Summary

Due to the significant increases in costs and changes to licensing models in 2024, a process of evaluating alternatives and competitors to the Qualtrics survey tool. Based on the results of that process and changes in scope of the original product, QuestionPro and Alchemer were selected as the final recommended products. Qualtrics will still be available to license, but will require buy-in and will now have a change in pricing models.

Survey Tool Usage

As part of the evaluation process, the purpose of campus licensed survey tools was refined to cover only research purposes. Instruction and Administrative purposes must use use another tool. EITS has provided a curated list and comparison of possible tools for possible consideration.

...

• May 1, 2025 - Departments that wish to pay for continued use of Qualtrics will be asked to opt in by May 1, 2025. A clean-up of Qualtrics accounts will be conducted over the summer of 2025 to prepare for the cost-sharing program.

  The exact usage costs will vary each year, but for the first year, it is anticipated to be $0.125 per response. University schools, colleges, and administrative units will be charged in June 2026 for their use of Qualtrics during the second half of fiscal year 2026. Going forward, charges will be billed in late spring for usage during the given fiscal year. In example, for fiscal year 2027, units will receive their bill in late spring of 2027, thus enabling payment with end-of-year funds.

• December 2025 - Qualtrics will transition to a cost-sharing program. The University will cover 50% of the Qualtrics usage costs, while departments, schools, and colleges will be responsible for the remaining 50%, allocated according to their employees' continued use of Qualtrics. All current faculty and staff account holders will continue to have access to Qualtrics through December 2025, but only departments participating in the cost-sharing program will retain access in January 2026.

...

1. How do I find out about changes to this project or additional information?

   1. EITS has been releasing University-wide information through the University Administrative Memos email listserv. Franklin OIT will also update this page to contain new information as we receive it.

   2. EITS has also offered this project page: https://eits.uga.edu/about/initiatives/survey_tool/

2. What if my research still requires the use of Qualtrics or I have purchased 3rd Party Add-ons?

   1. Qualtrics will still be available for a fee and the pricing will change to a per-response pricing model in December, 2025.

   2. Those interested in continuing their licensing should contact the Franklin OIT Helpdesk to express their interest and commitment to funding the licenses.

      1. Franklin OIT Helpdesk

         1. Request system: helpdesk.franklin.uga.edu

         2. Telephone: 706-542-9900

         3. Email: helpdesk@franklin.uga.edu

3. What if I have extensive survey forms and data in Qualtrics, what options are available?

   1. If the use of the forms and data are for research, these can be migrated into the QuestionPro solution available in early March.

   2. If the use is NOT for research, then a different survey tool must be selected from the list of available options provided by EITS.

4. Will there be help with migrating my information over to QuestionPro?

   1. EITS has indicated that they will begin sharing information in February, 2025 with migrations and access to Question Pro being made available in mid-March, 2025.

5. Who do I contact if I need help?

   1. EITS will serve as the primary contact for those needing assistance.

      1. EITS Helpdesk

         1. Knowledgebase and Submitting a Request: eitshelpdesk.uga.edu

         2. Telephone: 705-542-3106

         3. Email: helpdesk@uga.edu

   2. Franklin OIT will try to provide assistance and guidance as we are able to, but may not have direct access to the QuestionPro system to assist with migrations.