Using Google Forms to Spot Your Spotlight Teachers
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Interactive Convention 2015 Learning Labs Using Google Forms to Spot Your Spotlight Teachers Annaliesja Webb and Katherine Seals, Aldine ISD Google Forms Features and Benefits With a number of different questions types, themes, and navigation based on answers, Forms can be customized to fit almost any need for information collection. Here are some examples and useful practices for your class: • Fast creation of Forms allows teachers to gather immediate feedback during a class for real-time assessment • The ability to include video and images in questions allows for a rich user experience with visual and auditory cues • Recipients can respond to Forms using any mobile device with a browser, creating opportunities for anytime, anywhere learning • Collected data from Forms can be linked to a Google Sheet for a more thorough evaluation of results • Forms can be created that don’t require a Google account, opening up the ability for surveying the community on school issues To create a form within Google Drive: Click NEW, then More and select Google Forms. Form question types When you create a form, it defaults to having at least one question. Select from seven different types of questions to build the form. 1. Text: Respondents provide short answers. 2. Paragraph text: Respondents provide longer answers. 3. Multiple choice: Respondents select one option from among several. 4. CheckBoxes: Respondents select as many options that apply. 5. Choose from a list: Respondents select one option from a drop-down menu. 6. Scale: Respondents rank something along a scale of numbers (e.g., from 1 to 5). 7. Grid: Respondents select a point from a two-dimensional grid. 8. Date: Respondents select a calendar date from a drop-down menu or mini-calendar tool. 9. Time: Respondents select either a time of day (Hrs, Mins, AM/PM) or a duration of time (Hrs, Mins, Secs) from a drop-down menu. Add and edit questions To add questions to your forms: 1. Click Insert. 2. Select the type of question you wish to add. 3. Alternately, click Add item just below the preceding question. Add item will display the default question type, text. Once you add a question, you can change its type by selecting from the Question type menu. 4. Give your question a title. 5. Add a description in the Help text field If you want to further explain your question. 6. Check the Required question box if you want to prevent respondents from leaving a question blank. Send a form via email You can email a form to anyone in the world, even those outside your school Google Apps domain. Forms are an ideal way to collect information from those outside the school, e.g. parent or public research surveys. If the individual has a Gmail account, they can respond to the form within the email they receive notifying them to participate. Others can complete the form by clicking the link included in the email message. To send the form click the File menu and select Send form. Enter the email addresses and click Send. Set notification for new form responses You can set notifications to receive emails whenever someone fills out your form. These are the same notifications that alert you to changes in a spreadsheet. This can be useful if you have embedded a web form that receives only occasional responses and for tracking and graphing the rate of response for your forms. The notification will alert you to any new submission. To set up notifications for your form: 1. Go to the destination spreadsheet. Click Tools in the menu bar and select Notification Rules... 2. Select When a user submits a form. 3. Choose the frequency by selecting either daily digest or right away. 4. Click Save. Choosing a Destination for Form Responses After you have sent out your form, Google Forms will begin collecting the responses you receive. Choose how you would like to store these responses. This choice can be made at any time while editing the form by clicking the Choose response destination from the Responses menu in the toolbar. You can choose either to send responses to a spreadsheet, or you can store them only in Forms. If you choose to store them in a spreadsheet, you will be able to see individual responses as they are submitted. If you choose to store them in Forms, you will be able to see a summary of all the responses you have received, and you will also be able to download the responses as a comma- separated values (CSV) file. Store responses in a spreadsheet In the Choose response destination dialog, you can choose to create a new spreadsheet in which to store your form's responses. You can give the new spreadsheet whatever title you would like. If you would like all of your forms to collect responses in a new spreadsheet in the future, make sure the checkbox next to Always create a new Spreadsheet is selected. Alternatively, you can choose to collect responses in a new sheet of an existing spreadsheet. Choose New sheet in an existing spreadsheet... and click Choose. You will see a list of your spreadsheets. Pick a spreadsheet by checking the box next to it and click Select. A new sheet will be created in that spreadsheet, and your form responses will appear there. Once you have chosen to store form responses in a spreadsheet, the Choose response destination button in the toolbar will turn into a View responses button. Click this to see your spreadsheet. You can also find the spreadsheet in your Drive. Keep responses only in Forms If you do not want responses to go to a spreadsheet, click the Keep responses only in Forms button. Then, to access the responses you have collected, click the File menu, select Download as, and click Comma Separated Values. Keeping responses in Forms makes sense if you expect your form to receive heavy traffic or a significant number of responses, as spreadsheets will hold only the first 400,000 cells of response values. Your form's summary view, as well as the results you download as a CSV, will always reflect all of the form responses that are submitted, even beyond these limits. Change your response destination If you have chosen a spreadsheet in which to store your form responses, you can change this destination at any time by clicking on the Responses menu in Forms and selecting Change response destination. You will be taken back to the Choose response destination dialog, where you can create a new spreadsheet or send responses to another existing spreadsheet. Viewing and Managing Form Responses View responses: Once you have created your form and sent it to recipients, you are able to view the responses you have received in three different ways: as a summary of responses, in a separate spreadsheet, or as a downloaded text file in comma separated value (.csv) format. If you would like a broad overview of how your group of respondents answered each question, viewing the summary is the way to go. If you would prefer a fine-grained perspective on all the data you have collected with your form, you will likely want to view the responses in a spreadsheet or download a .csv with response data. View form responses through the Summary of responses: To quickly see how many users filled out a form and what their responses are, you can check out the response summary. From your form, click the Responses menu and select Summary of responses. If you would like respondents to be able to see the summary of responses, check the box in the Confirmation Page section of your form labeled Publish and show a link to the results of this form. When this box is checked, users who respond to your form will see a See previous results link, which they can click to view the response summary. View form responses through a spreadsheet: To see a spreadsheet with responses to your form, click the View responses button in the toolbar. Viewing responses in a spreadsheet allows you to see individual responses as they are collected.This option can be used to track student's time management and is essential if you plan to organize responses from several assignments over time. Several third party add-ons to Sheets are built for teachers. Flubaroo will use an answer key to automatically grade student responses in a Sheet to a quiz built in Forms. You can also use Classroom to assign and give feedback to students using Forms. Please visit Google Classroom for more information on managing and tracking assignments. Download form responses to your computer: If you chose to store responses in Forms, you will be able to see a summary of all the responses you have received, and you will also be able to download the responses as a .csv file. Saving your responses as a .csv, or comma separated values file, allows you to store only your data, without formatting or cell styling. The .csv file format is a common way to exchange data between applications and can be imported or exported from most spreadsheet apps. To download all the responses your form has received, select the File menu, select Download as, and then select Comma Separated Values (.csv, all form responses). Manage responses Monitor for multiple submissions: As you are reviewing responses to your form, keep in mind that you cannot prevent users from submitting a form more than once, so the same person may have submitted multiple responses. If you use Google Apps, you can choose to record the email addresses of people who fill out your form and then easily identify any duplicate responses.