Onboarding for New and Existing Districts

A. System Settings

Click the box next to each setting you wish to utilize.

• Scheduling Observations within Evaluation including sending calendar attachments.

• Walk-Through Tools - Evaluation has the ability to differentiate between an observation and a walk-through. Observations are tied to rubrics but Walk-Throughs are not.

• Professional Growth Plans - this feature allows you to create a growth plan form tied to specific rubrics. If a staff member has observations below proficient, a Professional Growth Plan can be created tied to the below proficient standards. Districts have the option to create Professional Growth Plans that are not tied to rubrics.

• Artifacts - both staff and evaluators can create artifacts with the ability to align to their rubric.

• Professional Development Task (PDT) Tracking - while all Professional Development Tasks are visible, this feature adds an additional page Professional Development Tasks are logged (i.e. LVIS in Indiana).

• Evaluatee created Professional Development Tasks (PDT) - determine if the districts wants to allow staff members to create their own Professional Development Tasks. If left unchecked, only an evaluator/administrator will be able to enter a Professional Development Task for a staff member.

B. SLO/Goals

Click the circle next to each setting.

• Student Learning Objectives - districts can review the built-in CLO and TLO forms. These forms are not customizable.

  • If you prefer your own custom SLO form(s), please upload them within the ‘Forms’ onboarding page.

• Goals - this feature will allow the goal form to populate automatically in the finalization/summative worksheet. If you do not need the Goal to feed into the finalization, leave unmarked.

  • Please upload the goal form within the ‘Forms’ onboarding page.

C. Finalization/Summative

• Input your own language for the end of year finalization or summative.

• The default setting is for staff NOT to be able to comment electronically on their finalizations. As a district you can turn on the ability for all rubrics, no rubrics or select which rubrics allow for comments by staff members.

• If you are willing to share your rubrics with other districts, please check this box.

D. IDP/Attachments

• Ensure the IdP is correct. If not, please update in the General Notes section.

• Upload your district logo in the Attachments & Link section

E. Add notes, questions or additional information if needed.

F. Once added, use drop-down menu to change status to Request Review.

G. Click Save.

• Purpose: Identify the different locations for house of staff. District Office/Central Office is implied.

A. Click on Departments/Buildings

B. Type in all school buildings/campuses or department groups

• Campus names: elementary school, middle school, high school

• Departments: Maintenance, Technology, Business

• Staff are able to have 1 location. If a campus principal evaluates, it is best to add that staff to their specific campus. If a Director evaluates, creating a department group will be best.

C. Once added, use drop-down menu to change status to Request Review.

D. Click Save.

Purpose: Define the various observation types required by the districts and specifications for each type.

• Frequently used observation titles include:

  • Formal

  • Informal

  • Announced

  • Unannounced

  • Long

  • Short

A. Click on Observation Types

B. Click on Import Template

• Use the spreadsheet to document the different types of observations. Ensure each cell is updated.

C. Click on New Observation Type Request

• Upload the Import Template once you have completed the information

D. Add notes, questions or additional information if needed.

E. Once added, use drop-down menu to change status to Request Review.

F. Click Save.

• Purpose: Instruments used to evaluate the various employee positions

Purpose: Identify different the required items to be included on the finalization/summative worksheet including percentages and cut scores.

A. Click on Finalization Groups

B. Click on New Finalization Group Request

• Add new Finalization Group in Notes or Upload

C. Add notes, questions or additional information if needed.

D. Once added, use drop-down menu to change status to Request Review.

E. Click Save.

Include finalization rating cut scores and weight percentages of each item.

Items used to feed into finalization include:

• Employee Evaluation Rubric

• Student Learning Objectives

• Student Growth

• School-Wide Learning Measure

• District-Wide Learning Measure

• LEA Selected Measures

Any rubric with a 4-point rating scale can utilize this finalization/summative group

Any rubric with a 4-point rating scale can utilize this finalization/summative group. The Student Learning Objective can be created in Evaluation to automatically feed into Finalization/Summative or can be manually entered field.

Any rubric with a 3-point rating scale can utilize this finalization/summative group. The Student Growth can be created in Evaluation to automatically feed into Finalization/Summative or can be manually entered field.

Purpose: District created forms available to Staff and Administrators for evaluation cycles.

A. Click on Finalization Groups

B. Click on New Finalization Group Request

• Add new Finalization Group in Notes or Upload

C. Add notes, questions or additional information if needed.

D. Once added, use drop-down menu to change status to Request Review.

E. Click Save.

Step-by-Step:

Hover over Utilities > Click Onboarding

A. Click “Forms” in the left column menu

B. Click Preview to review the current form

C. Click Change Request to document changes needed

D. Click Verify if form is accurate

E. Upload or attach any document or links to address changes

F. Add additional notes/comments if needed

G. Change Status to “Request Review”

H. Click Save

I. Once saved, a red box with a white “R” will appear next to Forms, this signals a notification has been sent to the EAI staff to add additional forms

J. Once EAI completes the changes, verify the form is accurate

Purpose: District defined list of items that are required/optional for a staffing group to complete during their evaluation cycle.

• Checklists can include but are not limited to:

  • any combination of forms

    • must be uploaded prior to checklist creation

  • observations of various types

    • as defined in Observation Types page

    • Self-Assessment

  • artifacts

  • walk-throughs

  • CLOs/TLOs/SLOs

  • Professional Development Tasks

  • summarizations or plain text (instructions or headers, etc.)

  • Finalization/Summative

  • Completion Signature (Evaluatee, Evaluator, both - include special sign off verbiage, if any)

A. Click on Checklists

B. Click on New Checklist Request

• Add new Checklist in Notes or Upload

C. Add notes, questions or additional information if needed.

D. Once added, use drop-down menu to change status to Request Review.

Select “Skip this Step” if the district will add days into the platform.

E. Click Save.

Purpose: An evaluation item that is not required to be tied to a rubric and is not shown on the finalization/summative.

A. Click on Walk-Through Tools

B. Click on New Walk-Through Tool Request

• Upload new Walk-Through Tool

C. Add notes, questions or additional information if needed.

D. Once added, use drop-down menu to change status to Request Review.

Select “Skip this Step” if the district will add days into the platform.

E. Click Save.

Sample #1

Utilizing components of a district approved rubric, evaluators can select components without providing a rating score. Text box availability feature is optional.

Sample #2

Utilizing components of a district approved rubric, evaluators rate each components. Text box availability feature is optional. This type of walk-through will populate on rubric summary for staff and finalization worksheet.

Sample #3

District created tool not defined by a rubric.

• Purpose: quickly upload active users with attached evaluation items into platform

Watch a short tutorial: Staff Import

Step-by-Step:

Add New Hires Using the Onboarding Import Template

Hover over Utilities > Click Onboarding

Click “Staff Import” in the left column menu

To review current staff on file for your district > click the underlined link at the top of the page > Click the link again to close the roster

• To add staff members, download the Import Template by clicking the blue link

• Open the template downloaded on your device and complete all the fields marked required

Please reference the examples listed on the sheet as you populate your staff

Once complete, save the template to your device

Next, you will need to upload the completed template back into the system as an attachment

1. Give the attachment a name such as (school year)_New Hires

2. “Choose File”

3. Click “Upload Attachment”

4. In the textbox add any notes, additional information or questions if needed

5. Change the Status to “Request Review” in the dropdown

6. Click “Save”

7. A red box with an R next to Staff Import in the left column will display indicating the staff import is ready for review.

Purpose: assign non working days for district defined timelines on evaluation items.

A. Click on District Calendar

B. Click on “your district calendar here”

C. Add notes, questions or additional information if needed.

D. District SuperUsers have access to the calendar year round, update the status to Complete.

E. Click Save.