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en:services:application_services:surveys:start [2021/06/16 16:02] – [Online Surveys] abruns1 | en:services:application_services:surveys:start [2024/03/22 16:21] – [Plugins "Inviter" and "Reminder"] Ergänzt: Abschnitt zu noreply Adresse abruns1 | ||
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+ | ====== Online Surveys in the Academic Cloud ====== | ||
+ | With our survey service, you may create, carry out and evaluate online surveys (survey administration). This service is operated with the | ||
+ | software [[https:// | ||
+ | |||
+ | In general, participation in a survey on our LimeSurvey server is open worldwide, but the survey administrator can set up limitations. | ||
+ | |||
+ | |||
+ | ===== Conditions of Use ===== | ||
+ | This service is available to members of Göttingen University (as employee or student), to institutes belonging to the Max Planck Society, or another research institution entitled to use our services. Please find more information in the [[https:// | ||
+ | |||
+ | Access is available with your [[en: | ||
+ | * Either a user account at GWDG | ||
+ | * Or a user account belonging to Göttingen University or to an institution within the Max Planck Society or another entitled institution. | ||
+ | * If you do not yet have an AcademicID, you'll find a button to "Sign Up" on the [[https:// | ||
+ | |||
+ | A web browser is needed for using the software. | ||
+ | |||
+ | ===== Registration and Access ===== | ||
+ | To access the service, or to register for it, please go to | ||
+ | |||
+ | https:// | ||
+ | |||
+ | You'll be redirected to the Academic Cloud login page where you can log in with your usual credentials either directly or via Federated Login. When you do so for the first time, your LimeSurvey account will be created. It will be ready for use immediately. In LimeSurvey we'll save the following personal data: | ||
+ | * UserID (" | ||
+ | * E-Mail address | ||
+ | * First and last name | ||
+ | By logging off, you'll be again redirected to the Academic Cloud login page. | ||
+ | |||
+ | We recommend to all users of the service to subscribe to the [[https:// | ||
+ | |||
+ | |||
+ | ==== Cancellation of the account ==== | ||
+ | |||
+ | If you want to cancel your registration for the service, please contact our Support: [[mailto: | ||
+ | |||
+ | To unsubscribe from the mailing list for our LimeSurvey users, you can do this via the [[https:// | ||
+ | |||
+ | |||
+ | ===== Fee ===== | ||
+ | Currently, our accounting system is under revision. For this time we offer the use of our survey service to our customers from Max Planck Society and Göttingen University for free, i.e. without charging you any [[https:// | ||
+ | For consulting, we’ll charge our usual fee in Work Units. | ||
+ | |||
+ | ===== Use instructions ===== | ||
+ | ==== User account ==== | ||
+ | Access to the survey server is provided via your AcademicID which allows you to use many of our services. Your AcademicID stores your account settings (name, email address, etc.). Changes to your personal information that you wish to adjust in your user account have to be made at https:// | ||
+ | |||
+ | ==== How to run a survey ==== | ||
+ | Here is a short description of the workflow: | ||
+ | * | ||
+ | * **Important: | ||
+ | * By default, newly created surveys are assigned the survey group „Default“. You do not need to change this. If, however, you wish to group your surveys, you can create a new survey group and assign your survey to this group. If so, please take note of this [[# | ||
+ | * | ||
+ | * | ||
+ | * Use the the survey preview function to test your survey. Previewing the survey - or single questions or question groups - is possible at any given moment before activating the survey. A test run before activating the survey is recommended. | ||
+ | * If you need a controlled pool of participants with unique tokens for the survey, create a [[# | ||
+ | * Activate the survey and invite the participants, | ||
+ | * Watch the results or send a reminder to the participants. | ||
+ | * Finish the survey (manually or automatically by setting an end date). The survey may remain active but expired so you'll be able to [[# | ||
+ | * Evaluate the survey' | ||
+ | * If needed, export the survey and/or its results. In the [[https:// | ||
+ | * Delete surveys and results that are no longer required. | ||
+ | |||
+ | ==== User permissions for survey administrators ==== | ||
+ | |||
+ | === Themes === | ||
+ | The default settings for the user permissions in our survey service don't allow to create or edit design templates (themes) for the surveys. If you plan to use your own themes, please contact our Support: [[mailto: | ||
+ | |||
+ | As soon as you have been granted the permission, you may create your own themes by copying (" | ||
+ | |||
+ | Further reading: | ||
+ | * [[https:// | ||
+ | * [[https:// | ||
+ | |||
+ | === Label Sets === | ||
+ | Also, the default settings for the user permissions in our survey service don't allow to create or edit label sets for surveys. Please contact our [[https:// | ||
+ | |||
+ | After you have been assigned the permission, you may create and edit your own label sets. Please include your institutions' | ||
+ | Label sets without an identifiable owner or institute may be deleted. **Please be sure to only edit your own label sets!** | ||
+ | |||
+ | Further reading: | ||
+ | * [[https:// | ||
+ | |||
+ | === Collaborative survey management === | ||
+ | Thirdly, the default settings for the user permissions in our survey service don't allow to collaborate with other users on surveys. \\ | ||
+ | If this is required, please contact our Support: [[mailto: | ||
+ | |||
+ | To provide permissions for a survey to otheres, please navigate to the survey' | ||
+ | |||
+ | === Survey groups === | ||
+ | Survey administrators may create their own survey groups to manage their surveys. By default, surveys belong to the " | ||
+ | ==== Exporting and importing surveys ==== | ||
+ | There are several formats available to export surveys, e.g. in order to save them with or without the answers, participants' | ||
+ | |||
+ | * [[https:// | ||
+ | |||
+ | To transfer a survey from one LimeSurvey server to another, export the survey as described above. You can export multiple surveys at the same time by checking them in the survey list and then choosing the desired export function from the dropdown menu. | ||
+ | |||
+ | Then after the export from the source server the survey(s) are transferred to and imported in the target system: | ||
+ | |||
+ | * [[https:// | ||
+ | |||
+ | ==== Working with the JSON-RPC-API ==== | ||
+ | With the API, different LimeSurvey functions can be called from other applications. | ||
+ | * [[https:// | ||
+ | |||
+ | Please contact our Support: [[mailto: | ||
+ | |||
+ | As a local password is required and by default our users and passwords are managed in our IDM, this has to be done with a workaround. We'll create a local survey administrator account in LimeSurvey with which the API can adress the server. | ||
+ | |||
+ | You'll be provided: | ||
+ | - a local LimeSurvey account the password of which will be sent to you via email | ||
+ | - a user group in LimeSurvey with your personal account and the local API account as members | ||
+ | You may then provide survey permissions for your survey(s) as desired to the local user and then use its credentials for the API. | ||
+ | |||
+ | ==== Participant-related Settings ==== | ||
+ | You can carry out a survey with a predefined group of participants by creating a participants' | ||
+ | Every participant accesses the survey with an individual token, which also ensures that everyone answers the survey only once. | ||
+ | The token is part of an individualized URL to get to the survey. Emails with invitations and reminders are sent directly out of LimeSurvey if a participants' | ||
+ | |||
+ | To initialize a participants' | ||
+ | |||
+ | If you do not use a participants' | ||
+ | [[https:// | ||
+ | |||
+ | Please keep in mind that in either case you must comply with [[# | ||
+ | |||
+ | === Sending e-mails with LimeSurvey === | ||
+ | Survey administrators can send invitations and reminders to survey participants directly from LimeSurvey, provided they have created a participants' | ||
+ | |||
+ | Also, survey administrators can receive mails from LimeSurvey. This is configured in a survey' | ||
+ | |||
+ | Please note that these e-mails are always sent from a noreply address. It is required by some institutions that an e-mail' | ||
+ | |||
+ | For addressees to be able to answer e-mails, the Reply to address is the survey administrator' | ||
+ | |||
+ | == Plugins " | ||
+ | In order to use the Inviter and/or Reminder plugins, it is first necessary to initialize a participant table, as described above. In the next step you can now select the respective plugin in the survey menu in the menu item “simple plugins” and activate it for the survey. For example, you can define for the reminder plugin the interval in which reminder emails should be sent. In addition, you can generate tokens in the Inviter plugin beforehand to make sure that only the desired people have access to your survey. | ||
+ | |||
+ | Note: The invitation and reminder emails are not sent immediately by the respective plugin, but only the next day between 7 and 8 a.m. | ||
+ | |||
+ | ===== Data security and data privacy ===== | ||
+ | ==== General information ==== | ||
+ | Survey administrators are responsible for their surveys. The [[https:// | ||
+ | |||
+ | The LimeSurvey users may export their own surveys and collected data and are then responsible for storing them in compliance with data privacy laws and regulations for the processing of personal data. \\ | ||
+ | GWDG will delete the surveys and data __>__ 6 months after the survey has been closed from its servers and storage systems. | ||
+ | |||
+ | ==== Data storage ==== | ||
+ | The LimeSurvey software is installed on servers of the GWDG. \\ Data collected and processed with the software are stored exclusively on GWDG-owned storage and backup systems and on GWDG's premises. They aren't transferred or made available to third parties. | ||
+ | |||
+ | ==== Data transfer | ||
+ | Data transfer between the GWDG's LimeSurvey server and the web clients (browsers) is encrypted, access to LimeSurvey for survey administrators is password-protected. The password may not be given to third parties. Access to the database where the surveys and data are stored is restricted to database administrators at GWDG. | ||
+ | |||
+ | ==== Data privacy ==== | ||
+ | The survey administrator is responsible for the compliancy with the GDPR (DSGVO) of the European Union when collecting and processing personal data. Five data privacy classes (Schutzstufen) for personal data are distinguished: | ||
+ | |||
+ | Survey data have to be deleted by the survey' | ||
+ | |||
+ | Survey data including personal and/or delicate information have to be stored in a secure place and protected against unauthorized access. Please note that personal data have to be deleted as soon as they are no longer needed for evaluation. This includes also participants' | ||
+ | |||
+ | ==== Data privacy statement and imprint on the survey web pages ==== | ||
+ | GWDG provides the server infrastructure (web server and MySQL database server) and the software for creating and conducting surveys, LimeSurvey. The data privacy statement that can be found as a link on the [[https:// | ||
+ | |||
+ | Customers using our service to conduct surveys (" | ||
+ | |||
+ | Within a survey, these informations should be presented to participants, | ||
+ | |||
+ | * Who conducts the survey and is responsible for processing the data (name and contact data)? | ||
+ | * What is the purpose of collecting the data? | ||
+ | * Where is the data stored? | ||
+ | * Who has access to the data? | ||
+ | * When will the data be deleted? | ||
+ | * What are the survey participants' | ||
+ | |||
+ | This can either be stated in a text on the welcome page of the survey, or can be displayed directly at the beginning of the survey, requesting the survey participant to accept the data privacy statement by activating a check box. | ||
+ | |||
+ | The relevant settings are to be found in the survey menu in " | ||
+ | |||
+ | " | ||
+ | |||
+ | ----- | ||
+ | |||
+ | |||
+ | ===== Help and Support ===== | ||
+ | Subscribe to our [[https:// | ||
+ | |||
+ | For **support requests to GWDG:** please contact our [[https:// | ||
+ | |||
+ | In case of any questions around LimeSurvey you may consult the comprehensive [[https:// | ||
+ | |||
+ | The [[https:// | ||
+ | |||
+ | See the links below to find more online instructions and tutorials. | ||
+ | |||
+ | For a quick test of LimeSurvey the [[https:// | ||
+ | |||
+ | ==== Contact and further information ==== | ||
+ | * For support questions or any issues concerning this service, please send an email to [[mailto: | ||
+ | * Access to the Academiccloud LimeSurvey server for survey administrators: | ||
+ | * [[https:// | ||
+ | * [[https:// | ||
+ | |||
+ | |||
+ | |||
+ | | ||