Describing What the "Evaluation Event" Includes

The component list specifies all of the possible parts of an "end-to'-end" "Evaluation Event", along with a wide set of options on how the overall flow of the Evaluation Event will take place:

There are 5 main components of an "Evaluation Event":

1. Pre-Conference
2. "Main Event" or Observation (it does not need to actually be an Observation)
3. Post-Conference
4. SIgn-Off
5. Document-Log
   
   

The matrix above specifies which components will be included and how each will operate (based on the component-specific options).

The columns of the matrix are:

• Component - Name of the component and for the "sub-components" of the Observation (i.e. the Main Event), whether to include them.
  
  
• Include - Specifier indicating whether the component is to be included in the 'end-to-end Evaluation Event'
  
  
• Visibility -
  
  
• Schedule - Checkbox specifying that the component must be scheduled. If this is unchecked, the component does not need to be formally scheduled.
  
  
• Conference Form - Most components can include the filling in of a Conference Form. This column allows each form to be selected.
  
  
• Options - This includes the component-specific parameters.

The horizontal lines divide the screen - and the "Evaluation Event" being described - into its 'operational components'.  There are 6 at this writing:

1. Pre-Conference Component - The thing that happens at the "start" of the Evaluation Event.
   
   
2. "Observation" Component - The central function of the Evaluation Event, whether it is an actual formal Observation or something else.
   
   
3. Post-Conference Component - The thing that happens at the end of the Evaluation Event.
   
   
4. Sign-Off - A formal procedure where one or both parties to the "Evaluation Event" physically sign off and the Evaluation Event becomes closed and locked.
   
   
5. Document Log - 
   
   
6. Summative Choices, if this Workflow describes a Summative Evaluation.
   
   

The first 4 (pre-conference to sign-off) represent a time sequence.  The last two are concerned with operational choices during the time sequence.

A Bit of Explanation:  Observations and Other Types of Evaluation Events (or Where the Wild Things Are)

Workflows - as has been said elsewhere in this documentation - describe an "Evaluation Event" from start to finish.  A Workflow can describe any type of formal "Evaluiation Event":

• An Observation
• A Meeting
• A Formal Summative readout (meeting?  Scoring + Meeting?)
• A self-reflection or self-assessment (the first is the self-filling out of a form, the second a self-scoring of a rubric).
  
  

The middle "Observation" section describes what this Evaluation Event really is, whether or not it is an actual Observation.  It can actually be anything and does NOT need to include the scoring of a rubric (or other device).

Let's examine each Component of a Workflow:

Preconference Component of a Workflow

For Observation "Evaluation Events", a pre-conference can be held before the actual observation takes place.  This component was designed to describe whether or not such a 'preconference' was going to be held, and what Conference Form should be filled out, by whom, before, during or just after a physical meeting was held, or whether to simply fill out the form without an actual meeting.

Options for the preconference:

• None 
• Required, face-to-face
• Required, form fill only
• Optional, requested by employee
• Optional, requested by observer
  
  

Options for when the Observee (the staff member being evaluated) can see the Preconference information:

If the "Must be scheduled" checkbox is checked, the Pre-Conference must be scheduled (i.e. a date must be selected).

Options for which Conference Form to use and who can fill it out:

The "Conference Form" drop down for a Pre-Conference is populated by Pre-Conference Conference Forms.   If one is selected, it is presented to the Observer to fill in.  If the Observee can also fill checkbox is checked, the Observee also gets a copy of the Form to fill in.

Pre-Conference Options

"Main Event"/Observation Component of a Workflow

• Inclusion Control - Whether or not to include the "Observation" (i.e. core phase) of the Evaluation Event.
  
  
• Rubric Control - What Rubric to use, and how to score it, and how to color it.
  
  
• Notes Control - Whether to allow Notes and how to - start - capturing them.
  
  
• Teacher Relfection / Self Assessment controls - Whether or not the Evaluation Event described by this Workflow includes a Teacher self-assessment or self-reflection or consists entirely of a self-assessment or self-reflection.
  
  

"Observation" Inclusion Control

Options for the "Observation":

• Required
  
  
• Omit - Turns off the entire "Observation" section of the Workflow.
  
  
• Optional, requested by employee
  
  

Does the "Observation" (or meeting or whatever) need to be scheduled before it can be activated?

If the checkbox is checked,the "Schedule" option appears for the Observation (in the portal, on the Observer's Staff-To-Evaluate→Manage staff member screen.

If the "Require scheduling to observe" checkbox is checked, the "Observe" button does not appear UNLESS the Observation has been schedule (i.e. a date has been set).

If a Conference Form is selected for the Observation, the
"Form" screen of the Observation is turned on so that the Observer can fill out the form. The drop down lists all Conference Forms which are flagged as "Observation" forms.

Self Assessment Sub-Component of an Observation/Main Event

If the Self-Assessment Rubric is selected, the Observee is given the opportunity to fill in the Rubric for themself.  That is, they self-score the rubric - though the score does not "count".

Self-Reflection

Self Reflection differs from Self-Assessment in that with Self Reflection the Observee fills in a "Self Reflection Conference Form", where with Self Assessment they self-score the rubric.

If "Include Teacher Reflection" is checked, the Observee (who need not be a teacher), must fill in the select Conference Form (and one must be selected).

Extra Info Screen

The "Extra Info Screen Enabled" controls the presence of the "Info" tab on Observations.  If this checkbox is checked, the Info will appear.  The three options at right control which fields appear on the Info screen:

"Subject" text field

"Grade Level" text field

"Supervisor Name" text field

These simply capture bits of information and make them part of the Observation record.

Notes - Observation Notes

The Notes control specifies whether Notes are to be taken and how they are to be taken.  The "Include" drop down for Notes has three settings:

• None - No Notes will be taken
  
  
• Normal - Notes will be entered one at a time, free form.  If this is selected, the Options on the right control the Note taking:
  
  
  • Field Type - The initial setting for the way free form Notes are to be taken: 
    • Single Line of Text - A single line of text where a Note is generated every time "Return" is clicked.
      
      
    • HTML - Full blown HTML editor requiring the use of the "Add Note" button.
      
      
    • Multiple Lines of Text - A multi-line free form text field which requires the push of an "Add Note" button.
      
      
  • Instead of "Notes" use the specified Singular and Plural forms (e.g. "Comment" and "Comments").
• Use Selected Form - Notes will be taken via the selected Notes Conference Form (specified in the Conference Form drop down, which is then required).
  
  

If 

Rubric Usage and Scoring Controls

These controls specify:

• What Rubric to be used
  
  
• Which Page Groups of the Rubric to include
  
  
• How to generate a score for this Observation
  
  
• Which color scales to use for each Page Group of the Rubric, and which Color Scale to use overall with the 'final score' of the Observation.
  
  
• If Notes will not be used (and thus the "Notes" page of the Observation will not be shown), what will be done instead?
  
  

Notes Control

This specifies whether to use "normal notes" or to replace the Notes with a form (and if so, which form).  If "Normal Notes" are going to be used, how should "Note capture" work and can eh user (i.e. the Observer) change it on the fly?

• Note Capture: Options are "Normal" and "Use Selected Form".
  
  
  
  If "Use Selected Form" is chosen, a form must be specified in the "Conference Form" drop down. The Forms drop down will contain a list of all forms flagged as "Note Forms":
• Field Type: Options are:
  
  • HTML - This displays a full HTML editor which includes bold, itatlic, etc. controls, the ability to add in graphics, etc.
    
    
  • "Single Line of Text" - This allows the user to enter a single line of text at a time and the Enter key generates a new Note.
    
    
  • "Multiple Lines of Text" - This allows the user to enter multiple lines of text at a time, but they must click the "Add Note" button to generate a new Note.
    
    
• User can change checkbox - If this is checked, the Observer can change the "Field Type" for Note taking on the fly - meaning they can choose any of the three styles of Note taking and actually switch back and forth during the Observation.  If this is not checked, the Observer is forced to use the Field Type selected here and cannot alter it during the Observation.
• Changing the "Notes" prompt.
  
  

Teacher Self Reflection/Assessment Controls

These controls determine what the "Observee" fills out during the "observation" process.  The "Observee" is not necessarily a teacher - the terminology is leftover from the early days of the product.  Any staff member can be requested to "self reflect (fill out a form)" or "self-assess (fill out the rubric)" during an "Evaluation Event".

• Teacher Reflection
  
  When "Include Teacher Reflection" is checked, a Conference Form must be selected in the drop down at right. The Observee fills out this form as part of the Observation process. This is a form fill - not rubric scoring.
  
  
• Self Assessment Rubric - If this checkbox is checked, the Observee (the staff member being observed) also gets to fill out the selected rubric. Their rubric is not scored and is available to the Observer as "information only".
  
  
• Self Assessment can be Copied

Post-Conference Component of a Workflow

For Observation "Evaluation Events", a pre-conference can be held before the actual observation takes place.
This component was designed to describe whether or not such a 'preconference' was going to be held, and what Conference Form should be filled out, by whom, before, during or just after a physical meeting was held, or whether to simply fill out the form without an actual meeting.

Options for the preconference:

• None 
• Required, face-to-face
• Required, form fill only
• Optional, requested by employee
• Optional, requested by observer
  
  

Options for when the Observee (the staff member being evaluated) can see the Preconference information:

Options for which Conference Form to use and who can fill it out:

The "Conference Form" drop down for a Post-Conference is populated by Post-Conference Conference Forms. If one is selected, it is presented to the Observer to fill in.  If the Observee can also fill checkbox is checked, the Observee also gets a copy of the Form to fill in.

Sign-Off Component of a Workflow

At the end of any "Evaluation Event", the results are generally sign-off and then the Evaluation Event is locked, preventing any (one-sided) later alterations.  Only unsigned Evaluation Events are not locked.   SIgnatures can be required from both participants (and optionally the school principal or district superintendent), or only one.

Options for who must sign the Evaluation Event in order to lock it:

• None - The Event will not be locked.
• Both
• Employee Only
• Observer Only
  
  

Some districts or schools additionally require the school principal or the district superintendent to also sign the "Evaluation Event":

Any or all of the Superintendent, Principal and Director can b e required to sign the Observation. as well as the actual Observer.

Document Log Component of a Workflow

This controls which Document Type (found on the Setup→Doc Mgt→Document Types screen) should be used to house/upload the documents (often called 'artifacts' in many methodologies) that will be attached to these "Evaluation Events" (i.e. uploaded by the observee or observer as part of an Observation).

This also controls the style of the Document Log (often called the 'artifact log').  There are two types:

• Embedded - Embedded document logs appear normally as part of the Observation in the Employee Portal
  
  
• Standalone - Standalone document logs - infrequently used - appear at the top of the My Observations screen.  This style is not typically used.

Summative Component of a Workflow

The Summative is specified by two things:

1. The "Type" of the Workflow.  Here.
2. The specification of the Summative Rubric.