About Qualtrics accounts at IU

Qualtrics is a cloud-based survey tool available for licensing through Indiana University. Anyone at IU can use Qualtrics as long as you have paid for a license or are part of an organizational unit that has paid for a multiple-use license. Access to Qualtrics is granted at the discretion of the license owner. Instructors interested in using Qualtrics in their courses should contact their Qualtrics divisions to check whether they allow student access.

If your organizational unit does not own a Qualtrics license, see the purchasing options available via IUware for Windows, Mac, and Linux systems. After you or your organizational unit has purchased a license, a Qualtrics administrator will follow up to help set up your account(s).

On this page:


Creating an account

If your organizational unit has purchased a Qualtrics license, but you do not yet have a Qualtrics account, you have two options for creating an account:

  • Administrative method:
    1. Contact your Qualtrics division administrator to request a new user account with the appropriate access level. Your division administrator will send you a temporary Qualtrics username and password.
    2. On the IU Qualtrics page, click Log in, and then authenticate with the (personal or group) IU account you want to use with Qualtrics.
      Note:
      If you are automatically logged into Qualtrics after this step, you don't need to proceed to step 3.
    3. Click I already have a Qualtrics account, and then log in with the temporary username and password your division administrator provided.

    Your Qualtrics account will now work with the IU account credentials you used in step 2.

  • Upgrade code method:
    Note:
    Using this method will create your account in the restricted Default Division, and you will not be able to do anything in Qualtrics until you enter your upgrade code for placement in the appropriate Qualtrics division. To get your upgrade code, contact your division administrator.
    1. On the IU Qualtrics page, click Log in, and then authenticate with the (personal or group) IU account you want to use with Qualtrics.
    2. Accept the Qualtrics terms of service.
    3. In the upper right corner, click your name, and then select Account Settings....
    4. On the "User Settings" page, select Upgrade Account.
    5. In the "Upgrade Code:" field, enter your upgrade code, and then click Upgrade Account.

    Your account will now be placed in the proper division with the appropriate access level, as designated by your upgrade code.

Merging a pre-existing Qualtrics account with your IU account credentials

If your organizational unit has a pre-existing Qualtrics account with a local username and password, you will be asked to merge that account with your IU account credentials. To do so:

  1. On the IU Qualtrics page, click Log in, and then authenticate with the (personal or group) IU account you want to use with Qualtrics.
  2. Click I already have a Qualtrics account. If prompted, enter the pre-existing local username and password.

    The local account will now work with your IU account credentials.

Default Division

When you log into Qualtrics at IU for the first time, your account may be in the restricted Default Division, and you will be without standard Qualtrics rights until your account is moved to one of the active divisions.

Your account may be in the Default Division for either of the following reasons:

  • Newly created accounts: Your account was not claimed by the proper Qualtrics division when you logged in for the first time. To have your account placed in the proper division, you will need an upgrade code; see the Upgrade code method section above.
  • Account merge error: If you accessed Qualtrics previously using a local account, and your IU account credentials did not merge properly with the local account, you may have two Qualtrics accounts (the previous local account and a Default Division account associated with your IU credentials). To merge these accounts, contact the Default Division administrator.

Appropriate use

At IU, Qualtrics is appropriate for use with sensitive institutional data classified as Critical, including data containing information protected by the Family Educational Rights and Privacy Act (FERPA) or the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

Important:

This UITS system or service meets certain requirements established in the HIPAA Security Rule thereby enabling its use for work involving data that contain protected health information (PHI). However, using this system or service does not fulfill your legal responsibilities for protecting the privacy and security of data that contain PHI. You may use this system or service for work involving data that contain PHI only if you institute additional administrative, physical, and technical safeguards that complement those UITS already has in place.

UITS provides consulting and online help for Indiana University researchers, faculty, and staff who need help securely processing, storing, and sharing data containing protected health information (PHI). If you have questions about managing HIPAA-regulated data at IU, contact UITS HIPAA Consulting. To learn more about properly ensuring the safe handling of PHI on UITS systems, see the UITS IT Training video Securing HIPAA Workflows on UITS Systems. For additional details about HIPAA compliance at IU, see HIPAA Privacy & Security on the University Compliance website.

Official classification levels for institutional data at IU are defined in the university's Management of Institutional Data (DM-01) policy. University data management rules and policies apply to all users and administrators of IU information technology resources. In accordance with these rules and policies, every individual who works with sensitive institutional data at IU is responsible for knowing and adhering to the university's data management standards to prevent inappropriate disclosures of personal or confidential information.

This is document bffx in the Knowledge Base.
Last modified on 2018-09-12 11:08:01.

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