Frequently Asked Questions

All Ears Form Builder is a data collection tool that is integrated with school and class lists in School Cockpit. This means that school users can create forms and assign them to specific students, classes and/or school staff to collect responses. These responses can be easily tracked to monitor the response rate and identify non-respondents. 

There are other features such as personalised forms for individuals, response analytics and Excel templates to facilitate Subject Combination and CCA Allocation Exercises, further supporting a variety of school processes.

We do not provide dummy accounts. You may use the PREVIEW function found in the QUESTIONS tab to review your form. 

Alternatively, you may test the form yourself or with your colleagues by setting the form audience to PUBLIC or STAFF.

No. Students can only access the published forms.

Unlike FormSG, All Ears is a versatile form builder tailored for schools which allows school staffs to assign forms securely to specific classes/students and track their responses. 

It offers personalised form options, which can be used to support schools' processes e.g. Collection of students' CCA preferences through a CCA selection form that display gender-specific CCA options/questions, their age or grades etc. 

All Ears also supports important school processes like the annual subject combination and CCA allocation exercises with downloadable allocation excel templates.

All Ears' levels of data security and sensitivity are Official (Closed) and Sensitive (Normal) respectively. This is the same classification as School Cockpit. 

You may have entered an invalid MIMS or password.  Please try again.

While All Ears will sync accounts from MIMS, this will only take effect once MIMS sends us the account. You may need to wait a couple of days for the syncing to take effect.

Yes, HQ has access to all schools in All Ears.

As long as the staff has an MIMS account, he/she may access All Ears.

Yes, All Ears is available for both HQ staff and schools. An MIMS account is required to access All Ears.

Staff will need the form link and login into All Ears using their MIMS account.

Incoming students for the new academic year will be reflected in All Ears 1 to 2 days after posting results is out. 

You can approach your school's MIMS Student Administrator (SA). 

For MIMS login details, please call SSOE helpdesk for assistance.

Yes. All Ears can be accessed from Overseas IP.

Yes. You can select students across classes and levels.

While the creating audience grouping is not currently available, this is in our working pipeline. There is a workaround to this. Some teachers create blank forms and select the student/staff groups in them. They then label the form with the custom group's name. Whenenver they wish to send forms to that group, they duplicate this blank form and create questions. This way, audience will be duplicated to the new form and they can create the questions they want.

No. At present, for security reasons, you only have access your own school's students.

No. At present, this feature is not available in All Ears. Some teachers create blank forms and select the students  to form a group audience. They then label the form with the CCA group's name. Whenever they wish to send forms to that group, they duplicate this blank form and create questions. This way, unique CCA audience will be duplicated to the new form and they can create the questions they want.

Yes. However, you would have to set the audience as Public since the system will not have their data for login purposes.

Currently, HQ staff cannot be selected as audience. As for school staff, we will consider this for future development.

Users can choose from 3 types of audience: Public, Students and Staff.

For public audience type, respondents do not need to log in. Anyone with the link can access and respond to the survey. However, this means that the form creator will not be able to track the respondents.

For student audience type, students with the link can access using their NRIC.

For staff audience type, staff will need to log in to their MIMs account to access the form. 

In most cases, we recommend selecting the ‘Student’ audience type when sending forms to parents. This will allow you to easily see which students’ parents have not responded yet. Parents can respond to the form by working with the child to log in using their child’s MIMS account*.

For forms that are not sensitive, you may alternatively select the ‘All’ audience type to allow parents to respond without the need to log in. In such cases, you may wish to add a question for parents to identify themselves.

*NRIC login for students will be removed from 27 November 2023. We are exploring the possibility of a login system solely for parents, and will update this space when we have more information.

You may get your students to check their personal data/subjects through the following steps.

• Using the All Ears Personalised Field function, upload the data/subjects taken by the students in the personalised fields.

• Then you may customise the form instruction using “@” so that it is unique to the student.

• Publish the form and share the link with the individual student to inform them of their personal data/subjects taken.

Yes, this is known as ‘Display Condition’ in All Ears. At present, All Ears supports the display of a specific question based on a single selected option of a preceding MCQ and MRQ. 

We recommend that you download the excel template from All Ears as it is populated with the audience grouping. You can copy the details from your excel sheet into the All Ears excel template and upload back to All Ears. This would ensure consistency in data transfer. You may then use the data to personalise your forms.

At present, All Ears does not have this function. We will consider this feature in our future development.

Yes. You may create a form and add collaborators within your school. Anyone with access can easily duplicate for future use.

At present, limited option is available for MCQ question types only. Click on 'Limit option' when you are editing your question to set it up.

Yes. Under "MCQ", you can select to convert it to a dropdown.

The fastest way to reset a form would be to ‘Duplicate’ the form and resend the new form’s URL to the students. This would ensure that the form creator has a record of the previous responses.

Currently, all questions need to build up from scratch in All Ears. 

There are 6 types of elements. 

1. Ranking Question

Respondents select their preferred options from a list of options in order of preference

Example Scenario: I want to know the top 3 choices of CCAs under the Performing Arts category.

• Number of options to rank: 3

• Options: List all Performing Arts CCAs (one option per line)

2. Free Text Question

Respondents give information with free text.

Character limit can be set. For unlimited length of response, enter 0 in the field

Example Scenario: I want the respondent to elaborate on a choice made in a previous question.

3. Multiple Choice

Respondents select a single option out of a list of options

Example Scenario: I want to know a single choice of CCA under this category.

4. Multiple Response

Respondents select a more than one option out of a list of options.

• Maximum and minimum number of options a respondent must select can be set.

Example Scenario: I want to know a list of student’s preferred CCA choices.

5. Images

Respondents can view an upload image

• Include an image caption to describe the image.

Example Scenario: I want to show a list of subject combinations to students.

6. Sections

Respondents can provide answers to grouped questions

• Sections allow you to divide your questions into sections when you want the user to provide grouped answers

Example Scenario: I want to know the qualities of a CCA leader.

Bulk paste refers to an alternative way of inputting a list of options. You can paste a long list of options for the MCQ/MRQ without having to add

No. You would need to publish the form and share the form URL link with the targeted audience.

Yes, you add respondents after the form is published. However, it is advised not to modify the respondents after the form is published so as to avoid unintended errors

You can inform your students of their offered subjects.

• Using the All Ears Personalised Field function, upload the subjects offered to the students in the personalised fields.

• Then you may customise the form instruction using “@” so that it is unique to the student.

• Publish the form and share the link with the individual student to inform them of the subjects they have offered. 

• You may want to add a question for the student to “acknowledge” the subjects offered and to indicate if it is otherwise and to follow-up with the teacher.

Yes. You can share the form via the "Share as an announcement on Parents' Gateway" in All Ears. If you select Public audience, parents do not need to log in to respond. However, this would mean that responses are not tracked. We recommend selecting Student audience when sending forms to parents. Parents can respond to the form by logging in using their child's NRIC.

If the form creator updates the form, all changes will be reflected. However, respondents who have submitted will not be flagged as non-respondents. In general, we strongly advise against editing questions and options after publishing or receiving any responses.

There are a few notable scenarios we wish to highlight:

• If the form creator adds a question, this question will be left blank if the respondents do not log in again to reply to it. 

• If the form creator deletes the questions, all responses submitted will be deleted as well. 

• If the form creator deletes certain options, responses which include these options will be deleted. E.g. A student selects A and B. If option B is deleted, this student’s response will be recorded as A only. 

• If the form creator changes the order of questions, the responses submitted will automatically be reordered according to the updated order when the responses are downloaded.

• If the form creator changes the order of options, this will affect the responses. E.g. Badminton is the first option. A student submits a response selecting the first option. The form creator then puts Choir as the first option. When downloading the response, this student’s response will show Choir instead of Badminton. 

1. If the form's audience was changed after the staff/students responded, you will not be able to see responses from people who were removed from the audience. You can change the audience back to rectify this.

2. If you are a school staff, you can only see responses from your own school. To download responses from another school, you will need to add a collaborator from that school to help you download them.

For last year students, if students had provided responses, 

• Select the All Ears form and select the Audience Type from “Select Students to respond”. 

• Then select the year, e.g. 2022 and “Add School”.

• This would allow the responses from last year’s student to re-appear.

• Please note that if the students were not in the school for 2022, their responses would still not be available.

Respondents are prompted to enter their email address after form submission to send themselves a copy of their response.

At present, All Ears cannot support this process. You can only delete in the downloaded excel file. 

Yes. You may also track responses down to the specific class and students. 

All Ears will show the based on the academic year that was chosen in the audience tab. For example, if a year 2022 class was chosen, the same year 2022 class will be shown in year 2023.

Currently, All Ears allows one booking at a time unless worded in two separate questions.

Currently, All Ears allows for multiple submission for public audience forms. For student and staff audiences' forms, only the latest submission will be captured.

Collaborators from your school would be able to view and not edit your form even if given "Editor" rights. 

Yes, you can add your colleagues within the same school as collaborators. 

While you may add collaborators from another school, however, he/she cannot edit the form. 

A collaborator from the same school can view the form, audience and even download responses.

A collaborator from another school cannot view information regarding your school's students for security reasons. 

Presently, it is unlimited.

Yes, the form will still be in All Ears even if the creator is no longer in service. You may duplicate the form and then you will have the ownership of the form. As owner of this form, you can now add your choice of collaborators to the form.

All Ears is synced with School Cockpit roster data and is updated on a daily basis.

No. Currently All Ears does not have direct access to students' data in School Cockpit. However, you may upload students' results/data into All Ears and then customise the form instructions to disseminate the results to the individual student.

No. Currently All Ears does not have the feature of extracting data from JAE posting. However, you may upload this data into All Ears if you need to personalise or apply display conditions into the form.

In All Ears, the CCA Selection form template complements the CCA Allocation template. The CCA Allocation template comes with in-built macros and a summary of the allocated CCAs.

The Subject Combination Allocation Template is an Excel file that can assist schools in the process of subject combination allocation. It is generated based on your student responses and comes preloaded with useful formulae to provide baseline information to aid in allocation decisions, for e.g. whether a student meets the subject criteria, student-class ratio and student-subject distribution.

Currently the Subject Combination Allocation Template allows for maximum of 10 classes. Please contact us if you need more classes. 

After the students have submitted their responses, go to RESPONSES tab > DOWNLOAD button > Subject Combination Template

There is no other priority flow for the allocation template. At the core of it, it serves to help teachers highlight problematic students. For example, if the student has medical conditions, or if he/she chose a CCA that doesn't match the gender.

The decision is still entirely up to the teachers, although by default we will allocate the students their first choice. There is no way to control the gender ratio, when you do the allocation, you will need to ensure you don't over-allocate.

For more information, do read through our user guide!