Updated July 2019 Qualtrics Surveys General Walk Through 1

QUALTRICS Ci3T SURVEYS Getting Started This document will walk you through how to import a Qualtrics survey that was previously built and exported from another account, how to build a contact list for distribution, how to distribute the survey, and how to download responses. For additional information and videos, please see the information in the right column on this page.

For more information on comprehensive, integrated, three-tiered (Ci3T) models of prevention, visit ci3t.org.

Learn to Use Qualtrics

Research Core https://basecamp.qualtrics.com/

Import and Export Surveys

https://www.qualtrics.com/ support/survey-platform/survey-

module/survey-tools/general-tools/import-and-export-surveys/

More information at http://www.qualtrics.com/

support

For video walk-throughs, search

YouTube for “Qualtrics tutorial”

CONTACT For assistance setting up Qualtrics surveys, please

contact Qualtrics support:

1.800.340.9194

Updated July 2019 Qualtrics Surveys General Walk Through 2

To import a survey from a .qsf file

1. Log in to your Qualtrics account and you

should start on the Projects page, or navigate there if needed.

2. Click the green button to Create Project.

3. With Research Core selected on the left, click Create From Existing.

Note. Files download from ci3t.org as .zip (compressed / archived) files and need to be unzipped before using. Each .zip file contains the Qualtrics file and PDF sample(s) for comparison to what you see on your Qualtrics account.

4. In the middle, click From a File. a. Then click Choose a .QSF File and

find where the Qualtrics survey format (.qsf) file is saved on your computer (e.g., downloaded from ci3t.org/measures).

b. You may rename the survey in the Project Name field (e.g., 2019-2020 Ci3T PIRS pre-implementation & Demo).

c. Click the green Create Project button

d. Later, on the main Projects page, you may want to create folders to organize surveys (e.g., by year).

Note. QSF stands for Qualtrics survey format.

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5. Your survey should import and look something like the screenshot to the left.

a. You may customize questions at this point by selecting them to bring up editing options, such as changing the school site from a text box entry to multiple choice.

b. Tip: using multiple choice for

school will allow you to filter responses by school when creating reports.

6. After customizing questions and survey options as needed, we recommend you preview the survey, consider (optional) generating test responses, and distributing it to yourself and few colleagues to test fully.

a. To preview, i. click the blue button.

You will be able to view how the form will appear on a computer and mobile device.

b. To generate test data, i. click Tools > Review >

Generate Test Responses and enter number of responses desired (any).

ii. Click Close; you will use this test data later.

c. To distribute it to yourself and a few colleagues to test,

i. create a contact list containing those people and distribute the survey to them (see next sections).

ii. After survey has been distributed, test response data will be used to view reports later

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Importing a contact list

7. In whichever program you have your contact list (e.g., MS-Excel, Google Sheets), set it up with the following column headers in this order: FirstName, LastName, PrimaryEmail.

8. Export or save-as the file to a comma separated values (.csv) format.

9. In Qualtrics, click Contacts at the top right.

10. Click the green Create Contact List button.

11. Name the new list (e.g., 2019-2020 SchoolInitials Faculty Staff) and assign it to a folder if desired.

a. You may create folders later on the left when on the Contacts page.

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12. Click Browse and find the .csv you wish to import.

13. Verify each field – Qualtrics confirms what it thinks is the first name, last name, and email columns.

14. Click Add Contacts when done.

Note. You may need to scroll down to see all fields needing verification.

Sending out your survey

15. Click Projects at the top right to go back into your survey project, and then click Distributions at the top left.

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16. We recommend distributing by email with Qualtrics, which will allow reminder emails to go only to people who have not yet completed the survey.

17. Click the green Compose Email button.

18. Click the Select Contacts button to show the dropdown menu.

19. Click My Library: to display all your contact lists.

20. Click the appropriate contact list. 21. Click Select Entire Contact List.

22. After selecting the contact list, verify your From Name and Reply-To Email address are correct. Even though emails will send from the Qualtrics email server address, they will display in people’s inbox as From Name, and if they click reply, their message will go to the Reply-To Email (e.g., Ci3T Trainer).

a. Tip: let faculty and staff know what From Name to look for to take surveys, or include Ci3T in the From Name.

23. Choose when to send the survey. You can schedule a custom date and time (confirm time zone) if setting the distribution in advance.

a. Tip: sending it early morning gives faculty and staff a chance to complete it before students arrive

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24. Type a subject for the email. If sending the

survey in separate distributions to different schools, use a standardized naming convention (e.g., [district initial_school initials] Ci3T [survey name]; P_LES Ci3T Primary Intervention Rating Scale)

25. Type the email message body, or click Load Message if you’ve previously saved an email message.

a. If using Ci3T Template Emails Qualtrics Surveys (see ci3t.org/building), copy and paste the text from the appropriate email template.

26. Click Save As in the top right corner the first time you create an email so you can use it again in future distributions, such as to the next school.

a. Use a standardized naming convention for easy retrieval (e.g., 2019-2020 Ci3T PIRS pre-implementation invite; 2019-2020 Ci3T PIRS pre-implementation reminder)

27. Click Send Preview Email to send one email to yourself or a colleague to check the link and everything worked correctly

28. Click Schedule Email (or Send Now if sending immediately) when done.

29. We recommend at the same time you schedule the reminder email to be distributed one week after the initial invitation distribution.

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Closing the survey

30. When all survey responses have been received, close the survey (sometimes referred to as pausing response collection) before downloading data or creating a report.

31. On the Projects page, click the ellipse (three dots) at the right for the survey you are ready to close.

32. Click Close. 33. Confirm the radio button for Close all active

survey sessions and record them as partial data is selected.

a. This will allow you collect data from participants who completed the survey but might not have clicked the final submit button, or participants who completed the main survey but stopped at the demographics survey.

b. Closing the survey also prevents any additional data collection, ensuring reports you build match data collected.

34. Click Pause Response Collection.

Downloading results (optional)

35. When all survey responses have been received and after you close the survey, if you would like to download a copy of the raw data, click the Data & Analysis tab.

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36. On the right, click Export & Import > Export Data.

37. Confirm the checkbox for Download all fields is checked.

38. Confirm the radio button for Use numeric values is selected.

a. To interpret numeric values, see Qualtrics’s support documentation on recode values by searching for recode values on qualtrics.com/support.

39. Click the green Download button. This will download a comma separated values (.csv) file which can be opened or imported by common spreadsheet programs like Excel.

Reports

40. When all survey responses have been received and after you close the survey, create a deidentified, aggregated data report to distribute to Ci3T Leadership Team members.

41. Click the Reports tab, then the Reports tab below it.

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42. Follow details in the Ci3T Training Measures document titled Qualtrics Reports General Walk Through to create a report for your survey project.

For more information, including FAQs, tutorials, walk-through guides, videos, and more, visit https://www.qualtrics.com/support/

For assistance, contact Qualtrics support at 1.800.340.9194