CREATING FORMS
Understanding Personally Identifiable Information (PII)
To avoid potential exposure of personally identifiable information (PII), forms that collect information that could identify a student, faculty or staff member should be created using only tools/system contracted by the university.
University Data Classification Standards | Examples of PII
Form creation tools widely available at the university, include Qualtrics, Microsoft Forms, and for more complex applications, Microsoft Sharepoint.
Statement of University Privacy Notices
Forms that collect PII, should have the following statement added to them so that those providing information can review the university's policies related to information collection and use. The example forms below show how you can add the statement so that users review and agree to the statement when submitting the form.
Statement:
Acknowledge Privacy Notices: This form collects personally identifiable information. Find out about data collection and policies in our Privacy Notices.
Example Image of Statement in Form:
Example Forms
These link show examples of what forms look like when created in various tools available at the university. To request that one of these examples be shared to your account as a template, email [email protected].
Feature | Qualtrics | Microsoft Forms | Microsoft SharePoint |
Basic Form (Collect Comments) | View Form | View Form | View Form |
Form with Branching (Dean's Scholarship Form) |
View Form | ||
Form with Repeating Section (Graduate Request to Substitute Courses) |
View Form | View Form |
Tutorial - Creating a Form in Qualtrics
How to Implement Common Form Features and Tasks
See below for common form tasks and how to achieve them in tools available at the university.
Feature | Qualtrics | Microsoft Forms | Microsoft SharePoint |
Form Type |
Simple to more complex forms, including post-submission workflows that can be managed among one or several individuals |
Simple forms that can be managed among one or several individuals |
Forms with very complex workflows or controls - If needed, create a SharePoint site to contain the form. - Add columns to create form elements |
Share Results with Other Faculty/Staff | Share Project with faculty/staff collaborators | Share form with colleagues to co-edit form or share excel spreadsheet with specific users or the members of a group to allow multiple people to access collected results. | Share the site with members or share the file. |
Require Response | Choose to Force Response or Request Response | Select to require using slider when adding question | Select to require using slider when adding a column |
Attach/Upload a File | Create a File Upload question | Add File Upload question. |
Add Column Show/hide columns Select Attachments box |
Look and Feel Changeable |
Yes |
Can change among available color themes | Change theme of Sharepoint site |
Manage Groups | Request a group using a ticket to the IIT help desk |
Self Service |
Self Service |
Regular Expression Checks Example: |
Yes. Set response content validation. | Not Available | Use formula in validation setting of column. |
Logic for Displaying Fields Based on Value of Other Field / Branching | Set question display logic | Add branching logic | Specify a conditional formula |
Logic for Notifying by Email | Create Workflow | Form owner can receive email for each response by selecting in settings. | Create a Flow |
Protect with Signin Across Faculty/Staff/Students |
Set up SSO authenticator at selection or before submission |
Change form settings. Can limit to only faculty/staff by choosing Only People in My Organization can respond. Otherwise choose AnyOne can respond for a public form. | Share the site or share the file |
Training Resources |
Use SSO login; organization name is GSU |
Getting started with Forms | Sharepoint Training in LinkedIn Learning |