Instructions

Follow these steps to keep identifying data separate from survey data:

1. Assign pseudonyms

Assign pseudonyms, like  a unique ID to each respondent Example: Jan Jansen becomes ds181

2. Create a key file

Store names and pseudonyms together in a so called key file. Dit Keep this file in a safe location outside Qualtrics. Access to the key file should be limited to for instance lead researcher or research secretary.

Within Qualtrics you only work with the pseudonyms instead of genuine personal data. This way, the respondents cannot be directly identified. The pseudonyms can be entered in Qualtrics directly, by creating a Contact list, or by importing an external file.

Creating a Contact list

  • Contacts > Create contact list
  • For each respondent fill in:
    • Email field: the email address
    • ExternalDataReference field: the respondents unique ID
    • The fields First Name en Last Name can be left empty.

Using an external file

  • Download the Contact-list-template
  • Do not change anything in the labels labels on the top row (FirstName, LastName, Email, ExternalDataReference)!
  • For each respondent fill in:
    • Email field: the email address
    • ExternalDataReference field: the respondents unique ID
    • The fields First Name en Last Name can be left empty.
  • Save the file as .csv
  • Import the file:
    • Choose “Import from a file”
    • Choose “Show Options”
    • Change the delimiter in Semicolon
    • Choose Browse and select the file
    • Error
      You might get this error: The following fields are missing: Email.
      It means that Qualtrics does not recognize the separators between the dataFix this the following way:

      • Choose “Import from a file”
      • Choose “Show Options”
      • Change the delimiter in Semicolon
      • Choose Browse and select the file

      >> More problems when importing files

3. Embed the respondent ID’s in the survey

  • Go to Survey flow > Add > Embedded data
  • Choose from dropdown > Survey Metadata > ExternalDataReference
  • Move the embedded element on top of the survey flow

4. Store files

Please store the external files in a secure place. When the real names of the respondents are no longer needed please remove them from the file.