Year Start Clean-up Helpful Suggestions/Tips

Now that the year has begun and you have done the year rollover setup for the district's Evaluations Records and Evaluation Automatic Tasks (If it has not been done, it HAS TO BE DONE before you can do other setup/clean-up), there may still be some things that need to be cleaned up. Below are a few scenarios and helpful tips to help you make some changes in your data.

If you need help with any clean up, please remember you can contact us: support@schooldata.net 

Historical evaluation access

• Scenario: Staff should be able to access their own 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 Turn on Historical Access help article. 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: Add one by one or use a CSV upload. Steps how are in the Add Evaluation Record or Add Evaluation Record by Username procedure articles.

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 Web form or CSV upload steps in the Delete Unused Current Year Evaluation Record procedure. 

Hide a Task Template in the list of choices to add to a Task List

Scenario: There is a Task Template that is not longer needed and shouldn't be added to someone's task list.

What to do: 

1. Log into Data Admin: [yourdistrictname].schooldata.net/admin
2. Navigate to: Evaluation Admin => Tasks => Task Templates
3. Locate the Task Template you want to hide and select it by clicking the radio button to the left of the ID
4. At the bottom of the display, click the 'edit' button to open the Web form
5. Find the option 'Evaluation Task Is Active', change from TRUE to FALSE
6. Click 'submit'
7. Repeat steps 3-6 for each template you want to hide.

Move Evaluatees from one Evaluator to another

• Scenario: A principal left and all their Evaluatees need to be moved to a new Evaluator.
• What to do: There are a few ways this can be done:
  • Use the CSV upload steps in the 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. Log into Data Admin: [yourdistrictname].schooldata.net/admin
2. Navigate to: Evaluation Admin => Evaluations User and Permissions => Create Evaluator
3. Search for the employee's name, typing in some text and hitting enter on keyboard
4. Highlight their name in the list
5. Make sure 'Is Active' is set to TRUE 
6. Click 'submit'

REMOVING a name from the Evaluator dropdown on Evaluator Dashboard

Scenario: An Evaluator has left the district and 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. Log into Data Admin: [yourdistrictname].schooldata.net/admin
3. Navigate to: Evaluation Admin => Evaluations User and Permissions => Deactivate/Activate Evaluator
4. Search for the Evaluator's name
5. Highlight their name in the list
6. Make sure 'Is Active' is set to FALSE 
7. Click 'submit'

ADDING an additional 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 here in the Evaluator Dashboard instructions, the same apply from the Monitor Dashboard as well.

[updated 8/31/20 dmr]