Qualtrics

1. Start on the Office of Academic Affairs website, hover over the toolbox tab and click on Letters, Templates, and Forms tab .

• Under the template section, you will find the CES/PES report drop down menu where you can obtain the CES or PES Report Template. To upload the template to Qualtrics you will first need to download the survey template as a QSF file and save it to your computer (a new template should be downloaded from the website for each candidate and action). Please note that the .qsf file cannot be opened on computer applications, data is only viewable when uploaded to the Qualtrics system.
  • Click on the CES or PES report template link, you will then be directed to the file saved in BOX
  • Click on the download button on the right side of your browser and save the file to your computer. Please ensure you are saving it as a word document that is in QSF file (The file should not be saved as a .doc or PDF file). 

Login to Qualtrics 

You can also access the SoM Qualtircs through the OAA Toolbox page:

• Hover over the toolbox and click Qualtrics
• Click login to Qualtrics. You will be directed to Qualtrics Surveys &Forms
• Scroll down, click login to Qualtrics again

To upload the templates to your Qualtrics account, you will:

• Click on create new project
• Create project from scratch

• Click on “Get started” located on the lower right side of the screen, name your project. Note: name of the survey should reflect the person who the survey is being solicited for or your departments naming convention to keep track of the candidate’s survey.
• Click on the drop-down menu “How do you want to start your survey”
• Choose import a QSF file
• Choose file and then choose the QSF file you downloaded from the OAA website
• Click open
• Create project

Now you can go to your Qualtrics Control Panel by clicking on the Qualtrics Icon (XM)

• A window will pop up that reads “ Copy Project”. Copy to “ Account”, Project name should be the same as the one you have created previously,  folder should be “ Projects and Programs”, click on “ Copy Project”.

You are now ready to activate the survey and get it ready for distribution.

Next Click on the new survey you have created. Click the survey option icon on the left-hand side.

• Once you click on the setting Icon you can change the display name to the candidates first and last name, date and action type.
• Click publish and a window will pop up where you will need to click publish again. Now that your survey is active, you can copy the link to distribute. You may paste this link into the trainee and referee solicitation letters you will be sending out.

NOTE: You may also navigate to the distributions section to view more options. For more information, please review the detailed instructions manual located in the long form section under evidence tables and guidelines

After you have distributed the survey and you have acquired the requisite number of responses, you can generate a report.

To download the reports:

• Click on the correct survey
• Click reports
• Create report
• Select from results report
• Under Results Report select project
• Select all responses
• Create the report name which should reflect the candidates name
• Click create
• Click on share report
• Download PDF report

NOTE: These same instructions can be used to upload and distribute the Trainee Evaluations Survey.