UACES Facebook C.E.S.P. 3-26: Forms and Template Management


System Management - Equipment and Supplies

C.E.S.P. 3-26: Forms and Template Management

Date Revised: 6-21-2013
Supersedes: 2-7-2006

Summary: Establishes system for development and management of  Cooperative Extension Service forms/templates.

All forms which are to be maintained will be assigned a number. Numbers should be assigned to all new forms/templates. whenever possible.

Form/template numbers should be placed in the upper or lower right corner of the form/template. The date of issue or revision date should appear immediately below the number. A title should be assigned to the form/template when appropriate.

Template Development Standards

Procedure for Template Request and Review

• All new templates are to be developed by the Web Development Associate assigned to Information Technology. 

• All new template numbers are assigned by the Web Development Associate and kept in a log.

• A new or revised template must be reviewed by an individual who has or will use the form on a regular basis. It will not be released for general use until that individual approves the functions of the template.

Location of Templates

• Templates will be defined and linked from the Extension Policy Guide.

Template Technical Requirements

• Accessibility for all potential users (A D A compliant) must be implemented when forms/templates.

U A C E S standards for accessibility are based on the Web Accessibility Initiative developed by the World Wide Web Consortium (W 3 C) and the State of Arkansas Accessibility Architecture - Web Page Best Practices.

• Arial should be selected as the template font. The Arial font code must be embedded in the page definition so that the template does not reformat to the default font of a particular user’s MSWord.

• Italics should not be used in a template unless the font size is sufficient to make the italicized word readable.

• All prompts must be contained in locked cells, separate from cells that require user input.

• When saving the template, the file name should be the form number.

• Formulas should be inserted to perform any summary or other needed calculations.

• Formula cells should be locked.

 Categories of Templates:

A F F A C T Affirmative Action
A G D E V Agricultural Development Council
A G R I Agriculture & Natural Resources
E B E N Employee Benefits
E E V A L Employee Performance Evaluation
E H I R E Employee Hiring
E P E R S Employee General Personnel
E V A C Position Vacancy Announcements
F C S Family and Consumer Sciences
F Y 4 - H Youth and 4-H
F I N A N C E Finance
M I S C Miscellaneous
P O S T Postage
P U R C H Purchasing
T R A V Travel

Management of Templates

Once a template has been reviewed and approved, the responsibility for maintaining the form will revert to the department for which the template was created.   Anyone who has a need for revision or suggestion for revision to an existing template should e-mail the suggested revision to the department assigned to manage the specific template.  The revised template must then be sent back to the Web Development Associate in Information Technology for loading to the Policy Manual.

Use of Computer Templates

Each time a template is used, it should be pulled direct from the computer network or the intranet in order to have the current version. All changes and updates to templates are listed on the Template Update page in the Policy Manual.