Qualtrics Terms of Use

As a member of the Adler University community, you are eligible for a free Qualtrics account during your time with the University.  Use of this account is subject to agreement with the following terms and conditions.  Users are also expected to comply with all other applicable University policies, state and federal laws.

These Terms of Use for the Qualtrics survey platform apply to all current core faculty, staff, and students who choose to use this service offered by Adler University.

  1. By logging into and using Qualtrics, you agree to:
    1. Comply with Adler University’s Acceptable Use of Technology Policy.
    2. Comply with Qualtrics’ Acceptable Use Policy.
    3. Comply with all federal copyright law and applicable Adler University policies and guidelines for all materials distributed through the Qualtrics system.
    4. Keep your username and password for Qualtrics private for your own use only and not share them with any other parties.  The platform offers a feature for collaborating or co-authoring surveys with other individuals or groups within Adler University.
    5. Protect the privacy and confidentiality of student, client, faculty, and staff as required by FERPA or PIPA (privacy of student information), HIPAA (privacy of patient information), and all other applicable University policies and state, provincial, and federal laws.
    6. Seek review by the Institutional Review Board (Chicago and Online campuses) or the Research Ethics Board (Vancouver Campus) of all applicable research involving human subjects to ensure compliance with federal regulations and University policies and guidelines prior to using the survey tool. See the statement below from Vancouver’s Research Ethics Board.
    7. Construct surveys that use PHI (protected health information) or other sensitive information from survey participants in such a way as to ensure the subject cannot be identified by the data stored or used.  This is called “de-identification” of survey data.  Any survey containing PHI must be fully de-identified.
      1. Surveys, even when they may otherwise contain “de-identified” PHI, may never be used to collect and store the following sensitive information:
        1. Social security numbers
        2. Payment card information (includes credit cards, debit cards, and other forms of payment)
        3. Financial account information
        4. Driver’s license or state identification numbers
        5. Employer or taxpayer identification numbers (EINs or TINs)
        6. Passport or national identification numbers
        7. Biometric data (including fingerprints or retinal scans)
        8. Usernames and passwords
  2. Faculty and staff are responsible for oversight of acceptable and responsible use of Qualtrics among students conducting research under their supervision.  This oversight is exercised by approving student surveys through the Qualtrics system before they are allowed to be distributed.
  3. Use of your Qualtrics account for non-University related activities is prohibited.  This includes personal use on behalf of a company / other unit.
    1. Students may use Qualtrics for research pertaining to practicum or internship responsibilities with approval of their program’s training director.
  4. Qualtrics account users are responsible for retrieving and archiving their own data to other media such as a local hard drive or personal cloud storage service (i.e., Google Drive) prior to expiration of the Qualtrics account.  The Office of Institutional Effectiveness is not responsible for archiving or retrieving data.   
  5. Qualtrics administrators at Adler University routinely monitor the volume of surveys and survey respondents for account management purposes, but will not violate the confidentiality of users’ survey data unless requested by the user or required by law. 
  6. All Qualtrics survey distributions must originate from a valid @adler.edu email address.  Survey distributions from email addresses such as Yahoo, Gmail, or other non-Adler accounts are prohibited.
  7. Misuse of Adler University logos is prohibited.
  8. All behavioral expectations set forth in the Adler University Student Handbook, Chicago & Online Employee Handbook, Vancouver Employee Handbook, and Faculty Handbook apply. 
  9. Adler University reserves the right to change, at any time, at its sole discretion, the Adler University Qualtrics offering and these Terms of Use.
  10. Surveys and its content do not constitute official content of the University.  Responsibility for the content and use of Qualtrics survey platform resides with the individual.  The University shall not be liable for any damages associated with the use of Qualtrics software.

Violation of these Terms of Use will result in suspension or loss of permission to use Qualtrics and referral to the appropriate University disciplinary procedure.   

Complaints about violations of these Terms of Use should be reported to Katy Selinko, director of Institutional Effectiveness via phone (312-662-4235) or email.

Vancouver Research Ethics Board Approval for Human Participant Research

Students, staff and faculty at the Vancouver campus who engage in research involving human participants using any survey software must receive approval from the Research Ethics Board (REB). The research ethics policy that guides research in Canada, the Tri-Council Policy Statement  (TCPS 2, 2014) provides examples of research that is exempt from (Article 2.2 – 2.4) or does not require (Article 2.5 – 2.6) REB approval.  However, the Faculty Council of the Vancouver campus determined that all thesis and dissertation research with human participants needs REB review and approval before it can proceed.

As a reminder, if persons from outside of the Adler Vancouver campus want to conduct research through the Vancouver campus (including recruitment of participants), they must receive approval from the Adler Vancouver REB. University-based research in Canada is subject to the TCPS 2 (2014), which has some different requirements than U.S. research policies.  Therefore, approval through the Chicago IRB or the Vancouver REB only allow research to take place in one country/campus, and are not interchangeable.

CLICK HERE to provide your name to OIE to confirm you’ve read the Qualtrics Terms of Use for Adler University.