technology

8 ways this technology can save time across all departments


Embracing paperless systems technology can increase efficiency and keep costs down.

technologyPaper is not only expensive to purchase, with indirect materials like postage and printer ink increasing that cost up to tenfold, but paper-based systems can also tax on time and efficiency.

When files are lost or accidentally thrown away, there is the additional expense of recovering that data or losing recruitment opportunities.

Many colleges and universities are turning to online form builders to collect and manage sensitive information. Online form apps like Wufoo, Formstack, and Jotform give higher education employees the ability to quickly create secure web forms, usually without any coding knowledge required.

Because they eliminate paperwork both in and out of the classroom, online forms are a time-saving solution for administrators and educators alike.

Workplace efficiency for administrators

Whether used in admissions or human resources, online forms are an essential part of a college or university’s website. Online form builders simplify the process of form creation, data collection, and management.

1. Web Development. Many IT departments are inundated with requests for online forms, which require meticulous coding and can add hours of work. Since most institutions have thousands of web pages to maintain, some IT departments flat-out refuse to accept form requests at all. Online form builders offer a simple, code-free solution that allows web developers—and code-phobics—to create functional online forms in minutes. Even more, forms created through these tools are usually published mobile-ready, which means no pinching or zooming on your user’s end.

(Next page: Saving time in applications, analysis, and classrooms)

2. Data Collection and Analysis. For those who don’t use an online form builder, raw data is usually just sent via email. The data then needs to be manually converted into a suitable format, taking time away from pursuing other department projects. Web form tools store all submissions in one secure, centralized database instead of in someone’s inbox. Also, data can instantly be displayed in chart or graph form for quick analysis.

3. Job and Scholarship Applications. Whether you are hiring for a position or awarding a scholarship, web forms can streamline the application process. Leverage features like data routing, which sends submitted data to certain employees based on what the user filled out. Some online form builders, like 123 Contact Form, even give you the ability to approve or deny submissions, which further streamlines the collaboration process.

4. Accessibility. Most colleges and universities are Section 508 compliant, which means that they are required to provide technical accessibility to people with visual or hearing impairments. Formstack is the only online form builder that is certified to create 508 compliant forms. Such forms are usable by people who use assistive technology. 508 compliant forms help to eliminate the digital barriers that prevent impaired users from filling out requests, applying for jobs, and more.

Saving time in the classroom

Online forms can minimize paperwork and streamline communication between professors and students. Since digital form apps create a centralized database, collection of class data remains secure and organized.

1. Course Evaluations. Online forms are a faster way to deliver course evaluations to students. Instead of filling out tedious paper evaluations, students can answer questions and fill out comments online. All of the results are stored securely and can be reviewed only by designated parties. Additionally, aggregate data can be analyzed and distributed to professors to enhance their teaching.

(Next page: Save time with evaluations)

2. Self-Evaluations. Students can use web forms to fill out self-evaluations or progress reports. Professors can even create one form that shows and hides certain questions, depending on what class the student is in. This is called data or conditional logic and is offered by most leading form builders. Duplicate sections or even entire forms as a resource for the next semester.

3. Automatically-Graded Quizzes. Professors can save precious grading time by creating self-scoring quizzes. Instead of working within course management systems, they can create clean, easy-to-use quizzes for use inside or outside of the classroom. By using an automatic deactivation feature, professors can specify at what time the quiz will “disappear” from students’ view.

4. Student Communication. With the ability to create surveys and other web forms quickly and easily, professors can connect with the entire classroom, no matter the size. Because online form builders can create graphs and charts of students’ responses, they can be used as a teaching tool, as well.

The trend continues for administrators and educators to shift their work online, as doing so can minimize paperwork and increase efficiency. Although many online tools are suited only for administration or only for the classroom, online forms serve both situations. Higher education institutions can benefit from the security, flexibility, and time-saving features of online form builders.

Laura Thrasher is a freelance writer based in Tuscaloosa, Alabama, contributing on behalf of Formstack. Formerly, Laura taught English at the University of Alabama and enjoys sharing her experiences through speaking and writing. She is originally from the Midwest and enjoys good restaurants, cheesy jokes, and running the occasional half marathon. Follow her on Twitter (@lauranav) or Google+.

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