Developing and Improving U-Wide Forms

This procedure was developed to assist form owners manage their University forms. It was primarily developed for those who own University-wide forms but it also may be of use for departmental forms.

Create a New Form

1. Make sure the form is necessary

   Do the following to make sure a new form is necessary.

   • Verify that a duplicate or similar form does not already exist.
     Check the U-wide Forms Library to see if the same form already exists. If you still aren't sure ask the Forms Librarian at 612-624-4732 or young041@umn.edu.
   • Make sure the definition of a U-wide form is met.
     A U-wide form is a form that is used across University colleges and departments. A single department may own the form but many units use it. A U-wide form should have a UM number to identify it as U-wide and a GS number if it is available from U Stores. A U-wide form must contain all required form information. This is best accomplished by using the Form Standard template.
   • Check to see if the original form is not owned by the University.
     If you are designing a copy of a form that exists outside the university, for example a government form, see the policy for instructions on this.
2. Plan your form
   

   A well designed form can increase responses, accuracy, as well as decreasing maintenance, and validation. However, good forms require careful thought and planning. These are some questions that before starting to design the form:

   • Is the form needed?
   • Who is the likely audience for the form?
   • Is all the data collected needed?
   • Is it quality data?
   • Do we collect data we don't use?
   • Can we re-use existing data and only provide a means to update existing data?
   • How is it used?
   • Is the same data collected on various platforms (paper, electronic, voice) managed together?
   • Do we need a signature--an autograph signature?
   • Has the data already been collected?
   • Can control or compliance be built into forms design?
   • Will other forms become obsolete because of change?
   • Do instructions or training need to be developed?
   • How is the form and/or data collected filed? (paper and/or electronic format)
   • Is there a records policy for length of retention, destruction or archive?
3. Choose a form type

   U-Wide forms fall into four categories that depend on how the form is used. This determines the format of the form developed, as well as how the form is created. Read through the descriptions of the four categories and then choose the one best suited to the purpose of the form.

   • Print
     The University wants as many of its forms as possible to be available electronically. As of October 2000, less than 10% of University-wide forms are only available in paper format. However, it may be necessary for some forms to remain in a printed format. If so, contact Dan Becken at Standard Register by email, phone (952-797-8028), or fax (952-591-7713). Standard Register can assist you with both the design and printing of paper or electronic forms. If you have questions about any of the contract terms you can contact University Stores.
   • View/Print
     The user can view this form online and print it out. Then they fill it out and route by mail. This is normally a scanned image, word file, pdf or html form.
   • Interactive/Print
     Not only can the user view the form online, but they can fill in their information online as well. Once they have done that, they print it out and route through the mail. This format can be set up to automatically enter information in the form fields, thus making the process much easier for the user. This is normally a word file, pdf or html form.
   • Online Transaction
     If you want a form to automatically interact with databases or have electronic routing this is type of form for you. Your end product will be in pdf or html format. Keep in mind there will be some programming needed to add the intelligence to the form.
4. Get the University Standard Form Template

   Microsoft Word

   Note: In order to create a pdf form, a regular print form is created in a program such as Word, then the form is converted to pdf and interactive fields are added using Adobe Acrobat.

5. Fill in the template

   Open the form template. Fill in the required items in the header of the template. Most are self explanatory, but a description of each item is summarized below.

   • Form Title
     

     The title should clearly state the purpose of the form. Keep it short, simple, and descriptive.

     If the form title is short enough to fit on one line it should reside on the bottom line. Otherwise it should move up a line.

   • Routing Instructions
     Routing instructions tell the user where to send the form when it is completed. The templates contain mailing address information by default. However email, or other electronic routing instructions can be used in place of the mailing address. If there are extensive routing instructions, they can be included in the content section of the form. Then a note such as "See routing instructions below" can be used in place of the address.
   • UM Number
     Every U-Wide form will be assigned a UM form number (for existing forms the previous BA number will be used). Contact the Policy Librarian at 612-624-4372 or policy@umn.edu to obtain a UM number.
   • Revision Date
     The revision date assures users that they have the most current version of the form. It should be checked and updated regularly.
6. Design the form content
   

   After filling out the template header, tackle the heart of the form; designing the content. This section offers tips on general form design as well as a few software specific tutorials.

   General Tips on Content
   • Don't use much shading and try to use high contrast (like black on white, etc), so the form can be photocopied and faxed.
   • Make each field as long as the longest possible response, i.e make the phone field long enough to handle 10 digits with dashes in between, not just long enough to handle a 5 digit extension.
   • Group related items together, such as Name, Social Security Number on one line, home address and home phone on the next, work address and work phone on the next, etc.
   • The average person requires 3/16 of an inch in width and 3/8 of an inch in height for each hand-written letter, so use these figures when determining how big to make each box, or how much spacing to place between lines. Signatures require somewhat more space than printed names.
   • Look at forms in the Forms Library if you are stuck and need some inspiration.
7. Complete the form
   
   • Make sure the form is in a pdf, word, excel, or html format.
   • Add UM and or GS numbers (Contact U Storehouse)
   • Consider Developing Form Instructions
   • Email the completed form to: policy@umn.edu.

Congratulations!
The form is finished and available online for all to see and use!

Revising Existing Forms

If existing forms need revisions, contact the policy office. The policy office will forward form feedback to the form owner or subject matter expert.