A Step-by-Step Guide on How to Use Google Forms for Data Collection

Data collection. The two words that so often make therapists want to pull their hair out. I used to have sticky notes of every shape and size all over my therapy table that I would later tape into my paper data sheet. I would spend hours going through pages of data points on each objective. Then I would realize that I was missing data points on an objective, and progress reports were due the next day. Sound familiar? It was a big, disorganized mess!

Enter Google forms. Did you know that you can take data on Google forms? At first, it seemed intimidating and like quite a bit of work, but it’s really very easy and quick to set up.

Step-by-Step Guide on How to Use Google Forms:

1. Add a new Google form by selecting “blank form”.

2. Title your form.

3. Then enter your section headings where it says, “untitled question”. (Some of the section headings I use are “date”, “time”, my credentials, and the year. Under the “time” heading, I indicate the number of therapy minutes for each session. I also like to include an “other” section where I type general sessions notes, reminders to myself, or ideas for new objectives. I have recently added an “activity” section where I note the activity we used. (See example below.)

• There are several different options for customizing your google form on the right side of the form.
• Use the “+” sign to add additional sections.
• Using the tool bar, you can also change the font style and size, add pictures and videos, and move sections around.

4. Use the drop down carrot to the right of “multiple choice” to select your response format. I like to have flexibility with the way I enter my data; therefore, I tend to select the “paragraph” format. It allows for the most room to type.

There are many different response types.

5. Enter your objectives and select your response format.

Several of my colleagues use the multiple choice feature and really like it. I often use the multiple choice feature for the “activity” section of my data sheet.

Play around with the various response formats to determine which option you like the best. You can always edit your form if you decide you do not like the option you selected.

6. Title your data sheet by clicking on “untitled form” and adding your title. That’s it! Your data sheet is made. Select “SEND” in the upper right hand corner.

7. Email the data sheet to yourself and to anyone else who is also collecting data on your goals and objectives.

I’ve made my data sheet. Now what?

Open your email and select “FILL OUT FORM”.

Using an Ipad to collect data:

• If you are using an ipad to collect data, open the form in your email and select “FILL OUT FORM”.
• Then add the form to your home screen for easy access. (I like to organize my data sheets in folders by campus and grade.)
• When you’re ready to access your data sheet, select the data sheet you need by tapping on it. It will open in Safari.
• Enter your data and hit submit. It’s super easy.
• All your data will be sent to the student’s Google spreadsheet.

Using a desktop or a laptop to collect data:

• You can open the student’s Google spreadsheet and enter the student’s data directly into it. (Directions for generating a Google spreadsheet are next.)

How do I generate a Google spreadsheet?

Go to the student’s editable Google form and click on “responses”.

“Create a new spreadsheet” will be selected. Type the title of your spreadsheet into the blank. Then select “create”. Google will automatically generate a spreadsheet for the student.

Above is an example of the spreadsheet that Google will create for you. To format your spreadsheet, highlight the spreadsheet using “command + A”, then select “format” –> “text wrapping” –> “wrap”.

You can type directly into this spreadsheet or you can enter your data on your Google form and submit it. Whenever you submit data for a student through his/her Google form, your data will automatically appear in her/his Google spreadsheet. (See example below.)

Your data points will be under each individual objective and arranged by date making averaging data for progress reports and totaling your minutes at the end of each grading period a breeze!

Once you get the hang of Google forms, they are simple to create and really make progress reports so much easier! Let me know in the comments if you have any other questions.