Manage Contributors & Make Adjustments

🔐 Account type(s) with default permissions to manage this: Ellevation Administrator; users with Forms management permissions

💻 Tier(s) this is available for: Foundation, Essential, Pro

Once a Form Cycle is created, the generated forms still need to be matched and assigned to the right educators before work can begin. This article walks through every action available after a Cycle is set up — matching contributors, splitting forms, setting meeting dates, adding forms mid-cycle, reopening submitted forms, resetting progress, and deleting forms.

Jump to a section:

• Match and Assign Forms
• Manage Contributors
• Split Forms by Contributor
• Edit or Alias Contributor Role Names
• Set Meeting Date
• Add Forms to a Cycle
• Understand How Student Data Refreshes in Forms
• Reopen a Submitted Form
• Reset the Progress of a Form
• Delete Form(s)

Match and Assign Forms

Forms are generated automatically when a Cycle is created, but they are not yet matched or assigned to educators. Matching ties each educator to the specific student forms they are responsible for completing, based on the criteria defined in Cycle setup, Course Tagging, student schedules, and EL/ML teacher assignments.

Until a form is matched, the Contributors column shows only the contributor's role — no name — alongside a blank circle with a dotted border.

📝 Unmatched contributors display a role label and dotted circle only. Educator names appear after matching.

To match educators to forms:

1. Select Forms in the Ellevation top navigation.
2. Click the name of the Cycle you want to work with.
3. Click the Match button.
   • Ellevation matches educators to forms based on Cycle setup criteria, Course Tagging, student schedules, and EL/ML teacher assignments. Courses that educators can be tagged to include ELA, ELD, Elective, Homeroom, Math, Science, Social Studies, and SpEd.
   • Contributors who are not on a student's schedule — such as LPAC clerks, families, counselors, or principals — will need to be added manually as Contributors.

📝 When assigning or adjusting contributors, review the contributors column headers to distinguish match supported contributors from those who need manual management.

4. In the Match Contributors popup, select your matching option and click Yes, Match.
   1. Select Add all contributors to the same form when a student has multiple teachers in a single content area who need to complete the form together (for example, two co-teachers in one Chemistry class).
   2. Select Create a separate form for each contributor when a student is enrolled in two different courses within the same subject area and each teacher needs their own individual form (for example, a student taking both Chemistry and Physics, each with a different science teacher).

After matching, each educator's name appears in the Contributors column next to the relevant student form(s).

📝 Choose your match option based on whether contributors share a form or each need their own.

Manage Contributors

After matching, you may need to adjust contributors on individual forms or update them in bulk — for example, to add a counselor role or remove someone whose assignment has changed.

Manage a Contributor on an Individual Form

1. Click the ⋮ icon to the right of the student's form.
2. Click Manage Contributors.
3. Adjust role(s) as needed.
4. Type in the contributor's name.
   • If the contributor is not part of the student's schedule file, you can type their name manually — but note that manually added contributors will not receive automated notifications to complete the form.
5. Click Save.

📝 Use the three-dot menu on any individual form to open the Manage Contributors panel.

Manage Contributors in Bulk

1. Check the boxes next to the student names you want to update, or click the checkbox next to Student to select all.
2. Click Actions > Manage Contributors, then add a contributor for any unassigned role(s).
3. Click Save.

📝 The Actions dropdown lets you update contributors across multiple student forms at once.

Bulk Add Roles and Contributors to Forms

1. Check the boxes next to the student names you want to update, or click the checkbox next to Student to select all.
2. Click Actions > Manage Contributors > Add Role.
3. Select the role you want to add (examples include ESL/Bilingual Teacher, General Education Teacher, Campus/Site Administrator).
4. Select a contributor for each role.
5. Determine whether the newly added contributor is required to sign the form:
   • The default is optional (the paper icon appears white).
   • To make the signature required, click the paper icon so it turns black.
6. Click Apply Changes.

Remove a Contributor from a Form

Contributors can be removed from non-submitted forms after a Cycle has been created.

1. Click the ⋮ menu to the right of the student's form.
2. Click Manage Contributors.
3. Click the X to the right of the contributor you want to remove.
4. Click Save.

You can also remove contributors in bulk using the Actions dropdown when multiple students are selected.

📝 The Contributors column gives you a quick view of each form's match status across the entire Cycle.

📝 Click the X next to a contributor's name to remove them from a form.

💡 Quick Tip

If contributors appear blank after matching, double-check your course tagging, make any updates, and click Match again. If the issue persists, add contributors manually. You can also use the filters on the left side of the Cycle view to identify forms without a contributor or to surface any duplicates.

📝 Use the left-side filters to quickly find forms with missing contributors or duplicates.

Understanding Contributor States in a Form

Each contributor in a form can be in one of several states. Hover over a contributor in any form to see a summary of their current status. Here is what the visual indicators mean:

• A matched contributor displays their full name, initials, and role. An unmatched contributor displays their role only — no name.
• A contributor whose signature is required appears with a solid circle; a contributor whose signature is optional appears with a striped circle.
• A contributor who has signed the form appears with a small green check.

	Unmatched (role only, no name) Signature optional (striped circle)
	Unmatched (role only, no name) Signature required (solid circle)
	Matched (full name and role) Signature optional (striped circle)
	Matched (full name and role) Signature required (solid circle)
	Unmatched (role only, no name) Signature optional (striped circle) Signed (green check)
	Unmatched (role only, no name) Signature required (solid circle) Signed (green check)
	Matched (full name and role) Signature optional (striped circle) Signed (green check)
	Matched (full name and role) Signature required (solid circle) Signed (green check)

Split Forms by Contributor

If a form currently has two or more contributors but you would like each contributor to have their own separate form, you can split the form by contributor. This moves each contributor from the original form onto their own individual form.

To split a form by contributor:

1. Click the ⋮ menu next to the student's form.
2. Click Split Form by Contributor.
3. Click Split Forms to confirm.

📝 Use Split Form by Contributor to give each educator their own separate form when shared completion isn't appropriate.

Edit or Alias Contributor Role Names

Default contributor role names can be changed to match your district's or state's preferred terminology. For example, your district may use ESOL Compliance Specialist instead of LPAC Clerk. This alias appears throughout Ellevation in place of the default name.

⚠️ Warning

Only Ellevation Administrators have access to this feature. To review Forms permissions in your district, see the Manage Forms Permissions article.

To change a contributor role name to a district-specific alias:

1. Navigate to the Ellevation Admin menu (gear icon).
2. Select Forms Settings.
3. Select Contributor Roles.
4. Click Edit next to the role name you want to change.
5. Type the new name in the District Alias field.
6. Keep the Visible toggle turned on — or toggle it off if your district wants to hide a specific contributor role entirely.
7. Click Save.

📝 Type your district's preferred name in the District Alias field to replace the default role label throughout Ellevation.

Set Meeting Date

If you chose to include a meeting date when setting up the Cycle, forms cannot be marked as done until a meeting date has been set. To set a meeting date:

1. Check the box next to an individual student, or check the box next to Student to select all.
2. Click Actions.
3. Click Set Meeting Date.
4. Choose the date from the calendar.
5. Click Save.

📝 Set the meeting date before forms can be marked as done.

Add Forms to a Cycle

You may need to add forms to an existing Cycle at any point — for example, if a student has changed teachers since the Cycle was created, or if a form was accidentally deleted. Additionally, you can add students to a Cycle. To add forms to a Cycle:

1. Click the ⋮ menu next to the Cycle status button.
2. Click Add Forms.
3. Add the student(s) and select the appropriate role and contributor.
4. Click Add.

📝 Use Add Forms to include students who joined after the Cycle was created or to restore accidentally deleted forms.

Understand How Student Data Refreshes in Forms

Keeping student data accurate across your Forms cycles is essential for making informed decisions about English learner (EL) supports and services. Ellevation automatically refreshes student data in forms in most situations, and prompts you to take action when it cannot refresh on its own.

How Automatic Data Refresh Works

Ellevation automatically refreshes student data in forms under most circumstances, so you don't have to manually update records as new information becomes available. The behavior depends on the current status of each form and whether any editable review sections have already been filled in.

Forms That Refresh Automatically — No Action Needed

Data refreshes automatically in the following situations:

• The form status is Not Started.
• The form status is In Progress and no sections have been filled in yet.
• The form status is In Progress, some sections have been filled, but the editable review sections have not yet been filled. Editable review sections include Accommodations, Classroom Supports, ELL Services, and Language Programs.

💡 Quick Tip

If you're unsure whether a form's editable review sections have been filled, open the form and look for the section names listed above. Any section displaying previously entered answers has been filled and will require the manual refresh prompt described below.

Forms That Prompt You to Refresh

When a form is In Progress and editable review sections have already been filled in, Ellevation will not automatically overwrite that data. Instead, if the student's underlying data for those sections has changed, the system displays a Form Update Available prompt when you open the form.

The prompt notifies you that sections with previous answers need updating, and gives you two options:

• Select Review Current Answers to open the form and see exactly which sections need to be updated. A blue Update Sections button at the top of the form lets you refresh the data after reviewing the existing answers.
• Select Update [X] Sections to immediately apply the refresh, which clears previous answers in those sections so they can be re-entered.

⚠️ Warning

Updating sections will clear any previously entered answers in those sections. Those answers will need to be re-entered after the refresh. Use Review Current Answers first if you want to record existing responses before updating.

📝 The Form Update Available prompt appears when you open a form with previously filled editable review sections that have new student data changes.

📝 After selecting Review Current Answers, a banner at the top of the form identifies which sections need updating. The blue Update Sections button applies the refresh.

When Data Will Not Refresh

Automatic data refresh does not apply to forms that have reached a terminal status. Data will not refresh — and no prompt will appear — for forms that are Signed, marked as Done Editing, or marked as Submitted.

Edge Cases and Known Limitations

Two additional behaviors are worth being aware of when working with data refresh:

• 30-minute window after profile updates: If a student's profile is updated and the corresponding form is re-opened within 30 minutes of that update, the system will not initiate a data refresh. Allow at least 30 minutes to pass before re-opening the form if you need the latest data to be reflected.
• Test Accommodations sections: Test Accommodations review sections will not refresh on re-opened forms, regardless of any changes to the student's data for that section.

⚠️ Warning

Test Accommodations data must be reviewed and updated manually. If a student's testing accommodations have changed, do not rely on an automatic refresh — open the form and verify or re-enter the information directly.

Reopen a Submitted Form

Because Ellevation Forms are often used to support Title III compliance, many districts limit the ability to edit submitted forms to users with administrative access. If an educator needs to make a change to a form they have already submitted, they will typically need to contact their district's Ellevation Administrator or another user with permission to reopen forms.

⚠️ Warning

Reopening a form will delete all collected signatures. Answers will be preserved and can be edited, but the form will move back to In Progress status and must be resubmitted.

Reopen an Individual Form

1. Open the Cycle and locate the student's form in the Done bucket.
2. Click the ⋮ icon to the right of the student's form.
3. Click Reopen Form.
4. Review the confirmation details: signatures will be deleted, the form will move to In Progress, and answers will be preserved but editable.
5. Click Reopen Form to confirm. The form is now labeled In Progress.

Reopen Forms in Bulk

1. Open the Cycle.
2. Select the Student checkbox to select all forms, or check individual students.
3. Click Actions and select Reopen.
4. Review the confirmation details: signatures will be deleted, forms will move to In Progress, and answers will be preserved but editable.
5. Confirm to reopen all selected forms.

📝 Select forms and use the Actions menu to reopen multiple forms at once.

Reset the Progress of a Form

Resetting progress removes all contributor answers from a form and returns it to Not Started status. This action is available for forms in the In Progress or Done buckets.

⚠️ Warning

Resetting progress permanently removes all contributor answers from the selected forms. This action cannot be undone.

Reset Progress for a Single Form

1. Open the Cycle and navigate to the In Progress or Done bucket.
2. Click the ⋮ icon to the right of the student's form.
3. Click Reset Progress.

📝 Access Reset Progress for a single form through the form's three-dot action menu.

Reset Progress in Bulk

1. Open the Cycle and navigate to the In Progress or Done bucket.
2. Select the students whose forms you want to reset.
3. Click Actions.
4. Click Reset Progress.
5. Confirm by clicking the red Reset Progress button in the popup.

Delete Form(s)

You can delete individual forms or multiple forms in bulk when a student moves to a different district or no longer needs a form. Deletion is available for forms in the Not Started, In Progress, or Done buckets.

Delete a Single Form

⚠️ Warning

Deleting a form is permanent and cannot be undone. All form data and contributor progress will be lost.

To delete a single form, you must first move it to the Not Started bucket by working backwards through each stage:

1. For forms in the Done bucket: Click the ⋮ icon > select Reopen Form > confirm. This removes all signatures and moves the form to In Progress.
2. For forms in the In Progress bucket: Click the ⋮ icon > select Reset Progress > confirm. This removes all educator input and moves the form to Not Started.
3. For forms in the Not Started bucket: Click the ⋮ icon > select Delete > confirm.

📝 To delete a form, work backwards through its status: Done → In Progress → Not Started → Delete.

Delete Forms in Bulk

1. Open the Cycle and navigate to the Not Started, In Progress, or Done bucket.
2. Select the students whose forms you want to delete.
3. Click Actions.
4. Click Delete.
5. Confirm by clicking the red Delete button in the popup.

📝 Bulk delete is available from any status bucket — select students, then use the Actions menu.