Student Forms Table of Contents

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Roxanne Powers
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1 Student Forms Updated Summer 2012

2 Student Forms Table of Contents Student Forms Form Categories... 1 Creating a Form... 2 Publishing a Form and making it Active... 2 General Tab... 2 Form Editor Tab... 3 Pages... 3 Question Options... 4 Remove a Question... 4 Copy/Move a Question... 4 Preview/Print a Form... 5 Question Types... 5 Security Tab... 9 Assigning Student Forms... 9 Viewing Student Forms... 9 Edit Rights... 9 Log Tab Advanced Tab Assigning a Form to a Student Attaching a Document to a Student Mass Printing Mass Assigning a Form Aware Community Importing Forms from Community Sharing Forms with Community Credit Acquisition Plan Manage CAP Credit Plan Categories Tab Courses Tab Graduation Plan Templates Importing Transcript Data Filling out the Personal Graduation Plan... 22

3 Student Forms This toolset allows districts to create online forms for things like PGPs, RTI documentation, LPAC documentation, etc. Online forms can be created by anyone with the Data Administrator, Student Forms Administrator, or Campus Administrator role. Once the form is created, the form can be assigned to a student through the student s profile by staff members who have Assign rights and filled out by staff members who have Edit rights. These rights are assigned through the form itself when created. Once assigned to a student, the teachers can be notified via , and a form log records which staff members have viewed the form. FORM CATEGORIES Form categories are used to properly divide form within a student s profile. From the Manage Tab, select Student Forms Click Configure Form Categories Enter the category name Choose a category icon Click the green plus 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 To move the categories up or down, use the blue up or down arrows. icon. Page 1 eduphoria!

CREATING A FORM From the Manage Tab, select Student Forms 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

4 CREATING A FORM From the Manage Tab, select Student Forms 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.) 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. the form has been edited and needs its published copy updated. Publish is a button that controls if 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 this 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. Page 2 eduphoria!

5 Form Editor Tab The Form Editor is used to create and edit the form question by question. Select the Form Editor Tab Click Add Question to add a question From the drop-down list, select a type of question to add o Depending on the question type added, the controls will differ 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 Page 3 eduphoria!

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

Questions can be reordered and copied to other pages.

copied to It will appear at the bottom of that page To move a question: Click Move Questions on the

6 Question Options Each question type has specific options to customize that type of question. Remove a Question To remove a question: Click the Edit button Click Remove Copy/Move a Question Questions can be reordered and copied to other pages. To copy a question: Click the Edit button Click Copy and select which page you would like it to be copied to It will appear at the bottom of that page To move a question: Click Move Questions on the top toolbar Use the pop out box to select a question Use the blue arrows on the right to move the selected question up or down Click Save when finished Page 4 eduphoria!

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

7 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. Form Title 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. Page 5 eduphoria!

8 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 Page 6 eduphoria!

9 Question Matrix This provides a matrix for the staff member to fill out on 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 Question Required File Extension suggestions 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 Page 7 eduphoria!

10 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 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 dropdown list) Subjects (select one or more by holding down Ctrl key) Years Shown Credit Acquisition Plan This question type provides a place to fill out the student s CAP. Page 8 eduphoria!

11 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. Page 9 eduphoria!

12 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 green check mark will turn to a red minus sign 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. Advanced Tab The Advanced Tab provides additional form options. These options can cause massive data loss and should only ever be used when absolutely necessary. Merge Forms If the form is updated, this option will merge the updated form questions with the current active forms that are currently assigned to students. Removing a question from the form and then merging forms will cause all instances of that question in all active forms to be erased. This option can cause data loss! Archive Forms This option will deactivate any active form with today s date. Once a form is archived, it cannot be unarchived or made active again. Replace Forms This option will erase all information filled out on a form for any students that have been assigned the form. Erase All Forms This option will erase all forms assigned to students. Page 10 eduphoria!

and then sub form. Any form can be added more than once. For each form added, the form title, description, assigner, and date of assignment will appear under the title of the form.

If you need to notify all staff for this student of any significant changes, click Mark as Updated. Use the printer icon to generate a PDF copy of this form.

13 ASSIGNING A FORM TO A STUDENT Anyone with Assign rights can assign a form to a student through the student s profile. Either drill down on a student from a test or search for the student on the Students Tab Select the Forms Tab Click Add Form A pop-out list will appear divided by form category, then primary form, and then sub form. Any form can be added more than once. For each form added, the form title, description, assigner, and date of assignment will appear under the title of the form. To fill out the form, click View Additional options will appear on the top toolbar, and the form itself will appear below. Simply fill out the form (including all pages on the right), and click Save. If you need to notify all staff for this student of any significant changes, click Mark as Updated. Use the printer icon to generate a PDF copy of this form. The Archive option will allow you to archive a form to show that the form is completed. The red X icon will allow you to delete this form. The Refresh Data icon will update the Student and Test Information question types with the student s current data. To go back to the form list, select View All Forms in the upper right. Page 11 eduphoria!

To attach a document, click Attach Document Click Browse to select the file to

associated with the document, such as the date the document was created Click

14 ATTACHING A DOCUMENT TO A STUDENT Anyone who has access to a student s profile can add a document to a student. To attach a document, click Attach Document Click Browse to select the file to upload Title the document Enter a description (optional) Select a date that will be associated with the document, such as the date the document was created Click Upload The document will appear under Portfolio Items. The document can be viewed by clicking View or deleted by selecting Delete. Page 12 eduphoria!

15 MASS PRINTING Forms can be mass printed from the Reports Tab. Select Form Mass-Print and choose the form to be printed. Click Submit Report. Page 13 eduphoria!

Select an assignment method, select the form, and click Next. Only add to new students this option will assign the form only to students who do not already have the form.

16 MASS ASSIGNING A FORM Anyone with the Data Administrator or Student Forms Administrator roles can mass assign forms to students. To mass assign or fill in default values on a form for a group of students, select Assign Form to Students from the Manage Tab under Student Forms and click Next. Select an assignment method, select the form, and click Next. Only add to new students this option will assign the form only to students who do not already have the form. Replace any existing form this option will automatically archive the existing form (if the form has been previously assigned to a student) and add a new form. Add as a new form to all students this option will assign the form to all students designated, regardless if they already have the form. Page 14 eduphoria!

17 Create a.csv file with student ID # s. Remove any column headers. See example file on the right. Browse for the file and click the Upload button. The student ID # s, along with their names should appear under Found Students. Click Next. Page 15 eduphoria!

18 Complete the default values for the form. Once the form is assigned, the form can be customized for each student. Click Next and Finish. The form can be viewed under the student s profile on the Forms Tab. Page 16 eduphoria!

AWARE COMMUNITY Aware Community facilitates collaboration among districts with the ability to share out forms to a central location so that any district can import the form structure and use the form

Select Browse Community Forms Select the Refresh documents icon to refresh the list Expand the Aware Community folder and browse through the list of available forms To import the form, select Import

19 AWARE COMMUNITY Aware Community facilitates collaboration among districts with the ability to share out forms to a central location so that any district can import the form structure and use the form with their district. Importing Forms from Community To view and import forms that have been shared out by other districts, access Aware Community from the Manage Tab under Student Forms. Select Browse Community Forms Select the Refresh documents icon to refresh the list Expand the Aware Community folder and browse through the list of available forms To import the form, select Import Document to and select a category to import the form into Once a form is imported, it can be edited and customized for your district. Select Student Forms to locate the imported form and make any changes. Sharing Forms with Community To share a form with community, select the Share this Document button on a form Select the category for the form to appear Select whether or not districts can you with questions; your will be publicly available to the Aware Community Click Share Page 17 eduphoria!

Credit Acquisition Plan MANAGE CAP Before the CAP can be added to a form, it first needs to be configured. To configure the CAP, select Manage CAP from the Manage Tab.

Course Categories Tab: The CAP will be grouped by categories when filling it out on a form. Basic categories already exist, but this list can be modified to meet the needs of your district.

20 Credit Acquisition Plan MANAGE CAP Before the CAP can be added to a form, it first needs to be configured. To configure the CAP, select Manage CAP from the Manage Tab. The CAP is composed of three elements: Course Categories, Courses, and Graduation Templates. Each element is discussed in this section. Course Categories Tab: The CAP will be grouped by categories when filling it out on a form. Basic categories already exist, but this list can be modified to meet the needs of your district. To add a category, type the name into the text box and click Add Category. To edit, remove, or move an existing category, select it and use the controls on the right. Courses Tab: The standard Texas courses are already listed with the appropriate credits, but any of the courses can be modified to fit the requirements of your district. Notice that the courses are tied to a category, so the categories need to be created first. Most likely, you will have more courses than what you see in this list. The additional courses can either be added using the controls on the right, or they can be imported by clicking on the Import Courses button and following the instructions in the wizard. Page 18 eduphoria!

Graduation Templates Tab: Three graduation plan templates already exist, but they need to be modified to meet your district requirements. To create a new template, click New Template.

Any courses that are required for all students on that particular plan can be added to the program by clicking Add Course and selecting from the list of courses that were added under Credit Plan

English I, II, and III are required, but the fourth English course can be English IV or Journalism. So, only add English I, II, and III to the plan, and then change the required credits to 4.0.

21 Graduation Templates Tab: Three graduation plan templates already exist, but they need to be modified to meet your district requirements. To create a new template, click New Template. To set a default template, select a template and place a check mark next to Default template for new PGP entries. To modify an existing template, select the template and then click on a category. Any courses that are required for all students on that particular plan can be added to the program by clicking Add Course and selecting from the list of courses that were added under Credit Plan Courses. Repeat the process until all required courses are added. In the example below, all students are required to take four English Language Arts courses on the Recommended plan. English I, II, and III are required, but the fourth English course can be English IV or Journalism. So, only add English I, II, and III to the plan, and then change the required credits to 4.0. Once the PGP is added to the student on the student profile, the staff member filling out the plan can then add English IV or Journalism to the student s plan to fulfill the last credit required for English Language Arts. Repeat this process until all programs are created. Once the Credit Acquisition Plan is created, any other elements attached to the plan need to be created, it can be added as a question type to a form. Page 19 eduphoria!

IMPORTING TRANSCRIPT DATA In order to import transcript data so that it appears on the CAP form, all courses

Then, select Import Transcript Data from the lower left corner of the screen.

The comma delimited file must have the following columns to be successfully imported: Student ID Grade Level

22 IMPORTING TRANSCRIPT DATA In order to import transcript data so that it appears on the CAP form, all courses must be imported on the Courses Tab. Then, select Import Transcript Data from the lower left corner of the screen. A wizard will appear that will guide you through importing student transcripts. The comma delimited file must have the following columns to be successfully imported: Student ID Grade Level (when earned credit) ***only import grade levels 7-12! CAP Course Number (the course number that was imported on the Courses Tab) Term (Y = School Year, S = Summer) Credit (must be numeric) Example of.csv file: Click Next. Page 20 eduphoria!

The transcript data will update the CAP question on the students form.

23 Select the file by clicking Browse. Click Next and Finish. If there are any errors in the file, a message will appear. The transcript data will update the CAP question on the students form. If a student does not already have a CAP assigned, a graduation plan template must be selected upon assignment in order for transcript data to populate. Page 21 eduphoria!

24 FILLING OUT THE PERSONAL GRADUATION PLAN To fill out the Credit Acquisition Plan (CAP): From the Student s profile, select the Forms Tab and add the PGP form to the student Select the correct program for the student by selecting it from the drop-down box For each course, enter one of the following, or enter 1.0 for full credit or.5 for partial credit C for Completed E for Enrolled P for Planned F for Failed To add a course, click the large green plus sign at the top of each category and select the course. To remove a course, click on the course and select Remove Entry or move it to a different category if needed. Page 22 eduphoria!

GMRT Data Import. 3. When you have finished adding data to the template, click File, and then click Save As

GMRT Data Import. 3. When you have finished adding data to the template, click File, and then click Save As GMRT Data Import The three (3) GMRT Import file templates are located on the Welcome page as well as under the Locations, Staff and Student tabs respectively. Creating Location, Staff, and/or Student Files