Understanding Microsoft Forms


What is Microsoft Forms?

With Microsoft Forms you can create a form, such as a survey or quiz, invite others to respond to it using almost any web browser or mobile device, see real-time results as they're submitted, use built-in analytics to evaluate responses, and export results to Excel for additional analysis or grading.  



Permitted Usage

Microsoft Forms can be used by all University staff and faculty members with the understanding that:

  1. Forms data resides on servers located in the United States of America.
  2. In accordance with BC privacy legislation, anyone using Microsoft Forms for the collection of personal information must include the privacy notice as a header to the Form (see section below for sample text),
  3. Researchers must consult with the Research Ethics Board regarding additional compliance and best practice guidelines.


Required Privacy Notice

Please be advised that when using Microsoft Forms at ECU, all information collected will be stored outside Canada, on servers operated by Microsoft in the United States. Information collected by Forms will not be offered equivalent legal rights and safeguards as information protected by Canadian privacy laws. As a user of Forms, it is important to understand the details below:

  • Authority for the Collection:  All personal information relevant to this service is collected by ECU under the authority of Section 26(c) of the British Columbia Freedom of Information and Protection of Privacy Act, R.S.B.C. 1996, c.165
  • Purpose of Collection: The information collected through Forms is intended for [insert purpose such as research, administrative purposes, event registrations, as well as for the purposes of evaluation and testing].
  • Use of Collected Information: The information collected will be used only for the specified purpose(s) and will not be shared with any third parties without proper authorization. Microsoft employees and subcontractors will have access to this information for the purposes of operating the service.  
  • Data Export and Deletion: Upon completion of the survey, the information will be exported to a Microsoft 365 application format that is subject to storage in Microsoft's Canadian data centres, such as Word, OneDrive or Excel. Following this, the original Form and associated information collected will be deleted.
  • Anonymous Collection and Respondents: All information will be collected anonymously, and collection will be limited to Microsoft 365 users within ECU. No external respondents are permitted.
  • Privacy Office Contact Information: If you have any concerns or questions regarding data privacy, please contact our Privacy Office at privacy@ecuad.ca.


Getting Started

Visit https://forms.office.com/ and sign in with your Emily Carr University account.



Training Materials

For basic usage, please see Microsoft's own Forms documentation and training. For advanced topics please see:

  1. Linked In Learning's Essential Training.
  2. IT Services documentation on using Forms with SharePoint and Power Automate.



At this time, IT Services does not provide direct support for complex form developments and integrations. If your area is undergoing a scheduled data migrations or SharePoint site development, we will provide general guidance at that time. Please contact IT Service Desk if you are staff or faculty member who is not able to access Forms within their own ECU account.

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Article ID: 5770
Fri 5/26/23 2:09 PM
Tue 4/23/24 8:54 PM

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