Qualtrics can be used to request all kinds of personal data (including special personal data) (both Dutch). To make this possible, the UU has drawn up a number of privacy and conduct rules. Sometimes these follow from ethical or faculty committees. The UU requires that you comply with them.

Rules that affect Qualtrics (and all survey tools in general) include:

• Do not collect more personal data than is strictly necessary for your research.
• In the case of special personal data, your survey must contain an explicit consent statement (see the Guide handling personal data) (Dutch). Ask for permission to process the personal data made available for the intended purpose.
• Carry out a DPIA (Data protection impact assessment, sometimes referred to as PIA) if necessary (for more information and the names of faculty contact persons, see Privacy at the UU).
• Do not store or distribute unnecessary copies of the survey data.
• Pseudonymise the survey data or even better, anonymise it if possible.
• Keep the (secure) translation table and the pseudonymised data separate.
• Always use a transparent declaration of consent in clear language in which the purpose of the study is fully and clearly described.
• Check whether the information you want to obtain is already available within the UU, or whether it can be obtained from another organisation.
• Do not send copies of the survey data or personal data automatically by email to the respondent, this is very risky.
• Once the survey is complete, keep the consent statement separate from the survey data.
• When the survey is complete, remove all data from Qualtrics. Store completed survey data and analysis results in a secure environment (see Tools for storing and managing data).

Research Data Management Support (RDM support) can help with questions about, for example, an informed consent form, the safe storage of personal data and the security of a translation table.

Did you use Qualtrics (already) via USBO or FSW? Then your data was transferred to the UU-wide Qualtrics in the week of 11-15 November 2019. You should have received a message about this. Once you login on survey.uu.nl Qualtrics will ask  you if you had a former account on Qualtrics. If you give the right credentials of your former account, the surveys, the survey responses and the distribution links will transfer to your new account.

Log in with:

• Your Solis-id (or UU email address) and Solis-password
• and two-factor authentication* (click to explain how to set it up if you haven’t done this before).

Log in to: https://survey.uu.nl

* Two-factor authentication is (or will be) required when data in a system is classified as sensitive. Because Qualtrics may contain personal data, the UU considers it important to further ensure the security of this system by means of two-factor authentication.

Want to get started?

• Go to https://basecamp.qualtrics.com, the online learning platform where you have access to learning instructions on how to use Qualtrics.
• Ask questions to the Qualtrics community (platform of all qualtrics users).
• When logging in choose “Sign in with SSO”, when asked “Enter your company’s Organization ID” fill in “utrechtuniversity”.
• Periodically, the ITS academy gives a Qualtrics training course. Consult the UU development guide for dates and times.

UU has the Qualtrics Research Core license and the following additional non standard Qualtrics-modules:

• Offline Surveys app (watch the instructional video). Qualtrics Offline Surveys is a downloadable application available for iOS and Android that allows you to administer surveys on your mobile device without an internet connection. Responses can be collected in the field on your mobile device and then uploaded back into Qualtrics as soon as you have an internet connection. This app is available for iPad, iPhone, and Android tablets and smartphones.
• Signature question type. The Signature question type presents survey participants with an entry box where they can draw their signature. On a desktop, they can use their mouse, and on a mobile device they can use their finger.
• File Upload question type. The File Upload question type allows respondents to upload a file along with their survey response. Using File Upload, you can collect data that may not be available through standard survey questions.
• API integration. The Qualtrics API can be used to automate repetitive processes inside of Qualtrics or to pass information in and out of Qualtrics. For example, a user can automate contact list creation rather than manually compile and import contact lists. Qualtrics has various API Solution Guides that can help you determine how best to use API for your needs.

Need help?

• Use the online documentation at https://www.qualtrics.com/support
• If you have any questions about the use of Qualtrics, or if you encounter any errors, please contact the Qualtrics helpdesk. This can be done 24 hours a day, 7 days a week, by email, chat and telephone. Go to www.qualtrics.com/support-center, choose “Sign in with SSO”, in the question “Enter your company’s Organization ID” fill in “utrechtuniversity”.
• If you can’t log in, or if sending emails from Qualtrics doesn’t work, please contact the IT Service Desk of Utrecht University.
• For questions about, for example, an informed consent form, the safe storage of personal data and the security of a translation table, please contact Research Data Management Support (RDM Support).

Qualtrics data is stored in Europe, and Qualtrics conforms to several important international standards for continuity and privacy. The UU has signed a Data Processing Addendum with Qualtrics in which this is stated. Some researchers might need a declaration from Qualtrics stating this explicitly. If you need one, you can download a GDPR specific contract from the Qualtrics General Data Protection Regulation (GDPR) webpage.

The use and experiences of Qualtrics will be evaluated together with the faculties after about six months (early 2020). On the basis of this evaluation, it will be decided whether Qualtrics will remain permanently available for all UU employees and students.

Some reading tips:

• Qualtrics tips and tricks, Lisa M. PytlikZillig, Nebraska university.
• Qualtrics Survey System Reference Guide, Queens university.
• Basic Marketing Research, Building Your Survey by Scott M. Smith and Gerald S. Albaum.
• Iterative Design of a Survey Question: A Case Study, Feifei Liu.