Carry Over smartFORMS to the Next School Year – eduCLIMBER

The Carry Over to Next School Year feature allows administrators 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 explains how to enable this feature.

Before you Begin

Required Permissions: Create forms templates and Manage all form templates

SmartFORMS should only be carried over after the new school year roster data has been imported.

Where to Start

Navigate to smartFORMs.

The smartFORMS page, with the Form Templates tab selected and labeled as step 2, District Templates selected and labeled as step 3, and the list of smartFORM templates labeled as step 4.

Select the Form Templates tab.
District Templates opens by default.
Select a Form to edit.

Carry Over Form Fields

An example smartFORM template with a Large Text Area field selected and labeled as step 5, the Advanced tab selected and labeled as step 6, and the Carry Over toggle labeled as step 7.

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 is likely 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:

SmartFIELD data
Demographics
Tags
Assessment scores
Text fields where data has been hand-entered

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

The smartFORMS page, with the Form Templates tab selected and labeled as step 2, the Status Codes option selected and labeled as step 3, and the Carry Over to Next Year toggle labeled as step 4.

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 to 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. smartFORM templates only can be carried over once per school year.

The smartFORMS page, with the Form Templates tab selected and labeled as step 2, the District Templates option selected and labeled as step 3, the three-dot menu next to a form template labeled as step 4, and the Carry Over to Next Year option from the dropdown menu labeled as step 5.

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.

Two notification windows; one indicates that forms are in the process of being carried over, and the second indicates that the carry over process has completed.

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.

Data IDs are an optional Advanced setting that can be added to fields when creating and editing smartFORM templates. Data IDs will carry over when templates are carried over to the next year, but must be remapped to the new template copy before it can be used for a Data ID Export. To learn more about configuring Data ID Exports, take a look at Configure smartFORM Data ID Export.

FAQ

If a student is not rostered, what will happen to the form that was carried over, but not attached to a rostered or active student?

All forms carried over are within the platform. If the students are not rostered or active, the carried over forms are a part of the platform’s database, but not visible to anyone.

If the student enrolls midyear, will the carried over form (from the start of the year) be visible, or will it be a manual process to add the form to the student?

Once the student is rostered, the form will be visible for that student.

Could a district carry over a smartFORM template prior to the new year roster upload?

Essentially, a district could carry over their forms without rostering students. BUT, since the forms would not be visible until rostering occurs, it is not recommended, as there would not be any way to validate the carry over process occurred. Therefore, it is recommended that rostering occurs prior to carry over for the immediate feedback.