Form Sets & Rubrics

Form Sets Overview

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workflows - Cannot be selected for new observations - Existing evaluations remain accessible - Useful for retiring outdated instruments You can change a form set's status at any time through the System Admin area.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.

Creating and Managing Form Sets

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 | Property | Description | Required | |----------|-------------|----------| | Name | Display name shown to observers | Yes | | Type | Observation (classroom visits) or Performance Review (formal evaluations) | Yes | | Active | Controls whether the form set appears in evaluation creation | No | | Display Order | Sort priority in form set lists (lower numbers appear first) | No | 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

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.

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 Rubrics and Rating Scales

Setting Up Rubrics and Rating Scales Performance-based evaluation instruments use rubrics and rating scales to provide standardized scoring across observers. This guide covers setting up rubric markers, rating scales, and linking them to evaluation questions. Understanding Rubrics vs Traditional Forms Traditional forms present questions in a linear list format. Rubric forms organize questions in a matrix where: - Rows represent individual indicators or questions - Columns represent performance levels (e.g., Ineffective, Developing, Effective, Highly Effective) - Cells contain specific descriptors for each performance level Rubrics provide clearer performance expectations and more consistent scoring between observers. Setting Up Rubric Sections Converting Sections to Rubric Format 1. Navigate to System Admin → Observe → Sections 2. Select the section you want to configure as a rubric 3. Click Display Format 4. Select Rubric from the display format options 5. Choose rubric orientation: - Horizontal: Performance levels appear as columns - Vertical: Performance levels appear as rows 6. Click Update Display Format The system will convert your section layout while preserving existing questions and answers. Creating New Rubric Sections 1. Navigate to System Admin → Observe → Sections 2. Click Add Section 3. Enter section details: - Name: Section heading (e.g., "Classroom Environment") - Description: Optional explanatory text - Is Rubric: Check this box - Rubric Orientation: Select Horizontal or Vertical - Scorable: Enable if this section contributes to overall scores 4. Click Save Creating Rubric Markers Rubric markers define the performance levels that appear as columns (or rows) in your rubric matrix. Adding Performance Levels Required role: system_administrator or evaluator with form management permissions 1. Navigate to your rubric section 2. Click Add Rubric Marker 3. Configure the performance level: - Name: Performance level name (e.g., "Highly Effective") - Description: Optional detailed description - Value: Numeric score for this level - Display Order: Position in the rubric (left to right for horizontal) 4. Click Save Repeat this process for each performance level. Common rubric structures include: - 4-Point Scale: Ineffective (1), Developing (2), Effective (3), Highly Effective (4) - 3-Point Scale: Beginning (1), Proficient (2), Advanced (3) - 5-Point Scale: Poor (1), Fair (2), Good (3), Very Good (4), Excellent (5) Managing Rubric Marker Order Use the Display Order field to control the sequence of performance levels: - Lower numbers appear first (leftmost for horizontal rubrics) - Higher numbers appear last (rightmost for horizontal rubrics) - Leave gaps (e.g., 10, 20, 30) to allow easy insertion of new levels Linking Questions to Rubric Markers Once you've created rubric markers, you need to link specific answer choices to performance levels. Connecting Answer Choices to Performance Levels 1. Navigate to your rubric section 2. Find the question you want to configure 3. Click on the question to view its answer choices 4. For each answer choice, select the corresponding Rubric Marker 5. The system will automatically position the choice under the correct performance level Required Question Settings When you link answer choices to rubric markers, the system automatically: - Sets the question as Required (observers must select a performance level) - Updates the answer choice values to match rubric marker values - Positions choices in the rubric matrix Setting Up Rating Scales Rating scales convert numeric scores into meaningful descriptive ratings (e.g., "Meets Expectations"). Creating Rating Scales Required role: system_administrator Rating scales can be applied at two levels: Form Set Level Rating Scales 1. Navigate to System Admin → Observe → Form Sets 2. Select your form set 3. Click Add Rating Scale 4. Configure the rating scale: - Name: Scale name (e.g., "Overall Performance Scale") - Active: Enable for use 5. Add point ranges for each rating level Section Level Rating Scales 1. Navigate to your section 2. Click Add Rating Scale 3. Configure scale properties 4. Define point ranges Configuring Point Ranges For each rating level in your scale: 1. Click Add Point Range 2. Set the scoring parameters: - Name: Rating label (e.g., "Meets Expectations") - Minimum Score: Lowest score for this rating - Maximum Score: Highest score for this rating - Description: Optional explanatory text 3. Save the point range Example 4-Point Rating Scale: - Does Not Meet (1.0 - 1.9) - Approaching (2.0 - 2.9) - Meets Expectations (3.0 - 3.4) - Exceeds Expectations (3.5 - 4.0) Primary Rating Scale Selection Form sets can have multiple rating scales, but only one serves as the primary scale for overall evaluation scoring: 1. Navigate to form set rating scales 2. Select the rating scale you want as primary 3. Check Primary Rating Scale 4. Save changes The primary rating scale determines how overall form set scores are converted to performance ratings in reports. Rubric Display Options Orientation Settings Horizontal Rubrics (most common): - Performance levels appear as column headers - Questions appear as row labels - Observers select performance level for each indicator Vertical Rubrics: - Performance levels appear as row headers - Questions appear as column labels - Less common layout option Matrix vs Detail Views During observations, evaluators can toggle between: - Matrix View: Full rubric matrix showing all performance levels - Detail View: Expanded view showing full descriptors for each level Both views maintain the same scoring and data collection. Best Practices Performance Level Design - Use clear, actionable language in rubric markers - Ensure distinct performance levels - avoid overlapping descriptions - Align to your evaluation standards and district expectations - Test with observers before full implementation Scoring Configuration - Set appropriate point values that reflect performance differences - Use consistent scales across related form sets - Consider weighting different sections based on importance - Validate rating scale ranges match your performance expectations Question Organization - Group related indicators within sections - Use parallel structure in question phrasing - Ensure observable behaviors rather than subjective judgments - Provide clear performance descriptors for each rubric level Rubrics provide structured, consistent evaluation while rating scales translate scores into meaningful performance feedback for professional growth.

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.