Web Forms

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

IT-Managed Institutional Forms

KVKK (Personal Data Protection) Requirements

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/en/information-security/protection-of-personal-data/

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

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/en/information-security/protection-of-personal-data/

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/en/information-security/protection-of-personal-data/

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

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/en/information-security/protection-of-personal-data/

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

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

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