Create a form response for a student

When a family needs help, such as a walk-in, a phone call or a paper form, you can create a form for their student from the admin portal. Families see the form in their Avela account right away, so they can review it and finish it themselves.

You can only create forms for active students. If the student isn't in Avela yet, add them first. See Add a new student and parent/guardian.

Before you start

Your organization decides who can create forms. If you can, you'll see a Create form button:

If you don't see the button, contact your organization's administrator. District staff can't create forms for families.

Create a form as organization staff

From the forms list

1. Go to Forms and select the form.
2. Click Create form.
3. In Student, search by the student's name, student ID or Reference ID, and select them. Check their date of birth and ID to make sure it's the right child.
4. Click Create.

📣 The “Create form” button is present but disabled for Inactive students.

From a student's profile

From this Students view, clicking on the “Create forms” button, you will then indicate the Enrollment period and Form you wish to create.

1. Open the student's profile and go to the Forms section.
2. Click Create form.
3. Choose the Enrollment period and the Form.
4. Click Create.

Create a form as school staff

You can create a form for any student in your organization, including students who don't attend your school, as long as you know their name or ID. Your school is added to their school choices, so you'll keep access to the form.

1. Go to Forms and select the form.
2. Click Create form.
3. In Student, type at least 3 characters of the student's name, Reference ID or student ID.
4. Select the student. Check their date of birth and ID to make sure it's the right child.
5. In Which school are you creating this response for?, choose your school. If you work at one school, it's already selected.
6. Click Next and answer the questions on the family's behalf.
7. Click Create.

The form opens with your answers saved and your school added. 

📣 Check your answers before you click Create. After the form is created, you can't change them. Contact your organization's administrator if one needs correcting.

You can't upload files while creating the form. The family can add them to the form later.

If the student already has this form

Avela adds your school to their existing form instead of creating a second one. The message reads "{Student} already has a form. Your school will be added to it." Avela checks the student's eligibility for your school using the answers already on the form.

If the family hasn't answered a question needed to check eligibility, such as grade, Avela can't add your school. Contact your organization's administrator.

Follow-up forms

Some forms, such as a registration form, are only available after a family accepts an offer. Avela assigns these to the family automatically.

• Organization staff can create a follow-up form once the student meets its requirements, such as having an accepted offer on the earlier form.
• School staff can create one only when the family accepted an offer at their school and the form has been assigned, but nobody has started it yet.

When you can't create a form

Staff can't create forms that are closed, locked or past their deadline.

See who created a form

The form's history log shows which staff member created it.