What is a Conference Form?

"Conference Forms" are the SchoolFi tool for capturing input from users in various components of the system.  For historical reasons, Conference Forms are located in the "Evaluations→Setup" area of the system.  Despite their location under "Evaluations", they are used in Employee Forms as well as in multiple places in the Evaluations system.

A Conference Form consists of a set of Questions that are used to interact - and potentially capture information from - SchoolFi users.  Conference Forms are displayed in the Employee Portal as part of various functions.   Each Question consists of an Answer Type, various parameters and optional functions, and Report Header information in order to potentially produce output.

Importantly, each Question contains enough information to produce PDF output as well as potentially capture user input.  This allows a Conference Form to be easily converted into a PDF document, if that is desired.

Conference Forms for All Uses

Conference Forms are used most extensively in the Evaluations system, hence their location under Evaluations→Setup.  However, they are also a key component of Employee Forms and used in several other features.  Their various uses and how/where to configure them are described below.

Uses for Conference Forms in the Evaluations System

"Conference Forms" were designed initially for the use with the pre- and post- conferences that are an integral part of the Evaluations process.  Their use has been extended to multiple other places in the Evaluations system as well as to Employee Forms.  The "Usage" field in a Conference Form definition controls where it will be used within the system.  Conference Forms can hae only one "usage".  For example, if you use the same form for both Pre- and Post- Observation conferences, you will need two copies of the form, one designated for "Pre-Conferences" and the other designated for "Post-Conferences".  The current set of usages include:

In the Workflow definitions, there are drop down boxes for the various "usages".  Only the Conference Forms dedicated for a particular "usage" will appear in the corresponding drop down.

Pre- and Post- Conferences

These are forms that are filled in typically by the observee in preparation for either the "Pre-Conference" or the "Post-Conference" of an Observation.  It is also possible to configure the system to allow the observer to fill in the forms.

Observations

The "Observation" usage indicates a form that will be filled by the observer during or just after an Observation.  These appear in the drop down corresponding to the "Observation" component of a Workflow definition (on the Evaluations→Setup→Workflows→Modify Workflow screen:

Note Capture

The "Note Capture" usage indicates a Conference Form that will be used in lieu of regular Note taking on the "Notes" page of an Observation.  A Conference From designated as a "Note Capture" form appears in the "Note Capture" specifier on the Workflow definition (on the Evaluations→Setup→Workflows→Modify Workflow screen:

If a "Note Capture" form is selected here, it replaces the 'normal' method of entering notes during an Observation.

Teacher Reflection

The "Teacher Reflection" part of an Observation, if it is enabled, requires the teacher (or other observee) to fill in a "teacher reflection" Conference Form.  Conference Forms with a usage of "Teacher Reflection" appear in the drop down box corresponding to the "Include Teacher Reflection" option on the Workflow definition (on the Evaluations→Setup→ Workflows→Modify Workflow screen:

To enable Teacher Reflections during an Observation, the option must be checked and a form must be selected.

Document Log

Conference Forms can also be used to replace a normal Document Log.  A normal Document Log allows the user (either the observer or the observee) to upload a document into a list of documents, optionally associating the uploaded document with a Page Group of a Rubric.  When a Document Log Conference Form is used instead of a normal Document Log, the document uploads are embedded within a Conference Form, and "Document Upload" questions can be interspersed with other question types.

SGO

Conference Forms with the "SGO" usage are made available in the "Custom Conference Form" drop down on the SGO Setup screen:

Certain Evaluation or performance methodologies specify the use of a custom SGO form that differs from the built-in State of New Jersey SGO form.  Custom SGO forms provides districts the option of designing their own SGO Form and choosing to use it via the "Custom Conference Form" drop downs on the Evaluations→SGOs→Setup screen.

Walkthrough

Conference Forms with the "Walkthrough" usage are available to use when an observer starts a Walkthrough via the Employee Portal.  These forms appear in the "Form" drop down on the "Create a walkthrough" dialog on the Evaluations→Staff To Evaluate→My Walkthroughs screen in the Employee Portal:

Use in Employee Forms

Conference Forms are a key component of the Employee Forms feature set, and are used as the "input" side of an Employee Form.  Conference Forms that have an "Employee Form" usage appear in the "Evaluation Conference From" drop down on the Employee Form Modify Form screen (Setup→Employee Forms→Modify Form):