Branding: include Kent State logos/headers for security and trust and use the same header for every form created by your office. The enterprise platforms and digital accessibility team can create a custom image for your office’s forms.

Clarity and Brevity: limit content to essentials; avoid redundant fields (e.g., date or email if auto-filled), only show the need-to-complete information for the person completing that stage of the workflow. i.e. a separate section for each signer.

Instructions: list any documents or data users might need before starting (e.g., W-2 , SS number).

Workflow: include only participants which are required to take action at each stage; streamline handoffs. The platform will keep records of all workflows – direct the occasional view-only users to the data rather than copying them on or alerting them to every stage of the workflow progression. 

Progress indicators: help users understand their location on multi-page forms.

Consistency: use templates, predictable layouts, consistent labeling. 

Apply usability best practices: visual consistency, error prevention, clean/clear structure with form titles and entry boxes immediately adjacent, give the user control instead of insisting on specific formatting (make 3305545454 acceptable, not only (330) 554-5454)

Plain language: short sentences, conversational/journalistic style. Aim for 5th–8th grade readability, even for higher ed forms.

Clear titling and references to processes: Do not use the same language you and your coworkers use to describe forms or processes – make sure it is user-friendly and easily understood naming and descriptions.  

Choose pre-fillable fields (name, ID, email) as you create each form. After signing in, the program will have access to the user’s personally identifiable information and can insert that automatically.

Validate inputs such as the @kent.edu email requirement, but make it clear whether the user or the form adds the “@kent.edu”. NextGen forms do not add the @kent.edu. The user must do that. 

Test forms extensively with others outside your office to ensure clarity.

Use tooltips only when necessary and meaningful.

Reduce visual 'noise': don’t word for word recreate old paper requirements as digital forms. Rethink for digital – focusing on clarity, concise language, and just showing the user what they need to see at their stage of the workflow. 

Accessibility improvements can be incremental, such as setting a 30 minute block of time on your calendar weekly. In that time, choose one tip to focus on in each form. 

Small changes add up to major usability gains.

Success = forms that 'just work' and reduce user cognitive load.