VIII 1.40 SALISBURY UNIVERSITY PROCEDURES
ON THE FORMS MANAGEMENT PROGRAM:
In compliance with Section 10-604 through 10-608 of State Government Article of the Annotated Code of Maryland and the University System of Maryland, BOR Policies and Procedures, Section VIII.-1.40, Salisbury University has developed the following forms management program.
I. Policy
The policy establishes a central repository for all forms and provides for the approval of the use of all forms by a Forms Management Officer.
II. Forms Management Officer
The Forms Management Officer position for Salisbury University shall be assumed by the Director of Institutional Research, Assessment, and Accountability. The Forms Management Officer shall keep a current plan of management of forms created by or for departments and operations administered by SU and shall review and approve new forms to avoid redundancy, to affirm that all forms are relevant to the purpose for which they are used, and to ensure that compliance with SU publications guidelines. Approved forms shall be catalogued and an inventory maintained that is available to departments. The Forms Management Officer shall prepare an annual report on or before July 1 of each year on the management of forms at SU. The report should include how many employee hours are absorbed annually in the forms management process, as well as any costs or cost savings realized. The report shall be provided to the Chancellor of the University System of Maryland.
III. Procedures
1. Forms Already in Use
A list of forms already in use will be compiled and maintained by the Forms Management Officer. These forms shall be reviewed for consistency with the standards outlined by the Office of University Publications. At the discretion of the reviewing officer, changes shall be made to any form that deviates from those standards.
2. New/Revised Forms
When a new form is proposed or an existing form needs to be revised, an SU Form Information Sheet and a sample of the proposed new or to-be-revised form shall be sent to the Forms Management Officer. All forms should meet the standards outlined by the Office of University Publications in the PR Publications and Guidelines and the SU Logos Standards Manual. The Forms Management Officer shall review the form for redundancy and appropriateness and provide direction to the requesting department. New or revised forms not approved by the Forms Management Officer are not authorized.
Effort should be made to create and utilize electronic forms where possible. Electronic forms must meet the standards outlined by the Office of University Publications. The inventory should differentiate between electronic and printed forms.
Forms of a contractual nature shall be reviewed for legal form and sufficiency.
Upon determination that new forms are needed or existing forms need revision, the Forms Management Officer shall authorize the form and assign a Forms Management number to be printed on the new or revised form. A sample of the completed approved form shall be sent to the Forms Management Officer with a corresponding Form Information Sheet. The form will be added to the inventory of forms approved for the campus.
3. Discontinuing Forms
Departments shall advise the Forms Management Officer of any discontinued forms. Adjustment to the Forms Management record shall be made and the discontinuance shall be reported in the annual report.
4. Definition of a Form
A form is a document with a standard format for the systematic and repetitive collection, maintenance, or transmission of information.
For purpose of this Program, the following shall NOT be considered as forms:
A. Work Sheets and other documents used exclusively by the department of origin which, when completed, are not retained for audit purposes;
B. Surveys used by the department of origin, which, when completed, are not retained for audit purposes;
C. Forms created by other entities, e.g., federal, state, county, municipal, corporate, other universities and institutions;
D. One-time forms, for a specific project;
E. Form letters, memoranda;
F. Letterhead, envelopes, labels, tags, tab cards;
G. Licenses, certificates, diplomas;
H. Brochures, maps, charts, manuals, booklets, pamphlets, posters;
I. ID cards and passes, permits;
J. Syllabi, tests, examinations, quizzes;
K. Menus, announcements.
5. Forms Acquisition
6. Forms requiring printing (other than produced by photocopier) are to be ordered from designated campus sources that minimize cost and maximize quality.
(Reviewed and accepted 2005)
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