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Approved Tools for Online Forms & QR Codes

Creating Forms at Roanoke College

To protect personal information and ensure compliance with college data standards, only approved tools may be used to collect information through online forms and QR codes.

Approved Form Tools

Use one of the following college‑supported platforms when creating forms or surveys:

  • FormBuilder – Recommended for many administrative and campus workflows
  • Microsoft Forms – Appropriate for internal and external data collection
  • Qualtrics – Recommended for surveys, assessments, and research use

These tools are approved because they provide appropriate security, data handling, and institutional oversight.

Tools That Are Not Allowed

Examples of tools that may not be used for college business or to collect information related to Roanoke College:

  • Google Forms
  • JotForm

These platforms are not approved for College use because they do not meet Roanoke College requirements for protecting personal and institutional data.

Why This Matters

Collecting information through unapproved tools increases the risk of exposing personally identifiable information (PII), including student education records protected under FERPA. Using college‑approved platforms ensures:

  • Personal and institutional data is stored and handled securely
  • Access controls and retention align with Roanoke College policies
  • The college can respond appropriately to data requests, audits, or incidents

Using the right tool protects our students, employees, and the institution.

QR Codes and Online Safety

QR codes are commonly used to link to forms, events, and resources. Please follow these guidelines to stay safe:

Official Roanoke College QR Codes

  • Use the Offical QR Generator found on Today Roanoke − https://today.roanoke.edu/qr/index 
  • Official Roanoke College QR codes include a maroon square in the top‑left corner
  • This visual mark helps identify QR codes created or approved by the college

Do not scan QR codes that do not match this appearance, especially if they ask for personal information.

If you are unsure about a QR code’s legitimacy, do not scan it and contact IT for guidance.

Sample QR Code
Example Offical Roanoke College QR Code (note the top left, maroon and grey squares)

Event RSVPs and Today@Roanoke

For event registration and RSVPs, you may also use:

  • today.roanoke.edu – Suitable for promoting events and collecting RSVPs tied to campus activities

This is often the best option for public‑facing event sign‑ups.

Need Help Choosing the Right Tool?

If you’re not sure which platform is best for your use case, or if you need help setting up a form or QR code, contact Information Technology for assistance.

Using the correct tools helps protect our community and keeps Roanoke College data secure.