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. Form sets are sorted by display order ascending by default.

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

Form set visibility is controlled through the forms attached to the form set, not directly on the form set itself. A form set is visible to an organization when at least one of its forms is visible to that organization — determined by product assignments at the organization level or inherited from ancestor organizations.

To configure which organizations can access a form set, manage the product assignments for the individual forms within the form set.

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. The active status is separate from form set visibility — a form set must be both active and have available forms with valid product licenses to appear for evaluation creation.

Adding Forms to Form Sets

Forms are connected to a form set through product licenses. After creating a form set, add forms by assigning their product licenses to the form set.

Each form added to a form set can be configured with:

• Display Order: Position of the form within the form set
• Include Score: Whether this form contributes to the overall score
• Weighted Value: The form’s contribution to overall scoring when using weighted scoring (must be greater than 0 and no more than 1; all scored forms’ weighted values must add up to 1)

Note: Weighted values only apply to scorable forms. If a form is not scorable, any weighted value is automatically cleared.

Weighted Scoring

Form sets support weighted scoring at multiple levels:

• Form level — each form within the form set can carry a weighted value
• Section level — each section within a form can carry a weighted value
• Question level — each question within a section can carry a weighted value

Weighted values at each level must add up to 1 across all scored items at that level. If you assign a weighted value to any item at a level, all scorable items at that level must have a weighted value.

If some forms or sections are not scorable for a given evaluation (for example, a teacher did not answer questions in a section), the system automatically adjusts weight factors so scores remain proportional.

Evaluation Workflow Options

Form sets can require additional steps after an observation is completed:

• Require Reflection: The observee must complete a reflection before the evaluation is finalized
• Require Acknowledgment: The observee must acknowledge the completed evaluation

These settings are captured at the moment an evaluation is created. Changing workflow settings on a form set does not affect evaluations already in progress.

Form Set Management Tips

• Use descriptive names that clearly indicate the form set’s purpose
• Set display order to group related form sets together
• 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
• When using weighted scoring, ensure all scorable forms (or sections, or questions) have weighted values that sum to exactly 1