Creating Custom Quality Assurance / Observation Forms

To create custom quality assurance* forms there are up to 4 steps involved:

• 1. Building and / or adding a visual scale
• 2. Creating the basic, foundation sections of your form
• 3. Building custom sections within your form
• 4. Publishing your form so others can use it

Navigation

• Select People Development from the left hand navigation bar.

• Select Admin from your top navigation bar.

• Click on Quality Assurance from the left hand navigation bar.

• From the four drop down options, select 'Forms'.

1. Creating a Scale

The first thing you need to decide is whether or not you want to add a scale or visual response option to your form.

The scale can be as simple as ‘yes, no, or not seen’, or you can create an entire scale with up to 9 values. These values can be numerical, or you can choose to use written descriptors. 

To create a scale:

• Navigate to the Quality Assurance Forms page using the steps in the navigation section above.

• Click into the scales tab and click on the blue 'Create Scale' button from the top right of your screen

• Give your scale a name

• Click on 'Add score' to reveal the fields. Use numbers and/or letters to create your scale.

• Choose the colour for each score

• Click 'Save' once you're happy with your scale.

2. Adding the Foundations to Your Form

The foundations are the basic, pre-built elements that you can choose from

• Navigate to Admin > Quality Assurance > Forms from the Navigation section above.

• Click on the blue 'Create Form' button.

• Give your form a name.

• Decide on the default fields by selecting show / hide for each. Most of these are self explanatory but here is some more detail on some specific fields available:

  • Section scores:
    If this is set to 'Show' your selected scale will appear by default for each of the custom sections you add. These can be overridden later.
  • Section comments:
    If this is set to 'Show' a free text box will appear by default for each of the custom sections you add. This can be overridden later. 

^{This image shows the custom section titled 'Subject knowledge.
The Section scores and the Section comments are both set to shown}

• • Areas for Audit:
    Showing this option will provide tick boxes on the template for the observer to use to identify that an audit area was seen during this quality assurance. A free text box will also appear on the form for the observer to comment on the use of each audit area:

• Select the scale you created (or any other scale) by using the dropdown. If you do not wish to use a scale then leave the dropdown set to 'default'.

• If you created a numerical custom scale you can choose whether or not you'd like the form to calculate the combined score.

• Click 'Save'.

• You can preview your form so far by clicking 'View' next to the name of your form.

3. Building the Custom Sections

• Click into the name of your form and click on 'Create Section'

• Give the section a title i.e 'Pupil Engagement'.

• You can choose to give the section a description 'Comment on how well did the staff member engaged pupils.

• You then have the choice to ovverride show or hide scores and comments. Leaving the settings as 'Use observation form setting' will follow the show/hide settings 

• Click 'Save' and repeat until you have added all the sections you wish.

4. Publishing your Form

• To publish your form so it is visible for users, locate it within the list of forms and tick the box under the 'Published' heading.

• It will now be available in users' Home area under Quality Assurance in the left hand navigation.

^{* Whilst referred to as quality assurance in this guide your organisation may be using alternative terminology such as monitoring or observations.}