KSU Qualtrics. Survey Software. University Information Technology Services. Training, Outreach, Learning Technologies, & Video Production

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1 KSU Qualtrics Survey Software University Information Technology Services 1 Training, Outreach, Learning Technologies, & Video Production

2 Copyright 2015 University Information Technology Services Kennesaw State University This document may be downloaded, printed, or copied, for educational use, without further permission of the University Information Technology Services Division (UITS), provided the content is not modified and this statement is not removed. Any use not stated above requires the written consent of the UITS Division. The distribution of a copy of this document via the Internet or other electronic medium without the written permission of the UITS Division is expressly prohibited. Published by Kennesaw State University UITS 2015 The publisher makes no warranties as to the accuracy of the material contained in this document and therefore is not responsible for any damages or liabilities incurred from UITS use. 2

3 University Information Technology Services KSU Qualtrics: Survey Software Table of Contents Introduction... 4 Objectives... 4 How to Access Qualtrics... 5 How to Log In... 5 Qualtrics User Interface... 7 Creating a Survey... 8 Quick Survey Builder... 8 Adding Questions Editing the Survey Activating a Survey Distributing the Survey Viewing & Editing a Distribution Viewing the Survey Results Closing the Survey Exiting KSU Qualtrics Additional Features Creating a Survey Create From Copy Survey Library Alternate Ways to Activate a Survey Survey Development Support Qualtrics Support Additional Help

4 Introduction Qualtrics is a survey development software offered for use to Kennesaw State University faculty and staff. This document is intended to serve as a quick getting started reference for creating a survey, learning how to distribute those surveys through s, and how to view and export reports. Qualtrics offers extensive support through documentation, tutorials, and telephone calls as part of our campus level of service. You may contact them at: , or via online at Objectives The following learning objectives are covered in this document: o How to access KSU Qualtrics o Understanding the EULA o How to log in o How to create a survey o How to distribute the survey through o How to view and export a report o How to get application support through Qualtrics o How to get survey building support through KSU A.L. Burruss Institute 4

5 How to Access Qualtrics The following sections will explain how to access KSU Qualtrics, accept the EULA, and login. 1. To access KSU Qualtrics, go to the following website: When you access Qualtrics, the KSU Qualtrics EULA page will appear. EULA stands for End-User License Agreement. You must understand and agree to the EULA in order to gain access to KSU Qualtrics. To accept the EULA: 1. Read the EULA. 2. Click on the I Agree button (See Figure 1). How to Log In Figure 1 KSU Qualtrics EULA The following instructions explain how to log in to KSU Qualtrics: 1. Go to the following website: 5

6 2. Enter your NetID and NetID password in the area shown below (See Figure 2). 3. Click the Log In button (See Figure 2). Figure 2 - Log In Note: If this is your first time logging in, the Terms of Service window will appear (See Figure 3). After reading the notice, click the I accept button in the lower-right corner of the window to continue. Figure 3 - Terms of Service 6

7 Qualtrics User Interface The My Surveys tab serves as your home page in Qualtrics. It contains the surveys that you have created so far using Qualtrics, as well as the options to create and a survey, view your survey results, and access the message center. When you log in to KSU Qualtrics, the My Surveys page will appear. The following explains the Qualtrics user interface layout for a first-time user (See Figure 4): Figure 4 - First-Time User Interface 1. My Surveys Tab: This tab allows you to access the following options: a. Create Survey: Click this button to Create a survey. b. Survey: Use this button to your survey to participants. c. View Results: Click here to view the results of your survey. d. Message Center: Allows users to access the messages sent from the Qualtrics Team. It can also be used to send messages to other users within your brand. e. Click here to create your first survey!: You may also click here to create your first survey. 2. Research Suite: Takes you to the qualtrics.com support and training page, where you can search what you would like to learn. 3. Support & Feedback: Use this button to ask questions, access help, technical issues, or create a feature request. 4. Help and Tutorials: Takes you to support and training provided by 5. Account Settings: Takes you to your account settings. You can change your time zone, language, and other general settings. Note: Some tabs appear gray and inactive. These tabs will become active once you create your first survey. 7

8 Creating a Survey There are several ways to create a survey in Qualtrics. You can learn the additional ways later in this document under Additional Features. For now, we will learn how to create a survey from scratch by using the Quick Survey Builder and then adding questions. The following will explain how to create a survey by using the Quick Survey Builder. Quick Survey Builder The Quick Survey Builder allows you to create a survey from scratch; you can begin adding questions instantly. The following explains how to build a quick survey from scratch: 1. When you log in to KSU Qualtrics, there are two ways that you can begin to create a survey: a. From the My Surveys tab, click Create Survey, or click the link Click here to create your first survey! (See Figure 5). Figure 5 - My Surveys Tab: Create Survey Note: Both of these options will take you to the Create Survey tab. 8

9 2. From Create Survey tab, the How would you like to create your survey? screen appears. Click on Quick Survey Builder (See Figure 6). Figure 6 - Quick Survey Builder 3. The Create a New Survey pop-up will open. Enter a Survey Name and a Folder name (See Figure 7). 4. Click Create Survey (See Figure 7). Figure 7 - Create a New Survey 5. The Edit Survey tab opens. You are now ready to add questions (See Figure 8). Figure 8 - Edit Survey Tab 9

10 Adding Questions The following section will show how to add questions to your survey. As an example, we will add a multiple choice and short answer question to our survey. 1. From the Edit Survey tab, click the drop-down arrow next to + Create a New Item (See Figure 9). Figure 9 - Create a New Item Drop-Down Arrow 2. A pop-up of question types will open. Select your desired questions type (See Figure 10). Figure 10 - Question Types 10

11 3. If you hover your cursor over any of the choices, an example will show on the right of the screen (See Figure 11). Figure 11 - Question Type Example 4. In this example, we will choose Multiple Choice. Click the drop-down arrow next to Multiple Choice (See Figure 12). Figure 12 - Multiple Choice Drop-Down Arrow 5. If you hover your cursor over any of the choices, an example will show on the left of the screen (See Figure 13). 6. In this example, we will choose Single Answer, Vertical (See Figure 13). Figure 13 - Multiple Choice Example 11

12 7. A Default Question Block will populate (See Figure 14). Figure 14 - Default Question Block 8. Click on Click to write the question text to type the question (See Figure 15). Figure 15 - Click to Write the Question Text 9. The Text Editor appears. Type your question in the text area (See Figure 16). Figure 16 - Text Editor Note: For additional text formatting options and/or to insert an image, click the blue Rich Text Editor tab. 12

13 10. Once done, click outside of the Text Editor to save the question. Note: KSU Qualtrics automatically saves your survey as you build it. There is no save button. 11. Click on Click to write Choice 1 to type the first answer choice (See Figure 17). Figure 17 - Click to write Choice Choice 1 becomes editable. Type the answer text (See Figure 18). Figure 18 - Choice 1 Answer Text 13. Click outside of the answer text field to save the answer choice. 14. Repeat steps 11 through 13 to populate Choice 2 and Choice 3. 13

14 Note: If you need to rearrange the order of the answer choices, click the answer choice to be moved, and then click the drop-down arrow for the Move Up and Move Down options (See Figure 19). Figure 19 - Move Up & Move Down 14

15 15. Once the answer text has been entered, you can make changes from the Options pane on the right side of the screen. You can change (See Figure 20): a. Item Type: Change you item type here. b. Number of Choices: The default is 3, but you can use the minus or plus signs to take away or add more choices. c. Answers: You can select single, multiple, dropdown list, select box, or a multi-select box. d. Position: You may choose to show your question vertically, horizontally, or in a column format. e. Validation Options: If selected, you may choose to Force Response or Request Response. Figure 20 - Options Pane Important: Changing an item type after you have started collecting data will invalidate previous responses to that particular question. 16. To add more questions, click + Create a New Item, and repeat steps 2 through 15 (See Figure 21). Figure 21 - Create a New Item 15

16 17. To delete a question, select the question that you wish to delete, and click the red minus sign (See Figure 22). Figure 22 - Deleting a Question Editing the Survey 1. If you need to alter your questions, from the My Surveys tab, click Edit under the Tasks menu (See Figure 23). This will take you to the Edit Survey tab. Figure 23 - Edit Survey 2. From the Edit Survey tab, click on the text you wish to edit (See Figure 24). Figure 24 - Text Edits 3. After your edits are complete, click outside of the edit window to keep the changes. Note: The survey will be locked for editing once an answer has been submitted by a survey participant. 16

17 Activating a Survey Once you have finished your edits, you will need to activate your survey. By default, any survey you create in Qualtrics is inactive. This prevents respondents from taking a survey while it is still being created. You will not have access to the survey link or any other method of distributing your survey until you make it active. You can activate your survey at any point during its creation from several different places, but it is recommended that you wait to activate your survey when you are ready to collect responses. The following will show how to activate your survey from the Edit Survey tab: 1. From the Edit Survey tab, click the Launch Survey button (See Figure 25). Figure 25 - Launch Survey 2. This will take you to the Distribute Survey tab. From the Distribute Survey tab (See Figure 26): a. Click Activate your survey to collect responses. b. Click Activate Survey. Figure 26 - Distribute Surveys Tab: Activate Survey 17

18 3. You will then see an activation message that will also contain the anonymous survey link (See Figure 27). You can use this link to send the survey to others outside of Qualtrics. Figure 27 - Activation Message Distributing the Survey There are multiple options for distributing your survey. You can capture the Survey Link, the survey, or use social media for distribution. Your survey must be active before you can distribute it. View Activating a Survey to activate your survey. We will demonstrate how to your survey. To the survey: 1. Go to the Distribute Survey tab (See Figure 28). 2. Click on Survey (See Figure 29). Figure 28 - Distribute Survey Tab Figure Survey Note: If your survey is inactive, please visit the section on Activating a Survey before you can continue with the following steps. 18

19 3. If your survey is active, the screen appears. Enter the necessary information (See Figure 30). This includes: a. the recipients addresses, b. the timing of delivery, c. a subject line, and d. the message you want your participants to receive, and any other additional text, if desired. 4. When you are finished entering all of the necessary information, click the green Save button (See Figure 30). Figure 30 - Enter Addresses & Timing of Delivery Note: The survey link will automatically populate in the message. Note: Qualtrics generates a unique survey link for every recipient. Never send surveys to a distribution list address (e.g.: uits@kennesaw.edu) through Qualtrics tool. Otherwise, everyone on that distribution list will receive the same survey link. 19

20 5. The Save As window appears. Give your a Name and click Save (See Figure 31). Figure Save 6. Click the Schedule Mailing button to send the (See Figure 32). Figure 32 - Schedule Mailing Button 7. The History page will appear (See Figure 33). Figure History Page Note: If you encounter an error and your mailing status turns red, you may want to check your survey restrictions under your account settings, as you probably have exceeded your limit for outgoing s. 20

21 8. If you click on the Actions menu drop-down button, you can view, edit and delete previous distributions, download mailing history, and send reminder or thank you messages (See Figure 34). Figure 34 - History: Actions Menu Viewing & Editing a Distribution If your hasn t been sent out just yet, you can still make any changes to it that you deem necessary. If your has already been sent, you will be unable to make any changes to it, but you do have the ability to see who it went to, when it was sent, and what message was used, as well as any of the other settings that you may have applied. The following will show you how to view and edit a distribution from the Distribute Survey tab. To view a distribution: 1. Select the History button from the Distribute Survey tab (See Figure 35). Figure History 21

22 2. The History page appears. You will see a row appear in the History for each mailing that you have sent out. Click anywhere within the row to see details for that distribution (See Figure 36). Figure 36 - Viewing History 3. A Message window will pop-up (See Figure 37). Figure 37 - Message Window 22

23 4. From the Message window, you can select the Actions menu to either Send a Reminder or Thank You, Download Mailing History, or Delete the Distribution (See Figure 38). Figure Message Window Actions Menu To Send Remind/Thank You Message: 1. If you choose to Send a Reminder or Thank You, the following screen will appear. Select the appropriate radio button (See Figure 39). 2. Choose when to send it (See Figure 39). 3. Enter a message (See Figure 39). 4. Click Send Test if you would like to make sure everything looks ok (See Figure 39). If you are ready to send your message, click Schedule Mailing (See Figure 39). Figure 39 - Send Reminder/Thank You Window Note: Reminders will only be sent to those who have not yet completed the survey. Note: Thank You Messages will only be sent to those who have completed the survey. 23

24 5. If you are finished, you can select Close (See Figure 40). Figure 40 - Close Message Window To edit a distribution: 1. From the History page, click on the drop-down arrow of the Actions menu next to the distribution you wish to edit (See Figure 41). 2. Click Edit Distribution (See Figure 41). Figure 41 - Edit Distribution 24

25 Viewing the Survey Results Once the time period of your survey has ended, you can view the results by creating a report or by viewing responses. There are several ways that you can access the results of a survey. The following explains how to view the results of your survey from the My Surveys tab. 1. Go to the Results button next to the survey you wish to view. (See Figure 42). Figure 42 - View Results Tab 2. You are now in the View Results tab. The Initial Report tab will display by default (See Figure 43). Figure 43 - Initial Report 25

26 3. Your data is shown through a table by default, but you may then choose to view your data as a Graph by clicking on the Add Graph button (See Figure 44). 4. If you hover over the graph, you can also choose how your graph is displayed (See Figure 44). Figure 44 - Add Graph & Display Options 5. If you would like to export just the graph, you can click Graph Options> Export Graph To >, then choose your preferred program (See Figure 45). Figure 45 - Add Graph: Graph Options 26

27 6. To export the entire report, click on your preferred program next to Export Report (See Figure 46). Figure 46 - Export Report Closing the Survey Once you are finished obtaining all of the results that you want from your survey, you should close the survey. The following will explain how to close a survey. 1. From the My Surveys tab, click Send next to the survey that you wish to close (See Figure 47). This will take you to the Distribute Survey tab. Figure 47 - Closing Survey: Send Button 2. Click the Close Survey button in the top-right (See Figure 48). Figure 48 - Close Survey Button 27

28 3. A Deactivate Survey Warning screen will pop-up. Type the word close into the appropriate box (See Figure 49). 4. Click Deactivate Survey (See Figure 49). Figure 49 - Closing: Deactivate Survey Note: This will close ALL active surveys, regardless of if the participant has finished, and will record all of the answers as partial data. This will also close all sessions. Exiting KSU Qualtrics 1. To close your KSU Qualtrics session, click your name in the upper-right corner of the screen (See Figure 50). 2. Click Logout (See Figure 50). Figure 50 - Exiting Qualtrics 28

29 Additional Features Creating a Survey There are several ways to create a survey in Qualtrics. Earlier in the document, we showed you how to use the Quick Survey Builder. Now, we will show you how to create a copy of an existing survey using the Create From Copy feature, and how you can use a template from the Survey Library. The following sections will explain the two additional ways that you can create a survey. Create From Copy The Create From Copy options allows you to copy a survey that you created and use it as a template for the new survey. This section will show you how to create a survey by using an existing survey. 1. Under the Create Survey tab, click on Create From Copy (See Figure 51). Figure 51 - Create From Copy 2. Select the survey that you wish to copy (See Figure 52). Figure 52 - Select Survey to Copy From 29

30 3. Specify a New survey name and Folder name (See Figure 53). 4. Click on Create from Copy (See Figure 53). Figure 53 - Survey Name and Create from Copy Note: Once you have completed steps 1-4, you will be taken to the Edit Survey tab where you can begin editing your survey. Survey Library The Survey Library options allows you to copy a survey from a library that you can use as a template for the new survey you create. The Qualtrics Library contains hundreds of surveys that are ready-to-use. This section will explain how to create a survey by using a template from the Survey Library. 1. Click Survey Library, from the Create Survey tab (See Figure 54). Figure 54 - Survey Library 30

31 2. The Create from Survey Library window opens (See Figure 55). Select the library that you wish to choose from: a. My Library: Choose this option to select from one of your own surveys. b. Global Library: Choose from surveys within the Qualtrics Library. Figure 55 - Create from Survey Library Window 3. Choose the category, if applicable, and then select the specific survey that you would like to copy (See Figure 56). Figure 56 - Create from Survey Window: Category & Survey 31

32 4. Enter a New survey name and choose a Folder (See Figure 57). 5. Click Create Survey (See Figure 58). Figure 57 - Create from Survey Window: Survey Name & Folder Figure 58 - Create from Survey Window: Create Survey Note: Once you have completed the steps above, The Edit Survey tab will open, allowing you to edit the survey. Alternate Ways to Activate a Survey By default, any survey you create in Qualtrics is inactive. This prevents respondents from taking a survey while it is still being created. You will not have access to the survey link or any other method of distributing your survey until you make it active. You can activate your survey at any point during its creation from several different places, but it is recommended that you wait to activate your survey when you are ready to collect responses. The following will show two additional ways that you can activate your survey: 32

33 From the My Surveys tab, click the gray box next to the survey name. Once you activate the survey, a green checkmark appears in the grey box (See Figure 59). Figure 59 - My Surveys Tab: Activate Survey From the Distribute Survey tab (See Figure 60): a. Click Activate your survey to collect responses. b. Click Activate Survey. Figure 60 - Distribute Surveys Tab: Activate Survey Survey Development Support The Kennesaw State University A. L. Burruss Institute of Public Service and Research offers support in designing surveys. Below are some of the services offered: Designing and fielding a good survey is a lot of work. It takes much more than just writing some questions and sending a link to people. To ensure that your survey will collect the most valid and reliable data possible, ask yourself the following questions: Are your survey questions worded such that they do not bias the response? Are your skip patterns in place to prevent unnecessary questions from being asked? Do your scales make sense? 33

34 Should questions using the same scale be grouped together in a matrix format or should they be on separate pages to prevent confusion? Are there too many questions on one page, making the survey look longer than it actually is? Does the color scheme and font type/size make the survey easy to read? Have you created your respondent database? Have you composed your initial invitation to participants? How often/how many reminder s will you send to participants? These questions and many more must be addressed if you hope to collect good data for your survey. The Burruss Institute of Public Service and Research at KSU has been creating surveys for 25 years. While there is a fee for these services, it is negotiable and often preferable over designing and maintaining the survey on your own. The Institute will work with you in creating your survey instrument, field your survey, distribute all invitations and reminders, maintain your database, export the raw data and deliver it to you in a format of your choice (Excel, SPSS, CSV, etc.), and provide a detailed report of findings. If you would like to discuss your project, please contact Paul Vaughn at pvaughn2@kennesaw.edu Qualtrics Support Telephone Support Online Support - Additional Help For additional help, please contact the KSU Service Desk in either of the following ways: Phone: service@kennesaw.edu You can learn more about the KSU Service Desk by visiting their website: 34