The Carry Over to Next School Year feature allows admins or users with the required permissions to create smartFORM instances for the new school year. When enabled, a form for the new school year will be created with all relevant available data and will be editable for those with permission to do so. This article explain how to enable this feature.
Required Permissions: Create forms templates and Manage all form templates
Before you Begin
smartFORMS should only be carried over after the new school year roster data has been imported.
Where to Start
- Navigate to smartFORMs.
- Select the Form Templates tab.
- District Templates opens by default.
- Select a Form to edit.
Carry Over Form Fields
- Select the desired Field to carry over. This example is a Large Text Area. The Field prompt is "State how the disability substantially limits a major life activity". Users would want to carry over this field because the text here likely is not going to change year over year. However, the field below's prompt, "Summarize the student's current academic performance and overall school functioning", will change each year and likely should not be carried over.
- Select the Advanced tab.
- Toggle on Carry Over. Repeat this process on the form for any desired fields.
The following smartFORM fields are not cleared out if Carry Over is enabled:
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- SmartFIELD data
- Demographics
- Tags
- Assessment scores
- Text fields where data has been hand-entered
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Fields with Advanced Carry Over Option
| Standard Fields | Smart Fields |
|---|---|
| Small text field | Student Date of Birth |
| Checkbox field | Student Age Field |
| General Description or Comment | Student District ID Field |
| Number Field | |
| Large Text Area | |
| Date Field | |
| List Field |
Carry Over Status Codes
- Go to smartFORMS.
- Select Form Templates.
- Choose Status Codes.
- Toggle the appropriate code to Carry Over to Next Year. Carrying the Complete status into the next year implies the work this year may be complete, but the student may be receiving the same services next year, and so the form should be carried over into the next year, if it has the Complete status.
Turning the Carry Over to Next Year slider "On" will automatically lock the associated form status.
When enabled, all form instances associated with the prior year will be locked, archived, and available to view on the first day of the new school year. A form for the new school year will be created with all relevant available data and will be editable for those with permission to do so.
Carry Over Form Template
Users will not be able to enable the Carry Over to Next School Year feature unless Form Restrictions have been enabled. Take a look at Setting Advanced smartFORM Permissions for an Individual Template to learn more.
smartFORMS should only be carried over after the new school year roster data has been imported.
- Go to smartFORMS.
- Select Form Templates.
- District Templates opens by default.
- Select the three-dot menu next to the desired form.
- Select Carry Over to Next Year.
- Confirm carrying over the smartFORM by selecting Yes, Carry Over. The number of instances that will be carried over, as well as the number of instances that will not be carried over due to their Status Code, will appear in the confirmation pop-up.
- The status of the carry-over process will appear in a notification window at the bottom right of the screen. Users can download a .csv file that lists the carried-over forms once the process is complete.