Forms Management Manual The School District of Palm Beach County
CONTENTS 1. Forms Management... 3 Program Purpose Object and Function Forms Review Committee Official Forms Index 2. Form Definitions... 4 District Exemptions to District Forms Internal 3. Publishable Formats... 5 E-forms PDF 4. Form Sponsor... 6 Responsibilities Warehouse Stocked Forms Legal Requirements Translation Requirements Retention 5. Forms Approval Procedure... 8 Forms Considerations Step 1 Work Order Submitted Step 2 - Review and Approval Emergency Review Appeal Step 3 Index and Publication 6. Other Forms Procedures... 9 Revising a Form Designating a Form Obsolete Stocking Forms in the Warehouse Printing Forms 7. Forms Design and Content Standards... 10 8. Centralized Forms Production... 12 2
1. FORMS MANAGEMENT PROGRAM i. Program Florida Statute 1008.385 (2)(b)1 requires each Florida public school district to establish a district wide forms management program and a committee to review forms. The statute requires that an inventory of all School District forms be maintained and that an Official Forms Index be made accessible to the public. The Forms Review Committee must be made up of a majority of teachers and is required to submit an annual report of its findings and recommendations to the School Board. ii. Purpose The primary purpose of the Palm Beach County School District Forms Management Program and the Forms Review Committee is to ensure that the District is in compliance with Florida Statute 1008.385 (2)(b)1 and School Board Policy "Forms Authorization" 6Gx50-2.341. iii. Objective and Function The program objective is to monitor form production, publication and collection of School District forms. The primary function of the Forms Review Committee is to review and approve new forms with the underlying objective to reduce and consolidate the total number of forms used throughout the School District. iv. Forms Review Committee The Forms Review Committee is made up of a cross-section of principals, teachers, and administrators from throughout the School District. The committee chair is traditionally occupied by a principal but can be any voting member. The Classroom Teachers Association (CTA) assigns teachers to the committee. The Associate/Assistant Superintendents and Directors assign administrative personnel from each division. The committee is required to recommend procedures to the School Board for eliminating, reducing, revising, and consolidating forms, paperwork, and data collection requirements. v. Official Forms Index Chapter 1008.385 2(b)1, F.S. requires that an inventory of all School District forms be maintained and that an Official Forms Index be made accessible to the public. Information from the Official Forms Index is available on the District s Forms Search web page at www.palmbeachschools.org The complete Official Forms Index, including obsolete forms, is available upon request. Contact the Forms Analyst to obtain a copy. The index should be used to answer the following questions that may arise regarding a School District form. 3
Do I have the most recent revision of this form? What is the name and index number of the form? Is this form translated? Whom can I contact to ask questions regarding the correct use of this form? The Official Forms Index will be the only resource used by the District to insure the correct form is ordered, printed, and stocked. Therefore, it is extremely important that the index remain up-to-date. All revisions to the index must be sent by the department responsible for the form to the Forms Analyst. 2. FORM DEFINITION A form is defined as any printed or electronically produced information gathering device with space for filling in data in a predetermined format. Forms are divided into two categories, district and internal. i. District Forms - must be approved by the Forms Review Committee prior to distribution and use. They are divided into three categories: Transactional forms are forms which serve as a record of action taken or establish an audit trail of such action. accounting forms student suspension forms student accident reports inventory recording forms Data Collection forms collect data about the School District, its schools, its employees, or its students. class counts grade sheets employment applications Administrative Procedure forms are necessary to the daily operation of every school and department to carry out School Board directives. cumulative folders student attendance reports exceptional student education forms student scheduling forms student discipline referrals field trip permit All district forms described above must be approved by the Forms Review Committee prior to distribution and use. 4
Exemptions to District Forms The following forms are exempt from the Forms Review Committee s approval process: Florida Department of Education forms (containing an identification number assigned by FDOE) Government agency forms (containing an identification number assigned by agency) Standardized student tests Scanning Sheets Forms furnished by an outside source (e.g., health insurance company forms) Internal forms Requests originating from the School Board or Superintendent that require a response from a single school or office Emergency requests for information originating from the Superintendent Some Electronic Forms contained within a web application* *Some forms are created and maintained in an application. Forms published as part of an application, that cannot be printed and/or maintained in printed format do not fall under the category of a District form and are not required to follow the Forms Management Program requirements. ii. Internal Forms are restricted to a single school, area office, department, or section for the purpose of organizing, facilitating, or coordinating specialized activities within that organizational unit. An internal form does not require approval of the Forms Review Committee. Examples are: Over-time report (moves from employee to supervisor, but never leaves the school or department of origination) Visitor Log 3. PUBLISHABLE FORMATS i. Electronic Form (Web or e-form) Electronic forms are an electronic/paperless process connecting web forms to a centralized data base. Features include, but are not limited to, data retrieval, customized access, electronic signatures, electronic work-flow and customized data input (such as drop-down menus, data look-ups, date pickers, etc.). Information Technology offers assistance in web based forms design and production. Contact the Forms Analyst for more information. ii. PDF (Portable Document Format) PDF forms are printable documents that may be stored electronically. Viewing software is required such as Adobe Acrobat Reader (freeware) or Adobe Acrobat Standard (license required). Forms can be completed and printed in 5
Adobe Reader but cannot be saved. Adobe Standard or Adobe Professional is required to save and edit completed PDF files. 4. FORM SPONSOR The department that submits the form to the Forms Review Committee is the form sponsor. Sponsoring departments are required to provide a name and number of a staff member who will be listed in the Official Forms Index as the form contact. Responsibilities The form sponsor is responsible for the accuracy and validity of the form content. Sponsors are also responsible for forwarding all new forms, form revisions and changes affecting existing forms to the Forms Analyst such as: New forms Change or updates of contact information Change or update of sponsor information Change to form initiated by updates from School Board Policy/State Statute Corrections or changes to the existing forms Corrections or changes to location of forms not published by Forms Analyst Changes to form active status (obsolete) Ensuring the Forms Analyst always has the most up-to-date form master Ensuring the Forms Analyst always has the most up-to-date translation of the form (when applicable) Information from the Official Forms Index is published for public access on the Forms Search web page. Therefore it is critical to keep the Official Forms Index up-to-date. Also, Sponsoring Departments are responsible for any costs incurred resulting from the publication and/or printing of outdated forms. Departments that design their own forms must provide a PDF copy of the form to the Forms Analyst each time a form is revised. Forms designed by the Forms Analyst are automatically updated in the Official Forms Index after written approval in the form of an e-mail is provided by the form sponsor. Additional Responsibilities of the Form Sponsor i Bulletins Forms published in District bulletins must be submitted to the Forms Review Committee before the bulletin is published. All Published District forms must have a four digit PBSD number assigned to the form and published in the Official Forms Index before publication in the bulletin. ii. Labor Relations Review It is the responsibility of the form sponsor to submit any forms that concern union contracts or any related subject matter to the School District's Labor 6
Relations Department for review prior to submission to the Forms Analyst for review by the Forms Review Committee. If the form s subject concerns teachers specifically, a copy of the form draft must also be submitted to the Classroom Teachers Association (CTA). iii. Legal Review It is the responsibility of the form sponsor to submit any legal questions relating to a specific form to the School District's Legal Services Department (Request for Document Approval by Legal Services, PBSD 1733) for approval prior to submission to the Forms Analyst for review by the Forms Review Committee. iv. Retention Completed forms used by the School District become public records. All public records have required retention periods. The retention period is determined by the content of the completed form. (Blank forms [not filled in] are not public records and do not require retention. The retention period refers to the official record and in most cases does not include copies or duplications. At the end of the required retention period, authorization for records disposal must be obtained from the Records Disposal Certification form (PBSD 0783). For specific information on retention and disposal of School District records, contact the District Records Specialist. v. School Board Policy Forms that are referenced or included in School Board Policies must be reviewed by the Forms Review Committee before they are included in a published policy. School Board Policies must be updated each time a form is revised and conversely updated policies may require form updates. The policy number may be added to the PBSD number located in the lower left hand corner of the form (example: PBSD 0000 (Rev. 10/10/2011) SPB 12.234) vi. Translation Requirements All student-related forms where one copy is sent home to the student s parent/guardian must be translated into Spanish and Haitian Creole. It is the responsibility of the form owner to submit the form to the Multicultural Education Department to be translated. A Multicultural Education Department employee is an advisor of the Forms Review Committee. This member assists the committee in monitoring compliance to regulations requiring document translation. All foreign language forms will be assigned the same form number as its English counterpart. However, the translated form will have an appendix added to the form number to indicate which language the form is written in. For example, PBSD 0636 is the English version, PBSD 0636 SP is the Spanish version and PBSD 0636 CR is the Haitian Creole version. Also, the form title in English and the language the form is translated in must be placed in the upper right corner of the first page of the form. The text should be no larger 7
than 8 pt (Example: Application for Student Reassignment Spanish version). vii. Warehouse Stocked Forms When an existing form that is stored in the warehouse is revised, the form sponsor must notify the Warehouse Supervisor as to the disposal of existing stocked forms. The department must choose one of the following: 1. Purchase the balance of existing stocked forms 2. Inform the warehouse to continue distribution of the old form version until stock is depleted and can be replaced with the revised form 5. FORMS APPROVAL PROCEDURE All new forms to be used within the School District must be submitted to Forms Analyst. If required, the Forms Analyst will submit the form to the Forms Review Committee for review and approval. Before submitting forms to be reviewed consider the following: There is no other source or existing form from which the data can be obtained. The cost of collecting the data does not exceed its worth (production cost and loss of clerical time in completing the form in relation to the value of the data collected.) The data generated by the form is required by law, existing rule and/or School Board policy The data generated by the form is required for program operation without which activities, tasks, and requirements of a law, rule, or policy cannot be accomplished. Once the need for the form has been established the approval procedure can begin. i. Step 1 Submit a Work Order A completed Request for Services (RFS) (PBSD 0117) for each new form must be submitted to IT (follow submission direction on the form). A copy of the proposed form, together with any pertinent instructions or support documentation, must be attached to the request. Supporting documents may be may be e-mailed, faxed, or hand delivered to the Forms Analyst if they cannot be electronically attached to the RFS. Direct any question concerning completion of the PBSD 0117 to the Forms Analyst. IMPORTANT NOTE: A Request for Services (RFS) (PBSD 0117) must also be completed for any revision to an existing form. Changes to forms sent via e- mail will not be accepted. Revised forms do not require Forms Committee review. Responsibilities of the forms sponsor are relevant to both new and revised forms (see Responsibilities page 5-6). 8
ii. Step 2 Review and Approval Form The Forms Review Committee meets three times a year to review and approve forms. Meetings are held in September, January and May. Plan ahead. If you require a form to be used at the beginning of the new school year make certain to submit your form to the Forms Review Committee no later than the May meeting. 1. Review between meeting dates Forms requiring publication between meeting dates may be reviewed by FRC members via the Forms Review Committee SharePoint Site. After review, a form index number is assigned and the form may be published. 2. Appeal Procedure Decisions of the Forms Review Committee may be appealed to the Superintendent or his/her designee. iii. Step 3 Index Approved Form Each approved form will be assigned an authorization number (PBSD #) and will become a part of the School District Official Forms Index. A form is not an official District form without the PBSD number. The PBSD # remains the same throughout the life of the form. All approved forms contain the PBSD number and revision date in the lower left corner. Also, if the form is referenced in a School Board Policy and/or Florida State Statute the numbers must be included in the index. For example the index # may look like this: PBSD 1234 (New 12/12/2008) SBP 5.01 FSS 1009.5(b)(c)1) The New designation remains only until the form is revised. New is replaced with Rev. when a change to the form is initiated. For example: PBSD 1234 (Rev. 12/14/2008) SBP 5.01 FSS 1009.5(b)(c)1). 6. OTHER FORMS PROCEDURES i. Revising a Form The date associated with the PBSD # changes with each form revision. All changes must be registered with the Forms Analyst to keep the Official Forms Index up-to-date. This includes changes to sponsoring department and/or contact as well as changes to the form. Complete Request for Service (RFS) (PBSD 0117) to register or request a change to an existing form. ii. Designating a Form Obsolete 9
If a form is no longer needed it may be designated obsolete and removed from publication. Only the form sponsor can obsolete a form. To obsolete a form send an e-mail to the Forms Analyst providing the form number, the reason the form is no longer needed and the date when the form should be removed from the active index. iii. Stocking Forms in the Warehouse The Warehouse Supervisor has the authority to approve or deny a request to stock a form in the Warehouse. This decision will be based on annual usage, demand, price and available space in the Warehouse. To obtain a list of the current forms available in the Warehouse contact the Warehouse Manager. iv. Printing Forms To submit a request for printing complete Printing Estimate & Quick Copy Request (PBSD 0377). The Quick Copy staff will acquire the printable master of all District forms from the Forms Analyst. This insures the form has been reviewed, authorized for use, and that the latest approved revision is being printed. No School District form will be printed without an authorization number (PBSD #). 7. FORMS DESIGN AND CONTENT STANDARDS The following design and content standards have been adopted by the Forms Review Committee for all District forms: i. Design Standards The full name of the District, The School District of Palm Beach County, must be displayed on the first line of the form, in all caps, and should be smaller in type size then the title of the form. The School District logo must appear in the upper left corner of the form. The title of the form must be concise and must provide an indication of the purpose and/or function of the form. The title must not include the word form. The tile must be upper/lower case text in bold face. The tile must also be located at the top of the form under The School District of Palm Beach County and be the most prominent element of the form. The form, when ever possible, should be designed to fit standard sizes (i.e., 4.25x5.5', 5.5x8.5' and 8.5x11' ). Provide adequate margins. Be aware that scanners, as well as some desktop printers, require a ¾" margin. Provide adequate space for each field. A distribution list of who the complete form will be given must be provided at the bottom of each form page (Ex: ORIGINAL- Student COPY School). 10
An official district form number and date of publication must be placed in the lower left corner of the form. Example: PBSD 0032 (Rev. 12/14/2009) If multiple pages are required, mark each page such as Page 1 of 2. Page numbers should appear after the last item on the first page in the lower right-hand corner of the form. If used as a source document for data entry and/or electronic processing, the form should be designed in accordance with requirements for that operation. The use of lines less than.5 point or larger than four points should be avoided for better printability and copying. Limit the use of fonts to no more than three font styles. Electronically fillable forms text should be distinguishable between field and form such as sans-serif form text (ex: Arial) and serif fill text (ex: Times New Roman). Electronically fillable forms fonts should be generic and universal such as Arial and Times New Roman. Limit color to black and grey for printed forms. Limit color in web forms. Do not use animations in web forms. The use of carbonless forms with printing on the back should be avoided, due to the extremely high printing cost of this type of form. All spelling and language used in the form must be accurate and specific (e.g., use of District to mean area ). Clearly identify and arrange logically field items. Include complete instructions, preferably at the top of the form, but may placed in specific areas throughout the form for clarity. If more than one person is required to record data on a form, the items should be grouped by respondent with each section identified in terms of who is to respond to the items in the section (such as a parent section, student section, administration section). Clear directions for each section should be provided. If only one person is expected to record data on a form, the items should be grouped according to the work flow or subject matter. ii. Content Standards The form should not be ambiguous in any way (e.g., does year mean school year, fiscal year, or calendar year?). 11
Terminology used in the form should be consistent (e.g., use of the word student and pupil on the same form). Whenever possible, the form should not include specific dates (dates specifying a particular semester or school year limits the use of the form to that particular time period). Whenever possible, the form should refer to an employee s title not a specific employee name. 8. CENTRALIZED FORMS PRODUCTION i. District Forms Contact Person The Forms Analyst is the District contact for all questions relating to forms creation, design, approval, printing, and questions relating to electronic forms including, PDF and any web based forms. ii. Forms Design Assistance The Forms Analyst provides design assistance for all District forms. This individual works very closely with the Forms Review Committee. The committee strongly recommends all schools and departments use this resource for all their forms design needs. To submit a request for form design, complete a Request for Services (RFS) (PBSD 0117). Include any supporting documents with the submission. iii. Centralized Forms Production Area The Forms Analyst is responsible for managing a centralized forms production area for all District (PBSD) forms. The benefits to schools and departments of having a centralized forms production area include: Central point of contact for all District (PBSD) forms and electronic forms related questions. Central point of contact for all forms design and form masters. Departments that require form revisions do not need to waste valuable time creating and formatting forms. Central area to access all District forms All District (PBSD) form masters and electronic forms housed in one location for ease in revision and printing. Decrease in costly instances where an outdated form is published and/or printed. Once the need for the form is established determine how the form will be accessed. Forms may be accessed from: 1. District Forms Search web page 2. Department web page 12
3. Warehouse 4. Quick Copy Center 5. Department Only Regardless of where the form is accessed all District forms are listed on the School District Forms Search web page. The Forms Analyst provides information on the form name, PBSD #, status, where the form can be obtained, Sponsor and contact, revision date and if the form has been translated. 13