Form Sets Overview

Form sets are the primary evaluation instruments used to conduct observations and performance reviews. They contain one or more forms with structured questions and scoring criteria to assess staff performance.

What Are Form Sets

A form set is a complete evaluation package that includes:

• One or more evaluation forms
• Scoring rubrics and rating scales
• Organization visibility settings
• Performance level definitions

Form sets serve as the template for all observations and performance reviews conducted in your organization.

Form Set Types

The system supports two distinct types of form sets:

Observation Form Sets

Used for classroom observations and informal evaluations:

• Support multiple short forms within a single observation
• Allow informal, frequent assessment
• Can include walk-through style indicators
• Support both formal and informal observation types

Performance Review Form Sets

Used for annual evaluations and formal reviews:

• Typically contain comprehensive evaluation forms
• Support formal evaluation periods
• Can reference formal observations from the current evaluation period
• Include summative assessment components

You must select the appropriate type when creating a form set, as this determines how the instrument appears in evaluation workflows.

Form Set Components

Each form set contains several key components:

Forms

The individual evaluation documents within the form set. A form set can contain:

• Single comprehensive form
• Multiple shorter forms that focus on specific areas
• Mix of required and optional forms

Rating Scales

Define how numeric scores convert to performance ratings:

• Point ranges (e.g., 1-2 = Needs Improvement)
• Performance level labels
• Color coding for visual distinction
• Weighting for different sections

Sections and Questions

Forms are organized into sections containing:

• Evaluation indicators or questions
• Answer choices with point values
• Performance level descriptions
• Required vs. optional indicators

Active vs Inactive Form Sets

Form sets have an active status that controls their availability:

Active Form Sets

• Available when conducting observations
• Appear in form set selection lists
• Can be used for new evaluations
• Visible to observers in assigned organizations

Inactive Form Sets

• Hidden from evaluation workflows
• Cannot be selected for new observations
• Existing evaluations remain accessible
• Useful for retiring outdated instruments

You can change a form set's status at any time through the System Admin area.

Organization Visibility

Form sets include visibility settings that control which organizations can use them:

Visibility Configuration

• Select specific organizations that can access the form set
• Organizations not selected cannot see or use the form set
• Useful for piloting new instruments or limiting access
• Can be updated as needed

Default Behavior

• New form sets are not visible to any organization by default
• You must explicitly grant access to organizations
• This prevents accidental use of incomplete instruments

Access Requirements

For users to conduct observations with a form set, their organization must:

• Have the form set assigned to their organization
• Have "Allow Evaluations" enabled in organization settings
• Have active Observe licensing

Form Set Management

System Administrator role required

You can manage form sets through the System Admin area:

1. Navigate to System Admin → Observe → Form Sets
2. View all form sets with their type and status
3. Create new form sets or modify existing ones
4. Configure organization visibility and scoring
5. Preview form sets before deployment

The form set list shows essential information including name, type (Observation or Performance Review), active status, and display order for quick reference.