Qualtrics Basics

Qualtrics is the official Rowan University survey tool. You may use Qualtrics to create, edit and distribute surveys, as well as analyze the collected data. Qualtrics is supported by modern web browsers. It’s recommended that you use the latest versions. Log in to Qualtrics at https://rowan.qualtrics.com.

Note: The faculty and staff license allows unlimited surveys. The student license allows two active surveys. 

For step by step instructions on using Qualtrics see Learn the XM Platform.

Create a Qualtrics Account

To create a Qualtrics account, navigate to https://rowan.qualtrics.com in a web browser. (Do not sign up for a free account at Qualtrics.com.)

Log in with your Rowan NetID. 

You will be prompted to select from two options:

• If you do not have an account, select I don’t have a Qualtrics account
• If you previously created an account, select I already have a Qualtrics account

To set up a new account, you will be prompted to enter your Rowan email, first and last name and student status and graduation date. Then, read and accept the Terms of Service statement from Qualtrics.

You will then be logged in to Qualtrics to begin building your survey.

Projects

From the menu at the top left of the pages, select the drop-down and then Projects. The Projects page gives a list of all surveys you created or are collaborating on and links to the other functions in Qualtrics. This page gives you a quick look at all your projects, statuses, responses and a 12-day trend. The drop-down three dot ellipses on the right of each project gives you more options, such as Activate, Edit and Preview Survey. Organize your surveys in folders and subfolders.

For projects that are already created, you can collaborate with others.  

1. The owner of the project selects the three dots next to the name of the project
2. Select Collaborate from the drop down list
3. Search for a person to share the survey with by typing their Rowan NetID#rowan (for instance hegel#rowan) in the search box. If they do not show up, they may not have created a Qualtrics account yet.  Ask them to create a Qualtrics account (by logging into rowan.qualtrics.com) and then try to collaborate with them again. 
4. Choose the type of privileges the person should have (editing etc.)
5. Save. 

Select the blue Create Project on the right top of the Projects page to build a new survey. Select From scratch or one of the templates provided. Select Get Started at the bottom right. 

Name your project and select the folder to store it in. 

Select Created project. 

For more information about Projects, see Project Basic Overview.

Edit Survey

After creating a survey, you will be put into the Edit Survey tab, where you will create all of the questions and other elements of your survey.

• Select Create a New Question and the drop-down menu will display many types of questions you can create, such as Multiple Choice, Matrix and Text Entry.

 For more information about building a survey, please see Survey Basic Overview.

Preview Survey

To preview the survey, and test your logic, click on Preview Survey at the top of the page. The preview shows both how it will look in a browser and on a mobile device.

Distribute Survey

From the left side drop-down menu, select Contacts to create a mailing list. Click on the button labeled Create Contact List, enter a Panel Name, and click on Create.

• Import From a File: You can import a list from a csv file.
• Add Manually: You can manually type in your contacts.
• Import from a Survey: Import information from a previous survey.

Select the Distributions tab. You can distribute your survey using any of the following methods:

• Email with a unique link sent through Qualtrics. This allows you to track respondents.
• A single reusable link, sent either through Qualtrics email or your own email.
• Post a single reusable link on a website or social media. This allows you to reach a wider audience, but you cannot track individual respondents.

NOTE:  Student Directed Mailing Lists should not be used to send Qualtrics surveys.  If you need a list of students, complete the ASA Request Form.

Email Limits

Distributing a survey via Qualtrics from survey@rowan.edu

Faculty and Staff have unlimited surveys, and are limited to 25,000 outgoing emails in Qualtrics. 

Students can have 2 active surveys and are limited to 1500 responses to a survey and 500 outgoing emails. 

If a student needs to increase their quota, submit a request to support@rowan.edu. Please indicate if you are a graduate or undergraduate student.  

For a distribution of 25,000 or over, Qualtrics will need to increase the quota. Submit a request to support@rowan.edu with the following information:

• Indicate in the support ticket that the survey will be sent via Qualtrics
• The limit requested (total number of emails needed - keep in mind any reminders or thank you emails)
• The date range that the limit needs to be increased
• How long the limit needs to be in place (one time or multiple times per year). 
• The link to the survey
• A description of the project(s)
• A general description of who is being surveyed (student body, small business owners in Iowa, purchased panel, etc.)

Important Note:

Sending surveys via Qualtrics with emails other than survey@rowan.edu are subject to Rowan University email limit which is currently 500 in a 24 hour period.

Sending surveys with an anonymous link via Rowan Exchange is subject to Rowan email limit which is currently 500 in a 24 hour period.

If a Rowan email limit needs to be increased, please request this at support@rowan.edu Include your IRB approval if applicable, and date range. 

Data & Analysis

• From the Data & Analysis tab, select Data (top menu).
• To see each individual response, click on the drop-down in the ellipses located to the right side of each response. 

Under the Actions drop-down, there are several choices: 

• View Response
• Delete Response
• Retake Response
• Retake as New Response
• Export to PDF

Click on the Export/Import drop-down on the top right side. Select Export Data to view the various export options. 

For more information about distributing a survey see Distributions Basic Overview.

Reports

For information on viewing reports see Results vs. Reports

 Support from Qualtrics

Qualtrics users seeking phone support will be required to login to their Support Portal in order to connect with Qualtrics Support.

Select the question mark at the top of the screen.

Select Rowan University.

Select your request and complete the information needed. 

Helpful Resources

• Learning Design Research with Andy Schwanbeck and Peni Acayo: 
• Survey Basics, Qualtrics