Assigning Student Forms

Student Forms and corresponding sub forms are added and edited from the Forms tab on the Student’s Profile.

Assigning a Form to a Student Profile

Step 1: Either refine through a student from a test or search for the student on the Student Profile table in Aware.

Step 2: Select the Forms tab on the student’s profile.

Step 3: Click Add Form.

A list will appear divided by form category, then primary form, and then sub form. Users can add any form more than once. For each form added, you will see the form title, description, assigner, and date of assignment. Users with assigned rights can fill out the form.

Viewing Student Forms 

Under Profiles in Aware, users can filter students by Form to view a list of students with a particular form assigned to them.

Select the student’s name, and click on the Forms tab on the Student Profile to view the form.

Attaching a Document to Student Profiles 

Anyone who has access to a student’s profile can add a document to a student. 

Step 1: To attach a document, click Attach Document.

Step 2: Click Browse to select the file to upload.

Step 3: Title the document and enter a description if desired.

Step 4: Select a date that will be associated with the document, such as the date you created the document.

Step 5: Click Upload.

The document will appear under Portfolio Items and can be viewed by clicking View or deleted by selecting Delete.

Mass Assigning a Form

Anyone with the Data Administrator or Student Forms Administrator roles can mass assign forms to students, provided they also have the Assign Student Forms right. 

Step 1: Select Assign Form to Students from the Students Settings gear in Aware to mass assign or fill in default values on a form for a group of students.

Then click Next.

Step 2: Select the desired form and assignment method. A District Form is available to users district-wide. A School Form is only available to users on a specific campus.

Choose from one of the following methods for adding a form to a student:

• The Only add to new students method will assign the form only to students who do not already have the form.
• The Replace any existing form method will automatically archive the existing form (if the form has been previously assigned to a student) and add a new form.
• The Add as a new form to all students method will assign the form to all students designated, regardless if they already have the form.

Choose a Student Selection Option. Users can either upload a file of students or select from their Monitor Groups.

Once you have made your selections, click Next.

Step 3: If you selected Upload File of Students, create a TXT file with student ID numbers. Remove any column headers. See the example file below.

Browse for the file and click the Upload button.

If you selected Choose From My Monitor Groups, click on which Monitor Group you want to mass assign a form, then click Load Selected Monitor Group.

Note: The selected Form Template’s assignment settings, the SIS data for the student, and your User Rights affect which students within the group will be assigned a form.

Step 4: No matter which Student Selection Option you chose, the students’ ID numbers and names will appear under Found Students. Click Next.

Step 5: Complete the default values for the form. Once a user has assigned the form, they can customize the form for each student. Click Next and Finish. Users can view the form under the student’s profile on the Forms tab.