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Getting Started
Applications
Endorsements
Reviews
Testing Your Surveys
Best Practices



Harvard Catalyst Informatics is retiring Apply Hub. Qualtrics will be used instead for applicants to apply for courses, training fellowships, and grants. Genoa Polumbo and Bill Murphy can answer questions you may have about this transition. Please see the subpages (buttons above or links on the left) for more information

Table of Contents

Accessing Qualtrics

Everyone with an eCommons account can access Qualtrics. We have set up this guide assuming program administrators will log into Qualtrics to administer their surveys, and applicants, endorsers, and reviewers will not need to log into Qualtrics. 

  1. Navigate to the eCommons website, https://ecommons.med.harvard.edu/default.asp, and log in.
  2. Click Applications from the upper left, then click Qualtrics Survey Tool from the list.

Sharing Library messages etc.

As a Brand Administrator, you can use Groups to allow two or more users to share projects, graphics, files, and messages in Libraries. Users within Groups can also share contact lists in their Contacts page. Groups can include everyone in your organization, everyone in a specific Division, or only specific users that you manually select. Groups administration can only be accessed by Brand and Division Administrators in the Admin page. Contact the HMS Qualtrics administrator, Tamara Will at servicenow@hms.harvard.edu to have a Qualtrics group created.

Qualtrics workflow - Application cycles with Endorsements

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Applications with an Endorsement Cycle

Creating a New Unique OC

Create two surveys -- the application and the endorsement. Title them accordingly, eg, ECR Application 2019, ECR Endorsement 2019. 

Applicant survey

  1. Add questions. 
    1. Be sure to include questions for Endorser Name and Email. 
    2. Leave Endorser first and last name in one field if you don't need to split them up for easier piping into other places.
    3. You may consider initially only including the survey questions to be displayed on the endorsement survey / in emails. This will allow you to test the workflow by submitting the forms quickly without having to complete the entire survey. Once the survey is functioning properly, you can add the rest of the survey questions.
  2. Click Survey Options > select Open Access (and review all settings). This allows anyone to access the application survey.
  3. Click Survey Flow
    1. Click Add a New Element Here
    2. Click Embedded Data
    3. Type "LoginID"
      This is the key field that will be used to ensure that the endorser is accessing the correct record. Be sure the case matches everywhere.
    4. Click Set a Value Now
    5. From the dropdown, select Insert Piped Text > Random Number > Integer 100,000...999,999
      This method does run the remote possibility of duplication.
    6. Drag this new block above the Question Block (using Move)
    7. Click Save Flow
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  4. Add a Contact List Trigger
    You will be using this contact list as a database to store name/value pairs that you can pull from the application survey into the endorser survey.
    1. Tools > Triggers > Contact List Trigger
    2. Click "Please Select"
    3. Select My Library:...
    4. Click New Contact List

    5. Specify unique name based on offering cycle name, eg EndorseListECR2019
      (this will reduce possibility of duplication)

    6. Click Save (not Save Triggers, which closes the pop-up)
    7. Under External Data Reference select Embedded Data and enter "LoginID"
    8. Click "Add additional fields"
    9. Enter each field from the application survey that you want to display on the endorsement survey (Click + to add more fields) (first name, last name, email?)
      1. Set the value of each field with the "Select Question" and "Select Choice" drop downs
    10. Click Save Triggers
      Note: to edit/view existing trigger details, click the name of the trigger, eg, "Add respondent to the panel..."
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  5. Add email action to send a confirmation email to the applicant when the application survey is submitted.
    1. Click Actions > Add Action
    2. Event: Survey Response
    3. Conditions: N/A
    4. Tasks: Send Email
      1. To: from the dropdown, select Survey Question > Email > Email
        1. You can copy your departmental email address on messages. Separate 'To' emails with a comma. Each recipient will only see their own email address, so it acts as a BCC.
      2. Add a From Address, From Name, and Reply-To Address
      3. In the Subject field
        1. Type "Successful Application of (name of your offering cycle)"
      4. Add information to the Message field
        1. Pipe in the LoginID so they can reference it if they need to contact you.
  6. Add email action to send an email to the endorser when the application survey is submitted.
    1. Click Actions > Add Action
    2. Event: Survey Response
    3. Conditions: N/A
    4. Tasks: Send Email
      1. To: from the dropdown, select Survey Question > Endorser Email > Endorser Email
        1. You can copy your departmental email address on messages. Separate 'To' emails with a comma. Each recipient will only see their own email address, so it acts as a BCC.
      2. Add a From Address, From Name, and Reply-To Address
      3. In the Subject field
        1. Type "Endorsement request from " (note the space after "request from ")
        2. From the {a} dropdown select "Survey Question" > [endorser_name]
      4. Add instructions to the Message field
        1. Instructions for the endorsement process
        2. Pipe in LoginID, applicant first/last, your contact information, etc.
      5. If you would like to collect the endorser's response using email you are done with the Applicant survey and can begin testing. Make sure to use your own email address when submitting forms to review email templates as well as all surveys and flows.

                           OR

      1. If you would like to collect the endorser's response using a Qualtrics survey, you will need to come back to this email action once you've completed the endorser survey.

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Endorser survey (optional; you can alternatively accept endorsements via email)

  • Click "Create Project"
  • Create questions and add any preferred logic. 
    • Add a question of type Text/Graphic to display applicant data
      • Add instructions to endorser
      • Add a placeholder for each field that you want to display (e.g. applicant first and last name)
  • Click Survey Flow 
    • Click Add a New Element Here and select Authenticator
    • Authentication Type: Contact
    • Authenticate Using Contact:  (select "EndorseListECR2019" or whatever contact list name you used in the Application survey)
    • Authentication Fields: External Data Reference; check "Pre-fill"; type "LoginID"
    • Move the Authenticator Block above Question Block
  • Click Add a New Data Element Here and click Embedded Data
    • Type "LoginID"
    • Move above all other blocks
  • Click Add a New Data Element Here and click Embedded Data
    • Add each element that you want to reference from the Applicant survey (e.g. applicant first and last name)
    • Type the field name, i.e. Applicant First Name (Make sure the field names match)
    • Move this block below Authenticator and above the question block
  • Click Save Flow

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  • Add Applicant data to the placeholder questions
    • Click the question text to edit
    • Select Piped Text > Embedded Data Field > from dropdown, select Applicant First Name, Applicant Last Name, etc.

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  • Customize the Endorser email
    • Copy the Anonymous Link of the Endorser Survey
      • Click Distributions
      • Click Get Reusable Link (if visible) or click "Anonymous Link"
      • Copy the Anonymous Survey Link

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    • Paste the Anonymous Link to the Endorser Survey into the Endorser email (within the application survey)
    • Append anonymous link URL with ?LoginID=${e://Field/LoginID}

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  • Be sure to take a look at the Survey Options to make sure it is set up properly (specifically, make sure Open Access is selected)
  • You are ready to test. Fill out the applicant survey and include your own email as the endorser. Once you receive the endorsement request email, complete that survey

Copying From a Previous OC

You will be copying the two surveys that best match the current OC (an applicant survey and an endorser survey). Edit the titles as needed.

Applicant survey - copying from previous

    • Click "Create Project"

      • Click "Create From Existing"
      • Select Source Project
      • Enter a new Project Name
      • Click "Create Project"

    • Edit the questions, logic, etc., as necessary

    • Click Survey Options > make sure Open Access is selected (review all other settings). This allows anyone to access the application survey.

      • Click Save

    • Edit the Contact List Trigger
      You will be using this contact list as a database to store name/value pairs that you can pull from the application survey into the endorser survey.

      • Tools > Triggers > Contact List Trigger

      • Click "Add respondent to the panel..."

      • Change to a new Contact List

        • Click on the name of the existing Contact List

        • From My Library, click "New Contact List"

        • Type the name of your new list (choose a name specific to the current offering cycle)

        • Click Save (not Save Triggers, which closes the pop-up)
          This must be in addition to Save Triggers, which is next.

      • Click SaveTriggers

    • Verify that email Actions have carried over and edit as necessary. If they haven't carried over from the survey you copied, follow the next steps.

    • Add email action for applicant (confirmation email upon submitting application survey)

      • Click Actions > Add Action > name the action (eg. Applicant Confirmation Email)

      • Event: Survey Response

      • Tasks: Send Email

        • Use piped text {a} to customize your To, From, Subject, and Message fields.

        • Include LoginId in Message so applicant can reference it if they need to contact you.

    • Add email action to send an email to the endorser when the application survey is submitted.
      • Click Actions > Add Action
      • Event: Survey Response
      • Conditions: N/A
      • Tasks: Send Email
        • To: from the dropdown, select Survey Question > Endorser Email > Endorser Email
          • You can copy your departmental email address on messages. Separate 'To' emails with a comma. Each recipient will only see their own email address, so it acts as a BCC.
        • Add a From Address, From Name, and Reply-To Address
        • In the Subject field
        • Type "Endorsement request from " (note the space after "request from ")
        • From the {a} dropdown select "Survey Question" > [endorser_name]
        • Add instructions to the Message field
          • Instructions for the endorsement process
          • Pipe in LoginID, applicant first/last, your contact information, etc.
        • If you would like to collect the endorser's response using email you are done with the Applicant survey and can begin testing. Make sure to use your own email address when submitting forms to review email templates as well as all surveys and flows.

                           OR

        • If you would like to collect the endorser's response using a Qualtrics survey, you will need to come back to this email action once you've completed the endorser survey.

Endorser survey - copying from previous (optional; you can alternatively accept endorsements via email)

    • Click "Create Project"
      • Click "Create From Existing"
      • Click "Select a Project"
      • Enter a Project Name
      • Click "Create Project"
    • Edit the questions, logic, etc.
    • Click Survey Flow
      • If the fields that you are transferring differ from the original applicant survey, you will need to edit the Survey Flow, otherwise no changes are needed
    • If the fields that you transferred differ from the original applicant survey you will need to edit some questions
      • Click the question text to edit
      • Select Piped Text > Embedded Data Field > [field name]
    • Customize the Endorser email
      • Copy the Anonymous Link of the Endorser Survey
        • Click Distributions
        • Click Get Reusable Link (if visible)
        • Click "Anonymous Link"
        • Copy the Anonymous Survey Link
    • Go back to the Applicant survey
      • Click "Actions"
      • Click to open the endorsement email
      • Click "Send E-mail Task" in section 3
      • Paste the Anonymous Link of the Endorser Survey into the Message section
      • Append with ?LoginID=${e://Field/LoginID}
      • Click "Save"
  • Be sure to take a look at the Survey Options to make sure they are set up properly
  • You are ready to test. Fill out the applicant survey and include your own email as the endorser. Once you receive the endorsement request email, complete that survey.

Creating a hidden question that can be used to document status as Endorsed

  • Add a multiple choice question
    • Add question text: "Is Endorsed?" or "Endorsed by Primary Endorser?"
    • Choices: Yes/No
    • Answers: Single Answer
    • Actions: Add Display Logic
      • Choose any existing question that is always displayed and select the condition "is not displayed"
        This will ensure that the "Is Endorsed?" question is never displayed on the application survey, but it will display on your dashboard.

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  • Marking applications as endorsed
    As you receive endorsements you can use this field to mark each application as endorsed
    • Open the project
    • Click Data & Analysis
    • If you do not see the "Is Endorsed" question
      • Click Tools > Choose Columns
      • Click the "Is Endorsed" question
      • Click Tools to close the menu
    • To Edit the "Is Endorsed" question
      • Click "Edit"
      • Click the + icon
      • Select yes or no
      • Click "Edit" when done

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Endorsement Alternative

The Harvard Catalyst Education Program has bypassed the need for an endorsement cycle/survey by requiring the applicant to download a PDF of the endorsement form and upload it as part of their application. This works if the endorsement can be seen and transported by the applicant.

Best Practices and Tips (draft)

Keeping the Survey to One Page

It is recommended that you keep your surveys to one page whenever possible. This will allow people to see all of the questions in order to prepare their responses, and it will help to reduce survey fatigue.

  • Each block is on a different page. Avoid blocks to keep all on one page.
  • Conditional questions are validated via the next arrow button using "display logic." This can be avoided for "If Other, Please Specify": Multiple Choice > Single or Multiple Answer > Add Other and on dropdown next to text box, select Allow Text Entry.
  • If keeping the survey on one page isn't possible:
    • Add this language to the first page: "Please read the RFA (link) to ensure you have the required materials before beginning this form." Include material requested on survey in the RFA. 
    • Specify different text for the next button on each page. For instance "Start application," "Continue," "Submit."
  • To prevent multi-page, we display Institution as a picklist as opposed to a dropdown list. Qualtrics doesn't do in-page validation for dropdown menus. so a picklist allows you to include an Other Institution text box.

More Tips

  1. Include the name of your offering cycle at the top of your survey. If you want to include introductory text, keep it brief.
  2. Test your surveys: Answer all questions on the surveys, submit it, review email templates, check survey flow, etc.
  3. Harvard Catalyst reports on Institution, so having an "Other Institution" text box is important. Degree and rank aren't reported, so no need for an Other text box there.
  4. Include at the top of your survey: "This application form cannot be saved. Please prepare your responses and save elsewhere before starting this form." 
  5. Survey Options > Survey Expiration - This allows you to set a date by which no more applications can be submitted.
  6. Change navigational buttons from arrows to "Submit": Look and Feel -> Next Button Text - type "Submit." This makes it clear that there are no additional pages past this one.
  7. LoginID is random and non-sequential. This is by design to hinder access to others' applications.
  8. Link the endorsement and/or review surveys to the application survey by including LoginID in the endorsement email, endorsement form, applicant email, reviewer email, and reviewer form.
  9. To validate email addresses: Content Validation > Content Type: Email Address
  10. To validate phone numbers: Content Validation > Content Type: US Phone (Does NOT allow for extensions.) 
  11. T Domain question (or any question where one selection clears the others): Select "Make Answer Exclusive" (next to Undecided, in dropdown) to clear all other selections

  12. Agree to program requirements checkbox:

    1. Multiple Choice, Choices = 1, Multiple Answers (allows unchecking the box), Force Response (prevents form submission without agreement)
    2. Question: "To apply you must agree to the program requirements"
    3. Answer: "By checking this box, I certify that I understand the program requirements and agree to abide by them if I am accepted into this course."
      1. Use Rich Content Editor to add program requirements (RFA) link. Change target to "_blank" so it opens in a new window.
  13. PDFs (FAQs and RFAs) can be housed on the Harvard Catalyst website. Email WebUpdates@catalyst.harvard.edu
    1. Service pages will link to FAQ and RFA and will include date information and a link to the Qualtrics application survey.

  14. Required Fields (Qualtrics doesn't automatically add asterisks to required fields.)

    1. If you want to indicate required fields, add the asterisk manually to each question and include "* = Required Field" near the top of the survey.
    2. To require fields, select "Force Response" in the question settings in the right column.
    3. You can select multiple questions at once using the checkbox at the top left of each question then select "Force Response" in the right column
  15. Section Headings: Add a question as Descriptive Text, then use Rich Content Editor to make it bold.

Requesting or Requiring a response for "Other"

How to collect a text response when someone chooses "other" from a Multiple Choice question.

...

  • Click the arrow to expand the dropdown
  • Click Text Entry Validation > Force Response

...

Help/Subheading Text

To add help text or a subheading under a question;

  • Click on the question
  • Click Rich Content Editor
    • Add a line return after the question
    • Type your help text
    • Highlight/select the help text
    • Select a smaller font size (i.e. 10px)
    • Click the italics icon  

...

Updating Published Surveys

Changes will only be presented to respondents after you click the Publish button. Then, only respondents who didn’t start the survey until after you published will see new changes you’ve made to the survey.

If you want respondents who started before you published to experience the changes, then they will need to start their survey over.

  • If you distributed the survey through the Anonymous Link, ask them to clear their browser cache, open an incognito window, or try to take the survey in a different browser.
  • If you distributed the survey through email or personal links, send them a new Individual Link.

...

Harvard Authentication

Since the application forms are no longer behind login, program admins can ensure applicants are at Harvard by adding a required field for eCommons username or Harvard email.

...

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