Databases

Databases


Hi this is Larissa VanderZee, teacher
librarian at Central High School. I’m offering you a tutorial on how to work
with Google Forms to create databases for our use. This tutorial is
specifically meant for library media paraprofessionals coming from the elementary
site or the non education site so that they can understand how to utilize forms
in our educational system. The training objectives and the learning goals for
this tutorial are as follows, number one to create your form with various bits of
questions; number two to change the theme and set the settings in that form;
number three to send the form to individuals to gather data; number four
view the responses in chart form, and number five to send that data to a
spreadsheet that can then be searched and filtered. The first thing is open a
new form in Google Drive; if we click on new we will get the option go down more,
moving the cursor over to the Google Forms, select the arrow and the blank
form. When that blank form appears, it will look like this; it will say untitled
form, and there will be a template for the beginning question. At this point we
can simply enter our title here, the description if necessary, and begin with
the questions. To start with typing a question, simply type a question: What do
you want to know? That question then can be, the answer to that question can be
arranged in a number of ways, a short answer,
paragraph, multiple-choice, checklist, or drop down. Those are the ones that we will primarily be using
to gather the data that we need. There are other options on this question box
as well; we can duplicate the exact question and another one will show up
immediately like that underneath; we can delete as seen here simply remove, and
then we want to say if this is required or not. For our purposes we want all of
the data so we will be requiring all of the questions that we add. There are
other options on this toolbar to the right: this little plus will simply add
another question, this page with an arrow will import questions that have already
been written. We can add titles and descriptions to our questions as we go
through; we can also add images; we can add video, and we can add sections.When
your form is completed it will look like this; this is our writing studio form. It
has already been set up, and if we decide that we do not like the
way that this looked, we can change the theme in the settings, that was the second objective.
That will be done by customizing the theme here with this palette, and we have
several options that appear on the right. To exit out of that simply click the X
her,e and then we need to look at our settings. The other thing that you have
to know how to do in setting up a form is set it so that we get the responses
that we would like. We only want responses from our students who are in their TCAPS account, so we will click this box to make sure that they
are signed in. I don’t want them to edit their
responses for this particular form, but that is an option that we could do in
sending out other forms for other data. And I do not want them to be able to see
all of their responses that’s also worth noting as well. Simply cancel out of that
because that is done. The next thing that we have to do is make sure that this is
as we like it and so to view it, to preview the form, simply click this eye
icon, and this is the view that the students will get of this particular
form. The submit button is on the bottom when they finish they can simply submit.
To get back to the way that we need to send it; however, we have to hit this edit
this form. You cannot send the form from preview view;we have to be back on this
screen. To send we click the purple send and we have options if this form is
going to a few people we can simply type in their names here. Include the form in the email box must be kept
and then we click send. We do not have to do it that way though.
If we would like who use a link, we click the link icon, shorten the URL, copy the
URL, and that can be posted to another site. When we have collected forms, when
responders have responded you will see here that it shows
that they have responded we have 49, so to see how this data collection works, we
have to click on the responses and this is the how do I view responses part of the learning
for today. 49 responses. We can see it in summary form which will be graphs. We can
look at individual questions which helps us very little with the date. We can also
look at individual responses from the responders. The next way that this data can be
useful in terms of a database is to actually turn it into a database.The way
that that happens is to click this green icon” view responses in sheets” and it
will immediately take us to the responses in sheet format which is very
much then like a database .We can search for the student begins by date; we can search
for any of the different questions that we had and pinpoint information that we
need to have for this document, and then we can go back to our form to review.
This is what it looked like when we were working on it; to preview, we have to
click the eye icon; if we would like to see that before we send it out; in order
to send we again have to click the edit this form, and we will send it from this button here. To conclude this as we are looking at
this form that is waiting to be filled and back to the responses, this gives us
information that we need to present to our administrators for the value of our
writing studio and as library media para- pros, I need you to be able to use this
and feel comfortable with this tool as well. There will be times when we have to
present this data and information, and it’s extremely helpful if as the person who
is working in our library and helping with their information, you know how to
create the form change the theme and the settings within the form, up here, send
the form when we are finished with it and then tinker with the settings if
necessary as well and again to view the responses in several different ways. The
responses here, per question, per summary of results, per individual, and
most importantly putting it into a spreadsheet that allows us to see what
is happening within the use of our space. Thank you, and I hope that this was
helpful.

Daniel Ostrander

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