Form Sets Overview

Form sets are the primary evaluation instruments used in PD Edge's Observe module. They organize forms, sections, and questions into complete rubrics or evaluation tools that observers use when conducting classroom observations or performance reviews.

What Are Form Sets?

A form set is a collection of evaluation forms that work together as a single instrument. Think of it as a complete evaluation rubric or observation tool that contains all the questions and scoring criteria needed for a particular type of evaluation.

For example, you might have separate form sets for:

• Classroom observations - Used for informal walkthrough visits
• Formal teacher evaluations - Used for annual performance reviews
• New teacher observations - Specialized forms for teachers in their first year

Form Sets vs Forms vs Sections

Understanding the hierarchy helps you build effective evaluation instruments:

Form Set (Complete evaluation instrument)
└── Forms (Individual evaluation documents)
    └── Sections (Topic groupings)
        └── Questions (Individual indicators)

Form Set Level

• Contains one or more forms
• Defines evaluation type (Observation or Performance Review)
• Controls organization visibility
• Sets overall scoring and rating scales

Form Level

• Individual evaluation documents within the form set
• Can have weighted importance relative to other forms
• Contains sections that organize questions by topic

Section Level

• Groups related questions together
• Can display as traditional lists or rubric format
• May have section-specific rating scales
• Individual sections can be weighted for scoring

Observation vs Performance Review Types

Form sets must be designated as either Observation or Performance Review type:

Observation Type

• Used for classroom walkthroughs and informal visits
• Typically shorter and focused on specific teaching practices
• Can be conducted multiple times throughout the year
• Available to users with Observer role

Performance Review Type

• Used for formal teacher evaluations and summative reviews
• Often comprehensive instruments covering all evaluation domains
• Typically conducted once or twice per year
• May incorporate data from multiple observations
• Available to users with Evaluator role

Form Set Properties and Settings

When creating or editing form sets, you configure these key properties:

Basic Properties

• Name - The display name for the evaluation instrument
• Type - Observation or Performance Review (cannot be changed after creation)
• Active - Whether the form set is available for use
• Display Order - Controls sorting order in form set lists

Scoring Configuration

• Rating Scales - Define how point scores convert to performance ratings
• Primary Rating Scale - The main scale used for overall scoring
• Form Weights - How much each form contributes to the total score
• Section Weights - How much each section contributes within its form

Content Organization

• Forms - The evaluation documents that make up this form set
• Sections - Topic groupings within forms
• Questions - Individual evaluation indicators

Organization Visibility and Access Control

Form sets include powerful visibility controls that determine which organizations can use each evaluation instrument.

How Visibility Works

By default, form sets are not visible to any organizations. You must explicitly grant access to organizations that should be able to use each form set.

Setting Organization Access

1. Navigate to the form set detail page
2. Go to the Organizations tab
3. Select the organizations that should have access
4. Save your changes

Access Inheritance

Organization visibility follows the tenant hierarchy:

• If a parent organization has access, child organizations inherit that access
• You can grant access at any level of your organization structure
• Users can only see form sets available to their organization

Role Requirements

To conduct evaluations, users need:

• Observer role - For observation-type form sets
• Evaluator role - For performance review-type form sets
• Organization access - Their organization must have visibility to the form set

Next Steps

Once you understand form sets, you can:

• Create form sets for your evaluation needs
• Build forms and sections to organize your evaluation criteria
• Configure rating scales to define performance levels
• Set organization visibility to control access
• Train observers to conduct evaluations using your form sets

Form sets provide the foundation for all evaluation activities in the Observe module, so taking time to design them thoughtfully will improve the quality of your observation and evaluation processes.