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Liaison

Send Forms and Evaluations

This page applies to Compact2Learn institutional administrators.

Once you create and activate your forms, you can send them to students, supervisors, and faculty members. The recipient who completes the form first will receive an email with a direct link to the form. Additionally, they can access forms in their accounts under the Forms section. You can initiate form delivery in three ways:

  • Administrator Delivery
  • Delivery Upon Experience Creation
  • Student Initiation

Send Forms to Recipients via Administrator Delivery

If you choose to send forms via administrator delivery, you must select your students and manually initiate the distribution of the form each time. This can be done individually or in batch. 

  1. Click Forms.
  2. Click Submissions. If students have created experiences or submitted activities for approval, they are listed here.
  3. Use the filter options to narrow your list of results, if needed.
  4. Click the checkboxes for the experiences you want to send forms to. Click the checkbox next to Experience Type to select all experiences. Note that your selections are limited to the experiences displayed on each page.
  5. Under the Choose bulk action... drop-down, select Send Submission.
  6. Under Batch name, enter a name for the group of forms you are sending (e.g., Spring 2019 Final Evaluations). You can also select from a list of previously created batches.
    • Note: a batch name is a way to name and organize the delivery of forms and evaluations. Each time you use the administrative delivery to send forms or evaluations, you need to create a new batch name or use an existing one. Batch names can be powerful reporting criteria when running reports, reviewing form data, etc., so it’s important to think about how you might want to group form and evaluation data.
  7. Under Description, enter a description of the form submission, if needed.
  8. Under Recipient Type, select which recipient receives the form first.
  9. Under Document Name, select your form. The forms that appear here depend on the workflow you set up when creating the forms. For example, if you select Student for the recipient type, only the forms that have a workflow that starts with the student appear here.
  10. Click Send.

Send Forms to Recipients upon Experience Creation

If you choose to send forms upon experience creation, you must link a form to the experience type first. Then when students create the experience that includes the specific experience type, the form is automatically distributed to the applicable recipients. Forms are only sent when a new experience is created.

  1. Click Training.
  2. Click Experience Types.
  3. Use the filter options to narrow your list of results, if needed.
  4. Under the Name column, click the experience type name.
  5. Select which forms are enabled for the experience type. Only the active version of the form is used.
  6. Under the Send Type drop-down, select Send on experience creation. The form is automatically sent to the recipient once the student creates a experience and links it to this experience type.
  7. Click Save.

Send Forms to Recipients via Student Initiation

If you choose to send forms via student initiation, you must link a form to the experience type first. Then when students create the experience with that experience type, they can manually initiate the distribution of the form at any time during the experience.

Note that any time you link forms to experience types, the student can access the forms under the Experience Forms section. 

  1. Click Training.
  2. Click Experience Types.
  3. Use the filter options to narrow your list of results, if needed.
  4. Under the Name column, click the experience type name.
  5. Select which forms are enabled for the experience type. Only the active version of the form is used.
  6. Under the Send Type drop-down, select how and when you want this form sent.
    • Required: the form is required for the experience type. The student must initiate and complete the form first.
    • Optional: the form is optional for the experience type. The student must initiate and complete the form first.
  7. Click Save.
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