November Show and Tell

Tuesday, November 7 from 12:00-1:00, Research Commons Room 352

Have questions about onboarding and getting the most from Qualtrics?  Join Heather Lansky from the College of Education and Human Ecology as she talks about some of the training resources she has created including “5 Functions You May Not Know About.”

URGENT: Email Issue with Qualtrics

Qualtrics is currently working on an issue with emails.  Survey emails distributed through Qualtrics are bouncing when sent to osu.edu email accounts and other accounts that go through Microsoft.  The issue is system-wide, not just Ohio State University.  User are advised NOT to distribute surveys through Qualtrics until further notice.

UPDATE 10/10/17 – The issue with email has been resolved and users may distribute surveys again.

 

October Show and Tell: Public Records

October 3, 2017 from 12:00-1:00, Research Commons Room 352

Did you know that as an Ohio State employee, you are subject to the Ohio Public Records Act? Rob Moormann, Director of Public Records, will speak about your obligations as a custodian of the people’s records. The presentation will focus on the records you likely create, edit, or manage, including the survey research that you use, create, and store in Qualtrics.  Additionally, the legal obligations you have when creating and using records to do your job and the university’s responsibilities when responding to public records requests, will be covered.  Feel free to bring your lunch.

Qualtrics Show & Tell Discussions

Be a presenter at our monthly “Show & Tell” discussions.

All discussions are held in 352 Classroom at Research Commons, 3rd Floor of 18th Avenue Library. from 12 – 1 PM.

Sharing experience and knowledge is what makes the OSU Qualtrics User Group a great community. So please do your part and tell others your Qualtrics tips and tricks during these brown bag discussions.

Submitting a presentation idea is easy. Just email us qualtricsbrandadmins@osu.edu, your title, topic, idea or tip, no later than a week prior to each meeting.

We look forward to hearing from you!

Show & Tell – Upcoming Discussions, 2017-2018

October 3 – Rob Moormann and Thomas Papacostas from the Office of Compliance and Integrity will present on Public Records Requests

November 7 – Heather Lansky, College of Education and Human Ecology, topic TBD

December 5 – open

January 2 – open

February 6 – open

March 6 – open

April 3 – open

 

[Action Required] Qualtrics is upgrading security

See the announcement below from Qualtrics to ensure uninterrupted service:

At Qualtrics, we are committed to providing our customers with best-in-class security. As part of this commitment, we are currently transitioning our systems to HTTPS.

This security transition will prevent your users from accessing Qualtrics via URLs that including ‘”www”. Ongoing, all access to Qualtrics will require a secure URL that incorporates HTTPS.  Your current branded URL osu.qualtrics.com will continue to work as intended. However, if your user tries to enter Qualtrics via www.osu.qualtrics.com, they will receive an error message.

The security update will occur on June 12, 2017.

Show & Tell – Upcoming Discussions

 

June 6th, 2017

  • Brandon Allen – Qualtrics

Brandon will present the new Statwing feature for performing data analysis in Qualtrics.  The meeting information is listed below. Feel free to join online and/or by phone.

Join from PC, Mac, Linux, iOS or Android: https://qualtrics.zoom.us/j/582166815
Or iPhone one-tap: 16465588656,582166815# or 14086380968,582166815#

Or Telephone:
Dial: +1 646 558 8656 (US Toll) or +1 408 638 0968 (US Toll)
+1 855 880 1246 (US Toll Free)
+1 877 369 0926 (US Toll Free)

Meeting ID: 582 166 815
April 4th, 2017

  • Brandon Allen – Qualtrics

He will present the new AXM Qualtrics platform.

Join from PC, Mac, Linux, iOS or Android: https://qualtrics.zoom.us/j/920474571
Or iPhone one-tap: 16465588656,920474571# or 14086380968,920474571#

Or Telephone:

Dial: +1 646 558 8656 (US Toll) or +1 408 638 0968 (US Toll)

+1 855 880 1246 (US Toll Free)

+1 877 369 0926 (US Toll Free)

Meeting ID: 920 474 571

Show & Tell – Previous Discussions

September 13th, 2016

  • Amanda Rinehart – Assistant Professor and Data Management Librarian. Amanda discussed about data management plans and best practices in managing Qualtrics data.
  • John Strawn – OAA Web Communication Specialist. John presented useful Microsoft tools for automating reports from Qualtrics data.

October 4th, 2016

  • Amanda Baker and Ben Andrews, Research Analysts in the Center for the Study of Student Life. They discussed survey fatigue and the use of incentives in survey research.

November 1st, 2016

  • Mary Higginbotham (Pharmacy), Heather Lansky (EHE), Jen Abbruzzese (Wexner), Mary Shook (James) and Lauren Haas-Gehres (Social Work)

They covered the following topics:

  • onboarding with Qualtrics within your division.
  • managing users within your division.
  • ideas for in-house training.
  • managing groups within your division.

December 6th, 2016

  • Timothy Huerta – Associate Professor, College of Medicine, College of Public Health. He presented about his experience in using Qualtrics APIs for advanced data management.

February 7th, 2017

  • William Ashley – Communication Specialist
  • Mary-Butler Ravneberg – HR Data Analyst

They spoke on the collaborative approach OHR takes to survey data, including survey process and reporting, examples of their survey partnerships, and upcoming projects.

March 7th, 2017

  • Peter Bossley – Director, Digital Accessibility Center
  • Laura Fathauer – Digital Accessibility Center GA
  • Rahim Abdi – OCIO Accessibility Analyst

They will spoke on the following topics:

  • ADA / OSU Digital Accessibility policy
  • Accessible Technology in principle and in theory
  • Universal design
  • Qualtrics survey examples and benchmarking

Non-accessible Survey Questions to be Disabled

Qualtrics surveys contain several questions that cannot be read or responded to by people with disabilities who rely on assistive technology for access to their computers. As such, these “non-accessible” survey questions do not comply with Ohio State’s web/digital accessibility policy and a settlement agreement with the Office of Civil Rights. Unless granted an exemption by the University ADA Coordinator, any digital information or service by any campus unit must meet the Minimum Digital Accessibility Standards (MDAS).

These non-accessible survey questions will be disabled for all users this summer. Exemptions may be submitted to either the ADA Coordinator’s Office or the Digital Accessibility Center and are approved by Scott Lissner, Ohio State’s ADA Coordinator and 504 Compliance Officer with the Office of Compliance and Institutional Integrity. The exemption request form can be found at: https://accessibility.osu.edu/files/OSU-Request-for-Alternative-Access-Exemption.pdf. The Digital Accessibility Center is available to assist campus units through the exemption request process. You can request assistance by emailing accessibility@osu.edu.

[Action Required] API Security Upgrade Test

As part of ongoing efforts to upgrade security, Qualtrics is deprecating users’ ability to access their accounts over unsecured HTTP connections.

This is a notification regarding upcoming deprecation HTTP endpoints of Qualtrics public APIs.

This email details the steps necessary to move over to the secure HTTPS endpoints and the timeline.

What is HTTPS?

HTTPS (Secure HTTP) denotes the use of HTTP with encryption protocols to create a secure connection between two machines. This encryption prevents attackers from intercepting sensitive information passed as part of a request from a website or API. This encryption is enabled when connecting to a secure part of a website or API indicated by an HTTPS URL, that is, a URL with the prefix https://.

What Action Needs to be Taken?

Version 2 API users must update the base URL of their API calls to begin with ‘https’ instead of ‘http’. This would be a simple string change in applications that call Qualtrics APIs. No additional code changes are necessary.

The base URL for the version 2 API is: https://survey.qualtrics.com/WRAPI/ControlPanel/api.php

Users that are using the API without the ‘s’ in the ‘https’ portion of the URL can search for ‘WRAPI/ControlPanel/api.php’ in their applications in order to find where it must be updated.

The deadline for switching version to API usage to HTTPS is June 15th, 2017.

After June 15th 2017, HTTP endpoint will be deprecated – which means applications that continue to call the HTTP endpoints will stop working.

Also note that API users may take this opportunity to transition to the newer version 3 API. Version 3 API  is fully RESTful and more state-of-the-art. Version 3 API documentation can be found at api.qualtrics.com.

 

 

Minor Change to Qualtrics Email Distribution

From: OSU Qualtrics Brand Administrators and OSU-OCIO Email Team

To: All OSU Qualtrics Users

Within the past few months we evaluated the best options to address issues related with emails distributed directly out of Qualtrics and being captured into recipients’ SPAM email boxes. In order to deal with these situations, we are planning to change the “From” email address in Qualtrics to qualtrics@osu.edu instead of the current email noreply@qualtrics-research.com

qualtrics@osu.edu is an OSU managed email. This email will not be associated with any particular survey or research protocols.

The timelines for this change are planned for the week of January 3 – 6, 2017.

We anticipate there will be no interruption to any survey protocols. We advise users to check their active surveys/projects/protocols during the week of January 9 – 13, 2017 to make sure that everything is working properly.

OSU-Email team and Qualtrics Technical team will perform testing right after the change. If the testing fail, we will resume to using the current “From” email: noreply@qualtrics-research.com

The Brand Administrators encouraged the Division Administrators to send this information to their users.

Additional resources can be found here:

–        Avoid being marked as Spam

–        Using a Custom From Address

–        Email Distribution Management

Please let us know if you have any questions.

Best,

The OSU Qualtrics Brand Administrators

 

RESULTS

The Qualtrics Brand Administrators and OSU-OCIO Email Team performed additional testing after the change of the “From Email” address in Qualtrics.

Unfortunately, there were a couple changes that did not work as planned:

  • Using the From Email as qualtrics@osu.edu displays differently based on how the survey is distributed to respondents. This creates confusion for respondents and increase the likelihood they would delete survey emails or view them as spam, rather than open and participate in the surveys.
  • We identified a maximum threshold for outgoing emails where the From Name was set to qualtrics@osu.edu. This limitation is set by Microsoft as 10,000 emails per day. There are caveats around what counts toward this limitation, but it is too small for larger survey projects, and monitoring and properly managing this limitation for all OSU Qualtrics users is not feasible at this time.

Based on the negative impacts to Qualtrics users that the aforementioned findings represent, the Brand Administrators asked Qualtrics to back out the change. The Qualtrics system now works as it did before with respect to the From Name field.

Backing out the change means that Qualtrics users will need to take additional protocols and steps to increase deliverability of their surveys. The best practices shared in the resources below should be used by Qualtrics users when creating and distributing surveys:

–        Avoid being marked as Spam

–        Email Distribution Management

Best,

The OSU Qualtrics Brand Administrators