Following the recent Shared Account Password Policy, the use of shared accounts in Qualtrics is generally discouraged. The primary concerns with shared accounts include the lack of accountability for surveys distributed through these accounts and the potential risk of data leaks, especially when sensitive data is involved.

Existing shared accounts are requested to move all surveys, data, and files to personal accounts as soon as possible. OU IT is available to assist in migrating all Qualtrics assets to the appropriate individual's account.

The transfer of ownership of surveys can be requested through Qualtrics Service Request Form. Since surveys may contain sensitive data, every survey transfer requires administrative approval from the appropriate department director or dean.

For sharing resources and files within team members in Qualtrics, we recommend requesting a Qualtrics group rather than a shared account.

Qualtrics groups provide shared folders among invited members, facilitating the sharing of survey templates, files, directories, and messages. Members can be added or removed from the group as they join or leave the university by submitting a request through Service Request Form.

In consideration of university business needs and efficiency, exceptions can be made on case-by-case basis for specific use cases if the following criteria are met:

• The surveys in the account must not include the following data as defined by OU Data Classification:
  • Category A (Healthcare Data)
  • Category B (Payment Card Data)
  • Category C (Student Data)
  • Category D1 (Confidential Research Data)
• The password for the shared account must be changed every 30 days.
• The shared account must serve specific critical university business needs. These needs shall be updated regularly as determined by OU IT leadership and governing policies.

As of now, exceptions for the use of shared accounts are granted only for long-term ongoing university projects that have been utilizing Qualtrics for several years and have compiled substantial historical data. Examples include surveys conducted on a semester-wise or annual basis. No other reasonable exceptions have been identified and defined by OU IT at this time.

This section will be updated as soon as other potential acceptable use cases for exceptions are identified and recommended.

If the use case satisfies the criteria, you can get started with a Qualtrics shared account by following these steps:

Schedule a Consultation: Contact one of our instructional technologists to discuss your specific needs and determine if a shared account is the best solution.

Request a Shared Account: If approved, a shared email account can be requested through the OU IT Shared/Organization Account Service page. There may be additional approval steps involved before the account is fully created. The account and identity management team will guide you through the process.

In case of further support, please reach out to OU IT support here or call 405-325-HELP.