1. Before You Start
2. Getting Started
3. Obtaining IRB Approval for Research
4. Planning for Institutional/Administrative Surveys
5. Learning Qualtrics
6. Additional Support
7. Special Considerations

Qualtrics is a web-based data collection tool that can be used to conduct surveys, analyze responses, and other data research activities. As of fall 2018, UCSB has completed the purchase of a campus-wide Qualtrics license for research and educational use that covers all UCSB faculty, staff, students, lecturers, and career researchers.

If you are planning to pursue primary data collection using a survey or conduct an experiment online, please read through the materials below. It is the responsibility of those conducting the projects ensure federal, state, and university policies and regulations, including but not limited to FERPA are met for all research and surveys. Please refer to the UCSB Policies and Procedures and the Information Security websites for more details. The Qualtrics Security Statement and Privacy Statement are available online.

1. BEFORE YOU START

Qualtrics is restricted to university-related work by faculty, staff, students, lecturers, and career researchers. UCSB Qualtrics accounts may not be used on behalf of outside, for-profit organizations, or for personal use not related to the university.

By activating or using your UCSB Qualtrics accounts, you are certifying in your capacity in the role of faculty, staff, student, lecturer, or career researcher that you will obtain the necessary institutional approvals (e.g., IRB approval), if required, prior to commencing any research involving human research participants. If you are unsure whether your project constitutes as human subjects research or to request documentation that your project does not constitute as human subjects research, please visit the Human Subjects website for more information.

2. GETTING STARTED

• Existing Account Holders
  If you have an existing Qualtrics account, there are no changes to your access. Continue using your account with the login methods you have always used.

• New Users
  If you are a new user, submit a Qualtrics account request online. Once a new account is created and you receive an email notification, and you may access Qualtrics by logging in to: https://ucsb.qualtrics.com with your UCSBNetID and password through UCSB Single Sign-on (SSO). If you have trouble signing in to your new account, please contact: qualtrics@bap.ucsb.edu.

3. OBTAINING IRB APPROVAL FOR RESEARCH

Before data collection, your research proposal must be reviewed and approved or determined exempt by the UCSB Human Subjects Committee which serves as the Institutional Review Board (IRB). The IRB is responsible for monitoring all research conducted by UCSB researchers (e.g., faculty, students, staff) that involves human subjects.

For more information or to submit a proposal, please visit the Office of Research Human Subjects and the Application for the Use of Human Subjects (ORahs) webpages.

4. PLANNING FOR INSTITUTIONAL / ADMINISTRATIVE SURVEYS

The Office of Institutional Research, Planning & Assessment (IRPA) is the Brand Administrator for institutional/administrative Qualtrics use at UCSB. The Brand Administrator is available for consultation when planning surveys for administrative departments or institutional assessment purposes.

For more information, please contact IRPA by email: qualtrics@bap.ucsb.edu.

5. LEARNING QUALTRICS

Support for Qualtrics is provided by the vendor. Comprehensive tutorials and webinars are available online. Qualtrics Support is also available by phone: 1-800-340-9194 or by email: support@qualtrics.com.

Basic features include:

• Survey Build and Design Capabilities
• Data Collection, Analysis, and Management
• Real-time Reporting
• Supports images, videos, and rich media

Additional features include:

• API Access
• File upload
• Offline Mobile App
• Screen-Out Reporting
• Tableau Integration

6. Additional Support

Basic information about using Qualtrics as an online data collection tool is available on the Qualtrics-ITGwiki webpage developed by the Gevirtz Graduate School of Education.

For general consultation on the UCSB campus, please contact one of the Centers of Excellence in your area:

7. Special Considerations

The Qualtrics tool has been assessed and approved for P1-P3 applications only. Consult ITS Information Security for Protection Level 4 use cases.