Formstack is a web form management tool. It allows NMSU departments to quickly and easily build web compliant and accessible forms. Through Formstack, you can create your own web forms using NMSU branded themes. Forms can be embedded on public-facing websites or hosted in the formstack platform and shared with a unique URL and/or QR code. Please note Formstack forms should not be used on internal facing WordPress websites.
How do I get a Formstack form?
Temporary licenses for Formstack are on a first-come, first-served basis. Licenses that are inactive for more than 30 days will be forfeited, which only limits access to the formstack platform to build/edit forms. Forms will not be deleted unless requested. Web Communications is also happy to offer formstack accounts for web administrators who build forms regularly and who would like to have a dedicated access to the platform for $50/yr for each user.
We recommend a formstack license to people who frequently create public-facing web forms for colleges and departments. If you are migrating your site to Cascade CMS and would like your current Gravity Forms migrated or need a new form created, the Web Communications team is happy to assist. There is no need to request a license if you will not be creating forms on a frequent basis.
Usage Guidelines
In an effort to meet compliance with federal regulations the following guidelines have been set for the use of Formstack at NMSU. These guidelines layout the basics of certain types of information that should not be collected via web forms.
- Do not ask for any of the following information on forms:
- Social Security Number
- Credit Card Information
- Religion
- Citizenship
- Disciplinary status
- Ethnicity
- Gender
- GPA (grade point average)
- Marital status
- Grades/exam scores
- Standardized test scores
- Actual number of hours enrolled
If you have a need to collect any of the above information, the NMSU Chief Information Security Officer must approve your form and how the collected data is to be used.
- Do not collect information you do not need. Additionally, try not to collect information that is in a system that you already have access to, such as BANNER, Congos, or SLATE.
- If you are sending the data from your form to an email address, that email address must end in nmsu.edu
- If the information you are collecting is to be sent to others or shared with a 3rd party, please make a statement on the form indicating with whom the information will be shared.
- If you are collecting personal information from students, provide a check box allowing the student to state that they agree to release this information. Suggested text:
“I do hereby consent to the release of information concerning my academic and/or financial status.”
FERPA
The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student education records such as grades, transcripts, disciplinary records, contact and family information, and class schedules. All educational institutions that receive federal funding must comply with FERPA. Please refer to ARP-5.40 Access to Student Educational Records – FERPA Compliance for more information.
HIPAA
Health Insurance Portability and Accountability Act (HIPAA), is a law designed to provide privacy standards to protect patients’ medical records and other health information provided to health plans, doctors, hospitals and other health care providers.
NMSU’s Formstack accounts are not HIPPA certified. This means that no patient related information should be collected by any form managed with Formstack.
Sensitive and Protected Information Statement:
For assistance with the operational controls for HIPAA information, please consult the ICT Privacy Office. For assistance with FERPA information, please consult the NMSU Registrar. For all other sensitive or protected data, please contact ICT Information Security for assistance in identifying the appropriate data steward.
