What happens to a user's data when they leave a university / company?

GoldieGoldie Provo, UTFounding Community Member CEP (Chief Executive Paw-ficer)

What happens to a user's data when they leave a university / company?

When a university Qualtrics user leaves, do the surveys and data get deleted when their university email gets deactivated & deleted?

Best Answer

  • JulieTJulieT Wisconsin Sage ✭✭✭
    Accepted Answer

    The users data and surveys are not deleted. You can contact the brand administrator to transfer the information to another users account.

Answers

  • AnthonyRAnthonyR Tucson AzFounding Community Member Superuser ✭✭✭✭

    @lillianc That is a great point, it's important to transfer library / contact data to a group as much as possible when working in a collaborative setting.

  • ClintClint Founding Community Member Guru ✭✭

    I'm pretty sure that we might have it set up where the user account gets deleted via Qualtrics api as part of the leaving process. Does Qualtrics have a white paper on best practices for this?

  • Linda_charltonLinda_charlton Fargo NDCommunity Member Qubie ✭
    edited December 2017

    We have the account marked locked for sometime and after while they are marked to delete.

  • richardmanleyrichardmanley UKCommunity Member Qubie ✭

    Hi Linda,

    How do you go about this? Is it automated in some way?

    We’re looking at single sign-on but want to delete student and staff account when they leave the university.

    Regards,
    Richard.

  • BC_raniBC_rani Chestnut Hill, MACommunity Member Qubie ✭

    At Boston College, we have had faculty and students who experienced a lot of heartache migrating Qualtrics accounts to and from our university to other universities. Sometimes it took over a month and occasionally Qualtrics misplaced data in the process. That said, we strongly recommend to our research community members that they "own" (take responsibility for) their critical data by exporting both the qsf files and the data...especially for data and surveys that they will quickly need to access when they leave or arrive at Boston College. Furthermore, there is an Institutional Review Board/research integrity issue. Once a faculty member has left Boston College, I need to obtain permission from their department before I migrate their entire account. If they have already made their own portable copies of critical surveys and data, then I don't have to do this. That said, once critical surveys and data are backed up, it does sometimes make sense to work with Qualtrics (Corporate) and the person's new/old university Qualtrics administrator to migrate their respective accounts.

  • EmilyEmily Provo, UTCommunity Administrator Administrator
    edited July 2018

    We wanted to provide some clarity into the User Moves process. Before you decide to initiate a move, you will need to be aware of the fact that there will be some information / data that won't be able to be moved between accounts. We recommend checking out this page for more details.

  • AbdiAbdi Minneapolis, MinnesotaCommunity Member Qubie ✭

    @AnthonyR said:
    @lillianc That is a great point, it's important to transfer library / contact data to a group as much as possible when working in a collaborative setting.

    Hi AnthonyR,
    How do you accomplish that? transfer ownership to groups Account? We love this idea, but I'm new to the Qualtric and would appreciate if you can direct me how to.

    Thanks,
    Abdi Jibril

  • lillianclillianc Ann ArborFounding Community Member Sage ✭✭✭
    edited November 2018

    For contacts, the drop down menu for the contact list allows you to "Move List" to the group.
    https://www.qualtrics.com/support/survey-platform/contacts/managing-multiple-lists/#ListOptions

    For libraries, you can go into the "gear" settings of individual items and copy to the group library, but you'd have to change the reference to the group-owned library for everyone to see it.

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