Qualtrics Survey Hosting Service - What is required to use the system?

There is no fee or registration required before a University affiliate can begin using Qualtrics Survey Hosting Service. There are, however, a few prerequisites to using the service, as described below. If you do not meet these prerequisites, you will be unable to login and may receive an error stating that you have missing directory information.

Role Requirements

All users of Qualtrics must either be a student or a staff member with a valid, active appointment. Users with Special Authorization (such as retirees and Hospital Staff without a University Staff appointment) are not eligible for the system.

If you do not have a valid appointment and wish to use the system, please contact your local HR/Payroll division regarding your appointment type.

Note: These requirements only refer to who can access the Qualtrics system. Anyone (regardless of UW affiliation) can take a Qualtrics survey.

Technical Requirements

Email Address

You must have an email address listed in the University directory to use Qualtrics. If you do not have an email address listed, you will be unable to log in to the system. You can view your current directory email address in the public directory; if there is a problem with your current address (or if the address is missing altogether) please see the appropriate section below:

  • Students

    If you are a student, your email address will default to your WiscMail address automatically, and should, in theory, prevent any problems with Qualtrics authorization. This value can be overwritten, however, under the following circumstances:

    • If you also have a faculty or staff position, your faculty/staff email address may supersede your student address in the directory. You can make changes to your staff directory address by following the instructions under the Faculty/Staff Section below.
    • If your email address is withheld under FERPA, it will not be visible in the public directory and Qualtrics authentication will fail. See the FERPA section below for details.
  • Faculty/Staff

    Your directory information is set by your payroll department. You can request changes to your directory information using the "Contact Information" module on the MyUW Work Record Tab. By filling out the "Request Change to Home Address, Office Phone, and Email Information" form, you cab generate a change request that will be reviewed by your payroll representative. In most cases, change requests are done within 1-2 business days; Qualtrics will then import the new information by the following day. For more information on the information change process, please see White Pages - Incorrect or Missing Faculty/Staff Information.


Students who have withheld any information from the University directory under FERPA will not be able to login to Qualtrics. This applies even if the required information is available to Qualtrics from another source (for example, a staff appointment).

Keywords:qualtrics survey websurvey hosting service access use authorization appointment directory missing data error   Doc ID:13722
Owner:Cathy R.Group:DoIT Help Desk
Created:2010-03-25 19:00 CDTUpdated:2014-03-05 12:11 CDT
Sites:DoIT Help Desk
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