NOTICE: On September 3, 2024, Qualtrics authentication was changed from Shibboleth to “Azure ID” for the university effectively enabling Single Sign-on (SSO). However, for survey owners/authors, when the current SSO connection is turned off (Shibboleth) then the SSO authenticator in the survey will stop working and pulling in user attributes from the SSO connection. It will also not update to the new connection automatically. Users will need to go in and manually change the connection and republish their surveys in order to bring in the attributes from the new SSO connection (Azure ID). |
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How long a period of time should Qualtrics take to respond to emailed requests for help?
There is no specific service level agreement for response time. However, between 1 and 2 business days is typical. Any longer and you are encouraged to reach out again. It is recommended to use the "Chat" feature from withing the application for the fastest response. This may be access from your survey by clicking on the "?" in the top right corner.
Is there a limit to the number of emails I can send in Qualtrics?
Qualtrics – Email Limits
At the start of 2025 Qualtrics has set and enforced new limits to the number of weekly emails a user may send out. This was put in place as a means to help reduce nefarious activities from accounts that have been hacked.
Academic brands have a default weekly limit of 300,000 emails across all users in the brand. Individual academic users have a default limit of 500 emails per week. A Brand Administrator can adjust your personal weekly email limit by editing your “Allowed Outgoing Emails/Week”
Email limit increases are considered on a case-by-case basis. You will need to contact your local Qualtrics Administrator with the following information:
· The email limit being requested.
· A description of the project(s).
· A general description of who is being surveyed (student body, small business owners in Iowa, purchased panel, etc.).
· How long the limit needs to be in place (one time or multiple times per year).
IRB approved studies require no additional approvals. All other requests must include approval by a dean or department head.
To request an email limit increase please email qualtrics@ot.syr.edu
I can't find anywhere in the Help pages that indicates whether there is an optimal or upper limit on the number of addresses that can be in a panel that is used by the onboard emailer.
While there is no hard limit on panel sizes, we recommend that Panels are no larger than 10,000 panel members. Further, it is a good idea to keep a panel size below 16MB in size to prevent potential issues.
May a "Division/Department Administrator create groups to include specific members from other divisions?
A Division Administrator may create and manage groups for members of their Division. The Brand Administrator will need to be involved to add all users that may fall outside your division.
Does our license allow us to invite a non SU researcher(s) to participate in designing a survey with an SU researcher?
Yes this is indeed something you can do within our license. This is called “Collaborating Outside your Organization and With New Users” Instructions are here: qualtrics.com/university/researchsuite/basic-building/getting-started/collaboration/ .
What additional modules are available with the SU instance of Qualtrics?
API access. Gives you the ability to link Qualtrics to other databases to push and pull information. Qualtrics Help Page.
File upload question type: Allows respondents to upload files while in a survey. Qualtrics Help Page.
These modules are activated at the user level. If you need access to one or both of these modules please send an email with your request to qualtrics@ot.syr.edu.
Is there an “offline module” allowing people doing the survey in remote locations where online connectivity won’t be feasible. This option apparently lets them download the survey locally, complete it in the woods or wherever, then come back and upload the results back to the server.?
Yes this is an add on feature at an additional cost to the university or department. Please contact your IT support director to inquire further.
Other add on features are also available at additional cost, including:
SalesForce integration, a specific custom API that is built for SalesForce.
Table of Contents: Feature that shows respondents the overall contents in the survey by topic.
I, or my office, needs access to or change ownership of Qualtrics survey(s) created by another employee, staff, student or faculty member. This person may have changed departments or left the university. What do I do?
Qualtrics data is associated with an individual account and is treated as intellectual property. We would need explicit written permission from the current owner naming the specific survey(s) to be moved/ownership changed and the intended new owner in order to transfer the survey. The message needs to come from the @syr.edu address associated with the current owner and may be sent to qualtrics@ot.syr.edu.
Best practice, include a review of Qualtrics assets as part of the exit procedure for anyone leaving a department or the university.
I am leaving the university and wish to take my Qualtrics data assets with me. What do I do.
There are two options:
Within the Qualtrics application there are options for exporting your data assets.
Everything may be moved from the university's instance of Qualtrics to another Qualtrics account belonging to the user. For example a faculty member transfers to another university with a Qualtrics instance or a staff member takes a job with an organization using Qualtrics. This transfer must be managed with the help of a Qualtrics support technician. Begin your request by emailing qualtrics@ot.syr.edu with details of the transfer.
I am a Retiring Staff or soon to be former faculty member. How long will I retain access to Qualtrics?
Access to Qualtrics will become unavailable as soon as your affiliation changes to something other than "Faculty/Staff Active". Please review the "Affiliation Details" for "Faculty/Staff Inactive and Staff Retired and ESF Employee Inactive and Retired " on this Answers Page.
Retiring faculty will continue to retain access.
I am a student graduating or leaving the university. How long will I retain access to Qualtrics?
Access to Qualtrics will become unavailable as soon as your affiliation changes to something other than "Student-Active". Please review the "Affiliation Details" for "Alumni and Student Inactive " on this Answers Page.
How do I add authentication to an SU focused Qualtrics Survey
Please refer to this Answers Help Page