Sensitive Data Policies

Johns Hopkins’ Qualtrics is authorized for sensitive data, however, the survey/project administrator(s) are responsible for the security of the data collected and used within Qualtrics.  This document looks to provide best practices of how survey administrators can protect their survey data.

Sensitive data includes: FERPA & HIPAA protected data, PII, etc.

Please familiarize yourself with the current Johns Hopkins Sensitive Data Policies.

  • JHU PII policy 
    • “All members of the University community are responsible for ensuring that the number and scope of physical and electronic copies and repositories of PII are kept the minimum necessary and only for the time period where a valid business need for the information exists.
  • JHU FERPA information
    • Eligible students “have the right to consent to disclosures of personally identifiable information contained in the student’s education records.”
  • JHM HIPAA policies
    • “In accordance with HIPAA, the Plan shall make reasonable efforts to limit the Use and Disclosure of, and requests for, PHI to the Minimum Necessary required to accomplish the intended purpose of the Use, Disclosure or request.
  • MyLearning FERPA & HIPAA Courses:

Best practices within Qualtrics

  • Consider the design of your survey and only collect data that’s absolutely necessary.
  • If you choose to use the Demographics Library in Qualtrics when building your survey, phone number and US Social Security Numbers, Driver’s License numbers and Credit Card numbers are sensitive data.
  • Do not include sensitive data in automated emails from Qualtrics.  Automated emails include distribution emails from Qualtrics to other users on submission of a Survey.
  • Do not include sensitive data within shared group libraries.
  • Minimize permissions given to collaborators. Do your survey collaborators need to see all the data collected?
  • Do not share public reports of data outside intended users.
  • Create reports/dashboards that do not include sensitive data when not necessary.  Consider using Conditional Filtering.
  • Use Johns Hopkins SSO for account access.  A Username and Password are not secure methods.
  • Avoid collecting photos for identification.  You are allotted only a small storage space (100MB per survey response) in Qualtrics.  Consider a using a short video chat to confirm identities outside of Hopkins.

Account Migration Resources

Johns Hopkins has established an enterprise license of the Qualtrics survey platform. Outside of this central instance (also known as “brand”), there are approximately 18 other brands affiliated with Johns Hopkins. The vendor is providing support in migrating users within those external brands to the central brand during this consolidation effort. Below you will find resources and steps you should review and follow to ensure a smooth account migration.

Self Migration vs Automated Migration

Users of external brands have the ability to complete a “self-migration” of their account into the enterprise at anytime they wish to do so. Please keep in mind that this is a separate process from the account migration Qualtrics is providing. Self-migrations entail exporting content out of the user’s current account and importing the content into their enterprise account. Below you will find a table that outlines pros and cons associated with each migration method.

Migration Method Pros Cons
Self-Migration
  • Self-paced
  • Ability to pick and choose which content to migrate
  • Survey downtime reduced
  • Distribution links are not preserved and will need to be recreated
  • Time consuming (dependent on content in account)
  • Personal library content not easily archivable
Automated Migration from Qualtrics
  • Automated process once pre-migration steps have been completed
  • Personal libraries (graphics, files, etc.) are preserved
  • Anonymous links are preserved
  • Flexible migration windows/phases
  • Account migration may take a few days, based on the window/phase selected
  • Surveys will need to be paused for a duration of time (~1 week)
  • All pre-migration steps need to be completed before account migration date

If you are interested in completing a self-migration of your account or simply want to learn how to export/import surveys and responses, please review the Self-Migration Steps directly below:

  1. Establish your enterprise Qualtrics account (if not already established) by visiting Qualtrics User Types and Permissions.
  2. Pause Survey Reponses Collection for surveys you plan to migrate to ensure you are not collecting responses while migrating.
  3. Review Exporting and Importing Qualtrics Surveys to export surveys from the external account and import them into the enterprise account.
  4. Review Exporting and Importing Response Data for steps on how to export data from the external account. Like the surveys, these exported data files will also need to be uploaded to the enterprise account.
  5. Once your surveys have been imported into the enterprise account, you will need to recreate any distribution links and distribute accordingly. Refer to Distributions Basic Overview.
  6. For other Qualtrics items beyond surveys and responses, please refer to both the pre and post-migration steps below for steps on how to reconfigure these items.

If you are interested in having the Qualtrics technical team migrate your account, please review the resources and migration steps below. You will need to coordinate with your current Brand Administrator a time that works best to migrate your account.

In-Scope / Out-of-Scope Migration Items

To better understand what will and will not migrate, please review both the In-Scope and Out-of-Scope Qualtrics items below:

In-Scope Out-of-Scope
  • Surveys
  • Survey responses/data
  • Anonymous survey links
  • Personal libraries
  • Dashboards
  • Contacts
  • Survey workflows
  • Project Collaboration Uses and Settings
  • SMS Distributions
  • Tickets
  • Text IQ and Stats IQ
  • SSO
  • Survey Reports / Report Settings
  • Project Folders
  • Data Isolation
  • Third Party Integrations/API Calls
  • Themes

Pre-Migration Steps

Prior to the account migration, you will need to review and complete the following steps in your current Qualtrics account:

  1. Surveys/Distributions: Surveys and distributions will need to be paused. This only applies to any currently active surveys you may be working on.
  2. Reports: If you have created any reports, you will need to export the results. The report itself will need to be recreated in the new enterprise account along with any report settings, including report definitions and schedules.
  3. Survey Links: Personal links used for survey distribution will break after the account migration. These links will need to be recreated and redistributed to the user(s) if survey responses are required.
    • Anonymous survey links will continue to work post-migration.
  4. Project/Survey Collaboration: Take note of the users you are sharing surveys/collaborating with as these collaboration will need to be recreated in the enterprise brand. We’d advise taking screenshots of your current collaborations which can be found under your survey project by navigating to Tools > Collaborate
  5. Contact Lists: Export any contact lists that you want to retain. Refer to exporting contact list(s) in Qualtrics.
    • Save these locally on your machine so they can be uploaded to the enterprise account post-migration.
  6. Project Folders: Project folders will not migrate and need to be recreated after the migration.
    • We’d advise taking note of these folders by capturing screenshots.
  7. Group Libraries: Group Libraries can be migrated by copying the Group Library content to a specified user account/test user account. Once your current account has been migrated to the new brand, you can then recreate the Group Library and copy content back into it from the specified/test user.
    • Any surveys that were migrated utilizing group library content will need to be updated post-migration to reference the new group library location and content.
  8. API/Third Party Integrations: Review any survey workflows that may be utilizing APIs and/or third-party integrations (such as Salesforce, ServiceNow, Tableau. etc.). These API requests and integrations will need to be reconfigured in the enterprise brand. We’d advise taking note of these API calls/integrations by capturing screenshots, if necessary.
  9. Triggers, Actions, Workflows: Take note of any Triggers/Actions/Tickets/Workflows that will need to be reconfigured. We’d advise taking note of these items by capturing screenshots, if necessary.
  10. Dashboards: Dashboards will not be migrated, but current content can be exported for later recreation.
  11. Text IQ: If your current brand is licensed for Text IQ, export Text IQ Topics from the desired survey(s). Make a note of the associated survey(s).

Post-Migration Steps

Once your Qualtrics account has been migrated to the enterprise brand, please review and complete the below steps to finish configuring your migrated surveys and any related content.

  1. Review any surveys that were migrated. Ensure that they look and function as they did prior to the migration. Double check that ALL surveys were migrated in addition to collected responses for each. If you find any issues during this review, please submit a support request immediately. DO NOT proceed with the remaining steps if issues have been found.
  2. Reactivate any paused surveys and distributions.
    • Personal links will need to be regenerated and redistributed.
    • Anonymous links will continue to work as they did prior to the account migration.
  3. Import and contacts and contact lists that you may have exported previously.
  4. Recreate any project folders previously established.
  5. Group Libraries
    • If the group library content was migrated to a test user prior to the migration, you will need to recreate the group library and add the content back.
    • Any surveys that were migrated utilizing group library content will need to be updated to reference the new group library location and content.
  6. If any of your surveys are utilizing Survey Actions, you will need to reconfigure these actions as necessary.
  7. Update the “Look & Feel” settings for any of your migrated surveys.
    • This includes themes that may have migrated as well.
  8. Recreate dashboards that did not migrate and ensure they are linked properly to the source surveys.
  9. Recreate any reports and report settings, including the report definitions, schedules, etc.
  10. Update your collaboration settings and re-add any users or collaborators previously configured.
  11. Reconfigure APIs and/or third-party Integrations as necessary. Test each API call to ensure they are working as expected.
  12. Import Text IQ Topics to surveys.

Support and Help

For support and help with your external Qualtrics account (i.e. non-enterprise account), please refer to the Support by Qualtrics Instance help page for the appropriate contact.

For support and help with the migration or enterprise account, please submit a support request.

Distributions using JH Email Domain

The Johns Hopkins Qualtrics enterprise has pre-configured email domains that can be used for survey distribution. This allows emails from Qualtrics to be recognized as “safe” when received at Hopkins email addresses. Qualtrics support documentation on Email Distribution.

Survey Distribution using your JHED ID and JH Email Domain:

  1. Once ready, navigate to the Distributions section of your survey
  2. Survey distribution

  3. Click Emails > Compose Email
  4. Configure the distribution to your liking. The From: section should use the following:
    • From Address – JHEDID@mail500.jh.edu
    • From Name – Your name (who the survey should appear to be coming from)
    • Reply-to Email – Email address which replies should be sent to

    Please Note: The default address for Qualtrics distributions is no-reply-qualtrics@mail500.jh.edu. Distributions can be sent using this email address, but it is recommended to use JHEDID@mail500.jh.edu.
    Distribution using JH mail domain

  5. Once the distribution has been sent, the message received will be delivered by the From Address you configured above (JHEDID@mail500.jh.edu). Replies to the distribution will be sent to the Reply-To Email specified.

Johns Hopkins Authentication Survey Configuration

Adding Johns Hopkins Single Sign On (SSO) authentication is a great way to add a layer of security and restriction to your surveys. Anyone without JHED credentials will NOT be able to access your survey. Learn more about Qualtrics Authenticators. Below you will find steps to configure the JH SSO authenticator on your survey(s).

Configuration

  1. Once your survey has been created, navigate to the Survey flow tab on the left side of the screen.
  2. Survey flow menu item

  3. From the Survey flow screen, select Add a New Element Here and then Authenticator from the list of available options.
  4. Add a new element survey flow option Authenticator survey flow selection

  5. Configure the Branch on Successful Authentication screen as follows:
    • Authentication Type: SSO
    • Associate Respondent With Panel: Unselected
    • Capture respondent identifying info: Selected – this will allow you to capture pre-populated, identifying information when the user authenticates, such as JHED ID, name, department, etc. See below for a list of fields available.
    • SSO Type: Shibboleth
    • Connection: JH SAML SSO

    Authenticator configuration

  6. Click Apply at the bottom right of the screen to apply your SSO configuration.

Please Note: You will likely need to move your Authentication block in the survey flow, dependent on when and where you are expecting authentication. To require authentication prior to the start of the survey, configure the survey flow as follows (below). You can drag and drop the different blocks of the survey using the Move button.
Authenticator and question block configuration order

Available Identifying Information fields from SSO (Embedded Data)

Field SSO Attribute
Email mail
Preferred First Name urn:oid:1.3.6.1.4.1.6565.1.1.1.292
Last Name sn
JHED ID uid
Hopkins ID urn:oid:1.3.6.1.4.1.6565.1.1.1.1
Division urn:oid:1.3.6.1.4.1.5923.1.1.1.4
Entity (e.g. Johns Hopkins University) urn:oid:1.3.6.1.4.1.5923.1.1.1.3
Department department

Authenticator Options

Qualtrics has a number of authenticator options available for customization. Users can adjust the maximum number of authentication attempts, authentication prompt text, error text, and more. Please refer to Qualtrics Authenticator Options for more details on how to adjust these settings.

Support and Help

Vendor Support

With a Qualtrics account in the JH enterprise license, you can contact Qualtrics directly for support with their product. This would include technical assistance with the system, survey platform, and questions around features and other functionality.

To get in contact with their support team, please navigate to https://www.qualtrics.com/support/.

Note: In order to contact their support team, you must be logged into your Qualtrics account. Below are steps to contact support from within your Qualtrics account:

  1. Login into your Qualtrics account at jh.qualtrics.com
  2. Click the Help icon in the top right corner.
  3. Help icon

    • To visit their support site which features how-to articles, training, and support guides, please select Support Site
    • To get in touch with their technical support team, please select Contact Support
    • Support site and contact support help options

    • If prompted to sign in when attempting to Contact Support, use the Sign in with SSO option for JHED-based user accounts and enter jh for the Organization ID. Otherwise, enter your Qualtrics username and password
    • Sign in with SSOCompany Organization ID

  4. Once logged in, you will be able to select the nature of your support request, which area of the Qualtrics product you are referencing, and then a contact method (chat, email, or phone).

JH Qualtrics Administrators

The JH Qualtrics enterprise consists of both primary or “brand” administrators as well as divisional administrators, who manage their users within a Qualtrics division under the main license. These administrators can typically assist you with access and permission-based support needs, transferring content ownership between users, and other general questions about the product.

To get in contact with the JH Qualtrics Administrators, please submit a Support Request.

If you require assistance and your account is part of an external Qualtrics instance (not within jh.qualtrics.com), please refer to Support by Qualtrics Instance for your appropriate support contact.

Support by Qualtrics Instance

Below you will find a list of non-enterprise instances of Qualtrics that are affiliated with JH. If you do not have an account in the enterprise (jh.qualtrics.com), please contact the support contact listed for your division/instance of Qualtrics.

If you do not see your instance/division listed below, please submit a Qualtrics Support Request.

Division/External Instance Support Contact
Carey Business School Philippe Homassel – homassel@jhu.edu
JHMI Nursing Visit JHH Nursing Qualtrics
Johns Hopkins University, Integrated Learning Joy Saunders – jpeterso@jhu.edu
Teresa Wonnell – twonnell@jhu.edu
Krieger School of Arts and Sciences Fred Thomsen – thomsen@jhu.edu
Peabody Institute Visit IT @ Peabody
School of Advanced International Studies Moe Elahi – melahi@jhu.edu
School of Education Tim Reiss – tcr@jhu.edu
School of Medicine (ICTR) Visit Qualtrics @ SOM
School of Nursing SON-HelpHesk@jhu.edu
School of Public Health Ray Hamann – ray.hamann@jhu.edu

User Types and Permissions

Upon initial login to the enterprise license of Qualtrics (jh.qualtrics.com), all users will automatically be provisioned a JH – Limited user type. Available features and limitations with each user type are listed below:

User Type Access to Limitations/No Access to Volume
JH – Limited
  • Core XM
  • Create surveys
  • View results/data collected
  • Built-in Qualtrics themes
  • Collaborate on projects outside of enterprise
  • SSO
  • API
  • Stats iQ
  • Johns Hopkins Branded Themes
  • Qualtrics Library
  • Offline Mobile App
  • XM Directory
  • Third Party Integrations (such as Salesforce, Tableau, etc.)
  • Account Level: 10 surveys, 5 active surveys, 200 responses
  • Survey Level: 50 responses and 20 questions per surveys
JH – Licensed Same access as JH – Limited, in addition to the following:

  • API
  • Stats iQ
  • Johns Hopkins-branded Themes
  • Qualtrics Library
  • Offline Mobile App
  • XM Directory
  • Third Party Integrations (such as Salesforce, Tableau, etc.)
  • SMS Distributions
  • WhatsApp Integration
  • Account Level: Unlimited surveys, active surveys, and responses
  • Survey Level: 10,000 responses per survey
JH – Student Same access as JH – Licensed, but only available for currently matriculated students. Same restrictions as JH – Licensed.
  • Account Level: Unlimited surveys, 10 active surveys, and unlimited responses
  • Survey Level: 1,000 responses per survey

Please Note:

  • If you would like to upgrade your Qualtrics account to the Licensed version (JH – Licensed), please submit an upgrade request using the following form: Upgrade to JH – Licensed Request.
  • Should you need additional responses beyond the 10,000 response limit per survey, please contact the JH Qualtrics team by submitting a Support Request.

JH – NoAccess

For users who have Qualtrics accounts in external brands (i.e. accounts outside of jh.qualtrics.com), you are automatically added to the JH – NoAccess user type upon signing in. This user type, by design, is very limited and does not allow you to create any projects or surveys in Qualtrics. If you login at jh.qualtrics.com and find that you do not have sufficient access in the system, you have been identified as a user in an external brand. Given this, you are considered in scope for a future account migration from your current brand to the enterprise brand. You have two options regarding receiving upgraded access:

  1. If you would like to have your external account migrated into the enterprise, please work with your current brand admin to schedule/coordinate your account migration. You can refer to the Support by Qualtrics Instance page for the appropriate contact. You will also need to follow and complete the Account Migration Steps once a migration date has been scheduled for your account.
  2. If you are not interested in having your external account migrated into the enterprise by Qualtrics, please contact the JH Qualtrics team by submitting a Support Request. You will then be removed from the JH – NoAccess user type and can proceed with obtaining the JH – Limited or JH – Licensed user accounts.
    • Please note: By proceeding with this option, you understand that you are forfeiting your right to have your external account migrated to the enterprise brand by the Qualtrics migration team. You still have the ability to perform your own “self-migration” which involves exporting content from your current account and importing it into your enterprise account. You also have the option to not migrate your current account/content completely.

What is Qualtrics?

Overview

Qualtrics is a cloud-based platform used to create surveys, distribute surveys, and analyze the responses and data collected all in one location. Some of the high-level features include:

  • Customizable survey look and appearance.
  • Variety of basic and advanced question types such as multiple choice to file uploads, timers, and heat maps.
  • Advanced data analysis, reporting, and customizable dashboards for collected survey responses.
  • Conditional logic available to re-route users for more complex survey designs.
  • Built-in distribution methods, such as anonymous links, email, QR codes, and more.
  • Multiple sharing options to allow easily collaboration with both internal and external Qualtrics users.
  • Translate surveys into different languages.

JH Qualtrics Enterprise License

Due to our collective usage of Qualtrics increasing year after year, Johns Hopkins has established an enterprise license of the platform which permits an unlimited number of user accounts with unlimited responses per year. In addition, the following features are included within the enterprise: