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Access and Permissions

1. We will not give access Access to Qualtrics until will be given after single sign-on (SSO) is implemented, so that users can use . This enables users to login with their university ID and password.
2. There are currently some Admin and IS&T personnel that have been creating and sending surveys from Qualtrics that ; they will continue to have access to do so.
3. A handful of people that would like to start creating and sending surveys will get limited access, with training from IS&T: Each team should have one or two designated staff members to have access to create and send surveys. Training with IS&T may be necessary depending on current experience with Qualtrics. These training sessions will include:
   1. Creating Surveys
   2. Creating Contact Lists
   3. Sending Surveys with approval by Approval from Marketing
   4. Viewing and Downloading survey resultsSurvey Results

Permissions Flow:

Survey Approvals

The majority of surveys Surveys, with a few exceptions, will need approval from Marketing before they can be sent.  Marketing will have the opportunity to review the survey, the contact list, and the email being sent in order to:

1. Verify consistency of survey to with CECE values and mission
2. Provide and add Marketing material to be used on the Thank You page of the survey
3. Provide branding and themes to use in the survey and email

Training

IS&T will walk through the process of creating a survey for first-time users to ascertain the need and permissions that user will have.

The following trainings are available and suggested for the basics:

https://basecamp.qualtrics.com/series/learn-to-use-qualtrics-customer-experience/cx-configuring-your-project  - creating a survey

https://basecamp.qualtrics.com/series/learn-to-use-qualtrics-customer-experience/cx-finalizing-your-project - finalizing a survey

https://basecamp.qualtrics.com/series/learn-to-use-qualtrics-customer-experience/cx-collecting-feedback - collecting feedback

IS&T will walk through creating first survey with user to ascertain the need and permissions the user will have.

Themes and Branding

Marketing will create and maintain survey themes and branding in Qualtrics. 

Some training can be found at https://basecamp.qualtrics.com/series/learn-to-use-qualtrics-customer-experience/cx-finalizing-your-project

These will be stored in the library feature in Qualtrics for users to check out. 

Data Availability & Sharing Survey Info

Creating Contact Lists

User will have access to create a contact list. 

If the user would like a contact list containing individuals with certain criteria from systems such as PeopleSoft or Salesforce, the user will need to work with IS&T.

Examples of this:

• Select students that are in a proed class that end on a certain date.
• Select students that are enrolled in a class that starts on a certain date.

Connecting Student Data

For To create a customized survey , embedding embedded with specific information into the survey based on certain criteria, the user will need to work with IS&T.

Examples of this: 

• Include student's name, class attended, and/or instructor name on the survey.
• Send surveys automatically based on certain events, such as class end date.

Connecting to Other Systems

For reporting or triggering survey based on specific events, the user will need to work with IS&T.

Examples of this:

• Send surveys automatically based on an event and information in Salesforce, such as class end date.
• View survey feedback in a formatted report in Tableau.