Observation Forms

Forms Overview

Forms Overview Observation forms are the templates that coaches and observers use to record what they see during classroom observations. Each form defines the questions, scales, counters, and other elements that guide the observation process and ensure consistent data collection across your school or district. Accessing Forms Coaches and form managers can access the Forms page from the top navigation bar. (Requires the Form Manager role.) The Forms page displays all forms in your account as a searchable, sortable table. The Forms page showing a list of observation forms with status and school columns The forms table shows: | Column | Description | |--------|-------------| | Form Name | The name of the form (click to preview) | | Created By | The user who created the form | | Status | Draft or Published | | Created On | Date the form was created | | Actions | Edit, Duplicate, Delete | You can search forms by name using the search bar at the top of the page. Form Structure Every form is organized into sections and elements: - Sections are tabs that group related questions together. For example, an observation form might have sections for "Classroom Environment," "Instructional Strategies," and "Student Engagement." - Elements are the individual questions, scales, counters, and other inputs within each section. Aprenta offers 18 element types — see Form Element Types for a complete reference. Form Statuses Forms have two statuses: - Draft — The form is being built or edited. Draft forms are not available for observations. You can freely add, remove, and rearrange sections and elements. - Published — The form is live and available for observers to use when starting observations. Published forms display a warning if you try to edit them, since changes could affect existing observation data. Quick Actions From the navigation bar, coaches and form managers can: - + Form — Click the "+ Form" button in the top navigation bar to create a new blank form and go directly to the form builder. From the forms table, you can: - Preview — Click any form row to open a preview drawer showing the form as it will appear to observers. - Edit — Click the edit icon to open the form in the form builder. - Duplicate — Click the duplicate icon to create a complete copy of the form, including all sections and elements. - Delete — Click the delete icon to remove the form. If the form has linked observations, you'll see a warning before confirming. Related Articles - Building a Form — Step-by-step guide to building forms in the form builder - Form Element Types — Reference for all 18 element types - Publishing & Sharing Forms — How to publish forms and control school access - Form Categories — How categories organize observation data - Email Notification Templates — Customize notification emails

Building a Form

Building a Form The form builder is where you create and edit observation forms. It provides a drag-and-drop interface for organizing sections and elements, with a live preview mode to see how the form will appear to observers. Creating a New Form 1. Click the + Form button in the top navigation bar. 2. A new blank form opens in the form builder with a single empty section. 3. Give your form a name by clicking the form name field at the top of the page. Form Builder Layout The form builder has three panels: - Left panel — Components: A scrollable list of all available element types (plus 4 Matrix Scale variants). Drag elements from here into the center panel to add them to your form. - Center panel — Section editor: Shows the currently selected section with its elements. Use the section tabs at the top to switch between sections. - Right panel — Configuration: Form details including categories, school access, and editing permissions. Working with Sections Sections are the tabs of your form. Each section groups related elements together. - Add a section — Click the "+ Section" button at the right end of the section tab bar. - Rename a section — Click the section name in the header area to edit it. - Add a description — Click below the section name to add a description. - Reorder sections — Drag section tabs to rearrange them. - Duplicate a section — Click the three-dot menu on the section header, then select "Duplicate Section." - Delete a section — Click the three-dot menu, then select "Delete Section." Adding Elements 1. Find the element type you want in the Components panel on the left. 2. Drag it into the center panel and drop it where you want it to appear. 3. Click the element to configure its name, description, and properties. Each element has: - Name — The question or label shown to observers (supports rich text). - Description — Optional helper text shown below the name. - Help — Optional expandable help text. - Properties — Type-specific settings (e.g., scale range, labels, max file size). See Form Element Types for details. Reordering Elements - Drag elements within a section to reorder them. - Drag elements between sections by moving them to the drop zones. Build vs. Preview Mode The form builder has two modes, toggled from the header: - Build — Full editing access. Add, remove, and configure elements. - Preview — Read-only view showing the form exactly as observers will see it during an observation. Use this to review your form before publishing. Configuring Form Details The right panel has three configuration sections: Details Attach categories to your form. Categories (like Subject Area, Grade Level, or Class Period) let observers tag observations with context that flows into reports. See Form Categories. Schools Control which schools can use this form. Select or deselect schools from the dropdown to grant or remove access. A form must be shared with at least one school to be useful. Editing Permission By default, only the form creator can edit a form. Add other users as authorized editors to collaborate on form design. Tips for Building Effective Observation Forms - Use sections to match your observation workflow. Group related indicators together — a coach should be able to move through sections as they observe different aspects of the lesson. - Start with a rubric matrix. If your school uses a rubric-based observation tool, a Matrix Scale - Likert element with rows for each indicator is the most efficient structure. - Include a Free Text element for narrative notes. Coaches often need space for written feedback beyond structured questions. - Use Static Text for section instructions. Guide observers through the form with clear directions at the top of each section.

Form Element Types

Form Element Types When you build an observation form, each question or field you add is an element. Aprenta provides 17 element types (plus 4 Matrix variants), and choosing the right one determines how observers record what they see in the classroom and how that data shows up in your reports. This article explains what each element type is, when to use it, and how to configure it. If you're looking for how to add elements to a form, see Building a Form. Every element has three common fields: - Name — The question or prompt shown to the observer (supports rich text) - Description — Optional context or instructions shown below the name - Help — Optional help text the observer can expand for guidance Elements that have configurable settings show a Settings link (with a gear icon) below the element in the form builder. Clicking it opens a popover with that element's settings. Elements without a Settings link have no additional configuration beyond the common fields. Choice Elements Choice elements present the observer with a set of predefined options. Use these when you want structured, consistent data across observations. Multiple Choice The observer picks exactly one option from a list. Use this when the answers are mutually exclusive — only one can be true at a time. Add choices by clicking the add button below the existing choices. Each choice has a name and an optional description. No additional settings. When to use it: Questions where the observer must commit to a single answer. "What is the primary instructional strategy?" can only have one answer — the teacher is either doing direct instruction or collaborative learning, not both at once. Example choices for "Primary Instructional Strategy": - Direct Instruction - Collaborative Learning - Independent Practice - Student-Led Discussion Multiple Answer The observer can select one or more options from a list. Use this when multiple answers can be true at the same time. Add selections the same way you add choices to Multiple Choice. The difference is that observers check boxes instead of radio buttons, so they can select as many as apply. No additional settings. When to use it: Questions where you're looking for everything that's present, not just the dominant one. During a walkthrough you might see students doing several things at once — taking notes, asking questions, and collaborating with peers. Multiple Answer lets the observer check all of them. Example selections for "Student Engagement Indicators": - On Task - Asking Questions - Collaborating with Peers - Taking Notes - Using Technology Toggle Input A simple two-option switch — the observer picks one or the other. This is the fastest element type for binary observations. The two buttons appear side by side in the form builder. To customize the labels, click on either button and type a new label in the popover that appears. The defaults are "False" (left) and "True" (right), but you'll almost always want to change them to something meaningful like Yes/No, Present/Absent, or Observed/Not Observed. No settings panel — labels are edited directly on the buttons. When to use it: Quick checks during a walkthrough. "Is the learning objective posted?" "Are students in assigned seats?" "Is the teacher circulating?" These are things you can assess in a glance. Toggle is faster than a two-option Multiple Choice because it's a single click. Scale Elements Scale elements let the observer rate something along a defined range. Aprenta has three scale types, and choosing the right one depends on what you're measuring and how precise you need to be. Likert Scale A labeled point scale where each point has a defined meaning. This is the element type you'll use most often in observation rubrics because each level describes a specific standard of performance. Think of it this way: a Likert scale doesn't just ask "how good is this on a scale of 1 to 4." It defines what each number means — a 1 is "Unsatisfactory" (specific criteria), a 2 is "Developing" (specific criteria), and so on. This makes ratings consistent across observers because everyone is working from the same definitions. Settings (under the gear icon): | Setting | Options | |---------|---------| | Polarity | Unipolar or Bipolar | | Scale | Number of points on the scale | | Min Value | Starting number (unipolar only) | When you select Unipolar, two additional dropdowns appear: Scale (choose from 2–10 points) and Min Value (choose from 0–9). When you select Bipolar, only the Scale dropdown appears (choose from 3, 5, 7, or 9 points) — the min and max are calculated automatically around zero. Labels are edited directly on the scale in the form builder, not in the settings panel. Each point shows a small box — click it to type a label. Points without labels show a "+ Label" placeholder. When you change the polarity, labels reset to defaults: - Unipolar defaults (1–5): "Not at all" (1), "Moderately" (3), "Extremely" (5) - Bipolar defaults (-2 to +2): "Strongly Disagree" (-2), "Disagree" (-1), "Neutral" (0), "Agree" (1), "Strongly Agree" (2) Unipolar vs. Bipolar — which one do I need? - Unipolar goes in one direction: low to high, or absent to fully present. This is what most observation rubrics use. A 4-point rubric from Unsatisfactory to Distinguished is unipolar — there's no "negative" end, just less or more of something. - Bipolar goes in two directions around a center point, like Strongly Disagree through Neutral to Strongly Agree. This is common in survey-style questions but less common in classroom observation rubrics. Use it if you're asking the observer to agree or disagree with a statement rather than rate a performance level. Most forms use Unipolar with 3–5 points. If you're building a Danielson-style or Marzano-style rubric, choose Unipolar and set the scale to match your framework (typically 4 points). Example: A 4-point unipolar scale for "Classroom Environment" with labels: Unsatisfactory (1), Developing (2), Proficient (3), Distinguished (4). Rating Scale A star-based rating for quick, intuitive assessments. Unlike a Likert scale, the emphasis is on the overall impression rather than matching specific performance criteria at each level. Settings (under the gear icon): | Setting | Options | |---------|---------| | Scale | 2 through 10 (number of stars) | | Shape | Star | | Color | Yellow | Shape and Color are currently fixed at Star and Yellow. Likert Scale vs. Rating Scale — what's the difference? Both collect a numeric rating, but they serve different purposes: - Likert Scale is for rubric-based evaluation. Each point represents a defined level of performance with specific criteria. Use it when you need observers to match what they see against a standard. "Does this classroom environment meet the criteria for Proficient?" - Rating Scale is for overall impressions. Stars are intuitive — everyone understands "4 out of 5 stars." Use it when you want a quick read on quality without defining what each level means in detail. "Overall, how effective was this lesson?" If you're building a formal observation rubric, use Likert Scale. If you want a quick quality rating alongside more detailed rubric items, use Rating Scale. Example: Rate "Overall Lesson Effectiveness" on a 1–5 star scale. Range (Slider) A draggable slider for selecting a value within a numeric range. The observer drags a handle along a track to set the value. Settings (under the gear icon): | Setting | Default | Description | |---------|---------|-------------| | Min Value | 1 | Lowest selectable value | | Max Value | 10 | Highest selectable value | | Initial Value | 5 | Starting position of the slider handle | | Step | 1 | Increment between values | The settings auto-adjust to stay consistent — if you set Min Value higher than the current Initial Value, the Initial Value moves up to match. If you set Max Value lower than the Initial Value, the Initial Value moves down. When to use it: Continuous measurements where a specific number matters more than a labeled category. The slider is especially useful for estimating proportions during a walkthrough. Example: "Percentage of students on task" — set Min to 0, Max to 100, and Step to 5. The observer drags the slider to their estimate (e.g., 75%) rather than picking from a predefined list. Timing Element Timer A stopwatch for measuring how long something takes. The observer starts and stops the timer to record elapsed time. No additional settings. When to use it: Measuring duration of specific activities. Transition time is the most common use — how long does it take students to move between activities? Timers give coaches concrete data to discuss. "Your transitions averaged 4 minutes — let's talk about strategies to get that under 2." Example: "Transition Time" to measure how long classroom transitions take, or "Wait Time" to measure how long the teacher pauses after asking a question before calling on a student. Text & Number Input Elements These elements collect free-form responses. Use them for qualitative observations, notes, and data that doesn't fit into predefined categories. Free Text A large, multi-line text area for extended written feedback. This is where observers write narrative observations, coaching notes, and detailed feedback. No additional settings. When to use it: Open-ended responses that need more than a sentence. Running notes during an observation ("At 9:15, the teacher transitions to small groups..."), post-observation feedback ("One area for growth is..."), or general comments that supplement the rubric ratings. Example: "Observation Notes" for capturing a running narrative, or "Strengths & Areas for Growth" for post-observation coaching feedback. Text Input A single-line text field for short responses. Settings (under the gear icon): | Setting | Default | Description | |---------|---------|-------------| | Placeholder | "Enter your response here" | Hint text shown when the field is empty | | Max Length | 255 | Maximum number of characters | When to use it: Brief, factual responses. Use Text Input for information-gathering fields, not for detailed feedback (use Free Text for that). Example: "Lesson Topic" or "Standards Addressed" — short answers that identify what's being taught. Number A numeric input for entering a single number. No additional settings. When to use it: Recording a specific count or measurement that doesn't need real-time tallying. Example: "Number of students present" or "Number of collaborative groups" — things the observer can count once and enter. Date A date picker for selecting a specific date from a calendar. No additional settings. When to use it: Recording dates related to the observation workflow. Example: "Follow-up meeting date" to schedule a post-observation conference, or "Next observation date" for planning the follow-up visit. Matrix Element Matrix Scale A grid where multiple items share the same scale. Each row is a separate observation indicator, and each column is a response option. The observer rates every row using the same criteria. This is the most powerful element type for building structured observation rubrics. Instead of creating individual Likert Scale or Multiple Choice elements for each indicator, you put them all in a matrix and they share the same column headers. Four variants appear as separate options in the element picker: | Variant | Columns Are | Best For | |---------|-----------|----------| | Matrix Scale - Likert | Likert scale points | Rubric-based evaluation (most common) | | Matrix Scale - Multiple Choice | Single-select options | Categorizing each indicator | | Matrix Scale - Multiple Answer | Multi-select checkboxes | Multiple categories per indicator | | Matrix Scale - Toggle | Binary toggle | Present/absent checklists | The Matrix Scale - Likert variant shows Matrix Scale Settings with the same Polarity and Scale options as a standalone Likert Scale. Changing these settings applies to all rows in the matrix. Rows are individual items you add to the matrix. Each row inherits the scale type from the matrix variant. When to use it: Any time you have multiple indicators that share the same rating criteria. This is the standard structure for classroom observation rubrics — a domain like "Instructional Practices" with 4–6 indicators, each rated on the same scale. Example: A Likert Matrix named "Instructional Practices" with rows: - Uses formative assessment - Differentiates instruction - Provides clear directions - Checks for understanding Each row is rated on the same 4-point scale (Unsatisfactory, Developing, Proficient, Distinguished). In reporting, you can see both the individual indicator scores and the overall domain average. Ranking Element Ranking A drag-and-drop list where the observer puts items in order. Each item has a name and optional description. No additional settings. When to use it: When the relative order matters more than individual ratings. Ranking forces the observer to make comparative judgments — which strategy was most effective, which area needs the most attention. Example: "Rank the observed instructional strategies in order of effectiveness" with items: Questioning Techniques, Classroom Management, Student Engagement, Lesson Pacing. The observer drags them into order from most to least effective. Media Elements These elements let observers attach photos, videos, or files to document what they see. Media evidence adds context to ratings and notes — a photo of an anchor chart or a short video clip of a teaching strategy can make post-observation conversations more productive. Image An image upload field for capturing photos during a walkthrough. Settings (under the gear icon): | Setting | Default | Description | |---------|---------|-------------| | Max Size | 5 | Maximum file size in MB | Example: "Classroom Environment Photo" to document room setup, anchor charts, word walls, or student work displays. Video A video upload field for recording classroom footage. Settings (under the gear icon): | Setting | Default | Range | |---------|---------|-------| | Max Size | 50 | 1–100 MB | Example: "Teaching Segment" to capture a 2–3 minute clip of a lesson transition or instructional technique for review during the post-observation conference. File A general file upload for attaching documents. No additional settings. Example: "Lesson Plan" to attach the teacher's plan for the observed lesson, or "Student Work Sample" to include an artifact alongside observation notes. Display Element Static Text A read-only text block that doesn't collect any data. Use it to add structure and guidance to your form. No additional settings. When to use it: Section headers, instructions, or context that helps the observer understand what comes next in the form. Example: Add a Static Text element with "Part 1: Classroom Environment" to visually separate sections, or "For each indicator below, select the level that best describes what you observed" to set expectations before a matrix rubric. Quick Reference | Element | Settings | What It Does | |---------|:--------:|-------------| | Multiple Choice | — | Pick one option from a list | | Multiple Answer | — | Pick one or more options from a list | | Toggle Input | — | Binary switch (labels edited inline) | | Likert Scale | Polarity, Scale, Min Value | Labeled point scale for rubric ratings | | Rating Scale | Scale, Shape, Color | Star rating for overall impressions | | Range (Slider) | Min, Max, Initial Value, Step | Drag to select a numeric value | | Timer | — | Stopwatch for measuring duration | | Free Text | — | Multi-line text area for notes and feedback | | Text Input | Placeholder, Max Length | Single-line text field | | Number | — | Numeric input | | Date | — | Calendar date picker | | Matrix Scale | Varies by variant | Grid with shared scale for multi-indicator rubrics | | Ranking | — | Drag-to-order list | | Image | Max Size | Photo upload | | Video | Max Size | Video upload | | File | — | File upload | | Static Text | — | Display-only text for headers and instructions |

Publishing & Sharing Forms

Publishing & Sharing Forms Before a form can be used in observations, it must be published and shared with at least one school. This article covers the publishing workflow, school access, and how to safely edit published forms. Publishing a Form 1. Open the form in the form builder. 2. Click the Publish button in the header area. 3. Confirm in the dialog that appears. The message explains: "Once you publish this form, it will be visible and available for observations. You won't be able to make further edits unless you unpublish it." Once published: - The status badge changes from "Draft" to "Published" (green). - The form appears in the Start Observation menu for observers. - The form name becomes non-editable. Sharing with Schools A published form must be shared with specific schools to appear in observers' form lists. Configure school access in the Schools section of the right panel in the form builder. 1. Open the form in the form builder. 2. In the right panel, find the Schools section. 3. Use the dropdown to select schools. Check or uncheck schools to grant or remove access. When you remove a school's access, a confirmation dialog appears to prevent accidental changes. Editing a Published Form When you open a published form that has existing observations, a warning dialog appears with details about how many observations are linked to this form. You have four options: 1. Go Back — Return to the forms list without making changes. 2. Preview — View the form in read-only preview mode. 3. Duplicate Form — Create a copy of the form that you can edit freely. This is the recommended approach — it preserves existing observation data while letting you iterate on the form design. 4. Unpublish & Edit — Revert the form to draft status, allowing full editing. The form will no longer be available for new observations until republished. Unpublishing a Form Click the Unpublish button to revert a published form to draft status. After unpublishing: - The form status returns to "Draft." - The form is no longer available in the Start Observation menu. - All editing controls are re-enabled. - Existing observations using this form are not affected. Duplicating a Form Duplicate a form to create an exact copy, including all sections and elements. This is useful for: - Creating a new version of a published form without affecting existing data. - Using an existing form as a starting template. - Sharing a form structure across multiple creators. To duplicate: Click the duplicate icon on the forms table, or use the "Duplicate Form" option in the published form warning dialog. The duplicate process shows a progress bar and redirects you to the new form when complete.

Form Categories

Form Categories Categories let you tag observations with contextual information like the subject area being taught, the grade level, or the class period. When a category is attached to a form, observers select values for each category during the observation. This data flows into reports, enabling you to filter and compare results by subject, grade, or any other dimension. How Categories Work 1. Form managers create categories (e.g., "Subject Area," "Grade Level," "Class Period") with items (e.g., "Math," "Science," "ELA" under Subject Area). 2. Categories are attached to forms. In the form builder, use the Details section in the right panel to add categories to a form. 3. Observers select values during observations. When a coach starts an observation with a form that has categories, the sidebar shows dropdown menus for each category. The observer selects the appropriate values (e.g., Subject Area: Math, Grade Level: 5th Grade). 4. Results can be filtered by category. In the Results page, you can break down observation data by category — for example, viewing average scores for Math observations vs. Science observations. Adding Categories to a Form 1. Open the form in the form builder. 2. In the right panel, find the Details section. 3. Click + New to add a category. 4. Select a category from the dropdown or create a new one. 5. Repeat for each category you want to attach. To remove a category from a form, click the remove button next to the category name. Creating New Category Items Category items can be created in two places: - In the form builder — When adding a category to a form, you can create new items for that category. - During an observation — Observers can add new items to a category inline from the sidebar if the value they need isn't listed. Common Category Structures | Category | Example Items | Use Case | |----------|--------------|----------| | Subject Area | Math, Science, ELA, Social Studies, Art, PE | Compare observation data across subjects | | Grade Level | K, 1st, 2nd, 3rd, 4th, 5th, 6th–8th, 9th–12th | Analyze patterns by grade band | | Class Period | 1st Period, 2nd Period, Homeroom, After School | Track observation distribution across the day | | Department | English, STEM, Fine Arts, Special Education | Group results by department for reporting | How Categories Appear During Observations When conducting an observation, the Details panel in the right sidebar shows each category attached to the form. The observer sees a dropdown for each category and selects the appropriate item. Categories can also be added or changed after the observation is created. Categories in Reports Categories are a key dimension in the Results page. You can filter summary reports, form totals, and staff results by category values to see patterns in your observation data. For example, a principal might filter results by "Grade Level: 3rd Grade" to see how instruction differs across third-grade classrooms.

Email Notification Templates

Email Notification Templates Each observation form has two email notification templates: one for the observee (the teacher being observed) and one for the observer (the coach conducting the observation). These templates define the emails sent when observation-related events occur. Template Types | Template | Recipient | Purpose | |----------|-----------|---------| | Observee Notification | Teacher being observed | Notifies the teacher about their observation | | Observer Notification | Coach/observer | Confirms the observation to the observer | Accessing Templates 1. Open a form in the form builder. 2. Click the bell icon in the header menu area (to the left of the Build/Preview tabs). The tooltip reads "Customize Email Notification Template." 3. A sliding panel titled Email Notification Template opens with two tabs: Observer (selected by default) and Observee. Click a tab to switch between templates. Template Fields Each template has two fields: - Email Subject — The email subject line. - Email Message Body — The rich-text body of the email, edited using a visual editor. Default Templates When a new form is created, Aprenta automatically creates default notification templates for both the observee and the observer. You can customize these templates to match your school's communication style. Tips for Effective Notification Templates - Keep subject lines clear and informative — teachers receive many emails. - Include relevant details like the observer name, observation date, and form name. - For teacher notifications, use a supportive and professional tone that aligns with your school's culture around observations.