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Qualtrics Policies and Terms of Agreement

Are There Types of Information I Should Not Include in Qualtrics Surveys?

High-Risk Confidential Information (HRCI. See below) may not be included or collected in Qualtrics surveys. See details for appropriate use in the Terms of Agreement section below.

Are there Limits on How Much Data I May Collect?

Butler University has an unlimited license. You may create as many surveys as you need, and each survey may have an unlimited number of contacts and responses.

Terms of Agreement

The Qualtrics survey tool is available for use by Butler faculty, staff, and students in support of the university's educational mission and organizational goals. By using Qualtrics you are agreeing to adhere to the following terms:

Appropriate Use

  • No High Risk Confidential Information (HRCI): Use of Butler’s Qualtrics access is prohibited for "high-risk, confidential information," or HRCI. HRCI is personally identifiable information whose confidentiality is governed by law. HRCI includes a person's name in conjunction with the person's Social Security, credit or debit card, individual financial account, driver's license, state ID, passport number or visa, or a name in conjunction with biometric information about the named individual. HRCI also includes personally identifiable human subject information and medical information. Improper access to, use of or release of HRCI may trigger legal reporting requirements. Such information is subject to legal requirements when being disposed of. 
  • Other Examples of Confidential Information (in addition to HRCI) include the following: unpublished University financial information and development plans, salary information, employee benefits and other HR information (but employees may discuss terms and conditions of their employment, including salary and benefits, with each other or with third parties), grades and other non-directory education records, financial information about applicants, non-public personal and financial data about donors, Butler identification numbers, information received under grants and contracts subject to confidentiality requirements, information on facilities security systems, unpublished research data, invention disclosures and patent applications, and information specifically designated as private or confidential.
  • Human Subject Research Must Be Approved by an IRB: In accordance with federal regulations and Butler University policies, all research involving human subjects must be reviewed and approved by an Institutional Review Board (IRB) prior to any research intervention with a participant. Please visit the Butler Institute for Research and Scholarship (BIRS) for more information. You are responsible for ensuring compliance with federal regulations and Butler research policies.
  • Protecting Privacy: All surveys must protect the privacy and confidentiality of student, employee and other institutional information, as required by FERPA (privacy of student information), appropriate state laws, and Butler policies. Although a closed group of participants may complete Qualtrics surveys without the individuals explicitly having to identify themselves, the Qualtrics software stores identifying information in its databases. Consequently, Qualtrics can not be used with absolute guarantees of anonymity for your participants.
  • Compliance with all other Laws and Policies: Surveys must comply with all other applicable University policies and state and federal laws, including the federal laws for copyright and privacy.
  • The survey service may not be used for personal or commercial gain.
  • Unsolicited mass communication may not be delivered in conjunction with the survey service.
  • Survey participants should be informed that their survey data will be stored on a third party server and that, while the third party has agreed to keep the data confidential, Butler does not control the security of that server.

Butler IT reserves the right to change, at any time, and at its sole discretion, this survey service and these Terms of Use. I understand that The Butler Qualtrics survey tool may not be used to store or process high-risk, confidential information (HRCI) as defined above and by federal law. I understand that all uses of the Butler Qualtrics tool for human subjects research must be approved by my IRB, and that I should consult with the Butler Institute for Research and Scholarship for more information.

Disclaimer. The surveys created or the responses supplied using the survey service do not in any way constitute official Butler University content. The views and opinions expressed are strictly those of the survey’s authors. The contents of the surveys and responses have not been reviewed or approved by Butler University.

Note: Qualtrics and HIPAA Compliance

Surveys created with Butler's Qualtrics license are NOT HIPAA-compliant.

From Qualtrics's Security Statement:

With some restrictions, Qualtrics may be designated as a Business Associate when the Qualtrics BA Agreement is signed with a Covered Entity—those organizations that are required to comply with HIPAA privacy rules.

Butler University is not a HIPAA Covered Entity and therefore cannot sign a HIPAA Business Associate agreement with Qualtrics. For more information on Covered Entities, please contact the U.S. Department of Health and Human Services.