Jotforms Online Form System to be Discontinued

The third-party online form system JotForms has reached its end of life and will be retired from use at Pacific University on Oct. 1, 2018. Marketing & Communications and UIS are working collaboratively to ensure that the technology remains functional until transitions can be made to new systems and to identify replacement strategies.

We will continue to provide updates on the retirement of JotForms, but all users should begin transitioning their forms immediately.

JotForms will be replaced with a variety of existing form systems approved for Pacific University use. Due to laws around data privacy and use, it is critical to use approved systems for all forms, data collection and storage.

JotForms users are responsible for their own forms, but members of the Marketing & Communications webteam are available to help identify the best replacement form system and assist with the transition.

Please note: We do not know how all users are using their forms — for example, if you have distributed a form by email, rather than embedding it on the pacificu.edu website, we will not be able to tell if it is current or archived. If you have a currently active form and need assistance, please contact webteam@pacificu.edu immediately to ensure you have a transition plan for the form.

The following is an overview of existing systems for data collections and form options. Please remember, both the mechanism for collecting data and its use and storage are governed by many local, national and international laws, as well as university policy. All employees are responsible for protecting confidential information in accordance with these laws, which is why you must use the appropriate and approved technologies listed below.

Admissions & Inquiries

All inquiry forms collecting information about prospective students should be managed in partnership with Admissions. Recruiter, the designated prospective student management system, is the appropriate technology for inquiry forms. This is a secure system that protects the personal information, such as birthdate, address, etc., collected through inquiry forms, and it provides a single point-of-storage for all prospective student information.

Events & Tickets

Registration for any events including alumni, donors or for continuing education, including free and paid events, must be set up through University Advancement on the NetCommunity system, which connects directly to the university’s alumni and donor database.

Marketing & Communications administers TicketSpice and RegFox university accounts for ticketing and registration for other events such as performing arts, lectures, concerts, conferences and more.

Other tickets or university event registrations — as well as any sales — can be set up using Marketplace, the university’s approved e-commerce system. To gain access to Marketplace, contact the Business Office.

These systems are PCI compliant, meaning they are approved for taking payments. Other systems may pose a security risk for users’ financial information and put the university at significant risk.

Surveys

All surveys of Pacific University students, employees and alumni must be conducted in partnership with Institutional Research. The approved survey software is Qualtrics.

Webforms

Contact forms for offices, general inquiries without personally identifiable information, and day-to-day business forms can be built into the pacificu.edu website as part of the website platform Drupal. Contact webteam@pacificu.edu for information.

Internal Business

Forms for conducting other internal business, such as project requests, volunteer sign-ups, etc., can use Google Forms. Log into BoxerApps with your PUNetID to access Google Forms. The university’s Google Forms license is not HIPAA or FERPA secure and should not be used to collect any protected information. Marketing & Communications can provide header images to brand your Pacific Google Forms.

Jun. 27, 2018