Policy in effect on March 15, 2024
Dear Colleagues,
We will be implementing a number of changes to the current Qualtrics policies in the area of account provisioning and security to stay in compliance with our current contracts with Qualtrics as well as improve data security and privacy.
- William James College no longer offers Qualtrics accounts to non-WJC email addresses. Any existing Qualtrics account associated with a non-WJC email address will be deleted after March 15th, 2024.
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Special Circumstances – the user who needs a Qualtrics account with a non-WJC email address must have explicit approval from the PDME department, with a written letter explaining the justifications for such an account. (JCCWJC.ORG and Teachers21.org are authorized non-WJC domains and are exempt from this requirement.)
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Special Circumstances – the user who needs a Qualtrics account with a non-WJC email address must have explicit approval from the PDME department, with a written letter explaining the justifications for such an account. (JCCWJC.ORG and Teachers21.org are authorized non-WJC domains and are exempt from this requirement.)
- If you have not logged into your Qualtrics account for more than 1 YEAR (365 Days), your account will be deemed inactive, and we will disable your account automatically. On the last business day of May every year, we will delete any disabled account.
- Please NOTE – Qualtrics is a survey system and not for data archiving. You should always download/export your survey data once you have completed the survey data collection. William James College will not be responsible for any data deleted in a disabled Qualtrics account starting March 15th, 2024.
- New security policy is now in effect for all Qualtrics accounts which matches the WJC account policies. This including:
- Two-factor authentication (2FA or MFA) will be required to access your Qualtrics account.
- Password needs to be 12 characters or more, but there won’t be any password complexity requirement.
- Your account will automatically time out after 1 hour of inactivity.
- You can have a maximum of 5 concurrent sessions per account.
- Your account will automatically be locked out after five (5) failed attempts within 30 minutes.
- A locked-out account will unlock itself after 30 minutes.
- Account Provisional Limitation – Due to a limited number of Qualtrics licenses available, we are implementing a restriction on account provisioning.
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- Each faculty member is allowed to have a maximum of one Qualtrics account and associated with the faculty’s WJC email address.
- Each student member is allowed to have a maximum of one Qualtrics account and associated with the student’s WJC email address.
- Each department/program / functional unit is allowed to have a maximum of two Qualtrics accounts. The account must be associated with a department or program vanity email address (i.e. PDME@williamjames.edu), and an account owner must be identified for each account for Two-Factor Authentication.
- Each faculty member is allowed to have a maximum of one Qualtrics account and associated with the faculty’s WJC email address.
Please review these changes carefully. If you have any questions, please submit your questions to support@williamjames.edu
Thank you for your attention.
PDME Office and IT Office
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