Non-Standard Qualtrics Site Migration: What's Happening

What’s Happening?

We are transitioning all non-standard Qualtrics instances at the University of St. Thomas to a centralized, standard Qualtrics site: https://stthomas.pdx1.qualtrics.com/. This change will ensure all users across campus are working from a single, unified system. 

Key Details:

• Starting in January 2025, UST will start working with departments to migrate surveys, data, and libraries from their non-standard Qualtrics sites to the central site, and initiate a user move with Qualtrics.
• Once the user move is complete, you will no longer have access to your account in the non-standard Qualtrics site.
• Any new projects should be created in the central site: https://stthomas.pdx1.qualtrics.com/.
  • Important: Surveys created in the old site after your department's migration begins will not be migrated, and their links will break.
• If you have only ever used the central, standard Qualtrics site (https://stthomas.pdx1.qualtrics.com/), you can disregard this information as it does not pertain to you.

Why we’re making this change — and how it benefits you

1. Improved security: The new Qualtrics site uses Single Sign-On (SSO), meaning you’ll log in with your St. Thomas username and password. This keeps your data safer and makes access easier.
2. Easier collaboration: Everyone on the new Qualtrics site will be in the same environment, making it simpler to share surveys and collaborate across departments.
3. Salesforce and Canvas integration options: Once you're on the central Qualtrics site, you’ll have the opportunity to connect Qualtrics with other university systems like Salesforce and Canvas, enabling more powerful workflows and insights.

What Can Be Migrated?

• Surveys (“Projects”)
• Data attached to surveys
• One library per user (either the library in the non-standard Qualtrics site OR the library in the standard Qualtrics site)

What Can NOT Be Migrated?

• Survey links for active projects actively collecting responses  
• More than one library (please select which library you want to remain via our questionnaire)
  • You will only be able to keep one account library (including graphics, messages, files, and surveys in your library), either from your old account on the non-standard site or your account on the central, standard site.
• Directory contacts
• Groups
• Shared surveys (will need to be re-shared after migration)
• Survey reports
• Workflows
• Qualtrics accounts that are NOT tied to an individual person (accounts tied to a department email address, will need to identify an individual person to migrate their account too). Department Qualtrics account cannot be put in place in the main UST Qualtrics site due to security concerns.

What Do You Need to Do to Prepare?

To ensure a smooth migration and prevent disruptions, here’s what we ask you to do:

1. Identify "Active" Surveys:
   • Log in to your non-standard Qualtrics site (list below of Non-Standard Qualtrics site URLs).
     • Note: this is different than your regular UST login credentials
   • Navigate to your "Projects" tab. If you don’t see it, check the menu in the upper left corner.
   • Use the "Status" filter to display "active" surveys.
     • "Active" surveys are defined as surveys that are actively collecting responses. You may have some surveys that are still in the "active" status but not actively collecting responses (in those cases, any surveys that are open were switched to be closed so that the transfer can be completed).
     • Still need help? Check Organizing & Viewing Your Projects for detailed instructions and screenshots.
2. Decide which Qualtrics library you want to remain.
3. Export Key Data (If Applicable):
   • Directory Contacts: Export your contact lists if you need to keep them.
   • Text iQ Topics: Export and save text topics if applicable. If you'd like to keep your text topics, you will need to export your topics from your old account and import them into your new account. 
4. Prepare for Migration:
   • Take note of any surveys that were shared with others. You will need to re-share them after migration.
   • Plan for survey links to be temporarily inactive during migration.
5. Migrate to the Central Site:
   • Manual User Move: the step-by-step instructions on the Qualtrics knowledge base and/or the instructions on our own knowledge base Migrate Your Non-Standard Qualtrics Account to the UST Central Site. 
   • Start creating new projects only in the central site (https://stthomas.pdx1.qualtrics.com/).

Timeline

• January 2025: Migration process begins.
• Summer 2025: Goal to complete migration and retire most non-standard sites.
• September 2025: Retire sttudentaffai site
• October 2025: Retire stthomasbusiness site

We will sending out department-specific communications (where possible) when we are ready to start the process for your department. The timeline for survey migration and user moves for the following non-standard Qualtrics sites are as follows (we will continue to update this page when we have more details):

Note: To get started with a Manual User Move, please follow the step-by-step instructions on the Qualtrics knowledge base and/or the instructions on our own knowledge base Migrate Your Non-Standard Qualtrics Account to the UST Central Site. 

Next Steps

• Review your projects in your non-standard Qualtrics site.
• Take action to export any data or configurations not included in the migration.
• More information about the user move process can be found on the Qualtrics knowledge base about User Moves. 
• If you need more support with the actual Qualtrics migration itself, you must direct those questions to Qualtrics Support (Qualtrics: Getting Started & Support). 
• However, if you have any questions about the reason or purpose for the Qualtrics Migration at St. Thomas, select "Click to Request Service" in the upper righthand corner of this page.

Thank you for helping us make this migration a success!