IMPORTANT: READ BEFORE PROCEEDING

If you use Qualtrics, carefully consider the risk level of your survey.

Surveys used for research should continue to follow the IRB approval process. If your survey is NOT part of an IRB-approved study, please refer to the risk levels below for direction. Violation of this process could lead to deactivation of your survey, remediation efforts, and possible discipline. To see the data classifications linked below you will need to be on the Jefferson network.

Qualtrics at Jefferson

Qualtrics is a dynamic online survey tool, available to all Thomas Jefferson University and Jefferson Health employees, faculty, and students. Please note that this tool may only be used for Jefferson-related projects. Please use Jefferson’s Code of Conduct and Ethical Behavior to guide your work with the Qualtrics tool.

Guidelines for Qualtrics Usage

  1. Jefferson's Qualtrics Platform is protected and HIPAA compliant. However, PHI, PII, or other identifying data should only be collected after reviewing the risk levels and guidelines above.
  2. Qualtrics should only be used for Jefferson-related surveys.
  3. Restrictions on use of Qualtrics:
    1. Do not use for personal or commercial gain.
    2. Do not distribute surveys to the entire Jefferson network unless authorized.
  4. Access to Qualtrics will terminate as soon as the user's relationship with Jefferson ends.

Your Responsibilities as a Qualtrics User

  1. Before creating a survey, refer to Qualtrics' resources for best practices and how-to guides:
    1. Getting Started: Learn the Survey Platform
    2. Getting Started Webinar Series
    3. Survey Tab: Survey Basic Overview
    4. Common Use Cases: Survey Tips & Tricks
    5. All video training courses for new users
  2. For Jefferson-specific guidance not covered in the resources above, contact Suzanne Ostrow, Senior Director of Marketing.
  3. When creating a survey, Qualtrics will default to the Jefferson Enterprise branded template. If your survey is intended for a Jefferson Health or Thomas Jefferson University audience, please select the corresponding template in the survey Look and Feel menu. Reference the Qualtrics tutorial on Templates for more information.
  4. For each survey, include an introduction paragraph that outlines the goals of the survey and outlines how results will be used.
  5. Users are responsible for downloading and securing all survey data in conformity with Jefferson's policies and procedures regarding confidential data. After the survey is completed, download your results to a Jefferson approved location: Jefferson Shared Drives, OneDrive, SharePoint, and Box. Then delete your survey.
  6. Users' responsibilities must coincide with IRB protocol for data retention, if applicable.
  7. Transfer of Survey Ownership
    1. If you are leaving Jefferson, you are responsible for transferring surveys and survey data to the new responsible party. Please contact the Solution & Support Center to initiate this transfer. After which, Jefferson will close your Qualtrics account.
    2. If a survey needs to be transferred for any other reason, please contact the Solution & Support Center to request the transfer.

Create Better Surveys

By clicking this button, you acknowledge that you have read and understand “Your Responsibilities as a Qualtrics User”