What is Your Institution's User Account Process?

Here at North Dakota State University all they need to do is go to our NDSU Qualtrics site and create an account but IT here deactivate  their account account when they leave the campus.  

I have created a TEAMS account in TEAMS for Qualtrics users that I list hints.  I also have videos and Knowledge Base where kept all the questions that were asked and how to fix the problems.   https://kb.ndsu.edu/search.php?q=Qualtrics 

I also am writing like a manual since I am answering the same questions for every student that is in Nursing so was hopping that will help with all the questions.

I’m fascinated to see what everyone says on this topic.

Our campus is in a bit of a transition as the Qualtrics Admin just retired on June 1st.  

Currently all faculty, staff, and students automatically have an account.  Training resources include some early guides that I made, training videos from a grad assistant, and an on campus training that I did as part of a fall workshop series.

Our IT department also fields account questions.

Thank you to both for responding.  My office is trying to determine what should be the best practice for my institution.  There have been some concerns raised by some and from our Web Technology team about establishing accounts first, especially for students.  We wanted to especially know how other institutions address such concerns around student access so that my office could, in turn, address stakeholders who have some doubts.

I forgot to say that I am the only Brand Admin and IT does not know Qualtrics to help and I also have turned off all the non-accessible questions type off so they would need to make sure that they do the new survey experience to pass the non-accessible checker. 

At our university, all students and staff can get an account. It is automatically created when they log in. Because the student and employee have a distinction in their email address, we can automatically give 2 different roles with different permissions.
  
When the student or employee is no longer associated with the university, they can no longer log into Qualtrics. Our brandadmi deletes the inactive accounts.

The disadvantage is that the brandadmi must first remove the deleted surveys from the inactive accounts. This sometimes goes wrong and the deleted surveys remain in Qualtrics.

We provide basic training for employees once every quarter and have a page where all our instructions, manuals and frequently asked questions can be found.

We are also setting up a library in Qualtrics with the most common questions in a survey. We have set up the senitive data policy and want to develop it further.

I’m with a K-12 District and so we currently do not have any student access for having their own accounts. 

I’m the primary admin, so I handle all training and account creation.  We are mostly role based (Executive Directors, Directors, Coordinators, Building Level Administrators, Secretaries, etc.). If we have a new hire in one of those roles, I automatically create an account.  I will also create accounts based on requests.  We do also work with our active directory for SSO, so I don’t have to manage ending accounts as closely, once a staff member is no longer with us, the SSO will no longer be active.

Training is a still a work in progress.  I primarily create projects (surveys/dashboards) and then consult with the requester to teach them about specifics in their survey (display logic, why question type was used, etc.).  As people are interested in learning more, we do some more individual training.  When needed I do send to the Qualtrics Customer Success hub/Community.

​@MeganZich that’s super interesting about the survey you send out to gage their interest in certain topics prior to training.

​@pamelalbeck it has really helped me determine needs in my district.  Some users are always going to be intimidated and want to learn just enough to keep afloat in a certain project.  Some want to know any and everything they can.  I can help provided the resources/training they need/want/or are expecting to receive.

​@MeganZich I like that a lot as a way to tailor the trainings to the needs of the trainee.  Would also be a cool intro to the platform if someone was brand new ang got to see/experience a survey in action.

We do automatic account creation for all users when they sign in via Shibbolith (SSO), and our IT training department has both hands-on training as well as a small video library. It works well for us. Other than a few obscure requests (i.e. for Qualtrics products we are not licensed for) I haven’t fielded a question from a student in years. 

-Rich

CSU San Bernardino

Thank you all for your responses.  I also reached out to a few of my peer institutions within the county and tri-county area.  Every institution seems to be unique, ha!  Your responses are greatly appreciated and will help my team and I examine our current processes and suggest some tweaks to our associate vice president before a final decision is made.

Thank you all again!

Paul