Surveys and Web Forms (Qualtrics)

Qualtrics is a robust solution that allows all members of the St. Thomas community to create web-based surveys and web forms, and integrate survey data into Salesforce. 

This article covers the following topics:

• Getting Started & Support
• Salesforce Integration of Your Survey Data
• Faculty Election Ballots: Chairing a committee responsible for faculty elections?

Getting Started & Support

Review Qualtrics: Getting Started & Support to learn about logging into your UST Qualtrics account and getting support.

Salesforce Integration of Your Survey Data

To have your Qualtrics survey integrated into Salesforce, please do the following two steps:

• STEP ONE: Complete Request for Service form on this page by clicking "Click to Request Service" button on the upper righthand side of the page:
  1. Under "What is the reason for your request?", select "I would like to make a request"
  2. Input a Short description of request or incident
  3. Under "What type of request would you like to make?", select "I would like to integrate my Qualtrics survey into Salesforce"
  4. Input the survey URL into "What is the URL of the survey (if applicable)?"
  5. Add any additional details in the available text box
  6. Someone from the CRM will follow up with you via your Service Request ticket.
• STEP TWO: Share your Qualtrics survey with the Qualtrics user called "Salesforce Integration" (FIRST NAME: Salesforce, LAST NAME: Integration)
  • Please follow the instructions on Collaborating Inside Your Organization to learn how to share a survey with another individual user to view and/or edit your the survey. 

Faculty Election Ballots: Chairing a committee responsible for faculty elections?

This information can help you take action creating, sending, and collecting faculty elections and results. 

I. Roles & Responsibilities

The Committee on Faculty Nominations and Elections (CFNE) and any entity responsible for faculty elections are responsible for:

• Preparing ballots and ballot invitations.
• Sending out ballot invitation and managing the Qualtrics portion of the elections.
• Managing appropriate documentation, training, and support resources to manage elections effectively.
• Creating sample subgroup lists (for different faculty groupings, such as CAS Divisions).

 ITS provides backend support, including:

• Providing technical support via our knowledge base
• Ensuring the central Contact List is populated in Qualtrics Directory annually with up-to-date list of full-time faculty information for the academic year.
• Offering technical support, as needed and when available (through this TechDesk tickets created from this service request form).

These roles for the management and operational delivery of faculty elections will:

• Ensure a smoother, more efficient faculty election process
• Allow each responsible group to focus on their areas of greatest impact
• Reduce the time required to address questions or technical issues
• Empower CFNE and any entities responsible for faculty elections while maintaining strong technical support where needed

II. Get added to the Qualtrics Group & Create your ballot

1. Submit a request through this service form to have the necessary chair person(s) added to the Qualtrics Groups (either 'CAS Elections' or 'Committee on Faculty Nominations and Elections (CFNE)') in order to access election ballot and distributions email templates. 
2. In terms of instructions for setting up elections via Qualtrics, use Qualtrics Support to help – you can read more about reaching out to Qualtrics Support in the instructions on the knowledge base article: Qualtrics: Getting Started & Support/Training. Their knowledge base has great tutorials with screenshots, and their AI Agent and human agents can help you locate and troubleshoot anything that you need at nearly anytime.  

III. Request a list of full-time faculty to use in a Qualtrics Directory

Need a list of full-time faculty to use in a Qualtrics Directory? Submit a ticket through the AskHR team requesting:

• one list with all full-time faculty that includes:
  • their first name
  • their last name
  • non-vanity email
  • their primary department and
  • their primary college/school

Need help creating a Sample from a Qualtrics Directory List that you've created? Review Qualtrics Support documentation about creating Directory Samples and/or review the screenshot below:

Request Service

Our request service form will allow you to request service and report a problem.