8.1.3 Procurement of New Revised Forms
POLICY
All requests to purchase proposed or revised university forms, either from an outside vendor or from the university's printing facility, must have prior written approval from the Forms Specialist of the University Information System. All forms used at the university are identified by the Forms Specialist who assigns a form number.
DEFINITION(S)
Form Sketch | A rough drawing prepared by the requesting department representing the general layout of a form and its informational content. |
Final Draft | The layout and context of the form approved by the responsible department(s) prior to composition. |
Form Specifications | Production requirements of the form, quantities, and delivery dates. |
Form Proof | Artwork produced by the vendor depicting the exact layout of a form. |
Responsible Department(s) | The department(s) responsible for the design and accuracy of a form. |
Departmental Approval | The signature(s) of the head of the responsible department(s) on the proof indicating that the form meets the requirements of that department. |
Composition Error | The artwork differs from the final draft submitted to the vendor. The errors are made by the vendor when typesetting and/or keylining the form. NOTE: Only composition errors are corrected by the vendor without additional charge. Any customer changes to the form after a proof is received increases the cost of procurement. |
PROCEDURE
Responsibility | Action |
Department |
|
Forms Specialist |
|
Department |
|
Forms Specialist |
|
Purchasing |
|
Forms Specialist |
NOTE: Only composition errors are corrected on proofs, unless requesting department authorizes payment of any additional costs due to user requested changes. |
Department |
NOTE: The responsible department has ultimate proofreading responsibility. Once an approved proof is received and the form is printed, any errors are corrected at the next reprint.
|
Forms Specialist |
|
Forms Receiving Location |
|
Forms Specialist |
|