Forms | Web Services | Kent State University

Qualtrics is used for gathering information collected from users.

Qualtrics is perfect for creating polls and surveys where statistical results are desired. Applying logic to your survey questions is also available. The ability to track participants and distribute anonymously are additional features of Qualtrics. If you do not want to begin from scratch, a survey library is available as well. All Kent State employees have a Qualtrics account available to them. Sign in to Qualtrics with your FlashLine ID and password.

Required Compliance

By linking to or embedding a form on a www.kent.edu webpage, Drupal users acknowledge acceptance and compliance with the Web Form Operating Procedure.

The Web Form Operating Procedure is an operating procedure attached to Section B of the  Administrative Policy Regarding Web Publishing Policy Register 9-01.3.

After extensive research Qualtrics became the web presence group’s approved form tool in November 2015 because of its accessibility attributes. Online forms should not be built using any technology except for Qualtrics.

Employees with access to Drupal, the Kent State content management system, are data stewards and need to be informed that creating a form that requests private information comes with certain privacy standards. Any exceptions need approved by Information Services Vice President and the University Relations Senior Vice President.

View the Web Form Operating Procedure  

Embed into Drupal

Follow these directions to embed Qualtrics into a Drupal body field.

  1. Copy the URL from Qualtrics provided by choosing Get a single reusable link.
  2. Navigate to the Body where the form will appear.
  3. Select the Source link.
  4. Paste the following iframe code replacing "your-qualtrics-url" with the Qualtrics URL for your form.  The URL is available by selecting Anonymous Link from the options listed after selecting the Distributions tab. It will be formatted similar to https://kent.qualtrics.com/jfe/form/SV_blwgSMHbMQ0pgtn. You must use https for it to work in both https and http. <p><iframe height="850px" src="/%3Cem%3Eyour-qualtrics-url%3C/em%3E" width="100%"></iframe></p>
  5. Do not leave the source view.

Customize the Form Style

Applying the Kent State style is possible. Simply add custom CSS to your Qualtrics form.

  1. In Qualtrics select Look and Feel.
  2. Select Advanced.
  3. Select +Add Custom CSS.
  4. Paste in the custom CSS code.
  5. Select Save to save the custom style.
  6. Select Save again to save the form.
  7. Select the General tab.
  8. Update the button text.

Share Form Access

  1. Confirm the user has an active Qualtrics account. Signing into Qualtrics will activate an account. If necessary, request they sign in to Qualtrics with their FlashLine user name password.
  2. Locate the project (form/survey).  
  3. From the drop-down arrow on the right select Share Project.
  4. Enter the user's email - Qualtrics will search and find the Kent employee (that’s why they have to have logged in and activated their account).
  5. Once found, select Add.
  6. Follow the prompts to collaborate with them.

Access to Results

  1. Click on Responses tab.
  2. From the Tools option on the right, select Export Data and follow the prompts to download.

Key Terms Used in Qualtrics

Block
A group of related questions on a Qualtrics survey. All Qualtrics surveys must have at least one block.
Skip Logic
Skips past the remaining items in a section of the survey based on some condition.
Display Logic
Displays a given question to the user based on some condition.
Branch Logic
Similar to Display Logic, but used when you have an one or more blocks of questions that should be displayed (or not displayed) based on some condition. Accessed under the Survey Flow window. Use this to implement Informed Consent statements, end-of-survey redirects to collect contact information for incentives, and more.
Forced Response
Requires users to answer a given question before advancing to the next page.
Request Response
Alerts a user if they have not answered a question, but allows them to continue to the next page without answering if they choose.
Content Validation
Checks if the text entry for a question matches a certain format (e.g. numeric input, dates, phone numbers, zip codes, email addresses, …)
Carry Forward Choices
The response options for a question are inherited from the user’s responses to another question. Improves user experience by only asking users to rate/rank items that are relevant to them. Pair with display logic for best results.

Commonly Used Question Types

Descriptive Text
Simple text display with no user input. Use for introduction messages or special directions.
Multiple Choice
Encompasses both “Single Answer” and “Multiple “Answer” (“check all that apply”) questions.
Text Entry
User enters text. Pair with content validation to assure data quality, especially when the desired response is a number (e.g. “How many years have you been teaching?”)
Slider
User clicks and drags a marker along a number line. The researcher sets the minimum and maximum values for the line. Responses are recorded as numeric values. Can be used as an alternative to text entry with numeric content validation.
Matrix Table
Compactly presents a table of several items that are all answered on the same scale. Often used with Likert scales, but can also use text entry or constant sums.
Constant Sum
User enters numeric values that are then summed to get the total. In order to make sense, the numeric values being captured must have the same units. Example: “In the last week, how many hours did you spend on: 1. Replying to emails? 2. Grading? 3. Planning lessons?”
Rank Order
Users are shown a list of items and must order them from “top” (1) to bottom (last).
Timer
Records how long a user has spent on a given page of the survey and how many times they have interacted with it (number of clicks). Useful for estimating how long it takes to respond to labor-intensive questions, as well as detecting if respondents are satisficing.