The Office of Institutional Research oversees the Viterbo University Survey Clearinghouse for surveys distributed to campus groups for quality assurance or continuous improvement. The clearinghouse exists to establish a consistent procedure for managing campus surveys, assure effective use of university time and resources, reduce survey fatigue, improve response rates, and maximize the use of existing and new data.
 

Survey Policy

All campus-wide surveys must be cleared through the Survey Clearinghouse. The term “campus-wide” refers to surveys administered to faculty, employees, or to a significant segment of the student body. For example, an entire class of undergraduate students, all undergraduate students, or all graduate students. This policy does not pertain to department surveys of majors or administrative surveys used for scheduling, registration, planning, or event evaluation.

Student researchers are required to work with a faculty or employee sponsor, who will approve/deny survey distribution through the clearinghouse process. Student surveys are distributed through VU Today.

The use of Qualtrics, distribution of surveys, and use of university computers must comply with the Viterbo University Appropriate Use of Technology Policy. Survey research must comply with the Family Educational Rights and Privacy Act and Health Insurance Portability and Accountability Act. Any research conducted on human subjects must seek Institutional Review Board approval, with these exceptions:

• Surveys conducted by university personnel for the purposes of improving existing services and programs or developing new services or programs for students, employees, or alumni.
• Surveys that focus on university processes, services, or policies for the purpose of quality improvement or quality assurance, unless the clear intent is for generalizable knowledge.
• Course-related activities or assignments for teaching purposes that are part of a course, with the stipulation that the information collected is not disseminated for use outside the classroom.
• Data collection for internal department or administrative purposes, such as event evaluations or university group elections.

Approval Process

1. Determine if approval is needed by the Institutional Review Board.
2. Consult the Viterbo University survey calendar to select potential survey time frame(s).  Ideally, only two surveys are deployed simultaneously, with priority given to Viterbo course evaluations.
3. Submit the survey clearing request using the link below at least two weeks prior to the desired start date for the survey.

Survey Clearinghouse Application
 

Qualtrics

Qualtrics is a web-based survey platform available to all Viterbo University faculty, administrators, staff, and students. The tool enables users to conduct research and gather information in support of the university's educational mission and organizational goals.

Students are limited to a maximum of five active surveys and a maximum of 2000 total responses (including deployment, reminders, and submission of a completed survey) for the lifetime of the account. Exceptions required the recommendation of a faculty member, advisor, or supervisor.

To use Qualtrics, members of the Viterbo Community can click the Qualtrics Login button below.

Qualtrics Login

The first-time opening Qualtrics you will need to establish your account by following the prompts. You can also find a Qualtrics login button on the MY VU Menu and the VU Portal.

For assistance with the Survey Clearinghouse process or for help with Qualtrics, contact the Institutional Research Staff.  

Please visit the Qualtrics Support website for Qualtrics training.