Year Start Clean-up Helpful Suggestions/Tips

Now that the year has begun and you have done the Year-End Evaluations. If it has not been done, it must be done before you can do any other setup/clean-up. Below are a few scenarios and helpful tips to help you change your data. If you need help with any cleanup, please remember you can contact us at support@schooldata.net 

Historical Evaluation Access

• Scenario: Staff should be able to access their historical evaluation records, and/or Evaluators should be allowed to access historical evaluation records for their Evaluatees.
• What To Do: Use the procedure explained in the Evaluations Admin>Year End Rollover Evaluations>Set Evaluation Year Access to Historical Data. This is an annual setting due to the potential for change in district needs and/or bargaining agreements.

>>

Adding an Evaluation Record

• Scenario: A new staff member is hired at the district, so there wasn't an Evaluation Record for them last year.
• What To Do: Use the procedure explained in Evaluations Admin >Evaluations Users and Permissions>Add Evaluation Record or Add Evaluation Record by ApplicationUser Names.

>>Or

Remove unused Evaluatee record(s) for the Current Year

• Scenario: Teacher(s) or principal(s) Evaluation record was rolled from the previous year to the new year, but they have left the district or retired, and the record is not needed.
• What To Do: Use the procedure explained in the  Evaluations Admin>Year End Rollover Evaluations>Delete Unused Current Year Evaluation Record. 

>>

Hide A Task Template In The List Of Choices To Add To A Task List

• Scenario: There is a Task Template that is no longer needed and shouldn't be added to someone's task list.
• What To Do: Use the procedure explained in the Evaluations Admin>Tasks>Task Templates.

>>

1. Locate the Task Template you want to hide and select it by clicking the radio button to the left of the ID.
2. Click the edit button at the bottom of the display to open the Webform.
3. Find the option 'Evaluation Task Is Active,'' change from TRUE to FALSE.
4. Click 'submit'.
5. Repeat for each template you want to hide.

Move Evaluatees From One Evaluator To Another

• Scenario: A principal left, and all their Evaluatees must be moved to a new Evaluator.
• What To Do: There are a few ways this can be done:
  • First, use the CSV upload steps in the Update Evaluations Admin>Evaluation Users and Permissions>Update Evaluatees Primary Evaluator procedure.

>>

• OR impersonate the old Evaluator and switch each Evaluatee to the new Evaluator.
• OR, if you have Evaluations MONITOR access, use the edit tool on each Evaluatee to move.

Adding A Name To The Evaluator Dropdown On Evaluator Dashboard

• Scenario: A new Principal or Assistant Principal is hired, and the plan is for another Principal to "hand off" from their Dashboard some Evaluatees.
• What To Do: 

1. Use the procedure explained in the Evaluations Admin>Evaluation Users and Permissions>Create Evaluator.

>>

2. Search for the employee's name, then highlight their name in the list.
3. Make sure 'Is Active' is set to TRUE.
4. Click 'submit.'

Removing A Name From The Evaluator Dropdown On Evaluator Dashboard

• Scenario: An Evaluator has left the district, so they no longer need to be someone in the dropdown to select.
• What To Do: 

1. Reassign anyone they are evaluating in the current year to another Evaluator
2. Use the procedure explained in the Evaluations Admin>Evaluation Users and Permissions>Deactivate/Activate Evaluator.

>>

3. Search for the Evaluator's name, then highlight their name in the list.
4. Make sure 'Is Active' is set to FALSE.
5. Click 'submit.'

Adding Evaluator To Evaluate An Evaluatee

• Scenario: There are to be two Evaluators assigned to one Evaluatee.
• What To Do: Use the Supplemental Evaluator assignment process outlined in the Evaluator/Monitor Dashboard instructions.