Qualtrics F.A.Q.s | Webster University

Frequently Asked Questions

What is Qualtrics?

Qualtrics is a web-based survey tool available to support research, teaching, and administration at Webster University. Qualtrics allows users to to create survey instruments, administer surveys, store data, and conduct analysis.

Why did the University purchase a license with Qualtrics?

  • Lower overall cost to the University
  • Improved University Support
  • Additional Functionality

Webster is currently paying licensing fees for multiple survey tools being used by employees all across the University's global campus network. A single service provider not only creates better economies of scale, but also allows for more efficient administration of University support. The Qualtrics system is considered highly sophisticated and contains more functionality than other providers, yet is also user-friendly and easily accessible. All users worldwide will have integrated access through Connections. As the University's single survey service provider, Qualtrics' website (accessible through Connections) provides all survey development tools, e-mail delivery capabilities, online analysis tools, online survey libraries, tutorials, and help facilities.

What can Qualtrics do?

The primary features of Qualtrics include a custom survey design wizard; survey distribution options; results export to Excel, PDF, SPSS, Power Point; and anonymous surveys. Qualtrics supports survey-based experiments and features a block and question randomizer tool for experimental trials.

How do I access Qualtrics or get an account?

All Webster University faculty, staff and students automatically have a Qualtrics account when they log in through Connections. Once users are in the Connections portal and they click the ‘My Connections' tab, they will see the ‘Qualtrics' link, which will redirect them to the Qualtrics system. When users log in for the first time, Qualtrics will prompt them with a dialog box. Users should select “I don't have a Qualtrics account.”

Faculty and Staff will have immediate access to the full functionality of the Qualtrics system. Students must have a faculty or staff sponsor before receiving access to the full functionality of the system. Once students have a sponsor, they can contact the appropriate Division Administrator to request access to the full functionality of the Qualtrics system.

When I tried to login to Qualtrics initially, the system asked me if I already had an account. Which option should I choose?

Users who are logging in for the first time should select “I don't have a Qualtrics account.” Users who have or had a Qualtrics account with another institution should also select “I don't have a Qualtrics account.” Qualtrics accounts across institutions will remain separate. A small percentage of user accounts were established during the pilot implementation of Qualtrics, and those users will not be prompted during their initial login.

I am a student. What does it mean that I need to have a faculty or staff sponsor?

A sponsor is a Webster employee who will provide general oversight of students using Qualtrics. For students doing research as part of a course, their faculty member would be the sponsor. For students doing research on behalf of a student organization or other Webster-affiliated project, their sponsor might be their organization's advisor, or simply one of the Student Affairs Division Administrators.

When I try to log in to Qualtrics, it says my account has been disabled. Why did this happen, and how can I have my account re-enabled?

An expiration date is placed on student user accounts as part of normal procedure when a student's user type is changed from Default to Standard. Once the expiration date passes, the account will become disabled. Accounts can be re-enabled by contacting the appropriate Division Administrator.

What is Webster University compliance for Qualtrics?

Use of Qualtrics is subject to the same Acceptable Use Policy as other Webster computing resources as set forth by the Office of Information Technology. Users must comply with all other applicable university policies, state and federal laws, including the federal copyright laws.

Please refer to the Webster's Qualtrics Guidelines and Procedures for more information.

How do I receive training to use Qualtrics?

Qualtrics provides substantial training online. Users can go to the Qualtrics site for in-depth tutorials. These training sessions are one hour or less and cover everything you need to know in order to start building, distributing and analyzing your surveys.

I plan to send a survey to a large number of Webster email addresses. Are there any restrictions I need to consider?

Surveys with more than 100 webster.edu recipients should be scheduled for distribution during Webster's non-business hours: 7:00 PM to 5:00 AM CT.

Users who plan to distribute surveys with more than 4,000 webster.edu recipients should notify the the IT Service Desk at least three business days before the planned distribution date. By notifying Service Desk, users can ensure their survey is not flagged as spam and does not overlap with other large surveys being administered to the Webster population at the same time

If I am a student, and I am conducting research as part of a class as well as on behalf of my student organization, do I need to contact two different Division Administrators?

Division Administrators are responsible for establishing the date on which your access to the full functionality of the system will expire. It is recommended that you communicate with your Division Administrator(s) about any research you are conducting so that your access to the system is not disabled prematurely.

Now that Webster has a Qualtrics license, will I still be able to use my SurveyMonkey (or other survey software) account?

Webster recently entered into a global contract with Qualtrics, Inc. Therefore, Qualtrics is the University's official survey tool and is available for use by all Webster faculty, staff and students worldwide. Per the Webster University Procurement Policy, the purchase of software including other survey software licenses (e.g. SurveyMonkey) is restricted to Information Technology.

I have several surveys in my SurveyMonkey account. Is there a way to migrate my surveys from SurveyMonkey to Qualtrics?

Users will need to re-create their SurveyMonkey surveys manually within the Qualtrics system. However, once those surveys are re-built, users can upload an Excel file of survey data into the Qualtrics system so that their data can be associated with the survey.

What if I have questions about Qualtrics?

If you have questions about how to use Qualtrics, you may contact Qualtrics support via phone at 800-340-9194 or by email at support@qualtrics.com. Qualtrics will respond to telephone calls or e-mail contacts based on the order they are received and relative importance as reasonably determined by Qualtrics. Phone or e-mail assistance from Qualtrics is available during their normal business hours, 7:00am - 7:00pm Mountain Time on weekdays (Monday - Friday), except holidays. Limited e-mail support is available after hours and weekends. Alternatively, you may find helpful Qualtrics' own set of FAQs.

If you are not able to login to Connections and thus cannot access Qualtrics, please contact Webster's IT Service Desk.

If you are at student and need to request access to additional functionality within the Qualtrics system, please contact the appropriate Division Administrator. Faculty and Staff have access to the full menu of Qualtrics functionality.