    • This should only be used if a user would like their surveys to be transferred with their account, If the user does not have any surveys to transfer, there is no reason to move the account (as account settings will be changed to match the Mason configuration). In these cases, it is recommended to have a new account created instead
  • Requires the approval of the destination Division Owner
• Transfer User between Divisions
  • This is used to move the user and any attached surveys between two divisions within gmu.Qualtrics.com
  • Requires the approval of both the originating and the destination Division Owner
• New Division Request
  • This service is used to create a new division within the enterprise brand at gmu.Qualtrics.com
    • Before submitting a request, please check whether or not your department currently has a Qualtrics division by reviewing the Qualtrics Points of Contact listing
  • Requires a Division Owner and Division Administrator (must be two separate faculty/staff members). Departmental email addresses may not be used for these roles
  • The Division Administrator must only be a member of the division they are administering
• Change Division Admin Request
  • This is used to add or remove a Division Administrator within gmu.Qualtrics.com (does not remove the account)
  • This service is required to enable Division Administrator permissions for new Division Administrators within the enterprise brand of Qualtrics
  • Requires the approval of the Division Owner

Support

• For support related to your Qualtrics individual account:
  • Please contact your Division Admin for assistance
• For support related to using Qualtrics:
  • Access the Qualtrics Customer Support Hub: Through the hub, customers have access to 24/7 support via phone, email and chat
    • For enterprise brand users: Follow the embedded link above, select the option to “Log Into Your Hub”. Then select the option to “Sign in with SSO” and enter “gmu” when asked for your organizational ID (you may need to log out of your Qualtrics account for this step to work)
    • For external brand users: Access may vary per brand. It is recommended to contact your Brand Admin for guidance on contacting Qualtrics Support
  • Qualtrics Support Documentation: Qualtrics keeps online documentation up to date with step-by-step instructions on everything from getting started to more complicated features

Training

• Qualtrics Community: Join discussions and network with other Qualtrics users on how to get things done in the platform, how to use custom code, and other creative solutions

• Training Webinars: Qualtrics hosts a variety of training webinars for users to learn different areas of the Qualtrics platform

• Qualtrics Resource Library: Access to a hub of webinars, case studies, e-books, and other resources for Qualtrics users organized by industry
• Qualtrics Certification: Master the Qualtrics platform to effectively collect, analyze, and act on the data

Policy

The Qualtrics survey tool is available for use by Mason faculty, staff, and students in support of the university's educational mission and organizational goals. By using Qualtrics you are agreeing to adhere to the Terms of Use provided below.

Qualtrics Terms of Use

The Qualtrics survey tool is available for use by Mason faculty, staff, and students to support the university's educational mission and organizational goals. By using Qualtrics, you are agreeing to adhere to the following:

• No Protected data including Highly Sensitive and Restricted data
  University policies prohibit the use of protected data including Highly Sensitive and Restricted Data. For definitions of Highly Sensitive Data and Restricted Data, please see the Data Stewardship webpage.

• Human Subject Research Must be Approved by an IRB
  In accordance with federal regulations and Mason university policies, all research involving human subjects must be reviewed and approved by an Institutional Review Board (IRB) prior to any research intervention with a participant. Please visit the website of the Office of the Vice Provost for Research for more information. You are responsible for ensuring compliance with federal regulations and Mason research policies.
• Protecting Privacy
  All surveys must protect the privacy and confidentiality of student, employee, and other institutional information, as required by FERPA (privacy of student information), appropriate state laws, and Mason policies. Although a closed group of participants may complete Qualtrics surveys without the individuals explicitly having to identify themselves, the Qualtrics software stores identifying information in its databases. Consequently, Qualtrics cannot be used with absolute guarantees of anonymity for your participants.
• Embargoed Countries
  The use of this product by anyone while physically in an embargoed country is forbidden. A student from an embargoed country may still use the software if they are not physically in that country.
• Compliance with Other Laws and Policies
  Surveys must comply with all other applicable university policies and state and federal laws, including the federal laws for copyright and privacy.
• Use is restricted to academic research purposes. Services may only be used by students, staff, or faculty of George Mason University. Commercial use of the services is prohibited and includes, without limitation, the use of the services on behalf of other institutions or entities for compensation.
• Unsolicited mass communication may not be delivered in conjunction with the survey service.
• Survey participants should be informed that their survey data will be stored on a third-party server and that, while the third party has agreed to keep the data confidential, Mason does not control the security of that server.

The Office of the University CIO reserves the right to change, at any time and at its sole discretion, this survey service and these Terms of Use. Notification of changes will be published on the Qualtrics service page.

I understand that the Mason Qualtrics survey tool may not be used to store or process HSD as defined by Highly Sensitive Data. I understand that all uses of the Mason Qualtrics tool for human subject research must be approved by IRB and that I should consult with the Office of Research Computing for more information.

Failure to comply with the described data protection requirements and university policy may result in disciplinary action up to and including termination of employment. Students may be subject to disciplinary action defined by the university's Code of Student Conduct.

Disclaimer

The surveys created, or the responses supplied using the survey service do not in any way constitute official Mason content. The views and opinions expressed are strictly those of the survey’s authors. The contents of the surveys and responses have not been reviewed or approved by George Mason.