|
Business & Non-Instructional Operations |
3543.4-AR |
FORMS
STANDARDIZATION
A. Purpose
and Scope
1. To promote
standardization by reducing the number of forms and duplication of information
requests to a minimum
2. To reduce
printing costs and make forms more readily available through warehousing
3. To define
the district's forms standardization system
4. To specify
the procedure for developing and maintaining forms within that system
B. General
1. A "standard
form" is a form used within the district in more than one department or
school or used with the general public and is printed or purchased centrally
and warehoused.
a. Each
standard form approved is to be identified by a five-digit number, beginning
with "9".
b. The
standard form number is also the stock number for requisitioning.
2. Forms for
departmental or school internal use may be exempted from the district standard
form system only when the forms are used in limited amounts or may be produced
at a lower cost on local duplicating equipment.
3. Materials
used for direct instructional purposes in the classroom are not subject to the
requirements of this procedure.
4. Suggestions
or questions about this procedure should be directed to the Director of
Business Services.
C. Forms Used
and Additional References
New/Revised Form Approval Request,
Form no. 99100
D. Procedure
1. Originator
prepares the New/Revised Form Approval Request, attaches pertinent information,
and submits the request to his supervisor.
2. If the
originating school principal or department director approves the form proposed,
he forwards it to the appropriate assistant superintendent for approval.
a. If
approved, the proposal is sent to the Director of Business Services.
b. If rejected
or if revisions are necessary, the proposal is returned to the originating
school or department.
3. After
approved request is received from the appropriate assistant superintendent, the
Director of Business Services reviews the proposal to determine if it
duplicates any forms already in use, if it is properly designed, and if the
cost of introduction is excessive. He recommends changes to the proposal to the
originating school/department if necessary.
4. The
Director of Business Services returns the finalized form to the responsible
assistant superintendent.
a. The
responsible assistant superintendent distributes copies to potential users
explaining concisely the reason for the form or for the change and invites
comment.
b. Allowing
five working days for comment, the assistant superintendent returns the form to
the Director of Business Services:
1) Approved
as circulated and ready for warehousing
2) Approved
with indicated revisions and ready for warehousing when revised
3) Disapproved
for specified reasons and to be returned to the originator
5. The
Director of Business Services:
a. Obtains
approval of the superintendent or his designee
b. Maintains
Forms Master File of New/Revised Form Approval Requests and a Forms
Standardization Master Log noting number assignments, titles, original and
revisions dates
c.
Assigns form numbers in consecutive order within the
following categories:
90000-90499 Accounting
90500-90999 (Open
Codes - Not Used at Present)
91000-91099 Purchasing
& Warehouse
91100-91199 Food
Services
91200-91299 Reproduction
91300-91399 Records
91400-91499 Contracts Management
91500-91599 Community
Services
91600-91699 Risk
Management
91700-91899 Maintenance
91900-92099 Operations
92100-92199 Planning
& Construction
92200-92299 Transportation
92300-92499 Data
Management
92500-92999 (Open
Codes - Not Used at Present)
93000-93499 Pupil Personnel
93500-93999 Special
Education
94000-94499 Program
Evaluation and Research
94500-94999 Program
Planning and Special Projects
95000-95899 Instructional
95900-95999 Instructional
Media
96000-96999 (Open
Codes - Not Used at Present)
97000-97999 Local School Administration
Miscellaneous
98000-98999 Personnel
99000-99999 Miscellaneous
d. Determines
that the form number and date the responsible administrator signed the approval
are noted in the lower left corner of the form master/original
e. Examples:
1) (90051 new
8-1-76)
2) (90543 rev
9-2-76)
f.
Removes any existing stock of obsolete forms from the system
g. Sends the
new/revised form master/original to Reproduction Services for initial printing.
Notes on the Reproduction Request to remove and destroy obsolete plate masters.
6. Reproduction
Services:
a. Maintains
the plate master file for each standard form
b. Produces
forms as ordered for warehouse or individual requests
c.
Returns form master to office of the Director of Business
Services after plate master is made
E. Reports
Required
None
F. Record
Retention
1. Forms
master log, central file on form masters, and approved New/Revised Form
Approval Requests are to be maintained by the Director of Business Services
(D.5.f. above).
2. As forms
become obsolete, the Director of Business Services removes and destroys the
appropriate log, master, and approval request form.
G. Responsible
Administrative Unit
Director of Business Services
H. Approved
by:
|
John Mullender |
|
John O. Tynes |
|
|
Responsible Division Head |
Date |
Superintendent |
Date |