Creating Student Forms

The student forms component allows for rich and powerful forms that can be organized in a meaningful way. This toolset allows districts to create online forms for things like PGPs, RTI documentation, LPAC documentation, etc. District level form creators and Campus Administrators can create, edit, and add/view student forms as appropriate.

Form Categories

Form categories are used to properly divide forms within a student's profile. From the Forms Tab in Aware:

1. Click Configure Form Categories in the lower left corner of the window
2. Enter the category name
3. Choose a category icon
4. Click the green + to add the category

• To delete a category, select the category and click the red X.
• To edit a category, select the category and make any changes in the box, and click the Edit icon.
• To move the categories up or down, use the blue up or down arrows.

Creating a Form

1. Navigate to the Forms Tab
2. Click New Student Form in the lower-left corner and follow the creation wizard to add the title and the campus that will be using this form (You can also copy an existing form into your new one.)
3. The form will appear under District or School Forms within the General Forms category

Publishing a Form and Making it Active

When changes are made to a form, click the Publish icon in the upper right corner. Publish is a button that controls if the form has been edited and needs its published copy updated. In order for the form to be added to a student, it will need to be made Active by clicking the Draft button. The Active/Draft button controls the visibility of the form to the end user.

General Tab

The General Tab contains general information about the form. In this tab you can edit the title, description, and change the form category.

To make the form available only on certain campuses, select the campuses either by filtering by grade level or by selecting each campus from the list of campuses shown. If the form will be used across the district, do not select any campuses.

A sub form can also be added or copied by clicking Add a Sub Form and following the creation wizard. Sub forms are designed to addend or update any information that may have been entered into the primary form. For instance, this could be used to document RTI meetings, etc. Sub forms can be added multiple times.

Form Editor Tab

The Form Editor is used to create and edit the form question by question.

1. Select the Form Editor Tab.
2. Click Add Question to add a question.
   1. Note: If a required question(s) is not completed, none of the entered data will be saved for any of the data fields. 
3. From the drop-down list, select a type of question to add. Depending on the question type added, the controls will differ.
4. Once the question information is entered, click Finished

Pages

The paging feature allows you to have a single form that acts as multiple pages. While a single page has no actual limit to the number of questions, and therefore length, adding multiple pages can make a form flow more smoothly. Pages also act as good divisions of a form as each one can have a separate title at the top.

To add/delete a page:

• Click the add page icon in the upper right corner of screen and select the actual page on the right to edit the form
• Click the delete page icon to delete a page

Question Options

Each question type has specific options to customize that type of question.

Remove a Question

To remove a question:

1. Click the Edit button
2. Click Remove

Copy/Move a Question

Questions can be reordered and copied to other pages. To copy a question:

1. Click the Edit button
2. Click Copy and select which page you would like it to be copied to
3. It will appear at the bottom of that page

To move a question:

1. Click Move Questions on the top toolbar
2. Use the pop out box to select a question
3. Use the blue arrows on the right to move the selected question up or down
4. Click Save when finished

Preview/Print a Form

To preview a form, click the Preview icon in the upper right corner of screen. A new window will open and the form can be printed by clicking Print Sample.

Question Types

There are several question types available. Controls and question options will differ for each question type.

Title & Picture

In addition to the title, a picture can be uploaded.

Instruction Block

This is designed to provide additional information for staff filling out the form. It can also be used for basic form divisions.

List Question

This is designed to prompt users to choose from a list of options. This can be multiple selection, multiple choice, or a drop-down list.

 Question Options

• Question Required
• Questions Format
• Include "Other" Option
• Repeat Items

Text Question

This provides a place on the form for the staff member to have a place to type text.

Question Options

• Question Required
• Number of Rows
• Text Width (for the staff member filling out form)

Date and Time Question

This question type allows the user to select a date and/or time on the form.

Question Options

• Question Required
• Include Date Range
• Include Time
• Repeat Items

Question Matrix

This provides a matrix for the staff members to fill out the form.

Question Options

• Question Required
• Display Answers as radio buttons or check boxes

File Upload Question

This question type provides a way for the staff member to upload a file to the form. 

Question Options

• Questions Required
• File Extension suggestions

Signature Line Question

This question type will allow for a signature line with a prompt if the form needs to be hard copy with a signature.

Student Information

This question type will pull the following student demographic information into a table on the form:

• Student ID
• Grade Level
• School
• Date of Birth
• Ethnicity
• Gender
• Programs
• Student Schedule (if yes radio button is selected)

A Person

This question type allows the staff member filling out the form to enter a staff member's name that will appear on the form, as well as grant the staff member access to the student's profile.

Question Options

• Question Required
• Grant Data Access

**When filling out the form, enter the staff member's username or email address and click Save.

Test and Score Information

This question type pulls the student's test information from their profile onto the form.

Question Options

• Question Required
• Test Type (select from drop-down list)
• Subjects (select one or more by holding down Ctrl key)
• Years Shown

Graduation Planning

This question type provides a place to fill out the student's CAP.

Security Tab

The Security tab controls who can assign, view, and edit the form. 

Assigning Student Forms - Staff members who have the Assign right will be able to assign the form to a student AND view the Form Log. There are three ways to assign the rights:

• Staff members that can view the student's information can assign this form - anyone who has rights to the student information through a role or by the student roster will be able to assign the form
• Only data viewers/principals can assign this form - anyone with the District Data Viewer or Principal role will be able to assign the form
• Only the following staff members - individual staff members can be selected and only those staff members will be able to assign the form
• Additional viewing/editing rights may be granted... - This allows the person who assigned the form to manually grant viewing or editing rights to certain individuals.

Viewing Student Forms - Staff members who have this right will be able to view the form once it is assigned to a student. The three ways to assign view rights are discussed above.

Edit Rights - Staff members who have this right will be able to fill out the form once it is assigned to a student. The three ways to assign edit rights are discussed above.

 Deleting Rights - Staff member who have this right will be able to delete the form once it is assigned to a student. The three ways to assign rights are discussed above.

Log Tab

The Log Tab shows which staff have assigned, viewed, or edited a form that has been added to a specific student. Anyone with Assign rights, Data Administrators, Campus Administrators, or Student Forms Administrators can view form logs.

Select the campus from the drop-down list and click on a student.

The Schedule View will display the student's schedule. If the teacher has a green check mark, the teacher has viewed the form. If the teacher has a red minus sign, as shown below, the teacher has not viewed the form. 

The Detail View will display the time and date anyone has taken any action on the form.

Click the Print button to print out both the schedule and detail log view.

Note: When viewing the form, if the Mark as Updated button is selected, the check will turn to a minus and the teachers will need to view the form again. This option is used when initially assigning the form as a teacher notification or to notify teachers when a change has been made to the form that requires them to look at it again.