Accessing Qualtrics
Everyone with an HMS 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 log into Qualtrics.
- Navigate to the eCommons website, https://ecommons.med.harvard.edu/default.asp, and log in.
- Click Applications from the upper left, then click Qualtrics Survey Tool from the list.
Sharing Library Messages etc.
To collaborate with other people in your office or at HMS, we suggest that you create a Group. This will allow you to share projects, graphics, files, messages, and contact lists. Groups can include everyone in your organization, everyone in a specific Division, or only specific users that you manually select. Contact the HMS Qualtrics administrator, Tamara Will, at servicenow@hms.harvard.edu to have a Qualtrics group created.
Initial Survey Creation
Bill Murphy and Genoa Polumbo will create the first survey for you. We'll copy the finished survey and send it to you, then you will be the survey owner. All custom messages will come from your library, and you will be in control of any future edits. We won't have access to your surveys unless you grant us temporary access to help troubleshoot a problem. The next time you need to run that application cycle, you can copy from your previous year's surveys. We will be available to help, but the intention is that you own your surveys and can run them more or less on your own.
Since custom messages don't copy from one survey to another, we won't create custom messages for you. You can create them by going to Survey Options and selecting "Custom end of survey message..." etc. Or, you can create custom messages by clicking Library from the upper right, then Messages Library, and click "+ New Message."
We will add all of the questions in the application survey to the contact list so you can export the contact list to Excel and see the status of endorsements. If you add additional questions to your surveys in the future, remember to add them to the contact list trigger (Tools → Triggers → Contact List Triggers → Click on existing trigger then click Edit to add questions).
Verify that all links in the surveys open in a new tab.
Verify that all dates are accurate.
We will not fill in the Survey Expiration dates, so please do that as well.
Harvard Catalyst Website Integration
If you have a page on the Harvard Catalyst website, you will still need to send in your content updates, including a link to your Qualtrics application survey, and optionally, your RFA and FAQs. Please send these to webupdates@catalyst.harvard.edu at least one week prior to your application cycle opening. Your RFA and FAQ documents can be stored on the HC website, and we can send you the link to them for inclusion in your application survey.
Qualtrics workflow - Application cycles with Post-Application Endorsements
