Creating and Managing Form Sets

Form sets are evaluation instruments that contain one or more forms used for observations and performance reviews. You can create custom form sets, configure their properties, and control which organizations have access to use them.

Prerequisites

To manage form sets, you need:

• System Administrator role
• Active Observe module license
• Publishing permissions (for tenants with form creation capabilities)

Creating a New Form Set

1. Navigate to System Admin → Observe → Form Sets
2. Click Add Form Set
3. Enter the form set details:
   • Name: Enter a descriptive name for your evaluation instrument
   • Type: Select either "Observation" or "Performance Review"
   • Active: Check to make the form set available for use
   • Display Order: Enter a number to control sort order in lists
4. Click Save

The system creates the form set and redirects you to the detail view where you can add forms and configure additional settings.

Form Set Properties and Settings

Basic Properties

Form Set Types

Observation Form Sets are used for:

• Classroom walkthroughs
• Informal observations
• Peer observations

Performance Review Form Sets are used for:

• Formal teacher evaluations
• Annual reviews
• Summative assessments

Setting Display Order

Display order determines how form sets appear in dropdown lists when creating observations or performance reviews.

To adjust display order:

1. Navigate to the form set detail page
2. Click Edit
3. Change the Display Order number
4. Click Save

Form sets with lower numbers appear first in lists. Form sets without a display order appear after ordered items.

Managing Organization Visibility

By default, form sets are visible to all organizations within your tenant. You can restrict access to specific organizations.

To configure organization access:

1. Open the form set detail page
2. Click the Organizations tab
3. Select which organizations should have access
4. Click Save

Only users from selected organizations will see this form set when creating observations or performance reviews.

Activating and Deactivating Form Sets

Activating a Form Set

Active form sets appear in dropdown menus when creating new evaluations.

To activate a form set:

1. Navigate to the form set detail page
2. Click Edit
3. Check the Active checkbox
4. Click Save

Deactivating a Form Set

Inactive form sets are hidden from evaluation creation but existing evaluations using the form set remain accessible.

To deactivate a form set:

1. Navigate to the form set detail page
2. Click Edit
3. Uncheck the Active checkbox
4. Click Save

Note: Deactivating a form set does not affect completed observations or performance reviews that used the form set.

Adding Forms to Form Sets

After creating a form set, you need to add one or more forms:

1. From the form set detail page, click Add Form
2. Select an existing form or create a new one
3. Configure the form settings:
   • Display Order: Position within the form set
   • Weight: Contribution to overall scoring (if using weighted scoring)
4. Click Save

Form sets must contain at least one form before they can be used for evaluations.

Form Set Management Tips

• Use descriptive names that clearly indicate the form set's purpose
• Set display order to group related form sets together
• Review organization visibility regularly to ensure appropriate access
• Deactivate outdated form sets rather than deleting them to preserve historical data
• Test new form sets with a small group before making them widely available