Information Services

Accessing and using the Online Surveys tool

How to have an Online Surveys account set up, the basics of creating a survey, and links to help and support.

The update to the new version of JISC Online Surveys Version 3 (V3) is due to coincide with the start of the new Academic Year 23-34. Users will initially have the choice of which version to use for a short time (V2 or V3). As of October 2023, in order to encourage users to launch the new updated system, JISC will no longer support the creation of new surveys in Online Surveys V2. All active user accounts will be migrated over to V3. NOTE: JISC will not be migrating any surveys from V2 to V3 only accounts will be migrated. Users will be able to export survey structures from V2 and import them to V3. Any response data that needs to be retained can be exported and saved outside of the application using the tools in the 'Analyse' area of each survey.

To ensure there is time for users to save any data that needs to be retained. JISC has provided and extension on their six months' notice before closing Online Surveys V2.  Initally, as of February 2024, users were no longer be able to access Online Surveys V2, and it will be closed. Due to feeback JISC have extended this access. Please see below.

  1. Creating new surveys in v2 will be disabled on 2nd April 2024
  2. Online Surveys v2 will be discontinued on Wednesday  31 July 2024
  3. Please download any survey data you wish to keep from v2 to avoid losing it
 

Jisc will continue to support existing surveys in v2 until it closes Wednesday 31 July 2024. To continue using Online Surveys:

·         Log in to your Jisc Online Surveys v3 account* 

·         Follow these simple steps to migrate your surveys from v2 to v3

*Jisc has created v3 accounts for all v2 users who registered at the time of launch. If you don’t have access, please contact IShelpline  for support.

 

There are currently two versions of Online Surveys - v2 and v3. All recipients of this email can use v3 right away, and we encourage you do so as soon as possible.

 
JISC Migration FAQ (Link opens in a new window).
Exporting survey structures (Link opens in new window).

 

Applying for access

The Online Surveys access form should be completed by:

  • Supervisors on behalf of students who are requiring access.
  • University staff members who needs access themselves.

If you are a student, please ask your supervisor to complete this form:

Online Surveys - Access Request Form

Privacy Statement 

The information you provide will be used by the University to provide access to the JISC Online Surveys tool. The University uses an external company to provide a system that will allow users to create, manage and analyse surveys. The University will use an external company to process information about you on the University’s behalf. The University remains responsible for the information and will ensure it is kept securely. We are using information about you because you have given us your consent.

Information about you will be shared with the vendor (JISC) who manage and maintain the service on Amazon Web Services with the EEA (ROI).

We will hold the personal data you provided us for the length of the contract with JISC which is ongoing. If the contract is terminated all data will be deleted 60 days after the termination date.

If you have any questions, please contact IS Helpline:

Data Protection responsibilities when using Online Surveys 

Survey owners are responsible for any data collated and should review whether what type of data is needed including whether personal data will be collected. In particular, the Online Surveys tool has a feature called Survey Files. This may never be used for presenting personal data, since information shared via this mechanism will be publicly available.

Information regarding the types of data and the survey owners responsibilities regarding any data collected can be found via the University Data Protection webpages:

Data Protection Home

Information Services strongly advise that prior to any use of the Online Survey tool to collate data the following steps should be followed:

Logging in

Online Surveys -V3 Login Page

Online Surveys - V2 Login Page

Help and Support