Evaluations, Homeroom, and all the SDS Applications share the same current year, so when the new year starts for all Homeroom & the other SDS Applications so does Evaluations.
When the year had rolled over for Evaluations, edits can NOT be made to the previous year evaluation records. So it is important to contact those using Evaluations when planning the end of year dates PRIOR to the end of year.
Contact support@schooldata.net to setup a free consultation if you would like to work through this process with an Evaluations setup specialist.
Items to consider/prepare before the new year:
- Review your current setup for Teacher & Principal, meet or reach out to your staff
- What didn’t work? or needs to be slightly changed?
- Consider the feedback from staff: principals, teachers, administrators
- Major Staff Changes known for next year – Evaluator + Evaluatee changing or stay the same
- Verify Succeeding Positions are setup correctly – these are the position level the Evaluatee will be given when the "Promote" process is done
- Here is where to access it in data admin: Evaluations Admin => Position & Levels => Position Levels
- Task Templates – Any new to Add or Change, or need to Deactivate so no longer usable?
- Automatic Task Lists for new year – this can be a brand new list if desired, slightly different or same per Position Level
- How many of which template, due dates, order, required vs. not-required
- If decided on a brand new list, STEP 1 below would be skipped and instead an upload of new task list would be done
- District setting annually - Provide historical access to previous year evaluation data to Evaluators or Evaluatees in the Evaluations application
Once the new year has started, the following need to be done for the new year in this order. Until these steps are done, no one can get into Evaluations:
- Step 1: Setup up Automatic Evaluation Tasks - see "Copy Automatic Evaluations Task" below for more on how
- OR instead of this process, if there are lots of changes to be made a file with the new automatic tasks could be uploaded (contact support@schooldata.net)
- Before proceeding to Step 2, this is when changes to the previous year task list could be made (contact support@schooldata.net)
- Allow enough time for this process to run before starting the next process.
- Step 2: Evaluation Year records - see "Promote All Evaluations Years to Next Year" below for more on how
- OR instead of this process a file with the appropriate associations can be uploaded. (contact support@schooldata.net)
- Additional steps, depending on the need or district preferences:
- Set Evaluation Year Access to Historical Data - for staff to access previous year evaluation info, this is an ANNUAL setting
- Delete Unused Current Year Evaluation Record - to remove staff that left the district or aren't being evaluated in the new year.
- Year Start Clean-up and Helpful Suggestions/Tips article
Automatic tasks MUST be created prior to the Evaluation year records, which can't be done until the new year has started. If done in the wrong order, the producing of the evaluation year records will not run correctly and cause errors when users attempt to get to their Tasks.
To locate and run the procedures below:
- Log into Data Admin: [yourdistrictname].schooldata.net/admin
- Navigate: Evaluations Data Admin => Evaluations Year End
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Administrative Interface |
Steps and Notes |
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Step 1: Copy Automatic Evaluation Tasks* |
This process will copy all of the Automatic Tasks for ALL Position Levels from the selected year to the current school year, also incrementing each task by a year.
Once the process is complete, close the window. You will be returned to the Year End Rollover interface. *If drastic changes need to be made to your Automatic Task list from last year to the new year, it is advised to NOT use this procedure. Instead, a new Automatic Evaluation Task list can be uploaded. Contact support@schooldata.net to speak with a representative. |
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Step 2: Promote All Evaluation Years to Next School Year* |
Prior to running this, Automatic Evaluation Tasks for ALL Position Levels must exist. This process will establish new Evaluation Year records for all Evaluatees and move them to the succeeding position level identified in the Position Level setup**.
Once the process is complete, close the window. You will be returned to the Year End Rollover interface. *If drastic changes need to be made to Evaluation Records from last year to the new year, contact support@schooldata.net to speak with a representative. ** To review the Succeeding Level setup, here is where it is found in data admin: Evaluations Admin => Position & Levels => Position Levels |
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Delete Unused Current Year Evaluation Record (optional)
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(optional) This process works on current year records. Use to clear out individual Evaluation records for Evaluatees that aren't to be evaluated in the new year or left the district. It will delete all data attached to an Evaluatee.
Once the process is complete you will be returned to the Year End Rollover interface. For CSV upload instructions, see the Delete Unused Current Year Evaluation Record article |
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Set Evaluation Year Access to Historical Data (district preference)
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(District preference, has to be annually set) Each year when the year rolls over this needs to be run to update previous year records historical access.
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Note: If you have been trying out Evaluations and had everyone set up exactly as you would like them for the new school year, contact support@schooldata.net and to get help.
[updated 4/27/22 dmt]
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