Distributing a Bulk Survey - CSV Upload Course Selection Method

This article goes over how to add a bulk survey with the CSV upload course selection method.

If you have not already done so, please see the previous article an overview of bulk surveys, and this article if you would like to add a bulk survey with the manual course selection method. 

TABLE OF CONTENTS

• Step 1: Select a Survey
• Step 2: Upload courses and Embedded Data Field values 
• Step 3: Plan your Assignment 
• Step 4: Configure your Assignment Grading Settings
• Step 5: Enable Notifications - Announcements & Reminders (optional)
• Step 6: Review Summary and Publish your Bulk Survey 

Step 1: Select a Survey

On the first page of the bulk survey form, you will select which survey to distribute. Click on the dropdown box from the image above where it says “Select survey,” and pick which survey you would like to distribute in bulk. 

If you do not see the survey you want to add, go back to your institute surveys page and be sure that your survey was connected to the Qualtrics LTI as a “Bulk Canvas Assignment” survey type.  

Select the "CSV upload" option as your preferred method for choosing courses. Upon doing this, you'll notice that the "Courses" and "Embedded data" steps merge into a single step. Because, this method allows you to add courses to the bulk survey and enter the values for the embedded data fields within a single CSV file, simultaneously.

Click the “Next” button in the bottom right hand corner to go to the next step. 

Step 2: Upload courses and Embedded Data Field values 

In this step, you can add the courses to which you want to distribute the survey. Additionally, you can specify the Embedded Data Field values for each course. This is only applicable if you're using a survey with custom text embedded data fields. If your survey doesn't use these fields, you only need to add the courses to the CSV file.

1. Select what course ID you want to use in the CSV file (Canvas Course ID or Course SIS ID)

2.  Click the “+ Download template”. This will now download an empty CSV file with as headers the selected Course ID and the Embedded data field IDs if applicable. For example if you chose for Canvas course ID and your survey has two embedded data field called Instructor name with the ID 9 and Top with the ID 14, this will be CSV file you download. 

3. Now add a row per course and enter the correct values. In this example “1964” is the Canvas Course Id of the course “Marketing (beginner)” and “1965” is the Canvas Course Id of the course “Marketing (advanced)”

If you don’t use any Embedded data custom text fields in your survey you only have to enter the Course IDs in the CSV file like this: 

4. Export the file as a CSV file and save it. Depending on what program you use (Excel, numbers etc) and the regional settings the CSV file will either be using “Comma (,)” or “Semicolon (;)” as CSV delimiter. 

5. Select the right CSV delimiter your file uses (if it’s wrong you can change it after you’ve uploaded the file as well). 

6. Press the “Upload CSV file” button and choose the correct file

7. Press the “Next button"

From this point forward, the steps are identical to those in the "Manual course selection" method.

Step 3: Plan your Assignment 

In this step you will be able to configure the creation date, publish date, due date, and survey availability times as shown in the image below. Note that the available from and until dates essentially function as when the assignment will be “unlocked” and could be accessed by students. The due date must be within the range of when the assignment is available. 

Only the creation date is required. However, if you neglect to enter a publish date, you won't be able to adjust it later. As a result, instructors will need to publish the assignment themselves, removing your control over this process.

Once you are happy with your planning, you can choose if you would like to allow instructors to opt-out. This will allow instructors to remove the assignment with the bulk survey from their course without affecting the other courses that the bulk survey is in.

Instructors can opt out of the bulk assignment only when it is not yet published.

When the instructors remove the unpublished assignment by just deleting the assignment the normal way, QualtricsLTI will recreate the assignment on the publish date (unless no publish date is set). 

Step 4: Configure your Assignment Grading Settings

One this step you can give your bulk assignment a name, set the available points, and choose how you would like to display the grade (percentage, complete/incomplete, points, letter grade, GPA scale, or not graded). These are the same settings that you would configure when making a regular Canvas assignment, but here you are doing it for every assignment that will be generated with this bulk survey. It is important to give at least 1 point in the points section, and if you would like the assignment not to be counted towards the final grade, you can click the checkbox below the grade display that says “Do not count towards the final grade”, see the image below:  

Step 5: Enable Notifications - Announcements & Reminders (optional)

Notifications are only for bulk surveys distributed to standard Canvas courses. They are not for Blueprint courses, as these courses don't have enrollments.

In the notifications section, you can enable both announcements and reminders. In order to enable the announcements and reminders for your bulk survey, click the toggle button as shown in the image below. Note that if you are creating a bulk survey for blueprint courses, it is not possible to enable notifications in this step.

Once the optional notifications and announcements are enabled, you can select the dates and times for each by using the included date picker. You can also give each announcement and reminder a title and message.

Announcements are sent only once and to every student in the course, whereas notifications can be sent up to five times but will only be sent to students who have not yet completed the survey.

We recommend inserting the survey link in the announcement and reminder messages. This way, when students receive the notification they will be able to go to the survey directly.  

Once the announcement is set, click over into the other tab to set your reminders.  You are able to set up to five reminders by clicking the “+ Add reminder date” button.

Once you have set the announcements and reminders to your liking, click the “Next” button in the bottom right hand corner. 

If you use similar notifications frequently, you can create default announcement and reminder messages. You can do this in the Qualtrics LTI by going to your institute surveys home page, clicking the “Menu” button in the top right corner, then clicking “Settings.”  In the “Survey notifications” section, enable survey notifications by clicking the toggle button. Then you can go between the “Default announcement” and “Default reminder” tabs and write your default messages there (see image below)

Step 6: Review Summary and Publish your Bulk Survey 

Here you will see a summary of the new bulk survey. This summary will give you a quick look at the settings that you chose and the CSV file that is uploaded. In case you would like to double check if the CSV file is according to your needs, you can click on the link as per the image below. 

If you are happy with your settings and want to generate the bulk survey, go ahead and click the “Generate bulk” button in the bottom right hand corner. If you do not want to generate the bulk survey immediately, click on the “Save as draft” button, which will allow you to adjust the bulk survey at another time before generating it. 

Now you will be able to see your bulk survey in the Qualtrics LTI bulk survey home page (see image below). 

After generating the bulk survey, it will go through the following stages:  

1. Draft: The bulk survey has been set-up, but nothing has happened yet. This is a safe stage to make changes.
2. Validated: The bulk survey has been validated but no assignments have been created yet.
3. Creating: The assignments are currently being created in Canvas 
4. Unpublished: All assignments have been created in all courses, but the assignments are not yet published.
5. Publishing: All assignments are currently being published in Canvas.
6. Live: All assignments have been published and are therefore available for course participants (if the available from date and time has been reached as well) 
7. Closed: All assignments have been removed from the corresponding courses. The bulk survey is still saved in the history. 

These stages will give you more clarity on the progress of the bulk survey. 

You are also able to undo the bulk survey by deleting the assignment in the Qualtrics LTI within Canvas. To do this, go to the section “Bulk survey history” and under the Action column you will see the delete icon, see below. 

In the Bulk survey history page you can click the “Bulk survey details” button. This is where you can find more information about the bulk survey, such as status updates (including errors if something went wrong), summary, courses, and instructors who opted out. See the images below: 

In case you need to export the list of instructors who opted out, you can do that here by clicking the “Opt out” tab and then clicking the "Export" button.

If at any point you need to close the New bulk survey pop up, we recommend you to save it as a draft first. When going to a previous or next step, the bulk survey form will automatically be saved as a draft. However, if you click on the close icon in the top right corner, changes you made in the current step will not be saved. Therefore, we recommend always clicking on the “Save as draft” button before closing the bulk survey pop up form. See the image below:

For more information on generating a bulk survey when selecting courses with the manual selection method please see this article. If you have any questions about bulk surveys, please reach out to your Customer Success Manager or our Support team for more information.