Managing Students in a Form Cycle

🔐 Account type(s) with default permissions to manage this: Admin; Specialist (varies by Account Type — contact your Ellevation Administrator with questions)

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

Form Cycles help you track and manage required documentation for your English learner (EL) students. This article walks you through all four ways to add students to a Cycle, whether you're setting one up for the first time or adding students to a Cycle that's already live.

There are four ways to add students to a Form Cycle. One method works before or after a Cycle is created; the other three apply after a Cycle exists.

Before or after a Cycle is created:

• Configure Student List View(s)

After a Cycle is created:

• Add Students from the Student List
• Add Students from the Cycle Page
  • Add Students
  • Get New Students
  • Add Forms
• Add Individual Students from the Student Profile
• Get New Students for All Cycles in a Folder

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Before a Cycle Is Created: Configure Student List View(s)

Before your district administrator creates a Cycle, they can set up one or more saved Student List Views that identify which students need Forms completed. Linking a Student List View during Cycle setup is optional — you can always add students later — but doing it upfront saves time, especially for large groups.

💡 Quick Tip

Give your Student List View(s) a clear, memorable name — you'll select them by name when creating the Cycle. Examples: All Current EL Students, K–5 Monitored Students, Students with Advanced High Scores.

Examples of useful Student List Views for Form Cycles include:

• All Current EL Students
• All Students with Family Denials
• Students with Advanced High Scores
• K–5 Monitored Students
• 6–12 Monitored Students

To learn how to build and save a Student List View, see Manage Student List Views.

Once the Student List View(s) are saved, the district administrator can select them in the Student List section when creating a Form Cycle. This step is optional — students can also be added after the Cycle is created using any of the methods below.

📝 The Student List section during Cycle setup — select one or more saved Student List Views to pre-populate student assignments.

After a Cycle Is Created: Add Students from the Student List

If a Cycle is already created, you can add students to it directly from the Student List. This approach works well when you want to add a specific group of students you've already filtered in your Student List view.

1. Navigate to the Student List and select the students you want to add.
2. Click the Edit button above the student list.
3. Select Add to Cycle.
4. Choose the correct Cycle from the menu, then click Submit.

📝 Select students in the Student List, then use the Edit menu to add them to a Cycle.

After a Cycle Is Created: Add Students from the Cycle Page

From the Cycle page itself, you have three options for adding students — whether they're in your associated Student List View(s) or not. Use the Add Students button or the ⋮ (3-dot) menu next to the Live status to access additional options.

Option 1: Add Students

1. On the Cycle page, click Add Students to open the Add Students modal.

📝 Click Add Students on the Cycle page to open the Add Students modal.

2. On the Select step, choose how to find students:
   • Select Student Search, then start typing a student's name to find and select individual students.
   • Select Student List View to select students from an existing Student List View.
3. Click Next: Configure.

📝 The Select step, where you choose Student Search or Student List View to find students.

Configure the Form Settings

On the Configure step, set up the forms using one of the two options below, then click Next: Review.

Use Cycle Settings (Default)

Use Cycle Settings is on by default. This applies the same Roles and signature settings configured at the cycle level to every student you add. You can add contributors now, or use the Match button on the cycle later, after the students are added.

Set the Form Settings Manually

Turn Use Cycle Settings off to set the form details yourself for the students you are adding. You can then:

• Set the number of Forms per Student.
• Add one or more Roles, using Add Role for each additional role.
• Update the signature settings.
• Add contributors now, or use the Match button on the cycle later, after the students are added.

⚠️ Warning

If you turn Use Cycle Settings off and add roles manually, students who are already in the cycle will receive duplicate forms. To avoid creating duplicate forms for students already in the cycle, keep Use Cycle Settings on.

💡 Quick Tip

If you are not ready to assign contributors while adding students, leave the contributor fields empty and use the Match button on the cycle later to assign contributors after the students are added.

📝 The Configure step, where you confirm the cycle settings or set the form details manually.

Review and Add the Students

4. On the Review step, confirm the selected students and their form settings.
5. Click Add Students to create the forms and add the students to the cycle.

📝 The Review step, where you confirm the selected students and form settings before the forms are created.

Option 2: Get New Students

Use Get New Students to generate Forms for students who were added to the associated Student List View(s) after the Cycle was created — for example, students who are new to the district. Ellevation recommends running this option before making a Cycle live.

1. Click the ⋮ icon at the top of the Cycle page.
2. Select Get New Students.
3. Review the list of new students, then click Yes, Get New Students.

ℹ️ Note

When you click Get New Students at the individual cycle level, there won't be a notification once students are added. To see any newly added students, refresh your browser after a few minutes.

Option 3: Add Forms

Use Add Forms to add students who are outside the associated Student List View(s) and who need different contributors than the other students in the Cycle. This option is especially helpful when a staff change or student schedule change occurs during a live Cycle, or when a contributor has accidentally deleted a Form that others have already submitted.

1. Click the ⋮ icon at the top of the Cycle page.
2. Select Add Forms.
3. Select the student(s) to add.
4. Select contributors for each student: choose their Role, set whether signing is optional or required (using the sign icon), and enter the Contributor name.

After a Cycle Is Created: Add Individual Students from the Student Profile

You can add a single student to a Cycle directly from their Student Profile — useful when you need to act on one student at a time without navigating to the full Cycle or Student List.

1. Open the student's Student Profile.
2. Navigate to the Forms tab.
3. Click Add to Cycle, select the correct Cycle, then click Submit.

📝 Use the Add to Cycle button on the student's Forms tab to assign them to an existing Cycle.

Get New Students for All Cycles in a Folder

When new students need to be added to several cycles at once, you can run Get new students at the folder level instead of opening each cycle one at a time. Ellevation compares the students already in each Live or Draft cycle against the linked Student List Views and adds anyone who is new, so no active cycle gets missed.

ℹ️ Note

The folder-level Get new students action only updates cycles in Live or Draft status that have associated Student List Views. Closed and archived cycles are excluded, since students should not be added to cycles that are no longer active.

1. On the Forms homepage, find the folder that holds the cycles you want to update in the folder list on the left.
2. Click the folder's 3-dot menu (⋮).
3. Select Get new students.
4. In the Get new students confirmation window, review how many cycles will be affected. The window lists the number of Live and Draft cycles in the folder that have associated Student List Views.
5. Click Yes, get new students to add new students to those cycles. To close the window without making any changes, click Cancel.

📝 The three dot menu in a Cycle folder with the Get new students option highlighted.

📝 The confirmation window shows how many Live and Draft cycles in the folder will be updated.

After you confirm, a message appears letting you know that students are being added. This can take a few minutes, so you may need to refresh your browser before all of the new students appear in the cycles.

💡 Quick Tip

Because this action runs on an entire folder at once, grouping related cycles into the same folder ahead of time lets you update them all in a single step.