This guide provides step-by-step instructions for University of Maine System users on creating, managing, and securely sharing Google Forms integrated with their maine.edu accounts for efficient online data collection.

Introduction

Google Forms, integrated with your maine.edu account, is the recommended solution for online forms within the University of Maine System. Built into the UMS Google Workspace environment, it provides enterprise-grade security and has the advantage over WordPress forms with the separation of web and database servers. Whether collecting protected information or gathering general feedback, Google Forms offers the robust functionality needed for university operations.  Additional information can be found in video format here.

Creating Your Form

Step 1: Access Forms

1. From your maine.edu Gmail page in your desktop browser, go to the Google apps menu (9 Dot Waffle Pattern) on the top right, and select Forms.  You can also go to forms.google.com and sign in with your maine.edu account.
2. Click the multicolored "+" icon for a new form, or select "Blank form" from the template gallery. Forms automatically save to your UMS Google Drive.

Step 2: Basic Setup

1. Click "Untitled form" to enter your title and add a clear description of the form's purpose
2. On the top line menu you can select a theme using the palate icon.

Step 3: Choose Authentication Method

For sensitive data or verified responses:

1. In Settings select verified under "Collect email addresses"
2. This will require respondents to sign in to Google

For general access:

1. Leave email collection as Do not collect
2. Form will be accessible to anyone with the link

Step 4: Add Questions

1. Click "+" to add questions, selecting appropriate types for your data collection needs.  You can choose from multiple choice, check-boxes, drop-downs, short answer, paragraph
2. You can see that there are other options for each question including a  "Required" toggles to prohibit respondents from skipping the question.
3. Use the duplicate icon to quickly create similar questions
4. Use the eye icon at on the top line menu to preview your form

Step 5: Configure Response Collection

1. Click the "Responses" tab and select a sheet or create a sheet where responses will be collected.  
2. Be sure to limit the access to the spreadsheet. Note, if you share a link with collaborators, they may also have access to the sheet. If you want to remove a collaborator, you have to remove them from the form and the spreadsheet separately.
3. Set up email notifications if you need immediate alerts for new submissions
4. See Settings/Responses for additional settings, such as to collect all respondents’ email addresses, to send the respondent a copy of their answers or to allow them to return to edit their answers.

Step 6: Publish the Form

1. At the top right click “Publish.”
2. Select who can respond to the form, click “Manage.”

1. Limit editors to only those that can be trusted with editing the form or seeing the results.  This should typically be left as restricted.
2. In the Responder view, choose who can access your form. From most restrictive to least restrictive your options are:

1. “Restricted”, where specific users are specified.
2. “University of Maine System”, where anyone logged in with a UMS account can access it.
3. “Anyone” with the link: where anyone inside or outside UMS who receives the link can respond to the form

Sharing Your Form

For Maine.edu-Authenticated Forms

1. Click the link icon to copy the link to share via email or other methods.
2. Recipients will need to sign in with their maine.edu account to respond

For Open Access Forms

1. Click the link icon to copy the link to share via email or other methods.
2. No sign-in required for responses

Managing Responses

Access Control

1. Keep responses private by default
2. Share results only with necessary UMS faculty/staff using maine.edu emails
3. Regularly review access permissions

Tips for Success

• Preview before sharing
• Test with sample responses
• Use clear, concise questions
• Enable confirmation messages
• Check form settings before final distribution

Help and Support

Contact UMS IT Support at 1-800-696-4357 or help@maine.edu for domain-specific issues or access the Google Workspace help center for general guidance.

Remember: Choose maine.edu authentication when collecting sensitive information or when respondent verification is required.

Additionally, please see this video detailing how the University of Maine Systems uses Google Forms.