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Form Use at BHC

Forms are valuable tools used for gathering information from students, staff and faculty.

Most forms are facilitated through a variety of methods depending on their needs and audience, with the primary application being Microsoft Forms which is accessible to all faculty and staff as part of the college’s Microsoft 365 subscription.

Responsibility of managing or maintaining Microsoft Forms belongs to faculty or staff who use the data.

Forms work best for uses that meet the following guidelines:

Collection of responses from 50 users or more.
Collection of multiple data points for each user that are necessary for your intended purpose.
Data that can be collected from a single source.

For purposes that don’t meet these criteria, consider email communication or a PDF form.

Example Uses for Microsoft Forms

Bhc formtemplate e1767734442158

The majority of forms can be facilitated by this free application available to all faculty and staff. These form purposes should be created and managed independently:

Event Registrations.
Student Contests.
General Contact Inquiries for Information.
Student Group Sign-ups.
Staff and Faculty Contact Forms or Requests.

Exceptions

Some types of forms will continue to be managed or assisted by Marketing. These include:

Collegiate Recruitment.
Athletic/Ag./Equine Recruitment.
Forms that have data type needs that cannot be handled by MS Forms.
Forms that require a web page embed.
Simple RSVP for web calendar events (count, name and email only).

Features

Creation of forms is easy with the help of a robust application with a visual editor.

Allowable Field Types

Single Line Text with Number validation available
Long Answer or Multi-line text
Date
URL
Email
Multiple Choice (single or multiple option select)
File Upload up to 10 files, 10MB to 1GB in file size (required BHC sign-in)
Rating
Rankings
Sections

Form Management Options

Direct access to make form changes.
View responses as single entries or export an Excel sheet.
Send email notifications.
Turn forms on or off.
Schedule form availability.
Manage custom messages to respondents.
Multilingual Translation.
Universal Accessibility (ADA).
Conditional logic for data field sequencing.
Share with specific people or just within BHC.
Generate QR Code for your form.
Create a friendly shortened link.
Add other team members to share maintenance responsibilities with others.

Recommended Steps for Creating a Form

Format & Style

A Marketing-provided template is recommended to format the background and present brand colors. Common fields like Student Name and Contact details will be provided as a starting point for you to make it your own.

Create a Form from BHC Template

Form Creation

Have a list of data fields to place in the form. Only request data that you plan to use to reduce the risk of data breach or user frustration.
Locate the BHC template and create new.
Remove unnecessary fields from the template.
Add desired fields and organize to your liking.
Proofread for accuracy and spelling.
Recommended: assign your form to a Team rather than personal ownership. If you need a new team created, contact ITS.

Manage Form Settings

Select viewing permissions.
1. Anyone can respond.
2. Only people in Black Hawk College can respond (required for file uploads).
3. Specific people in Black Hawk College can respond.
Assess if scheduling is required to start or stop entries during a specific duration.
Add a custom thank you message or keep the standard completion message.
Add an email notification if desired (this applies to all collaborators).
Add collaborators if desired.
Review any other Settings necessary for your project.

Submit your link to Marketing

When your form is ready, Select Collect Responses in the upper right-hand corner.
1. Copy a link or a shortened link.
2. Invite individuals.
3. Download a QR Code.
If the form needs a link on bhc.edu, copy it into the Marketing Request in the appropriate field.
After you’ve received entries, check back in the Responses tab to view individual responses, analysis of responses and an updated excel document.

Forms FAQ

Do I need any special skills to build a form on Forms?

No, Microsoft Forms offers an easy-to-use, visual editor directly in your browser. No coding or technical skill are necessary.

What if I’m having trouble creating my form?

As a Microsoft application, there are many online resources available for form creators.

Microsoft Forms Help & Learning Site

What if Marketing already created my form?

If Marketing previously created your form, we’ve moved it to Microsoft Forms from other applications that were previously in use. Relevant faculty or staff have been given access as individuals or through Teams management. An inclusive dashboard for your form is typically created in designated Teams and channels to provide an easy-to-find method for managing and collecting responses.

Faculty and staff who use the data are responsible for management and maintenance including:

Form updates.
Adding/removing collaborators or team members.
Managing collected data through the Excel spreadsheet or individual responses.

What if I need more field options than what is available?

Marketing does offer an upgraded form product from the Teams environment that has more options for forms that have special requirements. If you’ve looked at Forms and haven’t been able to create something that meets your needs, you can place a Marketing Request to discuss your options.

Are Forms ADA compliant?

Web forms have higher accessibility for users with disabilities. They are the preferred method for collecting large amounts of data from many users compared to PDF forms that have stricter guidelines. Microsoft Forms provides a number of features that make them an accessible choice for students and employees.

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