Table of Contents

For Counselors: Using Forms

Cristina Hernandez Updated by Cristina Hernandez

Easily gather information and data from students or parents using Forms, accessible in Assignments.

For quicker navigation, use the table of contents on the right to jump to a specific section 👉

 For schools in a district, Forms can also be created at the network level!

Step 1: Set up a new Form

  1. Go to Assignments > Forms
  2. Select +Add Form
  3. Name your untitled form and add an optional description
  4. (Optional) Within the Advanced Options, check Visible to teachers to make the form responses visible to teachers who have been asked to complete letters of recommendation
  5. (Optional) Within the Advanced Options, check Users cannot resubmit to limit each respondents to one response
By default, the Accepting Responses toggle is enabled when you create a new form. If you later want to stop accepting responses, just turn the toggle off.

Step 2: Build your Form

After you've created a form, you can add and edit content, such as questions and instructions. You can also add form elements like section headers and text blocks to help organize your content, making it easier to complete and read.

You're in luck! Scoir automatically saves your progress while you're creating a form. Please note, once students have been assigned to complete the form, any changes must be published as students could be interacting with the form.

Add questions, section headers, & text blocks

For Counselors: Using Forms - Form builder
  1. To the left of your form, click on the type of question or form element you want to add
  2. Use the Fields Settings to the right of the form to add a question and instructions, add response options for multiple & single select questions, and map to existing custom properties
  3. Turn on Required to ensure students and/or parents respond to this question before submitting
  4. Once you have your form set up to your liking, click Save Changes

Your new form will now appear in the table on the Forms tab. To preview it, click the three-dot icon next to the form's row and select Preview Form.

Editing and deleting

  • Edit a question : Click on it, then adjust settings on the right

  • Reorder questions: If you have multiple items, drag and drop them to rearrange

  • Delete a question: Click on it, then select . Refer to the FAQ section below to understand the implications of deleting a question after a form has been assigned

  • Duplicate a question: Click on it, then select

How do I edit or delete a form once its created?
1. Go to Assignments > Forms
2. Click on the three dots to the right of the form you want to edit or delete
3. Click Edit Form or Delete Form
4. If you're deleting a form, you'll be asked to confirm the deletion

Please note: Deleting a form results in its permanent removal, along with its responses. If a form linked to a student or parent task is deleted, it becomes inaccessible to them, although the task remains visible. For full removal of assignments from students/parents, tasks must be deleted separately.

Step 3: Send your Form for students to fill out

Once created, send your form to students and/or parents to collect their responses by including it in a task and assigning it to them.

Step 4: View & manage Form responses

To access collected responses, go to Assignments > Forms and select a form. Responses are displayed in a table, with columns for each question and respondent details, including name, type (student or parent), class year, and submission date. For longer text responses, click View Response in the respective column to view them in a popover. Use the toggle to only show submitted responses.

To access responses from a particular student or parent, you have three options:

  • Enter for their name in the search bar to see only their responses in the table
  • Click on the respondent's name within the table to reveal a panel showcasing their responses. To download these responses as a PDF, click Download PDF in the response panel. This is also accessible on the student’s profile in the Assignments section.
  • In the student's profile, navigate to the Assignments section and select Form Responses next to the parent or student assignment

Export Form responses

  1. Go to Assignments > Forms and click on the name of the form
  2. Turn on Only show submitted responses if you only want to export the submitted responses
  3. In the top right, click Export to download a CSV file of the responses for that specific form

Add a PDF Copy of Form responses to a student's My Drive

  1. Navigate to Assignments > Forms and select the form you want to upload to MyDrive
  2. Click on the student's name within the table to open a panel with their responses
  3. In the top right corner of the panel, click the three-dot icon and select Add to Drive
  4. Choose whether to hide the file from parents and add an optional message
  5. Click Save. The student will now see a PDF version of their responses in MyDrive. You can also access the file from the My Drive section of the student’s profile

Close Form and stop accepting responses

  1. Go to Assignments > Forms
  2. Click the three dots next to the form you want to close and choose Edit Form
  3. In the Form Settings panel on the right, toggle off Accepting Responses to stop collecting responses and close the form

Optional step: Map custom properties to your Form

When building or editing a form, you can connect form fields to custom properties, capturing data from student or parent responses. This data can be viewed on the student roster using filters or columns and saved as a view.

How it works: When a form field is mapped to a property, the property will update with the student's or parent's response after they've submitted the form. If a property is already filled, respondents can view and adjust the information during submission. Counselors should avoid editing custom properties after a form submission to prevent unintended changes to students' responses.

Example: Suppose a student submits a form in 9th grade and receives another in 11th grade with the same mapped property. They'll see their 9th-grade data and can modify it. Any changes replace the previous response history in the custom property.

A custom property can only be mapped once within a form.
For Counselors: Using Forms - mapping a custom property to a multiple select question in a form

To map a question to an existing custom property:

  1. Choose a question type that supports mapping
Which form fields can be mapped to custom properties?

✅ Short Text fields can be mapped to text-based custom properties.

✅ Multiple Select fields can be mapped to multiple select custom properties.

✅ Single Select fields can be mapped to single select custom properties.

✅ Date fields can be mapped to date custom properties.

✅ Number fields can be mapped to number custom properties.

✅ Single Checkbox can be mapped to single checkbox custom properties.
  1. Open the Map to existing property dropdown menu and select the property you want to map to
  2. Edit the pre-filled question or leave it as is and add instructions. For multiple and single select questions, response options are pre-filled from the custom property and can't be edited
    When mapping to a custom property, edits cannot be made to the response options within the form. If necessary, edits can be made directly to the custom property.

    Be aware that changing the name or options of a mapped property will update the corresponding fields in the form. If you delete a property, the mapping will be removed, but the form question and its answer choices will remain unchanged.
  3. Continue building your form or click Save Changes and exit

Access your district's Forms

Districts can create Forms to gather specific information using the same guidelines above. If your district has any Forms that apply to the students at your school, you can easily view them by turning on the Show network-managed forms toggle.

As a counselor, you cannot edit or delete district forms.

Frequently asked questions

What does mapping to a custom property mean?
Mapping to custom properties within a form enables counselors to use the form to update custom property data. When a form field is mapped to a property, the property will update with the students response. Those responses can be leveraged on the student roster using columns or filters. A property can only be mapped once within a form.

We do not recommend counselors modifying custom property values that are mapped in a form. Any changes a counselor makes to the student’s custom property will be visible to the student within a form. Form updates made by the student will overwrite the counselor input value. If the counselor modifies the value after the student has responded, that modified value will be reflected as the student’s response to the form.
Can I edit a form after it's been assigned to students or parents? What about after respondents submit their responses?
Yes, counselors can edit forms after they have been assigned and even submitted by students or aprents, but should do so with caution.

The impacts of editing a form after it has been assigned and/or submitted are as follows:
1. Deleting a question means you won't be able to view its responses because it will be gone.
2. When new questions are added, respondents will see them the next time they open the form.
3. When answer choices are added or removed, respondents will see the changes when they open the form. Previous submissions under old options remain visible until students resubmit with the new options.
Can students or parents resubmit their responses?
Yes! If you need students or parents to resubmit their responses for any reason, you have two options:

1. Mark the task associated with the form as incomplete. This returns the assignment to the respondent's list of incomplete tasks, giving them the chance to complete it again.

2. Assign a new task with an updated description and due date, prompting the respondent to review their original submission. Link this task to the same form. This allows them to modify their responses and resubmit when they access the form.
Can custom properties and forms be used at the Network/District level?
Networks can use custom properties to standardize the additional information recorded about students across all schools within the network. Forms, on the other hand, offer a standard way of gathering this information.

By setting up Network level properties and forms, student data can be recorded and transferred from one school to another within the network. This ensures data consistency and simplifies the data collection process for all schools in the network.

By integrating network custom properties into network forms, student responses will update the property data that can be leveraged on the student roster.

Key things to note:

1. Counselors must create and assign tasks that include network Forms for students to access. However, we're working on simplifying how tasks are created and assigned to a specific audience.
2. Student information collected through network custom properties and forms will not be transferred between schools in different networks. For information to be shared, both schools must be in the same network.
3. Counselors cannot edit or delete custom properties or forms created at the district/network level.

How did we do?

For Counselors: Create and assign Tasks

For Counselors: Creating, publishing, and editing Surveys

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