Onboarding for New and Existing Districts

Purpose: Add contact information and general district settings.

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: The observation types created by the district defines the timeline and availability of pre/post forms and conferences.

• 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.

A. Observation Title - the title appears in the observation module

B. Pre-Form, Pre-Conference, Post-Form and Post-Conference - the tabs will be available based on district options. In this example, the red circle R identifies the required forms and conferences based on the observation type.

A. Observation Title - the title appears in the observation module

B. Post-Form and Post-Conference - the tabs will be available based on district options. In this example, the red circle R identifies the required form and the white circle O identifies the optional conference based on the observation type.

Purpose: Upload Rubric Instruments used to evaluate the various employee positions

A. Click on Rubric Instruments.

B. Click on New Rubric Instrument.

C. Type the Rubric Titles and click Go.

D. Optional notes field.

E. Choose the file with the new rubric - preferably work or text format. Click Upload Attachment once the file is chosen.

F. Optional notes field.

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

H. Click Save.

See our Rubric Creation Guide for more information.

Purpose: Easily review the variety of rubric shared within Evaluation by other districts

Hover over Utilities > Click Onboarding.

A. Click Rubric Instruments

B. Click Collection of Rubric Instruments in the yellow banner

A. Utilize the variety of drop-down menus to filter options

B. Click Go to populate the rubrics

C. Click View to review each rubric

D. Click Create Copy to conveniently add the rubric to your district

A. The copied rubric will appear on the Rubric Instrument page with the word COPY in the title

B. Click View to review the rubric

C. Click Change Request, if needed

Provide changes in notes or upload an attachment

D. Click Verify if rubric meets district needs/requirements

E. Change status to Request Review.

F. Click Save.

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

Finalization Groups must total 100%. You can add multiple items in a finalization group but ensure they equal 100%

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 Forms

B. Click on New Form Request

• Add new Form 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.

Hover over Utilities

> Click Onboarding if changes need to be in current evaluation cycle

> Click End of Year Rollover if changes are needed for next evaluation cycle

A. Click on Forms

B. Click Preview to review the current form

C. Click Change Request to document changes needed

D. Click Verify if form is accurate

E. Change Status to “Request Review”

F. Click Save

G. Click Verify once the new form has been created and meets expectation

Click on the form sample titles to view each form as a guide for the variety of ways forms can be created in Evaluation.

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

A. Click Staff Import

B. Click Import Template and enable editing on csv file

C. Utilize Relevant IDs and Codes to complete the spreadsheet

D. Click New Staff Import Request and upload the completed template

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: 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.