Home : Operational : Forms

The University will have an electronic forms library that contains all U-Wide forms used to transact University business. Users will view, print and/or enter the information into the forms. Forms are continuously upgraded from view/print, to those that use FormsNirvana or other electronic form technology. Use of some forms require Department Approval and Training.

Each form must have an owner and subject matter expert to approve major changes and a designated maintainer to keep all information current. All U-Wide forms must include required university information. Training classes will be based on current library versions.

Customization of U-Wide forms by departments should be kept to a minimum. Customization's need owner approval and, if approved, must contain required form information.

Units may create subsets of U-Wide forms on their web sites that relate to a specific department or process. These branch pages should use links from the main library of forms rather than creating their own electronic versions.

Special Situations

Customizing External Forms

The U-Wide Forms Library makes links to forms that are regularly used by University employees but owned by some other entity like the state or federal government. Sometimes the University customizes those forms to best meet its needs. This should be done rarely since it increases the need to monitor those for changes. Following are the criteria that would justify customizing an external form not owned by the University. After meeting this criteria, an office within the University agrees to maintain the accuracy of the form like any University owned form.

• The form owner does not have it on line
• Preprinting the form will minimize errors or improve compliance
• Unique instructions are needed for University of Minnesota processing

Obsolete Paper Forms

Whenever paper forms become obsolete, or available electronically, they should no longer be sold by U Stores. When it becomes necessary to remove outdated forms, the cost of eliminating those forms is the responsibility of the form owner. The form owner may request U Stores spread that cost over future sales of paper forms.

Developing Departmental Forms

University units may want to develop departmental forms for use within their area. It is recommended that departmental forms include the same required information as U-Wide forms. They should not however use the U-Wide template for forms. It is recommended that the Department Form Template be used.

Having a central library of U-Wide forms will allow the University to:

• Make all U-Wide forms easily available
• Eliminate redundant forms and multiple locations
• Facilitate form changes
• Minimizing printing costs when forms are changed
• Improving compliance with internal and external requirements (e.g., University word mark)
• Use technology to improve University processes, and integrate forms with policies and procedures
• Improve accuracy of data input
• Meet legal, archival and documentation standards
• Provide uniform data collection for accounting and managerial reports

• Developing or Improving U-Wide Forms

• U-Wide Form Template
• Departmental Form Template

Subject	Contact	Phone	Fax/Email
Primary Contact	Michele Gross	612-625-0331	m-gros@umn.edu
Policy Clarification or Format	University Policy Office	612-624-8081	policy@umn.edu
Form Owners	Forms Library	612-624-4372	policy@umn.edu
EGMS FormsNirvana	EGMS Business Helpline	612-624-1033	spa@tc.umn.edu
FormsNirvana Development	JAWS	612-626-8800
Develop Paper Forms	University Stores	612-624-4878	Questions
Form Number Assignments	Policy Librarian	612-624-4372	young041@umn.edu
Order Paper Forms Get UM GS Number	University Stores	612-624-4878	Questions

Administrative Form

Those used by University employees to satisfy administrative requirements. (e.g. Information access, code of ethics, outside consulting)

BA or PRES Number

A number that historically was added to all U-Wide forms for control purposes and to distinguish it from forms that are owned and maintained by University departments. BA stood for Business Administration and PRES for those owned by the President's Office. Over time the BA and PRES number will be replaced by a UM prefex, the numbers will remain the same.

CUFS Form

U-Wide forms used to enter financial data into CUFS. These forms are modified for system changes and are used as a basis in training classes that concern the accounting system.

Customized Form

U-Wide forms that are developed to be used by a single department or unit. The form owner does NOT create them but they must approve them prior to use.

Departmental Form

Forms that are used only within a University campus, college or department. They are unique to that area and are maintained by the unit responsible.

Electronic Form

A form template in an electronic data format, which assigns definitions, formulas and restrictions to data, fields in preparation for electronic forms processing.

Electronic Signature

A digital signature takes the place of a hard copy signature. It must do three things. First, it must inform the signer that the document to be signed is important and may stop if they choose. Second, it must keep a record of the signing event so it can later be determined in court who the signer was, which document was signed and the intent of the signature was clear. Third, the entire document, including the signature evidence and audit trail itself, can be given to and stored by both the signer and the receiving party.

External Form

Forms owned by entities outside the University such as the Internal Revenue Service or the National Institute for Health. The U-Wide Forms Library will link to these externally owned forms, but will not maintain them except in unusual circumstances.

Financial Form

Those used in managing University assets and processing accounting transactions (e.g. purchasing, payments, and payroll)

Form

A paper or electronic document that is used to collect information and transfer that information to another person, department or electronic storage media. Forms may require approvals to be valid. Screens within computer applications are considered forms. Screen forms should include all required information unless the electronic forms make it unnecessary. See Appendix for more information on forms.

Form Letter

A letter used to communicate similar information to different individuals such as acknowledgement, registration or acceptance. These letters can be stored in the forms Library, they do not need to follow the standard University format, but they should be on University stationary

Form Maintainer

The person with the technical skills to make changes to the paper or electronic version of the forms.

Form Owner

The person who makes final decisions regarding format changes, writes instructions and decides in what way the form will be available. (E.g. paper or electronic)

Form Subject Matter Expert

The person who is responsible for accuracy of information within the form.

Form Types

Paper

Available in paper format only from U Storehouse or other location.
Forms available at the University Stores are classified as "view/order" in the Forms Library, and link to University Stores for ordering.

View/Print

Can Print from the web site.
These forms are printed as needed then filled in by hand. This level replaces a stock of paper forms, eliminates obsolescence, allows for better revision and version control, and eliminates running out of forms.

Interactive/Print

Can fill out on line and printed.
Same positives as view/print forms. The added features are entering information into the electronic form, having simple calculations, and then sending the form to the printer. The added benefits of this level are legibility and decrease of errors due to miscalculations. These forms are classified as "Interactive" in the Forms Library.

On Line Transaction

Can be filled out and sent electronically.
Same positives as view/print and interactive/print. Additional features can include database connectivity, complex calculations and formulas, conditions, validations, masks, limits, choices, etc. The benefits are faster access to information, fewer errors associated with the process, better continuity with collected data, and more complete data since fields can be mandatory.

View/ Print, Interactive/Print and On Line Transactions are different levels of electronic forms.

Forms Committee

A group of form owners and maintainers that improve University services by stocking and maintaining a common site for U-Wide Forms. The owners provide basic pieces of form information to help users and facilitate consistency. Where applicable, they will be linked to electronic versions.

FormsNirvana

A way to electronically route and approve (and eventually enter into central systems) requests or transactions that can also be handled using an official University paper form or process. Each department is responsible to ensure that the "electronic" forms are being used in accordance with University policies and procedures, that preparers and approvers are appropriate, and that routing and approval chain information is kept up-to-date. In general, access to FormsNirvana will be granted only to University personnel to perform their job functions with the authorization of their division administrator. FormsNirvana was developed by the University.

GS Number

A number added to all U-Wide forms that are available in paper format from the University Storehouse. Versions are available for purchase from University Storehouse web site. Human Resources Form. Those dealing with employment, compensation, benefits & training issues. (e.g. Hiring, appraisals, benefits)

Other University Form

Those that do not fit into one of the other categories (e.g. report injuries, key duplication, request vehicle)

Requestor

A person, other than the form owner, that requests modification of existing forms or the generation of a new form.

Required Form Information

Information required to be collected for all forms that are U-Wide in nature. It includes:

• Title
• University Wordmark
• Purpose of form
• Where to send form
• Form Number ( UM number, GS number if sold by U stores)
• Date Last Revised,
• Form Owner, Subject Matter Expert and Maintainer.

If instructions are used, they should include when and how to prepare the form and any special instructions for processing.

Sponsored Project Form

Those used in conjunction with conducting research, training or public service projects. (e.g. grant application, chemical disposition, disclose inventions)

Student Form

Those used by all students from admission to graduation. (e.g. Admissions, registration, dropping classes)

Teaching Form

Those used in developing, teaching and assessing courses. (e.g. course approval, create library reserves, report grades)

U-Wide Form

A form 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 available from U Stores. A U-Wide form must contain all required form information.

Director of Policy and Process Development

Advise form owners on form development, design and maintenance. Add official U-Wide forms to the Forms Library. Facilitate the elimination and consolidation of U-Wide forms. Alert the Policy Planning Committee to outdated or unnecessary forms.

Disbursement Services

Approve customized CUFS forms if they meet stated criteria. Consult with other central departments when necessary. Inform submitting department of approval / disapproval in a timely manner. Include reasons for disapproval.

Financial Systems Support

Coordinate any changes made to CUFS Screens. Serve as a member of University Forms Committee.

Forms Committee

Serve as resource to other form owners. Assist in the design and modification of forms and screens. Establish University standards for forms. Recommend improvement in form delivery process.

Form Maintainer

• Maintain consistency between paper and electronic version of forms. Initiate changes to all versions of forms when information is outdated. Follow University standards when creating U-Wide forms.
• Approve printer's proofs.

Form Owners

Using established standards, make decisions about the format and content of forms. Consult with University Forms Committee on new or major revisions to forms. Approve major changes.

Form Subject Matter Expert

Provide expert advice on the content of form information. Suggest changes to improve usefulness of form. Coordinate reorder quantity with University Stores. Document changes and communicate them to University Stores when applicable.

Office of Information Technology

Provide consultation on the use of Forms Nirvana.

Policy Planning Committee

As necessary, approve addition of U-Wide forms to Forms Library. Establish and review goals for U-Wide form improvements. Resolve issues related to form creation, design, ownership and deployment.

Training Services

Serve as a resource to form owners. Assist with instruction writing. Communicate changes to users. Serve as a member of University Forms Committee.

University Stores

Stock and sell forms. Notify owner's four months prior to reorder date. Ask the owner if there are any changes to content, use, or instructions since the last reorder. Coordinate reorder quantity with form owner. If changes occur, document them, obtain printer's proofs and send to owner for approval or further changes. Administer the U-Wide form contract. Serve as a member of University forms Committee.

• Advantages and Disadvantages of Forms Development Software
• Getting Help in Developing Forms
• List of U-Wide Forms and Owners - See DocInfo Column in Forms Library
• More Information on Forms

There is no FAQ for this policy.

University Policies

• Approvals and Routing
• Publishing Information on the World Wide Web

University Resources

• University of Minnesota Graphic Standards and Publication Policies
• U-Wide Forms Library
• Other U-Wide Forms Sites
• University Contract for Forms Design

Resources Outside the University

• Business Forms Management Association
• Creating and Managing Forms Information

Amended:

Amended:

June 2004 - Added New Appendix: Getting Help in Developing Forms

Amended:

July 2001 - Updated Responsible Officer from Director of University Policy and Process Development to University Controller, and Responsible Office from Policy Planning Committee to University Policy and Process Development.

Effective:

September 2000

Supercedes: September 1994 version of 3.15.1 - Creating and Revising CUFS Forms.

To obtain a copy of a historical policy, e-mail the U Policy Librarian at policy@umn.edu or call 612-624-4372.