Campus Survey Coordination
Choose the platform that matches the purpose, sensitivity, and operational needs of the project. A tool that can collect responses is not automatically the right system for every data-collection or workflow need.
Choose a tool by purpose
Microsoft Forms
Recommended for: basic information collection, event registration or RSVP, operational intake, polls, and quizzes.
Qualtrics
Recommended for: institutional surveys, structured feedback, complex logic, managed invitations, and survey reporting.
REDCap
Recommended for: research studies and research operations requiring a secure survey and database application.
OIT-supported business solution
Recommended for: check-in, case management, recurring approvals, service delivery, or another operational process.
Use Qualtrics appropriately
Good-fit features
- Survey questions and structured feedback
- Branching, display logic, and validation
- Managed contact lists and invitations
- Survey-based analysis and reporting
Not a good default fit
- Appointment or visitor check-in
- Long-running operational workflows
- Case management or approval routing
- Higher-risk information without an approved review
Sensitive-data caution: Do not request Social Security numbers, immigration or citizenship information, financial account information, health information, passwords, government identifiers, or comparable sensitive information unless the project has received an appropriate institutional review.
Review the IS-3 Information Security Policy before collecting higher-risk institutional information.
Understand anonymous and confidential survey designs
Anonymous survey
An anonymous design is intended not to associate identities with responses. Whether a survey is truly anonymous depends on its complete configuration and distribution.
Confidential survey
A confidential design may allow authorized project staff to connect identities with responses while restricting access and protecting respondents in reporting.
Anonymous and confidential are not interchangeable. Respondent-facing language must match the actual configuration and handling of results.
Survey design and administration practices
Define the instrument
- Connect each question to the purpose and planned analysis.
- Use plain language.
- Avoid leading or double-barreled questions.
- Request only information that is necessary.
Plan for accessibility
- Use descriptive instructions and meaningful labels.
- Do not rely on color alone.
- Use layouts that reflow on smaller screens.
- Test keyboard navigation and validation messages.
- Provide a way to request assistance or an alternative format.
Test before launch
- Test logic, required responses, validation, and piping.
- Review desktop and mobile layouts.
- Use the published distribution link for respondents.
- Confirm ownership, distribution, reminders, and closure settings.
Protect and use results responsibly
- Limit access to people with a legitimate business need.
- Use an appropriate level of aggregation.
- Avoid exposing identifiable comments or small groups.
- Follow privacy, security, retention, and governance requirements.
Related UC Merced guidance:
Choose the right support path
Learn how to use Qualtrics
Start with UC Merced's Qualtrics page and the OIT knowledge article for training, feature instructions, and routine troubleshooting.
Request administrative assistance
Contact CIE for UC Merced Qualtrics account settings, permissions, ownership, Group Libraries, or other brand-administrator needs.
Planning a campus-level survey?
CIE may provide consultation for institution-wide surveys, administrative surveys, program reviews, and evaluations.
