Non-Standard Qualtrics Site Migration (User Moves)

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. Instructional Technology at St. Thomas will be working with Qualtrics to complete the user moves. User moves generally take up to 30 days to complete after being filed, but you will have access to both accounts in the meantime.

Key Details:

• Starting in January 2025, Instructional Technology 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.
• Non-standard Qualtrics site users, please complete this questionnaire: Qualtrics Active Surveys on Non-Standard Qualtrics Site
• After initiated with Qualtrics, user moves generally take up to 30 days to complete after being filed, but you will have access to both accounts in the meantime.
• 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.

What Will 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 Will NOT Be Migrated?

• Survey links for active projects actively collecting responses 
  • We will work closely with you to minimize disruptions with your active surveys. 
• 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

What Do You Need to Do?

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.
   • Complete this questionnaire to let us know if you have active surveys: Qualtrics Active Surveys on Non-Standard Qualtrics Site
2. Decide which Qualtrics library you want to remain:
   • Complete this questionnaire to let us know: Qualtrics Active Surveys on Non-Standard Qualtrics Site
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. These will need to be re-shared after migration.
   • Plan for survey links to be temporarily inactive during migration.
5. Move to the 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 non-standard sites.

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: If you want to complete this process on your own before we get to your department, you're welcome to contact Qualtrics and complete a Manual User Move. You will need permission from the Qualtrics brand admins for Qualtrics to complete the manual user move. To obtain brand admin permission, please select "Click to Request Service" in the upper righthand corner of this page. 

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. 
• Select "Click to Request Service" in the upper righthand corner of this page if you have any questions or issues. 

Thank you for helping us make this migration a success!