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Office of Research and Scholarly Activity: Qualtrics has arrived!

June 8, 2021
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Office of Research and Schloary Activity: Qualtrics has arrived!

I am happy to announce that RVU has purchased an institutional license for Qualtrics survey software for research.  In order to access Qualtrics when you are ready to perform a survey, you will need to request an account through iNet (under forms for either faculty/staff or students).  On the form, you will be asked for a brief description of your project as well as the IRB approval of your survey (if necessary).  Once the form is submitted, please allow for 2 days to receive your login information.  Information about how to convert a Survey Monkey survey to Qualtrics is attached for your information.  The Qualtrics site also has some excellent tutorials for your benefit.  Finally, the Qualtrics team will be doing a short training for RVU this summer (the time is still to be determined).

Amanda Brooks, PhD
Director of Research and Scholarly Activity

Transitioning to Qualtrics

(https://confluence.unwsp.edu/display/IKB/Transitioning+to+Qualtrics)

The transition from Survey Monkey to Qualtrics will involve exporting surveys and data from Survey Monkey, which can subsequently be imported into Qualtrics.  The other aspect of the transition is to transfer currently running surveys and data from paid Survey Monkey subscriptions to another Survey Monkey account.  Both of these tasks are described below.  Instructions are also included to import survey questions from a Txt or Doc file into Qualtrics as well.

  1. To export data and or questions from a past survey, complete the following steps:
    1. To export data out of Survey Monkey paid subscription*:
    2. Go to the "Analyze Results" section of your survey
    3. Click "Export All" at the top of the page
    4. Select an export type: All Summary Data or All Responses Data
    5. Choose an export format, select your export options, then click Export

* Note: The file must be saved in a CSV, TSV, or TXT format in order to be imported into Qualtrics

  1. Under EXPORTS in the left sidebar, click the export to download the file to your computer. (Exports are stored for 14 days.)
  2. For more detailed instructions, visit this page.
    *Unfortunately, free Survey Monkey subscriptions do not offer an export feature.
  1. To export survey data out of Office 365:
  2. Click "Open in Excel" under the "Responses" tab to capture a snapshot of your response data

*Note: The file must be saved in a CSV, TSV, or TXT format in order to be imported into Qualtrics

 

  1. To import your data and questions into Qualtrics:
    1. Navigate to the Data section on the Data & Analysis tab
    2. Click "Export & Import"
    3. Select "Import Data"
    4. Click "Browse" and select the file you wish to upload This can be in CSV, TSV, and TXT format

*Note: Your survey's format and your data file format must match exactly

  1. Click "Upload"
    1. In this window, you can check whether your fields are pulling in correctly and assign different values
  2. Click "Import Responses"
  3. For more detailed instructions on importing other survey tool results into Qualtrics, visit this page.
  1. Preparing or importing a Simple Format TXT or DOC File for Qualtrics:

Simple TXT formatting is appropriate for simple surveys that only have Multiple Choice and Matrix questions. For more options, see Preparing an Advanced Format TXT File below.

  1. To format questions in simple txt
  1. Begin each question with a number followed by a period (“.”).
  2. Place choices below the question text with a blank line between the question and the answer choices.
  3. Make a question multiple answer by adding “[[MultipleAnswer]]” on the line just below the question text.
  4. Designate a Matrix question by separating statements and scale points into two groups with a space in between. The statements are the first group of choices while the scale points are the second group.
  5. Designate a new block by adding “[[Block]]”.
  6. Insert a page break by adding “[[PageBreak]]”.

EXAMPLE OF SIMPLE TXT FORMATTING:

Example – Simple Text File: Example.txt

Qtip: Having trouble importing your TXT file? Make sure it’s saved in the standard TXT Tab Delimited Text format. If the file is saved in UTF-16, it won’t upload properly.

A.  Importing a TXT or DOC Survey

Qtip: Importing a DOC file will always create a new survey in your account. TXT will add on to the existing survey you are importing into.

Attention: You cannot import the exported Word document into Qualtrics. You must prepare a DOC file that follows the simple or advanced TXT format.

  1. Navigate to the Survey tab and click Tools.

2. Select Import/Export.
3. Choose Import survey.
4. Click Choose File and browse your device for the correct TXT or DOC file.

5. Click Import. You may need to refresh your accountbefore you see the import in the survey editor.

 

2. Transferring an active survey monkey survey to another paid account

There will be a few transitional accounts still active until the first quarter of 2022

To transfer your survey to one of these active accounts, please contact the administrative assistant for the specific department and let them know that you need to transfer a survey to their account then take the following steps:

  1. Please be aware that the transferred survey will be immediately removed from your account but it may take a few minutes for it to appear in the new account so make sure that you down load your survey and all of the current responses.
  2. For a single survey:
    1. Go to the My Surveys page in your account.
    2. Click the More icon. to the right of the survey you'd like to transfer.
    3. Choose Transfer survey.
    4. Enter the username and email address for the account you want to transfer to. If you're on a Team, choose either Transfer to someone on my team or Transfer to someone outside my team and enter the required info.
    5. Click Transfer.
    6. Note that open surveys will continue to collect responses while they are transferred to the new account.
      1. If you transfer a survey with respondent authentication to someone not currently on the survey team, then it will disable respondent authentication and the survey link will show a survey closed message.
    7. To transfer one or more surveys:
      1. Go to the My Surveys page in your account.
      2. Click the More icon. to the right of the survey you'd like to transfer.
      3. Choose Transfer survey.
      4. Enter the username and email address for the account you want to transfer to. If you're on a Team, choose either Transfer to someone on my team or Transfer to someone outside my team and enter the required info.
      5. Click Transfer.
    8. Please note the following limitation:
      1. You cannot transfer a survey that you don’t own (i.e., one that is shared with you)

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