Form Sets & Rubrics

Form Sets Overview

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.

Creating and Managing Form Sets

Creating and Managing Form Sets Form sets are the primary evaluation instruments used for classroom observations and performance reviews in PD Edge. As a system administrator, you can create, configure, and manage these instruments to support your district's professional development needs. Prerequisites Before creating form sets, ensure you have: - System administrator role - Active Observe license - Publishing enabled for your tenant (can_publish) Creating a New Form Set 1. Navigate to System Admin → Observe → Form Sets 2. Click Add Form Set 3. Configure the form set properties: - 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 sorting priority 4. Click Save The system automatically assigns the form set to your tenant when created. Form Set Properties Each form set has configurable properties that control its behavior: | Property | Description | Purpose | |----------|-------------|---------| | Name | Display name for the instrument | Appears in evaluation forms and reports | | Type | Observation or Performance Review | Determines where the form set appears | | Active | Available for new evaluations | Inactive form sets are hidden from users | | Display Order | Sorting priority (ascending) | Controls order in dropdown menus | Adding Forms to Form Sets Form sets contain one or more individual forms that make up the complete evaluation instrument. Attaching Existing Forms 1. Open your form set detail page 2. Navigate to the Forms section 3. Click Add Form 4. Select an existing form from the dropdown 5. Configure form settings: - Display Order: Position within the form set - Weight: Contribution to overall scoring (if using weighted scoring) 6. Click Save Creating New Forms If you need to create a new form while building your form set: 1. From the form set detail page, click Add Form 2. Select Create New Form (if available) 3. Enter the form name and properties 4. Add sections and questions to the form 5. Return to the form set to configure weights and display order Setting Form Weights and Display Order When your form set contains multiple forms, you can control their relative importance and presentation order. Configuring Weights 1. Navigate to your form set 2. Go to the Weighted Values section 3. Adjust the weight for each form: - Higher weights contribute more to the overall score - Weights are relative to each other - Leave blank for equal weighting 4. Save your changes Setting Display Order Forms appear in your form set based on their display order: 1. In the form set detail view, locate each form's Display Order field 2. Enter numbers to control sequence (1, 2, 3, etc.) 3. Forms with lower numbers appear first 4. Save changes Configuring Organization Visibility Control which schools and departments can access your form set for evaluations. Setting Organization Access 1. Open the form set detail page 2. Navigate to the Organizations tab 3. Select the organizations that should have access: - Check boxes for specific schools - Select district-level organizations for broader access - Leave unchecked to restrict access 4. Click Save Note: Only users in selected organizations will see this form set when creating new observations or performance reviews. Activating and Deactivating Form Sets Activating a Form Set To make a form set available for use: 1. Edit the form set 2. Check the Active checkbox 3. Save changes Active form sets appear in dropdown menus when users create evaluations. Deactivating a Form Set To remove a form set from active use: 1. Edit the form set 2. Uncheck the Active checkbox 3. Save changes Important: Deactivating a form set only prevents new evaluations from using it. Existing observations and performance reviews using this form set remain unchanged. Form Set Types Observation Form Sets Use observation form sets for: - Classroom walkthroughs - Formal observations - Peer observations - Instructional coaching sessions Observation form sets appear when users navigate to Observe → New Observation. Performance Review Form Sets Use performance review form sets for: - Annual evaluations - Mid-year reviews - Goal-setting sessions - Professional growth planning Performance review form sets appear when users navigate to Observe → New Performance Review. Best Practices Naming Conventions Use clear, descriptive names that indicate: - Purpose (e.g., "Classroom Observation Rubric") - Audience (e.g., "New Teacher Evaluation") - Frequency (e.g., "Annual Performance Review") Organization Access Consider your district's evaluation workflow when setting visibility: - District-wide: Select the top-level organization - School-specific: Select individual schools - Department-specific: Select department organizations Form Weights When using multiple forms in a set: - Weight core instructional forms more heavily - Give supplementary forms (demographics, etc.) lower weights - Document your weighting rationale for evaluators Managing Existing Form Sets Editing Form Sets 1. Navigate to System Admin → Observe → Form Sets 2. Click the form set name to open details 3. Make your changes to properties, forms, or organization access 4. Save changes Viewing Form Set Usage Check the form set detail page to see: - Number of completed evaluations - Associated organizations - Linked forms and their weights Archiving Unused Form Sets For form sets no longer in use: 1. Set Active to false to prevent new usage 2. Keep the form set for historical reporting purposes 3. Update the name to indicate archived status if needed

Building Forms and Sections

Building Forms and Sections Forms are individual evaluation documents that contain sections and questions for conducting observations and performance reviews. You organize content into sections to create logical groupings of related evaluation criteria. Creating Forms Requires system administrator or organization administrator role Forms serve as containers for evaluation sections and questions. When you create a form, PD Edge automatically sets up the necessary licensing to make it available in your organization. 1. Navigate to System Admin → Observe → Forms 2. Click Add Form 3. Enter form details: - Name: Descriptive title for the evaluation form - Active: Check to make available for use in observations 4. Click Save The system automatically creates the required product licensing when you save a new form, making it immediately available for use in form sets. Form Properties | Property | Description | |----------|-------------| | Name | Display title for the evaluation form | | Active | Controls whether form appears in form set selection | | Sections | Number of attached sections | | Weighted Values | Section scoring contributions | Creating Sections Sections organize your evaluation questions into logical groups like "Classroom Management" or "Instructional Delivery." 1. Navigate to System Admin → Observe → Sections 2. Click Add Section 3. Configure section properties: - Name: Section heading (e.g., "Planning and Preparation") - Description: Optional explanatory text - Is Rubric: Enable rubric-style display format - Rubric Orientation: Choose Horizontal or Vertical layout - Scorable: Include section in overall scoring calculations 4. Click Save Section Display Formats Sections can display questions in different formats based on your evaluation needs: Standard Format Questions appear as individual items with answer choices below each question. Best for varied question types or when questions don't follow a consistent rubric structure. Rubric Format Questions display in a grid with performance levels as columns. Enable this format when all questions in the section use the same performance scale. To configure rubric format: 1. Check Is Rubric when creating the section 2. Select Horizontal or Vertical orientation 3. Add rubric markers for performance levels after saving Attaching Sections to Forms Sections exist independently and can be attached to multiple forms or used standalone. 1. Navigate to your form's detail page 2. Click Attach Section 3. Select an existing section from the list 4. Set the Display Order to control section sequence 5. Click Save You can also create sections directly from a form by clicking Add Section on the form detail page. Reordering Sections Use drag-and-drop to reorder sections within a form: 1. Navigate to the form detail page 2. Locate the sections list 3. Drag sections to new positions using the handle icon 4. Changes save automatically Section Weighted Values When forms include multiple sections, you can weight each section's contribution to the overall score. 1. Navigate to the form detail page 2. Click Weighted Value 3. Assign point values to each scorable section 4. Ensure total weights reflect your evaluation priorities 5. Click Save Sections marked as non-scorable don't contribute to weighted calculations but still appear in the evaluation. Unlinking Sections from Forms Remove a section from a form without deleting the section itself: 1. Navigate to the form detail page 2. Find the section to remove 3. Click Unlink 4. Confirm the action The section remains available to attach to other forms or use independently. Preview Forms Review how your form appears to observers before using it in evaluations: 1. Navigate to the form detail page 2. Click Preview 3. Review the complete form layout including: - Section order and formatting - Question display and answer choices - Rubric layout (if applicable) - Navigation flow The preview shows exactly how the form appears during live observations, helping you identify any needed adjustments before deployment. Next Steps After building your forms and sections: - Add questions to sections to complete the evaluation content - Create form sets to group related forms - Configure rating scales for score-to-performance mappings - Set organization visibility to control access

Setting Up Rubric Sections

Setting Up Rubric Sections Rubric sections provide structured evaluation using performance levels and markers. You can configure sections to display as traditional rubrics or matrix-style layouts for clearer assessment. Prerequisites - System Administrator or Organization Administrator role - Active Observe license - Existing form section to configure Understanding Rubric Display Formats Sections can display in several formats: | Format | Description | Best For | |--------|-------------|----------| | Rubric | Traditional rubric with performance levels | Standards-based evaluation | | Matrix | Grid layout with markers | Competency assessments | | Traditional | Standard question list | Simple observations | Enabling Rubric Mode 1. Navigate to System Admin → Observe → Sections 2. Click on your section name 3. Click Edit Section 4. Check Is Rubric 5. Select Rubric Orientation: - Horizontal: Performance levels across columns - Vertical: Performance levels down rows 6. Click Save Creating Rubric Markers Rubric markers define performance levels for evaluation. 1. From your rubric section, click Rubric tab 2. Click Add Rubric Marker 3. Enter marker details: - Name: Performance level (e.g., "Exemplary", "Proficient") - Description: Level description - Value: Point value for scoring - Display Order: Column position 4. Click Save 5. Repeat for each performance level Linking Question Choices to Markers Connect answer choices to specific performance levels: 1. Navigate to Questions tab in your section 2. For each question, click Edit 3. In the Question Choices section: - Select the Rubric Marker for each choice - Choices automatically inherit marker values 4. Click Save When questions are linked to rubric markers, the system automatically sets them as Required. Matrix-Style Display For matrix sections: 1. Click Display Format on your section 2. Select Matrix format 3. Configure Matrix Markers (similar to rubric markers) 4. Link question choices to matrix markers 5. Questions display in grid format during observations Rubric Scoring Rubric sections support weighted scoring: 1. Navigate to Weighted Value tab 2. Questions linked to rubric markers are automatically Scorable 3. Adjust question weights as needed: - Higher weights = more impact on section score - Equal weights = balanced scoring 4. Section scores calculate from weighted question values Best Practices Performance Level Design - Use 3-4 performance levels for clarity - Start with highest level (Exemplary) in leftmost column - Include clear, observable descriptors - Align levels with district evaluation standards Question Integration - Link all choices in rubric questions to markers - Use consistent language across performance levels - Test rubric display in Preview mode before use Scoring Configuration - Set equal weights unless specific indicators need emphasis - Review total section weights within form sets - Test scoring calculations with sample data Converting Between Display Formats You can change section display formats: 1. Click Display Format Selector on section 2. Choose new format (Traditional, Rubric, Matrix) 3. Select Conversion Mode: - Preserve existing data - Reset and start fresh 4. Click Update Display Format Note: Converting between formats may affect existing observation data. Review carefully before converting sections with completed observations. Troubleshooting Rubric Not Displaying - Verify Is Rubric is checked in section settings - Confirm rubric markers are created with display orders - Check that question choices are linked to markers Scoring Issues - Ensure questions are marked as Scorable - Verify marker values are set correctly - Review section and question weights in Weighted Value tabs Missing Performance Levels - Check marker Display Order values - Confirm all markers have names and descriptions - Verify section Rubric Orientation setting Rubric sections provide powerful structured evaluation capabilities. Start with simple 3-level rubrics and expand as your evaluation needs grow.

Adding Questions and Configuring Scoring

Adding Questions and Configuring Scoring Questions are the individual evaluation indicators that observers use during observations and performance reviews. You can create questions with different answer types and configure point values for scoring. Question Types Single Answer Questions Standard questions where observers select one answer choice. Most common for rubric-style evaluations. Multi-Answer Questions Checkbox-style questions where observers can select multiple answer choices. Useful for documenting multiple observed behaviors or strategies. Countable Questions Numeric input questions where observers enter a count or quantity. Often used for tracking specific classroom elements like "Number of students engaged." Creating Questions Requires Form Manager role 1. Navigate to System Admin → Observe → Questions 2. Click Add Question 3. Enter the question details: - Text: The evaluation indicator or question text - Required: Check if observers must answer this question - Allow Multiple Answers: Check for checkbox-style selection - Include N/A: Add a "Not Applicable" option - Countable: Check for numeric input questions 4. Click Save Adding Answer Choices After creating a question, add the answer choices observers will select from: 1. From the question detail page, click Add Choice 2. Configure each choice: - Text: The choice label (e.g., "Exemplary", "Proficient", "Developing") - Value: Point value for scoring calculations - Display Order: Controls the order choices appear to observers 3. Repeat for each answer choice 4. Click Save Question Properties Required Questions When marked as required, observers must provide an answer before completing the observation. Use this for essential evaluation criteria. Multiple Answer Support Enable this for questions where multiple behaviors or strategies might be observed simultaneously. Each selected choice contributes its point value to the total score. Countable Questions These display as number input fields during observations. The entered number is multiplied by any configured point values for scoring. Adding Questions to Form Sections Questions must be attached to form sections to appear in observations: 1. Navigate to the form section 2. Click Add Question 3. Either: - Select an existing question from the dropdown - Create a new question inline 4. Configure the question's placement: - Display Order: Position within the section - Weight: Relative importance for scoring (if section uses weighted scoring) 5. Click Save Scoring Configuration Point Values Each answer choice can have a point value that contributes to the observation's overall score. Common scales include: - 4-Point Scale: 4 (Exemplary), 3 (Proficient), 2 (Developing), 1 (Beginning) - 3-Point Scale: 3 (Exceeds), 2 (Meets), 1 (Approaching) - 2-Point Scale: 2 (Yes/Present), 1 (No/Absent) Question Weights Within form sections, you can assign different weights to questions to emphasize their importance in scoring calculations. 1. Navigate to System Admin → Observe → Sections 2. Select your form section 3. Click Weighted Values 4. Assign weight values to each question 5. Questions with higher weights contribute more to the section score N/A Options Include "Not Applicable" choices for situations where a question doesn't apply to the specific observation context. N/A choices typically have no point value and don't count toward scoring. Rubric Integration For sections configured as rubrics, you can link answer choices to rubric performance levels: 1. Create rubric markers in your form section 2. When adding answer choices to questions, select the appropriate Rubric Marker 3. This creates visual alignment in the rubric view during observations Best Practices Question Design - Write clear, observable indicators rather than subjective judgments - Focus on specific teacher behaviors or classroom elements - Use consistent language across related questions Scoring Setup - Align point values with your organization's evaluation standards - Consider whether higher or lower numbers represent better performance - Test scoring calculations with sample observations before deployment Answer Choice Organization - Order choices logically (typically from highest to lowest performance) - Use consistent terminology across all questions in a form set - Keep choice text concise but descriptive Questions form the foundation of your evaluation instruments. Well-designed questions with appropriate scoring lead to meaningful observation data that supports professional growth conversations.

Adding Forms to Form Sets

Adding Forms to Form Sets Form sets serve as evaluation instruments that contain one or more forms. You can add existing forms to your form sets and configure how they contribute to overall scoring. Prerequisites - system_administrator or organization_administrator role - At least one existing form set - At least one existing form to add Adding a Form to a Form Set 1. Navigate to System Admin → Observe → Form Sets 2. Click on the form set where you want to add a form 3. In the form set detail view, click Add Form 4. Select the form you want to add from the dropdown list 5. Configure the form settings: - Display Order: Set the position of this form within the form set - Weight: Enter the numerical weight for scoring (if using weighted scoring) 6. Click Save The form will now appear in the Forms section of your form set detail page. Managing Form Display Order Forms within a form set are presented to evaluators in the order you specify: 1. In the form set detail view, locate the Forms section 2. Each form shows its current display order number 3. To reorder forms: - Click Edit next to a form - Change the Display Order value - Click Save Lower numbers appear first in the evaluation interface. Configuring Form Weights When your form set contains multiple forms, you can weight their contribution to the overall score: 1. Navigate to your form set detail page 2. Go to the Weighted Values section 3. Review the forms that contribute to scoring 4. Adjust weights as needed: - Higher weights give more influence to that form's score - Weights are relative to each other - Forms marked as non-scorable won't appear in this section The system automatically calculates the weighted average when evaluations are completed. Working with Multiple Forms Form sets can contain multiple forms to create comprehensive evaluation instruments: - Sequential Evaluation: Forms are presented in display order during observations or performance reviews - Focused Assessment: Use different forms to evaluate different aspects of performance - Flexible Scoring: Weight forms differently based on their importance Removing Forms from Form Sets To remove a form from a form set: 1. Navigate to the form set detail page 2. Locate the form in the Forms section 3. Click Remove or Unlink next to the form 4. Confirm the removal This removes the form from the form set but does not delete the form itself. The form remains available for use in other form sets. Form Set Organization Visibility After adding forms to your form set, ensure the appropriate organizations can access it: 1. Go to the Organizations tab in your form set 2. Select which organizations should see this form set 3. Save your selections Only users from selected organizations will see the form set when conducting evaluations. Best Practices - Clear Naming: Use descriptive form names to help evaluators understand the purpose - Logical Ordering: Arrange forms in a sequence that makes sense for the evaluation process - Balanced Weighting: Consider the relative importance of each form when setting weights - Regular Review: Periodically review form combinations to ensure they meet evaluation needs Your form set is now ready for use in observations and performance reviews within the specified organizations.