Qualtrics Survey Integration

Before You Start

You will use a single Qualtrics account to configure the integration with Student Success & Engagement. This Qualtrics account must have access to the surveys you wish to send from within SS&E, and it must have API access enabled (this can be performed by your Qualtrics administrator). Once this is obtained, you can integrate your Qualtrics account within SS&E and begin sending surveys and tracking their responses from within SS&E.

Link Your Qualtrics Account

To configure Qualtrics integration within SS&E, log in to SS&E, then navigate to Administration Surveys Configuration. Select "Qualtrics" for "Integration Type".

For the "Qualtrics Hostname" you need to enter a portion of the URL that you use to login to Qualtrics. This portion is between the "https://" and the next "/" in your browser's address bar. For example, if you see "https://myorg.ca1.qualtrics.com/Q/MyProjectsSection" or something similar in your address bar while logged into Qualtrics, your hostname will be "myorg.ca1.qualtrics.com".

The API Token field needs to be populated with the API token you can find within Qualtrics. Log into Qualtrics, then click your profile icon in the top-right-hand corner of the site, then click "Account Settings". Click "Qualtrics IDs". There will be an "API" section with a Token - copy/paste the Token value into the SS&E "API Token" field.

Set Custom Column Names

When a survey is sent, SS&E pushes information into the survey response: the institution identifier of the "regarding" person, and the institution identifier of the "recipient" of the survey. In the case where an advisor sends a survey to a student, the "regarding" person will be the student, and the "recipient" will also be the student. In the case where an advisor takes a survey, the "regarding" person will be the student whose profile they were on when they clicked the "Take Survey" button, and the "recipient" will be the advisor. You can use this data when generating reports and analyzing results within Qualtrics.

In order for SS&E to be able to pull survey response data from Qualtrics, a special identifier must be set on the survey response data within Qualtrics.

All this is performed using "Embedded Data" in Qualtrics. SS&E uses these custom variables to track information about each survey you send as it passes through Qualtrics.  You must set up embedded data on each Qualtrics survey you integrate with SS&E, and you can customize the names of those variables. The variables are listed below:

Recipient Identifier Custom Column Name - The institution identifier of the recipient (or survey respondent) will be placed in this variable.

Regarding Identifier Custom Column Name - The institution identifier of the "regarding" person (the student in the typical use case) will be placed in this variable.

Sender Identifier Custom Column Name - The institution identifier of the person who sent the survey will be placed in this variable.

SS&E Identifier Custom Column Name - The SS&E ID of the survey response will be placed in this variable. This is required in order for response data to be pulled into SS&E.

First, it is necessary to create names for each of these variables.  They could be as simple as "Recipient", "Regarding", "Sender" and "AvisoSurveyId", or you can customize the variables for your institution. Before you decide, we recommend reading the following article from Qualtrics about embedded data: https://www.qualtrics.com/support/survey-platform/survey-module/survey-flow/standard-elements/embedded-data/
 
After you have decided what to name each of your custom variables, type them into the corresponding boxes in Surveys Configuration.  Every survey that you would like to integrate into SS&E will need to have these embedded data fields set within Qualtrics. Instructions on how to set these variables are included in the previously mentioned article. Keep in mind that the custom variables set within Qualtrics and the custom column names you set in SS&E must match exactly, including capitalization.
 

Application Name

The Application Name setting allows you to customize the label used for the navigation to the areas of the SS&E software containing survey functionality. This is set to "Surveys" by default.

Enabled

This allows the survey functionality to be turned on or off.

Role Configuration

There are two role-level permissions to consider when enabling Surveys within SS&E. In Administration Global Configuration Roles, select a role for which you would like to allow Surveys access. Click the "Edit" button on the role, then find the following permissions and set them appropriately.

Can Access Surveys - This defines whether or not the people in this role can see the "Surveys" link in the application navigation menu and whether the "Surveys" tab displays for the logged-in user (student profile page/staff user menu bar)

Can View Others' Responses - By default, roles will be configured such that people can only see their own responses from within SS&E, and not responses from other users. When enabled, this allows the logged-in user to view all survey responses within the system, not just their own.

Note: When "Can Access Surveys" is left unchecked this will remove the "Surveys" tab even if the logged-in user/role(s) is allowed to send/view surveys and survey responses based on individual "Survey Roles" that can send/view the survey/survey results and/or "Can View Other Responses" is set to "Yes".

Next Steps

Once the configuration is complete, click the "Surveys" link beneath the "Surveys" section in the Administration navigator on the left-hand side of the screen. For more information about adding Surveys from this page, see the following article: Managing Integrated Surveys

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