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 you will want to ask yourself before you begin designing your 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 what you want to do with the form. This determines the format of the form you develop, as well as how you create it. Read through the descriptions of the four categories and then choose the one best suited to the purpose of your 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. However, if you aren't experienced don't worry. We've provided resources to help you.

4. Get the University Standard Form Template

   Microsoft Word

   Note: If you want to create a pdf form, you need to create a regular print form and then add interactive fields with Adobe Acrobat.

5. Fill in the template

   Now that you have the template, open it in the software that you chose. There are a few items on the template that you need to fill in. 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. Check out some examples of good and bad form titles to help you in writing yours.

     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. See the two examples below.

   • 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 process@umn.edu to get 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.
   • Page Numbers
     For forms with multiple pages, include a page number in the bottom right corner where indicated in the template. When you are using page numbers only include the UM Publishing Standards on the first page. If you don't have a multiple page form, just delete this element.

6. Design the form content
   

   Now that you've filled out the template you're ready to tackle the heart of the form; designing the content. We're assuming that you know your way around whatever software you're using so this section just offers tips on general form design as well as a few software specific tutorials.

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   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.
   • Using a box style is much easier for people to read and understand. i.e., having boxes with the label inside the box is much easier to read than the label followed by or under a line. See the graphic above for an example.
   • When using boxes, aligning as many of the columns as possible makes the form easier to look at.
   • 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 your form is in a pdf, word, or html format.
   • Add UM and or GS numbers (Contact U Storehouse)
   • Consider Developing Form Instructions
   • Check your form into the Forms Library. If you don't know how, contact Eva Young at process@tc.umn.edu or call at 624-4372 for instructions.

Congratualtions!
Now you're finished and your excellent form is online for all to see and use.

Revising Existing Forms

If existing forms need revisions, contact the owner, subject matter expert or the form maintainer. They will decide if the changes are appropriate and if other form or process owners need to be contacted. See the Doc Info section of the Forms Library for contact information for each form.