Use of Qualtrics surveys for Human Subject Research must have prior approval by the IRB.
Once surveys close, be sure to export the results and store them securely.
If you have promised anonymity to your recipients, be sure to enable Anonymize Responses in the Survey Options so IP address will not be collected.
Unencrypted emails sent from Qualtrics must not contain PHI or other sensitive content. HS Policy No. 9453-A, "Use of Email," also applies to these emails.
Contact the Office of Compliance Services before conducting surveys for Marketing or Fundraising purposes that involve patients.
Please consult with Office of Compliance Services (PrivacyInfoSec@mednet.ucla.edu) if you have any questions on the appropriate use of Qualtrics.
UCLA Health Sciences and its workforce have a duty to safeguard health and other confidential information, which includes information stored or accessed in your UCLA Health Sciences Qualtrics account. Access to Qualtrics is audited. Inappropriate access and/or sharing will result in disciplinary action up to and including termination of employment and possible criminal prosecution.
UCLA Health Sciences must report inappropriate access, use or disclosure to both the individuals involved and federal/state regulators which may result in personal fines and licensing suspension/revocation.
Sharing User IDs and Passwords exposes you and the owner of the User ID and Password to these same consequences. Always exit your Qualtrics account when you leave your workstation.
Using this system implies your understanding of and agreement with this notice.