Concluding Cycle Processes

🔐 Account type(s) with default permissions to manage this: Ellevation Administrator; other account types with edit-cycle permissions (varies by district configuration — contact your Ellevation Administrator with questions)

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

Once your EL program teams have submitted Forms, you can export that data for compliance and record keeping, close completed cycles so teachers only see what's current, and archive older cycles to keep your Forms landing page organized. This article walks through all three tasks.

• Export Submitted Form Data
• Close Completed Form Cycles
• Archive a Form Cycle

Export Submitted Form Data

Ellevation gives you two ways to export submitted form data: printing individual or bulk forms as PDFs, and generating LPAC Meeting Minutes or Cycle Summaries.

LPAC Meeting Minutes and Cycle Summaries are snapshots of the decisions recorded in submitted forms. For Texas districts, LPAC Meeting Minutes summarize LPAC decisions and actions and can be printed for placement in student cumulative folders for compliance purposes. Depending on your state or database language, you will see either Create LPAC Meeting Minutes or Create Cycle Summary — the action is the same in both cases.

Print Individual or Bulk Forms

📝 Selecting and printing submitted forms from the Forms cycle details page

To print submitted forms, start from the Forms tab at the top of any page in Ellevation, then open the cycle you want to export.

1. Click the Forms tab at the top of the screen.
2. Click the name of the cycle you want to export to open its details page.
3. Click the Submitted bucket to view all submitted forms.
4. Choose how many forms to print:
   • One form: Click the ⋮ icon to the right of a student's form, then select Print Form.
   • Multiple forms: Select the checkboxes next to individual student names, or click the checkbox next to Student to select all — then click Actions > Print Forms.
5. Click the printer icon to review and save a PDF of the selected submitted forms.

Create LPAC Meeting Minutes or Cycle Summaries

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1. Click the Forms tab and open the desired cycle.
2. Click the Submitted bucket.
   • To generate minutes or summaries for specific students, use the Filters on the left side of the screen to narrow the list first.
   • To generate minutes or summaries for all students with submitted decisions, click the checkbox next to Student to select everyone.
3. Click Actions, then select Create LPAC Meeting Minutes or Create Cycle Summary (the label depends on your state or database configuration).
4. Review the decisions page that appears, then click Print to print or save as a PDF.

After you click Create LPAC Meeting Minutes or Create Cycle Summary, a number appears over the form/paper icon at the top of the page. Click that icon to open a printable PDF of the selected minutes or summaries.

📝 The form/paper icon displays a number badge once minutes or summaries have been generated

💡 Quick Tip

Use the Filters on the left side of the Submitted bucket to narrow by grade level, campus, or other criteria before selecting students. This saves time when you only need to generate LPAC Meeting Minutes or Cycle Summaries for a specific subgroup rather than the full cycle.

Close Completed Form Cycles

Once a Forms cycle is complete, set its status to Closed so teachers no longer see forms they don't need to review or submit. Closed status still lets Ellevation Administrators and other account types with the appropriate permissions review and access all cycle data.

⚠️ Warning

Only an Ellevation Administrator or an account type with edit-cycle permissions can change cycle status. If you do not see the status dropdown on the cycle page, contact your Ellevation Administrator.

To set Closed status for a completed cycle:

1. Navigate to Forms.
2. Select the name of the completed cycle you want to close.
3. Click the status dropdown in the top right of the cycle page (it should currently show Live).
4. Select Closed from the dropdown menu.
5. In the confirmation pop-up, click Set Closed.
6. Repeat for any other completed cycles you want to close.

If a cycle was closed by mistake, you can set it back to Live status at any time using the same status dropdown.

📝 The status dropdown on the cycle details page, showing the Closed option

Archive a Form Cycle

When a cycle has been closed for some time and you want to declutter your Forms landing page, you can archive it. Archiving a cycle removes it from the main cycle list and moves it to the Archived tab of your Forms landing page. Users can no longer complete the cycle's forms once it is archived, but all data from archived cycles remains fully accessible through the Student List, Dashboards, and other areas of Ellevation.

⚠️ Warning

Archiving a cycle prevents all users from completing its forms. You can reverse this by changing the status back to Live at any time — but communicate clearly with your team before archiving active cycles.

To archive a completed cycle:

1. Navigate to Forms and open the cycle you want to archive.
2. Click the status dropdown in the top right of the cycle page.
3. Select Archived.

📝 Selecting Archived from the cycle status dropdown

📝 Archived cycles move to the Archived tab on the Forms landing page

💡 Quick Tip

You can change an archived cycle's status back to Live at any time. Archived cycle data is never deleted — it stays fully accessible through the Student List and Dashboards.