Forms are an essential part of university business and serve a variety of purposes. To ensure proper branding and security of data collection, all forms representing the university’s interests are to be created and implemented using official university tools administered by Web Services Office or Information Technology.

This policy outlines the different types of forms, when they should be used and how to obtain them. Regardless of which type of form your department needs, all UMass Lowell forms are required to be consistent with the university brand.  

Web Services creates certain types of web forms. External vendors (ie: wufuu, Google forms) should not be used for security reasons. Money should only be collected via authorized and approved vendors.

If you are not sure which form best meets your department’s needs, see below. 

I need a form for:

Collecting basic information (mailing list, register names, etc.)

Reponses to this type of form can be emailed and data can be available for download as a csv file. Specify email where submissions will go and who will have access to download information (if necessary).
Submit a Web Services Request for Webcontent/Forms

Collecting complex information (requires uploading documents or images)

Specify emails of those who should have access to download form and attachments.
Submit a Web Services Request for Webcontent/Forms

A paid event or fundraiser

For fundraisers, contact the director of development for your college in Advancement. For other paid events, the university uses EventBrite (see specific requirements on the EventBrite page). 
Submit a Web Services Request for Webcontent/Forms

A free event

Consider whether you just need to gather names for number of attendees (a basic web form) or if you want to communicate with them after registration/provide tickets (an EventBrite form). 
Submit a Web Services Request for Webcontent/Forms

Charging a fee for a service (membership at research center, etc.)

This type of one-time financial transaction is best handled by university-vendor Bluesnap and requires additional information for revenue management. 
Submit a Web Services Request for Webcontent/Forms

To conduct a survey or gather feedback

Visit Information Technology website for more information about accessing our campuswide site license for Qualtrics.

Track signature signoff(s)

Docusign is E-Signature application that has been licensed by the UMass system. Each campus has its own domain administered by IT. Docusign is most useful in allowing multiple users to sign a document in a determined order.
Submit a Docusign Access Request
Based on your request, Web Services will determine the best form solution for your needs. Please allow for two business days to receive a response to your form request. Depending on the type of form, turnaround time may be as long as two weeks.

e-Commerce Forms

Please note that certain policies and procedures must be adhered to for the purpose of legal compliance when using e-commerce or collecting revenue. Forms receiving payments are required to be handled by a PCI compliant staff member. 

The university has two authorized vendors: BlueSnap and Eventbrite. Web Services will work with you to determine the best vendor for your need. There are no fees for free events. Both tools charge a service fee that must be absorbed into the ticket price per university policy.

Tickets cannot be sold at the door.

Required Information for Cash Management

  • Department
  • Dept. head authorization
  • Event Name
  • Contact Person for Event
  • Phone
  • Email

Chartstring info for where the revenue should be placed:

  • Business Unit
  • Account Code
  • Fund
  • Department ID
  • Program Code
  • Class (optional)
  • Project / Grant (optional)

Reconciliation Process

Payments processed through BlueSnap are processed directly into a pre-designated revenue account, and each payment site can be customized for each event (within certain limitations) based on the information you provide. 

Check payments received from Eventbrite will be deposited and GL accounts will be credited approximately equal to check deposited amount. Cash Management will reconcile check amount to sales reports generated in Eventbrite.

Refund Policy

BlueSnap refunds are handled by the UMass President’s Office Treasurer. The event contact person should fill out the Credit Request Form and send to Treasurer_eCommerce@umassp.edu.

For Eventbrite, all refund requests will be routed to the Office of Cash Management Services at UMass Lowell. Only Amy Kirchner or Donna Barron from the Office of Cash Management Services are allowed to initiate the refund process.