Read this page; the Qualtrics account creation link is located at the bottom of this page.
Accounts on Western’s Qualtrics license are available to active faculty staff and students. Our Qualtrics license is a shared resource and requires cooperation from all users. The following five items are important in understanding your responsibilities as a user.
Research Involving Human Subjects
Research involving human subjects has special legal requirements. Western’s policies regarding human subjects research are available on the Office of Research and Sponsored Programs website.
All researchers using Western’s Qualtrics license for academic research must complete human subjects protection training and have either approval or exemption prior to conducting a survey.
Surveying the Western Community
Western’s Office of Survey Research conducts institutional surveys and maintains a calendar of surveys targeting members of the Western community. If you plan to survey more than 100 Western students, faculty or staff, please contact OSR to:
1. Coordinate timing on the survey calendar, and
2. Identify opportunities to use existing survey data or institutional surveys to address your research questions.
This coordination minimizes and more evenly distributes the survey load on campus.
Qualtrics Mailer Limits
The Qualtrics Mailer is used to send messages and track responses for a survey. To prevent spam, there are limits on the number of email messages allowed through the mailer. Limits can be raised temporarily or permanently depending on the needs of the user.
All users on Western’s license share a total of 10,000 email messages per week. Individual users are limited by their user type unless the user has worked with a brand administrator to raise that limit. Western faculty are an exception and are not limited beyond the license limit.
If you plan to use the Qualtrics Mailer for a survey, schedule your mailing in advance. If you exceed your limit, you will be notified when you schedule and you can work with a brand administrator to increase the limit.
Data Security, Storage and Intellectual Property Rights
Intellectual property rights for faculty academic research are owned by the faculty member. All other data within Western’s Qualtrics account – including information uploaded through panels, within a survey, and survey responses – are owned by Western.
Qualtrics User Types
New users are automatically assigned to one of three user types. Permissions can be adjusted based on the needs of the user. Faculty accounts are not limited beyond the limits of our license. Staff are limited to two active surveys and 250 emails sent from the mailer. Students are limited to one active survey and 100 emails sent from the mailer.
Contact your Qualtrics division administrator for permissions upgrades. Faculty members using Qualtrics in a class can obtain an upgrade code for an entire class by contacting OSR or Software Services.