Data and Security

Information Security

Information security at GGC helps protect faculty, students and staff by promoting safe technology use, ensuring compliance with University System of Georgia (USG) policies and responding to security risks. The team provides required cybersecurity training and awareness campaigns, supports governance, risk and compliance through audits and policy development, and ensures alignment with GGC, USG, and applicable regulatory requirements. Information Security also coordinates responses to security incidents with campus partners, USG and law enforcement when needed, and leads the patch management program to reduce vulnerabilities and protect college systems and data.

Data Collection

Georgia Gwinnett College is responsible for all data created, collected, used, and maintained across the institution. Effective data use requires that information is secure, well documented, and accessible to authorized, trained personnel. All faculty and staff serve as data stewards, responsible for maintaining high‑quality data, submitting information in a timely manner, and supporting policies and practices that ensure data remains accurate, secure, and accessible. Data governance across the college is guided by the USG Business Procedures Manual, which establishes the required framework and management practices.

View Policies on Data Collection

Qualtrics

Qualtrics is the recommended and supported standard survey tool for surveys developed and/or administered by Georgia Gwinnett College (GGC). Use of third-party surveys for educational purposes may be evaluated on a case-by-case basis by Cabinet members.

GGC has a site license for Qualtrics that includes all GGC faculty, staff, and students. Faculty and staff should use Qualtrics over other survey tools to create a consistent survey experience that recipients will recognize as a legitimate GGC survey.

MS Forms

Microsoft Forms is a web‑based application in Microsoft 365 (M365) used to create surveys, quizzes, polls, and feedback forms. It is best used for collecting responses, assessing student learning, gathering event feedback, or conducting quick polls, with results automatically organized for easy review. Users can access Microsoft Forms by signing in to Claw Mail and selecting the Forms option from the M365 app launcher or by visiting the Forms website, where they can create, share, and manage forms from any device.

DynamicForms

DynamicForms is an online form‑building and workflow automation platform that allows faculty and staff to create FERPA‑compliant forms with clear tracking and approval history. It enables users to build electronic forms without programming, collect digital signatures, and route submissions through automated approval processes. DynamicForms also supports notifications and reminders to keep processes moving efficiently. At GGC, it is used for administrative tasks such as employee off‑boarding and grant submissions, as well as student requests like changing majors, adjusting financial aid, and applying to academic programs. This centralized approach helps streamline processes while ensuring accuracy, security, and accessibility.

Log in to DynamicForms

Log in to Qualtrics

Open M365 Launcher

Recording Class Sessions

Technologies such as Zoom, Microsoft Teams, and Kaltura allow instructors to record class sessions in both physical and virtual environments. Before recording, review the following guidelines to ensure compliance with college policies and student privacy requirements.

When Permission Is Not Required

Permission to record and share a class session is not required when:

The recording includes personally identifiable information (PII) (such as student names, faces, audio, or comments) and is only shared with students enrolled in the course during the same semester to support access (for example, if a student misses a class).
The recording is not shared outside the course or with future classes and is only accessible to enrolled students and authorized GGC employees with a legitimate interest.
Recordings containing student PII are not shared externally without student consent, unless required by law.

When Broader Sharing Is Allowed

Recordings may be shared more broadly when:

The recording does not include any personally identifiable student information. For example, recordings that only feature the instructor and include anonymous student participation.
These recordings may be shared more widely, provided they comply with GGC and departmental policies.

When the recording is shared with those not registered for the course, consent is recommended using the following guidance:

Guidance on Class Recordings

The U.S. Department of Education offers guidance on virtual learning that highlights privacy best practices and considerations when adopting distance learning approaches. When considering offering class session recordings, this is a good resource to consider while ensuring your classroom practices are in compliance with the Family Educational Rights and Privacy Act (FERPA).

View FERPA Article

If the students’ participation in a class session is voluntary and not graded, the instructor can make a statement to students such as:

If you are unwilling to consent to have your profile or video image recorded, be sure to keep your camera off and do not use a profile image that depicts your face. Likewise, students who un-mute during class and participate verbally agree to have their voices recorded. If you are unwilling to consent to have your voice recorded during class, you will need to keep your mute button activated and communicate exclusively using the “chat” feature, which allows students to type questions and comments live. You may also request that the camera used in the classroom be directed away from you so as not to capture your image.

Please Note: If you intend to use the above statement as a form of consent, you must be sure to not include “chat” or other “comments” in the recording if shared outside of the class where the students are enrolled.

If the student’s participation in the course is not voluntary or otherwise requires that their name, face/image, voice, or comments/chats be included in the recording AND the recording will be made available to students outside of the class enrollment, the instructor must obtain consent before providing the recording to persons outside of the class.

View a sample release form

Digital Signature Options

Digital signatures can be added to PDF documents or forms with the Fill & Sign feature in Adobe Acrobat Pro CC. This feature allows you to add your signature either through a digital Adobe certificate or through a virtual signature.

How do I request access to Adobe Acrobat Pro CC?

If you are a faculty or staff member, you can request access to Adobe Acrobat Pro CC by sending a request for Adobe Acrobat Pro CC.

Can I use Adobe Express to sign documents?

While Adobe Express may give the appearance of accepting signatures using images, signatures using the sign options listed on this page have more credibility than Adobe Express regarding signatures. These programs incorporate signature validation and quality while Adobe Express does not.

Adobe Acrobat (Fill & Sign) allows users to sign PDF documents, but the process is manual. Documents must be shared separately (such as by email), and users are responsible for managing the signing process.
Adobe Sign provides a more advanced solution with built‑in workflow management that allows users to send documents for signature, track progress, and manage the entire process in one platform.