CITL has documentation and links to videos that show this process (here and here).

The process:

1. Activate your new account by logging in at illinois.qualtrics.com using your UIUC NetID and password.
2. Login to your old account.
3. Download your surveys as .qsf files.
4. Download your survey data as .csv files.
5. Upload your surveys into your new account by creating a “New Project” and choosing “Import .qsf file.”
6. Upload your survey data into the new projects.
7. Download the contents of your old user library.
8. Upload the library contents to your new account’s user library.
   1. Note: Even if images and messages in surveys seem to migrate with the survey, they are not added to your new library unless you specifically copy them over. Only images and messages in your new library can be added to future surveys.

Warnings:

• Remember that all accounts through unit/college licenses will be disabled at the end of 2023, and you will not be able to access them after that point. Some colleges are deactivating accounts before then.

• Any surveys that were shared with you or that you shared with others must be re-shared after the migration.  

• Any API integrations you've set up will need to be reformatted.  

• Any text topics from Text iQ will not transfer to your new account. If you'd like to keep your text topics, you will need to export your topics from your old account and import them into your new account.  

• Survey reports, workflows, and contact lists do not transfer. Contact lists can be exported; reports and workflows must be manually recreated.

The process:

1. Activate your new account by logging in at illinois.qualtrics.com using your UIUC NetID and password.
2. Login to your old account.
3. Make sure that none of your surveys are actively collecting data. If they are, see the considerations for active data collection above.
   1. You can either mark all surveys as “Closed,” or tell us in writing that none are actively collecting responses.
4. Submit a ticket and specify that you’d like CITL-Data Analytics Group to migrate your surveys. Tell us about any special circumstances that may apply.
5. When we have finished the migration, your old account will still exist, so we ask that you please compare the two accounts to make sure everything looks good.
   1. In some rare cases (such as surveys with over 100 drop-down options or surveys in languages other than English), the survey responses may not migrate correctly. Despite our best efforts to catch these errors, please double-check things and/or download a copy of the data from your old account before it is deactivated. 

Warnings:

• Remember that all accounts through unit/college licenses will be disabled at the end of 2023, and you will not be able to access them after that point. Some colleges are deactivating accounts before then.

• Any surveys that were shared with you or that you shared with others must be re-shared after the migration.  

• Any API integrations you've set up will need to be reformatted.  

• Any text topics from Text iQ will not transfer to your new account. If you'd like to keep your text topics, you will need to export your topics from your old account and import them into your new account.  

• Survey reports, workflows, and contact lists do not transfer. Contact lists can be exported; reports and workflows must be manually recreated.

The process:

1. Activate your new account by logging in at illinois.qualtrics.com using your UIUC NetID and password.
2. Login to your old account.
3. Make sure that none of your surveys are actively collecting data. If they are, see the considerations for active data collection above.
   1. You can either mark all surveys as “closed,” or tell us in writing that none are actively collecting responses.
4. Decide which account library (including the graphics, messages, files, and surveys in your library) to keep.
   1. If you have no surveys in your new account, you will probably want the library from your old account.
   2. If you have surveys in both accounts, you will probably pick the library that contains more items (or more current items).
   3. If you need items from both libraries, you will have to download the items in the library you don’t want to keep, and then reupload them once the Qualtrics Support migration is complete.
   4. Visit this support page to learn more about what's included in your account library.
5. Submit a ticket and specify that you’d like a Qualtrics Support migration. Tell us which library you’d like to keep, and tell us about any special circumstances that may apply.
6. We will notify you when we have submitted your request to Qualtrics Support.
7. If you have not heard any updates in over a month, please contact us and we will investigate things.
8. When the migration is finished, your old account will no longer exist, but to the best of our knowledge, any errors can be corrected within 30 days.
   1. In some rare cases, your account may not migrate correctly. Despite our best efforts to catch these errors, please double-check things as soon as migration is complete to be able to retrieve any lost data. 

Warnings:

• Remember that all accounts through unit/college licenses will be disabled at the end of 2023, and you will not be able to access them after that point. Some colleges are deactivating accounts before then.

• Any surveys that were shared with you or that you shared with others must be re-shared after the migration.  

• Any API integrations you've set up will need to be reformatted.  

• Any text topics from Text iQ will not transfer to your new account. If you'd like to keep your text topics, you will need to export your topics from your old account and import them into your new account.  

• Survey reports, workflows, and contact lists do not transfer. Contact lists can be exported; reports and workflows must be manually recreated.

Yes, you can have both the Qualtrics account through the university and keep your existing Qualtrics account until your college/unit license expires.

> How to Export Your Surveys and Data

> How to Export and Upload Surveys and Data

1. Close the Unit/College license survey before copying the survey instrument and data to ensure no results are lost.
2. Open the copied survey in the Campus license account once you have confirmed it's set up correctly you can launch your survey.
   

Please note, all survey link(s) will change as part of this process, so you will need to update any distributed links currently in use, including those hidden behind short URLs such as go.illinois.edu/link.

Contact the appropriate Brand Manager to perform the transfer.

1. If the ownership transfer is going to happen before a survey is copied to a Campus account, contact the college/unit Brand Manager. Ownership transfer can only happen between two accounts within the same Brand. 
2. If the ownership transfer will happen after a survey is copied to a Campus account, contact the Campus Brand Manager at citl-data@illinois.edu. 

To move the ownership of a survey you will need to work with your Brand Manager.  Survey ownership can only be transferred within the same license.  Locate your brand manager 

 

1. Every collaborator will first need to activate their own new Campus Qualtrics account.
2. After the survey owner has copied the survey to the Campus Qualtrics account you will need to re-invite your collaborators.
3. On the Survey Page > Tools > Collaborate > Type in the email address and select the person from the drop down menu.

• Qualtrics documentation on Collaboration

You can collaborate with yourself between the two licenses.  However, if the survey is located in your college/unit license, once this expires the survey will no longer be accessible.  It is highly recommended that your do not collaborate between your current Qualtrics account and the Campus Qualtrics account. 

These processes cannot be copied directly from a College/Unit account to a Campus account.

1. Workflows, including email triggers/tasks, will need to be re-created after exported surveys are copied into Campus accounts.
2. Double check all re-created Workflows before opening copied surveys to new responses.

• Qualtrics documentation on Workflows

The Campus license account has additional features beyond those of some of the college/unit accounts. It also uses a different Results Dashboard rather than the older style Results-Reports interface.

• API access 
  
• Basic Stats iQ
• Basic Text iQ
• File upload 
• Fraud Detection
• Offline survey data collection

• Qualtrics Documentation on Results Dashboards (new style)
• Qualtrics Documentation on Results-Reports (old style)
  

• Import & Export Surveys
• Exporting Responses
• Importing Responses
• Exporting Results-Reports