Web Forms

A web form is an online page where users can input requested information that is collected and submitted to the webpage owner. There are many applications with different features that can be used to create and administer online web forms.

BYU–Hawaii's Office of Information Technology has a list of applications that have been vetted and cleared for business and university use. For digital security reasons, other applications should not be used (see University Web Policy). Note, Google applications are not supported by OIT and should not be used in any university capacity (this includes student organizations).

Web Form Options

Microsoft Forms

BYU–Hawaii has an enterprise license to Microsoft 360, which means all employees and students have an account and can use Microsoft Forms. It also integrates and works well with other Microsoft applications.

Note that though using Microsoft Forms can be done using a BYUH account, the collection, transfer, and storing of this information may not be secure for personally identifiable information (see Collecting Confidential Information below).

Brighspot

Brightspot has basic web form capabilities to collect information and deliver it via email or collect it in a CSV file within the Brightspot system. BYUH's use of Brighspot is restricted to a limited number of site content managers and content editors for each website. Contact a department's content manager to discuss the need for a web form on the department website.

Note that though using Brightspot can be done using a BYUH account, the collection, transfer, and storing of this information may not be secure for personally identifiable information (see Collecting Confidential Information below).

Jotform

Jotform has additional functions, widgets, and security features that make it an attractive option for collecting and approving information.

BYUH has a limited number of enterprise account spots with Jotform. These account holders can create and manage response data. Jotform also has a feature, however, that allows collaborators to modify, publish, and manage forms and their features once the form has been created. This expands the use of these kinds of forms even though they must first be created by one of the account holders.

Jotform does have additional security features that allow forms to be set up in a way that keeps personally identifiable information secure. If that is a requirement, you will need to set up a secure way to view and transfer that information that does not involve emailing the information (see Collecting Confidential Information below).

Other Applications

Applications on Enterprise Information Systems's approved custom and third-party application list may also have built-in web form abilities. These features may also be an option, especially if they integrate with the use and purpose of that application. Contact EIS with questions.

Collecting Confidential Information

As a university, we often work with sensitive information that can be used to identify a person. If this information were to fall into the wrong hands, our students and employees would be at risk of identity theft and more. As such, we need to be careful about how we collect and transfer this kind of information. If you are collecting personally identifiable information in your forms, please let the web team know so that we can add additional authentication measures to the form to make it more secure.

Confidential and personally identifiable information (PII) include, but are not limited to:

• Birth date combined with last four digits of SSN and name
• Tax ID with name
• Driver’s license number, state identification card, and other forms of national or international identification (such as passports, visas, etc.) in combination with name
• Social Security number and name
• Health insurance information
• Medical records related to an individual
• Psychological Counseling records related to an individual
• Law enforcement personnel records
• Criminal background check results
• Ecclesiastical Endorsements
• Vulnerability/security information related to a campus or system
• Campus attorney-client communications
• Employee Information
• Employee net salary
• Home address
• Personal telephone numbers
• Personal email address
• Payment History
• Employee evaluations
• Pre-employment background investigations
• Mother’s maiden name
• Race and ethnicity
• Parents’ and other family members’ names
• Birthplace (City, State, Country)

Please avoid requesting and transferring this kind of information using unsecured methods, especially over email and/or unsecured forms.