How to author a Rubric Template via Data Forms (Admin)

With our Data Forms feature, system admins can create rubric templates for use by various Roles and Groups in your system for Observations, Data Forms, and Self Assessments.

Read more below to learn how you can create a data form rubric template to meet the needs of your system!

Authoring a Data Form Rubric Template

Only System Admins have the ability to author and manage rubric templates made via Data Forms. To begin authoring a template, start from your Talent homepage. Then find the Management Panel on the far left and click ‘Data Forms.’ You will then be brought to your ‘Active Data Form Templates.’

From the Data Forms management page, you can view your 'Active Templates,' your ‘Archived Templates,’ as well as your ‘Deleted Templates.’ Click ‘Show Filters’ to display a variety of search filters. To filter for other rubrics made using the Data Forms tool in your system, choose 'Filter by Type' and select 'Rubric.' This will display all rubrics created using Data Forms in your system.

Click on ‘New Data Form Template’ in the top, right-hand corner of the Active Templates tab to create a new template.

Before you begin, you will be greeted by a Consent Form. Check ‘Yes, I agree.’ If you have the right to digitize and display the rubric material in your template. Then click ‘Continue.’ You will then be brought to the Data Form template’s page.

Data Form Rubric Template Content

At the top, give your rubric a title. Under the ‘Content’ tab you will find the space where all of your rubric's immediate components and content will be featured.

Select a ‘Template Type' depending on the purpose of the form. Select 'Rubric' in order for the 'Rubric Grid' component to appear as a selectable option for your components.

Once you have chosen 'Rubric' as your Template Type, click ‘+ Add Section.'

Give your new section a title. You can also add a Response Limit to control how many responses can be answered by a user for this section. Doing this will disable the ability to set Required on individual prompts. You can even duplicate a section with all of its components or delete the section when desired.

In order to feature interactive content in the rubric, you will first need to add a 'Component.' To add a component, click the ‘+ Add Component’ button within the section. Within a rubric template data form, you can choose from the following:

• Radio Set - wherein you can choose one item from a set of radio button inputs
• Dropdown Menu - wherein you can choose one item from a dropdown menu
• Checkbox Set - wherein you choose multiple items from a set of checkboxes
• Date Picker - where you can enter a specific date
• Text Field - to gather a small line response of text and/or numbers
• Text Area - to gather a large amount of text for response
• Number Field - to gather only numeric data
• Duration - to select the duration of a session in hours and minutes
• Attachment - to gather videos, files, goals, or completed data forms or observations
• Table Entry Grid - to gather un-scored text in a table format
• Text Editor - for providing instructions or information from the template author. This component does not gather any data
• Rubric Grid - for gathering scored or un-scored feedback using a customizable rubric grid format; NOTE: The 'Template Type' must be set to 'Rubric' in order for this component to appear as a selectable option.

To learn more about managing the settings for each data form component, please read this Help Center article:  HERE

Modifying a Rubric Grid

To display a Rubric Grid in your form, click '+ Add Component' and select 'Rubric Grid.' This will display a table with one criteria and its answer choice columns. This one Rubric Grid component will act as one specific section of your rubric template. 

When working with rubric grids, it's important to note this general structure:

• Domain - The overall Section of your rubric grid, often designated by the Section Title your Rubric Grid component is housed in. For accurate data tracking, we highly recommend that you title your Rubric Grid component the same exact title as the Section it is housed in.
• Dimension (Criteria) - The criteria specified within each component. These criteria act as the designation for each row in a Rubric Grid. Oftentimes, these criteria will be graded along a scale that you can label and adjust the scoring value of.
  • Criteria Ratings - The answer choices and overall grading scale for your criteria in the component. These choices are where you will enter the scores for each column of the component.
  • Criteria Rating Descriptions - The description for each answer choice along the Criteria Ratings scale. You participants will find these descriptions as selectable options when grading performance along the row.

IMPORTANT:  To ensure your rubric data is tracked accurately in Report Builder, we ask that you do not house more than one Rubric Grid component within the same section, or else your multiple Domains will not be tracked. To avoid this issue, always do the following:

• Add a new overall Section to your rubric template for each Rubric Grid component you have. To add a new Section, click the '+ Add Section' button. Then add one - and only one - Rubric Grid component inside the section.
• Name the Title of your Rubric Grid component the exact same title as the overall Section it is housed in.

Modifying Domains

Adding a Domain Title

To begin building your rubric, click on the 'Section Title' and add a title to this section.

Then click on your Rubric Grid component. Add the same exact title to it that you gave your overall Section and then give it a brief description. 

You can also adjust the settings for all answer choices of this particular component to be 'Required.' Enabling 'Scored' will allow the grid to produce a numeric score total.

NOTE: Scoring with the rubric takes place on two tiers:

• Overall Domain - The score for each individual rubric grid domain is determined by calculating the average of each individual dimension (criteria) row.
• Cumulative Overall - The cumulative overall score is derived by averaging the scores of each individual domain.

You can even choose to 'Disaggregate' the way your scoring appears for this Rubric Grid component in Report Builder. 

Modifying Dimensions (Criteria)

Adding a Criteria Title

Click where it says 'Enter the Criteria here' to open your criteria's settings. Here you can give your criteria row a title. You can also select whether you would like to 'Duplicate' the entire criteria and all of its criteria rating descriptions or 'Delete' the criteria and its associated descriptions. 

Displaying Criteria View

You can display the criteria label as its own column by clicking the 'expanded table icon' under the Rubric Grid description.

Clicking the 'single table icon' places the criteria label above the criteria ratings.

Adding Rating Titles and Scores to Your Rating Scale

To modify the Criteria Rating Scale of your component, click on one of the pre-generated rating titles. This will display a place for you to enter your own Rating Title instead, as well as a numeric Score value to the column (If you wish for the component to be scored). 

Adding/Deleting Rating Columns

To add another Criteria Rating column, hover over any column you would like to place it beside. You will see a '+' icon to add or a 'trash bin icon' to delete the current column you are hovering over. Click the '+' icon to add a column, and a dropdown menu will appear. Choose either 'Add Column Left' or 'Add Column Right,' and a new column with a generic 'Rating Title' title will display beside your already existing column.

Describing Criteria Ratings

Criteria Ratings will reflect as your answer choice options in each Criteria. Depending on their placement, their numeric score will be in-lign with the corresponding Rating Title above it.

Enter either a title for the corresponding rating here and/or include the general description for each Criteria Rating option within each box that reads 'Describe the criteria rating here.' You can be as short or as detailed as needed!

Adding a Text Comment Box

You can also add a 'Text Area' below the specific criteria and toggle whether or not it is Required to enter to progress. For each text area to a criteria, you can display the Preview above it and adjust the 'Title' of the text area as well as its 'Prompt.'

Adding a Criteria Row

To add another Dimension (Criteria) row, click '+Add Row' at the bottom of the Rubric Grid.

Once you have finished with this Rubric Grid, you can always create another section to your rubric template by clicking 'Add Section' followed by '+Add Component' to add another Rubric Grid component below the one you just finished.

You could also scroll up to the top of the component and select the 'Duplicate' icon to build another section off the a copy of the Rubric Grid you just finished building!

You can even 'Move' the placement of your rubric grid components and 'Delete' them as needed.

Data Form Template Settings

To change the settings of your specific rubric template, click on the ‘Settings’ tab at the top of your data form template page.

NOTE: These settings will differ slightly if you did not select ‘Rubric’ as your Template Type. If you are building a Rubric Template using Data Forms, be sure to choose the 'Rubric' template type.  

General

In the Settings of your template, you can edit the template to display as either fully expanded sections by default or as fully collapsed.

You can also manage the requirement to select the individual/group the data form is being completed for before being able to click Publish. This can be helpful to ensure that your coaches designate who they are performing their coaching logs for!

Observations

You can also enable your rubric data form for use in Observations. Enabling this will allow this template to appear as a selectable Data Form when performing an In-Person/Video Observation or Self Assessment.

Rubrics

By default, your rubric data form template will display its scores with 'Numeric' values. You can instead choose to display them as either 'High/Mid/Low' rating values or 'Percentage' values. 

For Rubric Scoring, you can check off whether or not you would like to display the Overall Score to the rubric and/or the Individual Rubric Component Scores. 

• Overall Score - When this Data Form is used in an Observation, an overall score will be computed using all Rubric Grid components in the Data Form.
• Individual Rubric Component Score - When this Data Form is used in an Observation, a score will be computed for each individual Rubric Grid component in the Data Form

Selecting either will bring up further options specific to the scoring. For instance, enabling the 'Overall Score' will bring up further selections:

• Average of All Scored Components - The Overall Score will average all Individual Rubric Component Scores.
• Sum of All Scored Components - The Overall Score will sum up all Individual Rubric Component Scores.

Enabling the 'Individual Rubric Component Score' of the Rubric template will also bring up further selections:

• Average of Scored Criteria - The Individual Rubric Component Score will display for each component as an average of all criteria answer choices selected.
• Sum of Scored Criteria - The Individual Rubric Component Score will display for each component as a sum of all criteria answer choices selected.

NOTE:  Any changes made to your Rubric score settings will affect the way all recorded scores for Observations Completed using this rubric template appear in Report Builder - including scores made before your settings change.

If you would instead like to keep the way your scores looked in the data before making these changes, it may be best to duplicate the rubric template, archive the old one, and then adjust the scoring settings on your new template.

If you enable 'Rubric Tags,' Rubric Grid components from this template will be available to be used in Rubric Tags for video commenting and Goals.

Visibility

Lastly, you can select the visibility of who can select your template by Role and by Group. Click ‘+Set Visibility’ to save your changes.

Other Data Form Template Settings

Participant View

To have an idea of what a participant of a rubric template would see when filling out your template, scroll up to the top of the template page and click ‘Go To Participant View.’ This will load a pop-up with a preview of how your data form will look to a user who has chosen to fill it out. Click ‘Close’ to close out of this view.

Data Form Template Version History

Your rubric template saves your modifications in real time. If you would like to revert back to a previous version of your rubric template, click on the ‘history icon’ in the top, right-hand corner of the rubric template’s page.

Click the arrow beside each date to see a record of every change to your Data Form. To revert to a previous change, click on the ‘…’ icon and select ‘Restore this version.’ This will restore your data form template to the way it appeared on the specific date and time selected. You can always revert it back to your later version by selecting it once more and selecting ‘Restore.’

From each historic version of your template, you can also choose to clone it as a completely separate template by clicking ‘Make a copy.’ To delete a historic version completely, click ‘Delete this version.’

NOTE:  Any changes made to a rubric template will only carry over to completed data forms using this template moving forward. It will not retroactively change data forms that have already been completed using a previous version.

Rather watch a video explanation? Feel free to watch a help video here! 

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