Web Forms

Overview

Koç University offers various tools to collect information, conduct surveys, and gather data from the community. Whether you need a simple contact form, a comprehensive survey, or a data collection tool, there are secure and compliant options available to meet your needs.

Available Form Tools

Self-Service Form Tools

These tools are available for immediate use by faculty, staff, and students:

IT-Managed Institutional Forms

These tools require IT support and are used for official university processes:

KVKK (Personal Data Protection) Requirements

Important KVKK Compliance Notice
If your form collects personal data, you must comply with KVKK (Law No. 6698 on Protection of Personal Data) regulations.

Key Requirements When Collecting Personal Data

When creating any form that collects personal data, you must:

Include a KVKK consent statement in your form

Inform participants about:

• What data is being collected

• Why is the data being collected

• How the data will be used

• How long will the data be retained

• Who will have access to the data

Obtain explicit consent before collecting data

Reference the university's privacy policy: https://it.ku.edu.tr/bilgi-guvenligi/kvkk/

What is Considered Personal Data?

Personal data includes, but is not limited to:

• Name, surname

• Email address

• Phone number

• ID number

• Date of birth

• Address

• IP address

• Academic information

• Any information that can identify an individual

For detailed guidance on KVKK compliance, visit https://it.ku.edu.tr/bilgi-guvenligi/kvkk/ or contact the Data Protection Office.

Self-Service Tools: Safe Usage Guidelines

Google Forms

Access: Sign in to your KU Google account at [https://workspace.google.com]

Security Best Practices:

• Use your KU email account (@ku.edu.tr) only

• Enable "Limit to 1 response" when appropriate

• Use the "Restrict to Koç University" option for internal forms

• Do not collect sensitive personal data without proper KVKK compliance measures

• Regularly review and delete old form responses

• Do not share forms publicly if they contain personal data

KVKK Compliance:

• Always include a KVKK consent section in your form

• Add clear information about data collection and usage

• Reference the privacy policy: https://it.ku.edu.tr/bilgi-guvenligi/kvkk/

Microsoft Forms

Access: Sign in to your KU Microsoft 365 account at [https://forms.office.com]

Security Best Practices:

• Use your KU email account (@ku.edu.tr) only

• Use "Only people in my organization can respond" for internal forms

• Enable "One response per person" when appropriate

• Do not collect sensitive personal data without proper KVKK compliance measures

• Regularly review and delete old form responses

• Limit sharing to authorized individuals only

KVKK Compliance:

• Always include a KVKK consent section in your form

• Add clear information about data collection and usage

• Reference the privacy policy: https://it.ku.edu.tr/bilgi-guvenligi/kvkk/

IT-Managed Institutional Forms

Zoho Forms

Purpose:

• Official university data collection forms

• Application and registration forms

• Forms requiring structured data storage

• Forms that need to be integrated with university systems

Features:

• IT creates and manages the form

• IT provides form records and data exports

• Integration with university databases

• Advanced data validation

• Workflow automation support

How to Request:

Submit a Trackit request at [https://trackit.ku.edu.tr]

Provide form requirements in both English and Turkish

Include KVKK compliance information

Allow 2 business days for form creation

Formstack Forms

Purpose:

• Complex forms with multiple steps or conditional logic

• Forms requiring integration with other university systems

• Forms with advanced workflow requirements

• Official university processes requiring data validation

Features:

• IT creates and manages the form

• IT provides form records and data exports

• Advanced conditional logic

• Integration capabilities

• Secure data handling

How to Request:

Submit a Trackit request at [https://trackit.ku.edu.tr]

Provide detailed form requirements in both English and Turkish

Specify integration needs if applicable

Include KVKK compliance information

Allow 2 business days for form creation

Qualtrics

Purpose:

• Academic research surveys

• Course and instructor evaluations

• Comprehensive assessments

• Surveys requiring advanced analytics

• Large-scale data collection

Features:

• Advanced survey logic and branching

• Sophisticated analytics and reporting

• Academic research compliance

• Professional survey templates

• Data export in multiple formats

How to Request:

Submit a Trackit request at [https://trackit.ku.edu.tr]

Specify that you need Qualtrics for survey/evaluation purposes

Provide survey objectives and requirements

Include KVKK compliance information

Allow 2 business days for setup

Requesting IT-Managed Forms

How to Submit a Request

Go to [https://trackit.ku.edu.tr]

Create a new request

Select "Web Forms" or relevant category

Provide the following information:

Required Information

• Form purpose: Clearly describe what the form is for

• Target Audience: Who will be completing this form?

• Data to be collected: List all fields/questions

• Content in both languages: Provide all content in English and Turkish

• KVKK compliance: Confirm that your form includes required consent statements

• SSO requirement: Specify if Single Sign-On is needed

• Expiration date: Forms are active for a maximum of 1 year

• Special requirements: Integration needs, conditional logic, etc.

Response Time: IT will respond to your request within 2 business days.

Form Duration and Renewal

• All IT-managed forms are published for a maximum of 1 year

• To extend the form duration, submit a new request before expiration

• Expired forms are automatically deactivated

• Data from expired forms is retained according to the university data retention policies

Single Sign-On (SSO) for Forms

Forms can be protected with SSO (Single Sign-On), which:

• Requires users to log in with their KU NetID

• Auto-fills name and email address

• Restricts access to KU community only

• Tracks who submitted the form

To enable SSO on your form, specify this requirement when submitting your request.

Best Practices for All Forms

• Choose the right tool - Use self-service tools for simple needs, IT-managed tools for official processes

• Plan ahead - Allow sufficient time for form creation and testing

• Always ensure KVKK compliance - Include proper consent and data protection information

• Use both languages - Provide content in English and Turkish

• Test your form - Submit test responses before distributing

• Set clear deadlines - Specify when the form should close

• Limit data collection - Only collect information you actually need

• Secure sensitive data - Use SSO when collecting personal information

• Review regularly - Check and clean up old forms and data

• Communicate clearly - Explain to users why you're collecting their data

Common Use Cases

Data Security and Privacy

• All form tools used by KU comply with data security standards

• Personal data is stored securely

• Access to form data is restricted to authorized users

• Data is retained according to university policies

• Users are responsible for KVKK compliance in their forms

Never collect:

• Credit card information through forms

• Passwords or authentication credentials

• Sensitive health information without proper authorization

• Any data not necessary for your stated purpose

Need Help?

For questions about:

• KVKK compliance: Contact the Data Protection Office

• Choosing the right form tool: Contact IT Help Desk

• Technical issues with Google/Microsoft Forms: Contact IT Help Desk

• IT-managed forms (Zoho, Formstack, Qualtrics): Submit a Trackit request

• Form integration needs: Submit a Trackit request

Resources

• KVKK Information: https://it.ku.edu.tr/bilgi-guvenligi/kvkk/

• IT Trackit: [https://trackit.ku.edu.tr]

• Google Workspace: [https://workspace.google.com]

• Microsoft 365: [https://forms.office.com]