University Technology Services
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118 Library Drive
Rochester, MI 48309-4401
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Compare Forms Solutions

Compare Forms Solutions

Oakland University has access to several different services for online fillable and routable forms.  Please also review the posted Frequently Asked Questions (FAQs) on the left menu.

Please note there is a difference between simple data collection forms and survey tools.  Simple data collection forms are intended to capture data, record data for review, and share data with others for information or approval using workflows.  Survey tools provide analytics and in some cases statistical tools, but do not route results to others for approval.  Please review SurveyTools on the left menu to determine your best tool option.  

Neither data collection forms or surveys replace official university records systems.  For example, Policy #860 Information Security defines Data Stewards who authorize locations for official processes such as employment, student employment, admissions, and processing of transcripts or grades.  Forms may not be used to bypass Data Stewards and process authorization.

Please note:

  • If you are collecting data related to undergraduate, graduate, or professional admissions, your process must operate through one of the university admissions offices.
  • If you are enrolling students for credit, your process must operate through the Office of the Registrar.   
  • If you are enrolling students for continuing education credits, there is a need for completion records, or you are collecting a fee, your process must operate through the Professional and Continuing Education Department.
  • If you are enrolling participants for an event or program requiring payment, and without any educational credentials or completion records, your process must operate through Student Business Services using MarketPlace.
  • If you need a quick data collection form and you are not collecting Confidential Data, and you are not routing the form for approvals, please start with the Google Docs Free Forms Template. 

If your form is for simple data collection, does not collect Confidential Data as defined in university policy #860 Information Security, and does not require routing for approval, your fastest form development tool is Google Forms, within your G Suite access.  Login to Webmail, click on the dot grid in the upper right, click on Drive, Click on New, More, Google Forms.

If, after review, you would like a developer license for PerfectForms, please fill fill out the PerfectForms Developer request form.  Make sure you read and agree to the conditions.  The form is on the forms.oakland.edu menu under P:

 

If you would like to submit a request for UTS to develop a form, submit a Forms Request at forms.oakland.edu, under F:

Form Request

 

The table below compares simple data collection tools. 

FeaturePerfectFormsGoogle Docs Free Forms TemplateAdobe Document Cloud
Subscription FeeCampus license, no department chargeCampus license, no department chargeDepartment funded, purchase through Purchasing Department
Data StoreOn campusOff campus cloudOff campus cloud
DatabaseData stored in searchable databaseData stored in tableData stored on individual form
Workflow RoutingRouting with email notificationNo routingManual routing
Suitable for Confidential DataIf you use a publicly accessible form, you may not request or use Confidential Data described in university policy #860 Information Security. You may use PerfectForms for some Confidential Data if the form is designed to require a login before data are entered on the form. Please note that Payment Card data, Credit Card Data, and Social Security Numbers may not be collected on any forms or survey tools.NoNo
Integrate Banner DataBanner data integrated on a form is limited in use to forms entered by Oakland University faculty and staff.  If the form is collecting data self-entered by a student, the form cannot pull data from Banner.  If you use a publicly accessible form, you may not request or use Confidential Data described in university policy #860 Information Security. You may use PerfectForms for some Confidential Data if the form is designed to require a login before data are entered on the form.   Please note that Payment Card data, Credit Card Data, and Social Security Numbers may not be collected on any forms or survey tools.NoNo
Form OwnershipShared ownership, with backup and recovery of the database.  If the form originator terminates from the university, the data are preserved.No controlled backup or recover.  If the form owner leaves the university, the records are deleted.No controlled backup or recover.  If the form owner leaves the university, the records are deleted.

August 2017