a guide to cofc’s electronic survey program

Introducing Qualtrics

A Guide to CofC’s Electronic Survey Program

Index • What is Qualtrics? • Creating a survey • Qualtrics’ online tutorials • My Surveys

– Accessing Your Surveys – Closing Your Surveys

• Creating Your Survey

Prepared by the Office for Institutional Effectiveness and Strategic Planning (oiep.cofc.edu)

Index, cont’d • Editing Your Survey

– Modifying Questions – Question Types – Creating Additional Questions – Survey Options – Survey Flow – Previewing

• Distributing Your Survey • Viewing Your Results

– Downloading Your Data • Qualtrics Library • Using a Panel to Distribute a Survey


What is Qualtrics?

• Qualtrics is an easy to use yet comprehensive electronic survey tool that allows for the statistical analysis of results.

• To access Qualtrics, one must obtain a username and password from The Office for Institutional Effectiveness ([email protected]).

• Once obtained, go to www.qualtrics.com to begin writing a survey.

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http://www.qualtrics.com/

Creating Your Survey There are several issues to consider before you even begin writing your

survey. What is the survey trying to ascertain? What is the population you are surveying? What will the sample size say about your results?

Below are a few reference sites to help you with these issues: • College of Charleston OIEP Tutorial on Survey Design http://oiep.cofc.edu/assessment/survey-design-rubric.php • Colorado State University Writing Guide for Survey Research http://writing.colostate.edu/guides/research/survey/index.cfm • Purdue University Online Writing Lab: Surveying http://owl.english.purdue.edu/owl/resource/559/05/


http://oiep.cofc.edu/assessment/survey-design-rubric.php

http://writing.colostate.edu/guides/research/survey/index.cfm

http://owl.english.purdue.edu/owl/resource/559/05/

Qualtrics References To access any of the reference programs in Qualtrics, click the yellow ‘Get Help’ button in the upper left corner of the screen: Qualtrics offers many online tutorial programs, including: • A 5-step inclusive tutorial • Online training sessions • A database of videos and

articles from Qualtrics users • Online technical support


My Surveys • Under the ‘My Surveys’ tab you can view/access your surveys,

as well as create and email surveys.


My Surveys: Accessing Your Surveys If you have multiple surveys, use the My

Surveys tab to sort through them. On the right of each survey is a tasks menu that links to editing the survey, viewing results and more.

You can also create folders to organize your surveys in to logical groupings.


My Surveys: Closing Your Survey

When you are finished collecting results, be sure to uncheck the survey on the main screen to deactivate it.


Creating Your Survey

• Click on the Create Survey Tab or the Create Survey button under My Surveys.

• Select “Quick Survey Builder” • Enter an aptly named title for your survey, and

leave the folder option blank.


Editing Your Survey: Modifying Questions

You can modify your questions using the tools on the far right of the screen.


Editing Your Survey: Question Types

You can create a template for the specific type of question you would like to ask by clicking the ‘Change Item Type’ button and selecting your question type.


Editing Your Survey: Question Types, cont’d

Additional options will become available under the ‘Change Item Type’ button depending upon the type of question you have selected.


Editing Your Survey: Creating Additional Questions

Additional questions are added by clicking the ‘Create New Item’ button.


Editing Your Survey: Survey Options

Under the Edit Survey tab, you will also find a Survey Options button. Qualtrics automatically places the most common options into default. Click the Survey Options button to make sure these options are what you would like to

use.


Editing Your Survey: Survey Options, cont’d

The first option available is the Survey Experience option. In this option you can:

- Enable respondents to change their responses. - Allow respondents to save and continue later. - Display a survey title. - Display a meta description that will be used when the survey

appears on search engines and social media services.



The next Survey Option is Survey Protection. Within this option you can: - Choose whether anyone can access your survey, or if it is invitation

only. - Decide if you would like a password on your survey. - Prevent people from taking your survey more than once. - Prevent search engines from finding your survey. - Decide if the survey should automatically close on a specific date.



The final three survey options are, Inactive Surveys, Partial Completion, and Response Set. These options enable you to:

- Choose a survey message for inactive surveys. - Decide whether or not partially completed surveys will be

stored and for how long. - Which response set new responses will be placed in.


Editing Your Survey: Survey Flow

Survey Flow is another tool provided in the editing of surveys that allows for organization of survey blocks, branching, randomization, and logic.


Editing Your Survey: Survey Flow, cont’d

Select the Add Below link to view your Survey Flow Options. You can add: Blocks, Branching, Embedded Data, Randomizing, Web Services, Authentication, and End of Survey notice.


Editing Your Survey: Previewing Your Survey

When your are finished writing and editing your survey, click the ‘Preview Survey’ button at the top of the screen to see how it will look to those who will be receiving it.


Distributing Your Survey When your survey is completed and you are ready to send it out, click the ‘Distribute Survey’ tab at the top of your screen.

Before you can send out your survey, Qualtrics will ask you to ‘Activate your survey to collect responses.’


Distributing Your Survey, cont’d Once your survey is activated for data collection, a link will be provided to give to those that will be

taking your survey. You can add this link to a website or send it via email.

Click Custom Link to create a unique link.

If you need to capture identifying information of your participants, utilize Qualtrics’ Survey Mailer, by clicking the

Survey Mailer link.


Distributing Your Survey, cont’d

Surveys can also be sent out through Qualtrics by clicking the ‘Email Survey’ button.

One advantage of using this option is the ability send reminders to only those participants who have not yet responded to your survey.


Viewing Your Results

If you have ended your data collection, or would like to preview your results, click on the View Results tab.

You can view your results through a Qualtrics report, by reading individual responses, or by downloading your data and creating your own reports.


Viewing Your Results: Downloading Your Data

Qualtrics allows you to download your data in the following formats: Excel, SPSS, XML and

HTML

You can choose to download all questions or only a select few, the date range to download from,

if the answers are downloaded as values or labels, and the missing

values.


Qualtrics Library

After you close your survey, you may wish to keep it as a template in your Qualtrics library. Click the Library tab at the top of the page and then select the

Copy a Survey to This Library button. This can also be done for e-mail messages, Via the Message Library button.


Using a Panel to Distribute a Survey

• Panels in Qualtrics are lists of information, containing e-mail addresses, contact information, and other embedded data (age/gender/etc..) which can be uploaded into Qualtrics and used for easier survey distribution.

• To access the panels section, click the ‘Panels’ tab, and then select ‘Create New Panel’. Select a name and destination for the panel.


Using a Panel to Distribute a Survey, cont’d

Using the Survey Mailer feature will enable you to enter

participants one at a time, or multiple participants at once

through a previously established Panel.

To create a Panel, click on the Panels tab, and then the Create New Panel button. You will be

prompted to add panel members by typing their information, uploading them from a database

(csv file), or uploading them through a previous survey.



Once you have created a panel, you can return to the Survey Mailer link and select either an entire panel, or specific individuals from the panel to mail the survey to.

Remember to include a subject and a message in the body of

your e-mail.



The Add Panel Members feature allows you to add

participants to your panel, one at

a time.

The Import From a File

feature allows you to import a list of contacts from a saved

Excel file.

The Import From a Survey feature allows you to pull

contact information of participants from a master

survey.


Using a Panel to Distribute a Survey, cont’d Add Panel Member Feature: Enter the participants e-mail

address, first name, and last name. If you would like to embed additional data, select the grey plus sign and title the field.

Import From File Feature: Create a spreadsheet in Excel and save the format as a CSV

file. Make certain that one column header is FirstName,

another is LastName, and another is Email. Make sure to have column headers for

all other embedded data.

Import Panel Members from Existing Survey: Select

whether you are creating new recipients or updating

recipients. Select the survey you wish to use and choose a

response date range (optional). If you are creating new participants, select the

questions that reflect the Names and E-mail. If you are updating panel members, also

select which fields the question and question field should be

saved as.

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a guide to cofc’s electronic survey program

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