This guide covers some of the common topics which are specific to the University of Kent's use of Qualtrics. If you require general training and support on how to use Qualtrics, please refer to Qualtrics Support which has a number of articles to get you started.

If you have any technical problems regarding your Qualtrics account or account queries, please contact IT and Library Support.

You'll be prompted to enter your University of Kent credentials, and a new account will be automatically created for you.

Academic staff and students will automatically be added to their division's brand. Professional Service staff will be added to the central University of Kent brand.

Please refer to Your Qualtrics account section (below), for details about the life span of your account, surveys and data.

Log-in to Qualtrics

If you're working with Qualtrics users outside the University of Kent, we recommend using survey collaboration options if they have their own Qualtrics account at their own institution. Where no account is available, you'll need to submit a request for a temporary University of Kent account via helpdesk@kent.ac.uk so that they can log in.

Your Qualtrics account is created as soon as you log in for the first time and is available while you have an active University of Kent login. When you leave the University and your account closes, you will no longer be able to log into your Qualtrics account. Accounts are also automatically disabled after a period of inactivity.​​​​​​​

If you already have a Qualtrics account, please check our guidance on migrating your account.

If your username changes, for example if you change from a student account to become member of staff you will need to contact helpdesk@kent.ac.uk to update your Qualtrics account to your new username. Please include details of both your old username and new username.

NOTE: When your Kent account expires, your linked Qualtrics account will be deleted at the end of the academic year. Please ensure you arrange any transfer of survey data at the earliest opportunity.

If your name changes, these details will not automatically transfer to your Qualtrics account. If you require your name to be changed, please contact helpdesk@kent.ac.uk with your request.

Accounts are automatically disabled after 365 days of inactivity. If you still have an active University login and require access to your Qualtrics account, please contact helpdesk@kent.ac.uk to arrange for reactivation.

Before you leave the University, you’ll need to export your data and surveys (if you still need access to them). If you are collaborating with other members of staff or students, you may need to arrange transferring ownership of surveys. If you’re an academic working with students, please refer to our guide on sharing / collaboration and the steps you’ll need to take if you want to retain access to a survey once a student has left.

If you’re a student who is becoming a member of staff, you can arrange to switch your account over to your new username. This may also be useful also if you’re changing from undergraduate to postgraduate. Please contact helpdesk@kent.ac.uk if this is the case.

Our Qualtrics license is dependent on the number of active accounts in the system. Therefore, we housekeep on a yearly basis and delete any accounts where members or staff or students have left. When an account is deleted, all surveys and data attached to that user is also deleted.

If a student has collaborated on a survey with you from their account, you will no longer have access to that survey and data - unless they have transferred ownership to you before leaving. Please refer to our guide on sharing / collaboration and steps to take if you need to retain access to a survey once a staff member/student has left.

Recovering a deleted account

If a user account is deleted, there is a 30-day window where the account can be restored afterwards. Beyond this time, data is irretrievable.

When you first log in, you’ll be assigned to a particular group or Division based on your department / modules in your user data. These groups have default themes available with branding based on the group / Division. 

If, for example, you're a KBS student also doing a Psychology module but have been assigned to the KBS group - please contact helpdesk@kent.ac.uk to arrange moving to the other group (so that you have access to the relevant branding options).​​​​​​​