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5 Year Administrative Reviews Using Qualtrics 
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Creating a Qualtrics Account Copying and Personalizing the Standardized Survey Uploading Respondents Distributing the Survey and Viewing the Results Common ‘How‐To’ answers Link for further information on Qualtrics use, if needed 1 2 BEFORE YOU START: You will need an excel file, with the first name, last name, and email address of the respondents who will receive the survey, saved as ‘CSV, Comma Delimited.’ 1. In an Excel spreadsheet, name three rows ‘FirstName’, ‘LastName’, and ‘Email’ (note the lack of spaces). 2. Fill in the information for your respondents (first name, last name, email address). No other information is necessary. 3. Save the file as ‘CSV, Comma delimited.’ 4. As you save, several pop‐ups will double‐check that you’re saving the file as intended. Click ‘Yes’ and ‘Ok’ on all of them. 5. Close the file. 3 4 The Faculty Affairs office, in consultation with Human Resources and other campus leaders, has created a standardized questionnaire for 5th Year administrative reviews. The survey is located in Qualtrics, an online survey system. To get started: Go to qualtrics.arizona.edu and enter your UA NetID and password. 5 6 CREATING A QUALTRICS ACCOUNT Click on ‘I don’t have a Qualtrics account’. It may take a moment to load the next screen. 7 8 Agree to the Terms of Service. 9 10 After you agree to the Terms of Service, your home screen for Qualtrics will open up. 11 12 COPYING THE STANDARDIZED SURVEY To access the standardized 5th Year Review survey: 1. Click on the ‘Library’ tab along the top of your work screen. 2. Under the ‘Library Overview’ tab (in the upper left of the menu), click on the blue ‘1 Folders’ hyperlink just to the right of the ‘University of Arizona – University Wide’ item. 13 14 Click on ‘copy’ on the right of the screen to copy the template. This will allow you to then save the copy in order to customize as needed. 15 16 To save your copy: A small screen will appear. 1. In the ‘Destination’ designation, select ‘My Account: Your Name’, the first drop‐down option under ‘Copy to an Account’. 2. The name will appear as ‘5th Year Review UA Template’. Change the name to ‘5th Year Review (name of reviewee)’. 3. Click on the green ‘Copy’ button. 17 18 Click back to the ‘My Surveys’ tab on the upper left. The 5th Year Review (name of reviewee) will appear in your home survey screen. The taskbar on the right shows the options you have with the survey. Click on the first one, ‘Edit,’ to customize the content of the survey. NOTE: the survey needs very little customization; the only information that must be added to the standardized survey are (a) the name of the reviewee and the committee chair in the introduction to the survey, and (b) the name of the reviewee in the two open‐ended questions at the end of the survey. 19 20 The opening “question” is an introduction from Andrew Comrie, Senior Vice President for Academic Affairs and Provost. Click on the white area surrounding the text – it will highlight yellow, and then the textbox will appear, at which point you can edit. Update the name of the reviewee and the name of committee chair NOTE: Qualtrics does not have a “save” feature. All changes are saved as they are made. If you accidentally delete a question, there is a record of all questions removed from the survey at the bottom of the editing page – scroll to the bottom of the page and follow the directions to add an accidentally‐
deleted question back to the survey. 21 22 The last two questions are open answers. Click on the white area surrounding the text and change “the individual” to the name of the reviewee. NOTE: All of the questions are currently marked as voluntary responses. Please see last page of this guide for information on changing “voluntary” responses to “forced” or, alternately, prompted responses. Once you are done with editing your survey, return to the ‘My Surveys’ tab and Activate the Survey by clicking on the box underneath the ‘Active’ section – a green checkmark will appear when the survey is active. 23 24 Because the survey is standardized, questions should be only minimally edited, if at all. 25 26 UPLOADING RESPONDENTS To distribute the survey, go to the ‘Panels’ tab. (A panel is what the system calls a list of respondents.) Click the green button ‘+ Create New Panel’ on the right hand side. Name your panel (we recommend ‘Respondents for Reviewee’s Name Review), and click ‘Create’. Name your Destination folder ‘5th Year Review (Reviewee Name).’ 27 28 In your open Panel, select ‘Import From a File.’
Click ‘Browse’ in the window that pops up, and select the CSV spreadsheet with your list of respondents. A sample window appears showing the information from the file. If an error occurs, you’ll see an error message in red on the screen indicating the nature of the error: You may need to correct errors on the spreadsheet. Once errors (if any) are corrected, upload again and click the green ‘Import’ button. 29 30 DISTRIBUTING THE SURVEY
Go to the ‘Distribute Survey’ tab. Click on ‘Email Survey.’ To send the survey to your panel, click on: Please Select>My Library: Your Name> Panel Name> Select Entire Panel For the body of the email, click on: Load a Saved Message (under Subject line) > Organization Library: University of Arizona – University Wide > 5th Year Review Email Template The Subject line should read ‘5th Year Review – Reviewee Name.’ Committee chairs can customize this message. Alternately, fill in information (who is being reviewed, name of committee chair, when you plan to close the survey)
as appropriate. 31 32 VIEWING THE RESULTS Deactivate the survey by clicking on the green checkmark next to the survey on your home library screen. You will have to verify the deactivation of the survey. To view your results, click on ‘results’ for your survey. You can export your results to a Word, Excel, PowerPoint, or PDF File using the icons in the upper right hand corner. 33 COMMON (optional) “HOW‐TOs”: “Force” a response to a question: Click on the ‘Force Response’ option in the editing taskbar on the right hand side (appears when you’ve selected any question to edit). You can also select “Request Response” to prompt (but not compel) folks to complete a question that was skipped. Change the look of the survey: The colors and fonts of the survey are customizable under the ‘Look and Feel’ tab while editing. Add conditional questions: To add questions that are conditional to the response of another question, use the ‘Survey Flow’ tab on the editing page. Qualtrics offers robust resources for system use: http://www.qualtrics.com/university/researchsuite/basic‐
building/getting‐started/ 34