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 starting point for: basic information collection, event registration or RSVP, operational intake, polls, and classroom quizzes.
Consider another tool when: the project is a complex institutional survey, research data collection, or a continuing business workflow that requires case management, approvals, or system integration.
Qualtrics
Recommended starting point for: institutional surveys, structured feedback, complex survey logic, managed invitations, and survey reporting.
Do not use as the default for: appointment check-in, case management, approval routing, an ongoing operational workflow, or collection of sensitive information without an approved data-security review.
REDCap
Recommended starting point for: research studies and research operations that need a secure survey and database application.
Access note: UC Merced guidance states that users must request access through ServiceNow before using the campus REDCap environment.
OIT-supported business solution
Recommended starting point for: check-in, case management, recurring approvals, service delivery, or another operational process that needs more than a response form.
Next step: describe the business need to OIT rather than selecting a survey platform first.
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 systems
- Long-running operational workflows
- Case management or approval routing
- Collection of sensitive or regulated information without an approved security determination
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 in Qualtrics unless the project has received an appropriate institutional security and compliance determination. The examples are not exhaustive.
Review the IS-3 Information Security Policy and contact the appropriate UC Merced security, privacy, research compliance, or data-governance resource before collecting higher-risk information.
Understand anonymous and confidential survey designs
Anonymous survey
An anonymous design is intended not to associate identities with responses. Whether a build is truly anonymous depends on the distribution method, authentication, embedded data, question content, metadata, and platform settings. Do not promise anonymity until the complete design has been reviewed.
Confidential survey
A confidential design may allow authorized members of the project team to connect identities or identifiable information to responses while restricting access and reporting results in ways intended to protect respondents.
Anonymous and confidential are not interchangeable. Decide which design is required before configuring authentication, invitations, reminders, response tracking, data access, and reporting.
Survey design and administration practices
Define the instrument
- Connect each question to the survey purpose and planned analysis.
- Use plain language and avoid double-barreled or leading questions.
- Choose response scales that are balanced, clearly labeled, and appropriate to the concept.
- Request only information that is necessary.
Plan for accessibility
- Use descriptive instructions, labels, and meaningful link text.
- Do not rely on color alone to communicate meaning.
- Use simple layouts that reflow on smaller screens.
- Test keyboard navigation, focus order, validation messages, and screen-reader interpretation.
- Provide an accessible way to request assistance or an alternative format.
Test before launch
- Test logic, required responses, validation, piping, and end-of-survey behavior.
- Review the survey on desktop and mobile layouts.
- Verify the live distribution link rather than sending a preview link to respondents.
- Confirm ownership, collaborators, contact lists, launch timing, reminders, and closure settings.
Protect and use results responsibly
- Limit access to people with a legitimate university business need.
- Use results at an appropriate level of aggregation.
- Avoid exposing identifiable comments or small groups in reporting.
- Follow applicable privacy, security, retention, and data-governance requirements.
Choose the right support path
Path 1: Learn how to use Qualtrics
Start with UC Merced’s Qualtrics resource page, the OIT Service Hub, and Qualtrics self-guided training or Customer Success resources. Use these resources for survey-building questions, feature instructions, and troubleshooting that does not require campus brand-administrator access.
Path 2: Request account or brand-administrator assistance
Contact CIE when a problem involves a UC Merced Qualtrics account, user permissions, group library, ownership, or another setting that requires campus brand-administrator access.
Planning a campus-level survey?
Faculty and staff may request consultation for institution-wide surveys, administrative surveys, program reviews, and evaluations. Students proposing institutional-level work should have a sponsoring faculty or staff member.
Review survey consultation services
Campus Survey Coordination
- Before You Build a Survey
- Survey Tools and Best Practices
- Survey Consultation Services
- Survey Hub and Campus Survey Calendar
