Please consider these points before building your form:

Why form design matters:

• Gives users a consistent, professional overall experience
• Gives users a perception of campus culture
• Reduces confusion for users Poor designs can:
• Cause confusion and frustration
• Lead to users not completing
• Make users feel violated (sensitive information)

Best Practices for General Forms

• Minimize requests for sensitive data
  • Only ask questions related to race/gender/ethnicity if it is vital to the reason for the form – not just to collect data
    • If you are collecting information on race/gender/ethnicity then be inclusive and give the option to not answer
• Use consistent naming convention/indexing system
  • Last, First, Middle – this improves Record management
• Use Consistent document type titles
• Only ask for necessary information – don’t be greedy
  • As few questions as possible
  • Can you create a workflow that allows for auto-fill of information from ctcLink?
  • If you are making a field “optional” do you need it?
    • If you need to ask for this information put it later on the form
    • Be very clear to users why this information is pertinent to the form
• Question order matters
  • Start with the easiest data to complete and work up to harder or more sensitive information
  • Order questions so they are logical from a user standpoint and not from a spreadsheet standpoint
  • Group related questions together
• Use Smart forms with check systems (validation)
  • Only allow numbers to be put in a field requiring numbers
• Give clear instructions on desired format of answers
  • Example birthdate format mm/dd/yyyy
• Explain to participant what will happen next with the form
  • Can forms be saved? Can they be printed?
• Use two forms of identifiable data validation
  • Student ID and DOB
• Have actual stakeholders and intended users review the form

• Use conditional logic (if someone answers a certain way additional questions do or do not pop up)
• Define internal workflow
  • What happens internally after “submission”
    • Does someone get notified?
    • Does someone have to “approve” something?
    • Does the form go into a record management system? If so where? Does this follow legal rules (FERPA)?
    • Should submitter get a “confirmation” email?
• Use electronic signatures
  • Include note that a typed signature counts as an electronic signature
  • Software such as Docusign should only be used under circumstances where it fulfills a legal requirement
• Where will this form appear? On website, in email link, PDF?
  • For Marketing – use approved form template
    • Black and White
    • Only use color for functional reasons (to call attention to a specific part of the form)
    • It is important to get the right file format for the intended use
    • Resolution matters
  • Only use the approved logo from marketing
• Where should the form live?
  • If it is …..

• DO NOT USE ALL CAPS
• Do not use color coding
• Online forms must be mobile friendly

Why Use Record Management:

• Electronic storage
• Assist in workflow
• Help in decision making
• Help in reporting
• Help with regulatory compliance
• Help with process improvement