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Free Form/Workflow Templates for Education

Try these templates for new hire forms, mileage reimbursement, absence records and other common K-12 and Higher Ed forms & workflows.

New Employee Onboarding: Generate W-4 & I-9

This onboarding workflow collects employee information, personal allowances, employment eligibility and an online signature before generating Federal W-4 and I-9 documents. The documents contain data from the form including the employee's signature. The employee fills in data and signs once and the information is mapped to multiple PDF documents reducing data entry. The new employee can review the generated PDF documents online and confirm that they are accurate before sending them off to the HR department for review. After everyone has approved, the workflow emails a PDF of the documents to the employee.
Compare it with using PDF or paper forms. New employees fill in basic information like their name and social security number multiple times and sign many forms. HR wastes time checking and correcting errors. The automated process is far more efficient and lets HR focus on talent rather than paperwork.
Dynamic Absence Records integrated with Google Sheets
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Dynamic Absence Records with Google Sheets

This form is an administrative form that employees use to record absences during any given month. They fill it out once a month. The form demonstrates integration with Google Sheets by dynamically retrieving choices for a pick list and to fill out some fields. It also shows how frevvo forms allow you to show/hide sections, perform calculations and other dynamic behavior. As a result, the form is easier and faster to complete without mistakes.
In contrast, this form of integration is simply not possible with Excel or Word documents and certainly not with paper. Those formats cannot dynamically integrate with business systems to retrieve data, auto-fill fields or set up pick lists.
Mileage Reimbursement Process integrated with Google Maps
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Automatic Calculations for Mileage Reimbursement

This approval workflow is used to reimburse employees for actual miles driven. Instead of requiring them to enter miles manually, it uses the Google Maps Distance API to compute mileage between city pairs and then automatically calculates reimbursement amount and totals. It's easier, faster and has fewer errors. The form also demonstrates digital signatures which verify the identity of the user signing it and guarantee that the signed data has not been tampered with.
Compare it to using Excel or paper. None of this functionality is possible. The online version saves time and reduces mistakes.
Purchase Order Process integrated with SQL
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PO Process integrated with SQL routes dynamically

This Purchase Order process performs SQL integration as well as conditional routing. The PO form dynamically populates product pick lists from SQL and also automatically gets the MSRP for a product from the database. It also calculates subtotals and totals, pre-populates first and last names and supports signatures and attachments. As before, the form is routed from the employee to the manager. If the amount is greater than $10,000, it will route to the VP otherwise VP approval will be skipped. After everyone has approved, the workflow emails a PDF of the purchase order to the employee.
The automated process is easy to use and saves employees time compared to Excel or PDF. Consider dynamic routing. With Excel, the manager must manually follow instructions and email the document to the VP if the amount is high otherwise skip VP approval. It's guaranteed to be error prone and costly.

Google Apps Permission Form

Technology use in U.S. school districts is governed by several Federal laws such as COPPA, FERPA etc. As a result, schools must obtain parental consent before assigning a child a Google Apps for Education account. Using this consent form, a parent/guardian can fill in and sign electronically on any device to give permission.
Even with such a basic online form, there are obvious advantages when compared to sending paper permission forms home with students.

Multi-Language General Consent Form

This is a general consent form for a K-12 school district in multiple languages. A parent or guardian can provide consent for media, directory listing, and health screenings by signing the form electronically. Parents can choose either English or Spanish to provide information. frevvo supports all languages worldwide.
Once again, the advantages of using an online form are obvious. As communities grow increasingly diverse, it's essential that school districts have flexible ways to communicate with their constituents.

Consent Form for Participation in Sports Activities

This is a risk acknowledgement and consent form that parents can electronically sign to allow their children to participate in sports activities. Parents and athletes must acknowledge that they have read athletic rules, understand the associated risks and give consent for emergency medical treatment.
Once again, it's obviously better to use e-forms rather than sending paper consent forms home with students.

Emergency Contact Information Forms

In an emergency situation, it's absolutely crucial for administrators and emergency workers to have the information they need to take appropriate action and to contact parents or guardians. Institutions collect this information using a variety of emergency contact forms. Electronic emergency contact forms in multiple languages are easy to use and ensure accuracy of the collected information.

School Emergency Contact and Release Form

This is an emergency contact form for a school. It can be used to collect parent/guardian contact information, release authorization to specific individuals, as well as doctor and medical information. Repeating elements keep the form short and users can dynamically add more contacts as required. E-signatures eliminate paper and the form is emailed to the school with a copy to parents.

Multi-page Emergency Contact Forms

This example takes the previous form and breaks it up into multiple pages so that it's easier to complete. It walks parents/guardians step by step through multiple screens collecting needed emergency contact information along the way. As before, repeating sections and digital signatures keep the form short and eliminate any need to print. When completed, a copy of the PDFs is sent by email.

Multi-language Emergency Contact form

Organizations such as a large school district often have constituents whose native language is not English. If forms are available in multiple languages, they're easier for parents to fill out and you're more likely to end up with accurate emergency contact information. PDF generation in multiple languages ensures that staff can also choose any language.

Other K-12 / Higher Ed Forms & Processes

These are other examples of forms or workflows commonly used in schools and Universities for routine things like requesting use of facilities.

Request Form for use of School Facilities

This is a simple form that's very common in most K-12 school districts. It allows community members to request use of their facilities for events. The form shows dynamic behavior such as fields only being displayed if they are required. In addition, requestors sign the form electronically eliminating the need to print. When the request is submitted, it is sent by email to the Facilities Department for review & approval again eliminating unnecessary paper usage.

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