Qualtrics - Online survey tool

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Research Support Qualtrics

Qualtrics – Online survey tool

The Qualtrics Research Suite is a user-friendly, feature-rich web-based survey tool which allows users to build, distribute, and analyse online surveys, collaborate in real-time, and export data in multiple formats.

Qualtrics is available to Maastricht University staff and current students and can be used for teaching, research and business purposes.

Before you get started

Read the UM Qualtrics guide with important information before you get started.

Make sure to request your personal Maastricht University account and do not create a trial account at the Qualtrics website. See get started.

Tool

Service specialist

Fieke Wauters

Fieke Wauters

Research Data Management Specialist
+31 (0)43 38  84728
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Page information

  • Tags: Qualtrics, Survey
  • Short link: https://umlib.nl/qualtrics
  • Updated: 23/08/19 by Ron Aardening

UM Qualtrics user guide

UM Qualtrics user guide

  1. Use the menu to browse or use Ctrl+F | Cmd+F to search the guide
  2. Read this guide and request a UM account before you start using Qualtrics
  3. Do not register an account or login at Qualtrics.com

1. About Qualtrics

The Qualtrics Research Suite is a user-friendly, feature-rich web-based survey tool which allows users to build, distribute, and analyse online surveys, collaborate in real-time, and export data in multiple formats.

Users can create over 100 different question types, use interactive questions to increase response rates or use embedded video, audio clips or graphics in seconds. View the full listing of features at Qualtrics.com .

Qualtrics is a worldwide leading survey tool, in terms of functionalities, security and privacy measures and is the only centrally supported survey tool at UM. Please do not use other tools to create questionnaires, because they might be less safe and not compliant to the privacy laws (GDPR).

When using Qualtrics, you will probably collect personal data.

It is important to check the information on personal data and GDPR before you use Qualtrics and start collecting personal data.

2. Who can use Qualtrics

Qualtrics is available to all Maastricht University staff and current students for UM teaching, research and business purposes.

To request a Qualtrics-account, contact your faculty or local administrator (see 6. Get started).

3. Responsible research: GDPR, personal data and sample size

When using Qualtrics, you will probably collect personal data.

Personal data means any information relating to an identified or identifiable individual (‘data subject’). An identifiable individual is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that individual.

Qualtrics offers the possibility to work GDPR-compliant .

Researchers, students and staff who collect personal data are obliged to protect the privacy of the survey respondents by thinking carefully about the survey design. Compliance to the GDPR is mandatory.

Maastricht University has concluded a data processing agreement with Qualtrics about processing low- and middle-risk class personal data .
It is also possible to process sensitive (high-risk) personal data when additional measures have been taken.

Sensitive personal data are data revealing:

  • Racial or ethnic origin
  • Political opinions
  • Religious or philosophical beliefs
  • Membership of trade unions
  • Genetic data
  • Biometric data for the purpose of uniquely identifying a natural person
  • Physical or mental health condition
  • Sexual life or orientation
  • Convictions, proceedings and criminal acts
  • National Identification Number (BSN in the Netherlands)

A procedure is established that facilitates the processing of sensitive personal data in current and new research with minimal risk. This procedure has been approved by the Data Protection Officer of our university.

Anonymisation or pseudonymisation of your survey is mandatory when processing sensitive personal data.

3.1 Pseudonymisation and anonymisation

To protect the privacy of survey respondents, it is mandatory to pseudonymise or anonymise sensitive personal data.

Pseudonymisation

In the GDPR, pseudonymisation is defined as “the processing of personal data in such a way that the data can no longer be attributed to a specific data subject without the use of additional information.” Any identifying information is replaced with a pseudonym. When pseudonymising a dataset, it is important to store the dataset and the additional information separately. Identifying information must be stored outside of Qualtrics, to diminish the privacy risk for data subjects.

Pseudonymisation is not the same as anonymisation. In contrast with anonymised data, pseudonymised data can still be linked with the identifiable data. So re-identification remains possible. Pseudonymised data are categorised as personal data and compliance with the GDPR is required.

Pseudonymisation is needed when respondent and response should still be coupled, e.g. for further research.

If you want to pseudonymise your data, please contact your local division administrator. He/she can assist you with pseudonymising your data processing to protect the privacy of your participants in Qualtrics.

Anonymisation

Anonymised data can no longer be identified. Any information that may result in the identification of a data subject must be irreversibly removed from the dataset. Irreversibly anonymised data is not categorised as personal data and compliance with the GDPR is no longer required.

Find information about anonymising responses and about the anonymous link in Qualtrics.

Be careful: if your survey contains personal questions that can lead to identifiable responses, the dataset is NOT anonymised (even if you made use of the anonymous link and anonymised the response).

Be aware that anonymisation of responses cannot be undone.

3.2 Sample size calculation

When starting a survey it is important to carefully consider the number of participants you will include in your study.

You should not include more participants than is required to get a representative of the target population.

Qualtrics offers an online sample size calculator which helps you determine your ideal survey sample size.

3.3 Further information

Use of Qualtrics Research Suite should be in accordance with the Acceptable Use Policy (AUP) of Maastricht University .

Find more information and legal obligations on processing (sensitive) personal data on the Research Data Management portal.

4. GDPR-procedures

4.1 New studies

4.1.1. Research without sensitive personal data

When you want to start a new survey without sensitive personal data, you can use Qualtrics and you do not need to take steps.

Download and delete all data of the study immediately from Qualtrics when you have finished the survey.

4.1.2. Research with sensitive personal data, in a single measurement

When you collect sensitive personal data, you are allowed to use Qualtrics if the following measures have been taken:

  • Approach your respondents via an anonymous link
  • Questions and documents in your survey do not include any (combination of) data which could identify your participants. E.g., if you ask for sexual preference, you cannot ask for the participant’s email address as well.

Download and delete all data of the study immediately from Qualtrics when you have finished the survey.

4.1.3. Research with senisitve personal data, using multiple measurements

When you gather sensitive personal data in your surveys and also require participant contact details to send notifications for subsequent measurements, you’ll need to use pseudonymisation. This means that in Qualtrics only a unique identifier for a participant can be stored, but the key to the actual contact details has to be stored separately.

Please contact your local division administrator. He/she can assist you with pseudonymising your data processing to protect the privacy of your participants in Qualtrics. Also, questions and documents in your survey should not include any (combination of) data which could identify your participants. E.g., if you ask for sexual preference, you cannot ask for the participant’s email address as well.

Download and delete all data of the study immediately from Qualtrics when you have finished the survey.

4.2. Current studies including questions about Sensitive Personal Data

You need to close your survey as soon as possible if you are currently not anonymising or pseudonymising all sensitive personal data.

Report to your local division administrator that you or your students are currently using Qualtrics to collect sensitive personal data. Specify the name of your study and the expected end date of data collection.

The moment your data collection is completed, download your data and delete the data from Qualtrics.

4.3. Completed studies that include Sensitive Personal Data

Download and then delete all data of the study immediately from Qualtrics.

4.4 File upload

New in Qualtrics is the File Upload.

The file upload question type allows respondents to upload a file along with their survey response. Using this functionality, you can collect data that may not be available through standard survey questions. Please be aware that you are not allowed to upload sensitive personal data if (a combination of) this data could identify your participants.

For more information, contact your local division administrator.

5. Export and deletion of survey data

Do not use Qualtrics to store your research data.

Export and remove data from Qualtrics to secure storage, the moment research is completed. Information about available storage infrastructures at Maastricht University can be found on the Research Data Management portal.

Specifically, what you need to do:

  1. Log in at Qualtrics
  2. Export your completed surveys
    Go to Survey → Tools → Export → Export Survey.
    This will download a QSF file with the empty survey, so you can re-use it later in the new research. This file does not contain any research data from respondents.
  3. Export research data from respondents
    Go to Data & Analysis → Export & Import → Export data, and choose the format you would like to store the data in (e.g. SPSS format)
    More info about data export at Qualtrics.com
  4. Verify (in e.g. SPSS) that your data has indeed been successfully stored
  5. Safe the QSF file from (2) and your data file from (3) in UM servers for research data
  6. Remove the survey from Qualtrics
    In the main menu at the right-hand side after the project name at Actions → Delete Project
    More information about deleting your data at Qualtrics.com
  7. Repeat step 2 through 6 for all finished surveys.

 

If you have any questions, or if you are running into any issues, please contact your local administrator.

6. Get started 

To request a Qualtrics-account, contact your local administrator.

The local administrator of your UM department or faculty will give you all the information you need to get an account that enables you to create questionnaires.

Please don’t make an account on Qualtrics.com!

If you have your UM Qualtrics account, always log in via this UM Qualtrics address: maastrichtuniversity.qualtrics.com

When using Qualtrics, you will probably collect personal data.

It is important to check the information on personal data and GDPR before you use Qualtrics and start collecting personal data.

7. Learn more 

8. Help and support 

When you have a specific question, first check the Qualtrics support site . The terminology on the Qualtrics website sometimes refers to market research. However, this does not mean that the tool is not suitable for online surveys and other types of research.

If you did not find the answer there, then contact Qualtrics Support Center .

Still, have a question, or want to register a new account contact your local UM administrator from the list below:

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