Microsoft Forms
Quickly create surveys, questionnaires, and more.
Microsoft Forms enables you to quickly and easily create basic surveys, questionnaires, and more. View results as they are submitted via built-in analytics, and export data to Excel for additional analysis. It is available to all staff, students and researchers via the University's subscription to Office 365.
Microsoft Forms has many applications within both learning & teaching and administration. Examples include:
- Quizzes which show respondents the correct choices once they submit their answers
- Simple surveys and questionnaires
- Feedback forms
- Registrations and events signup sheets
You can share surveys and quizzes created in MS Forms with anyone, including people outside of the University.
MS Forms also integrates with Excel and OneDrive so that you can see results appear in an Excel spreadsheet in real-time.
Why use Microsoft Forms?
- MS Forms offers a simple tool for quick surveys and quizzes.
- It integrates with the University's Active Directory system and can therefore capture the details of respondents with a University log-in, g. a sign-up sheet for a staff workshop will automatically record the user ID of the person who signs up.
- Compliance with data protection legislation. The University cannot guarantee that external survey tools like Google Forms comply with data protection legislation, nor can we guarantee the security or availability of data on external sites
Your data protection responsibilities when using Microsoft Forms:
If you are collecting personal data or sensitive data as defined in GDPR , you, as Data Controller, must ensure that the processing is compliant with data protection legislation. This means that personal data should only be processed if we have a valid condition of processing (lawful basis) and we have provided information to the individuals concerned about how and why we are processing their information (e.g. a privacy notice). You must ensure that the data is kept secure, with permissions set to include only those who need it, that the information is kept up to date and deleted when no longer required as per the University’s Data Retention Schedule.
Failure to do so could lead to significant fines and/or damage to the organisation’s reputation.
While the University uses ‘Performance of a Contract’ as the lawful basis for processing a significant amount of personal data, if consent is chosen as the lawful basis for processing it must demonstrate that the Data Subject has provided appropriate consent for each processing activity.
In summary you must ensure that your form includes the following:
- A link to or statement from the relevant Data Protection Notice E.g. Data Protection Notice for Staff
- Information as to why you are collecting the data, how you will store the data and who will have access to it
- Information on the Data Retention Period i.e. for how long it will be kept. This should be in accordance with the University’s Data Retention Schedule.
- In order to clearly identify the data controller (the 'owner' of the Form) should be identified as TU Dublin e.g. by inserting official TU Dublin logo.
- Your name and contact information in order to facilitate data subject rights in respect to rights of access, rectification and removal.