Staff Evaluation Data Collection (State Reporting)

Staff Evaluation Data Collection (State Reporting)

Click here for a video to guide you through this process:



Staff Evaluation Data Collection

Learn how to use EdFolio to collect and prepare for staff data collection. The following four points are the four main steps.

  1. Update new field-state identifier

  2. Assign new user role-State Reporting Manager

  3. Manage Evaluation Assignments

    1. Idaho Staff Data Collection (Principal) 

    2. Idaho Staff Data Collection (Instructional/Pupil Services Personnel) 

  4. Create CSV files for upload


Update New Field-State Identifier

  1. Log into EdFolio

  2. Hover over “More”

  3. Click on “Admin”


  1. Hover over “Admin +”

  2. Click “Import/Export Employees”

  1. Click on “+ Export”


  1. Find your file in your downloads


  1. Go into Excel/Sheets:  Fill in the state identifier column I from offline DB

Note:  Don’t edit syncID field column C:  This will need to stay the same, or if one wasn’t entered manually when the employee was added, the system will automatically assign one.


  1. Import File

  2. Log back into Teacher Vitae as an Administrator

    1. Follow Steps 3 through 5 above


  1. Click “Import/Export Employees”

  2. Click on “+Import”


  1. Select the file to Import from your computer

Click “Select file”

Find the file in your drive

Click “Submit”



  1. Assign New User Role

  2. Log back in to Teacher Vitae as an Administrator

    1. Follow Steps 3 through 5 above

  3. Click on Roles


  1. Find the Role State Reporting Manager and Click Users


  1. Click “Add User to Role”

  1. Add your User and Click “Save Changes”


  1. Create Assignments

  2. Assignments need to be made for both staff and administrators

  3. Log back in to Teacher Vitae as an Administrator

    1. Follow Steps 3 through 5 above

  4. Click “Manage Evaluation Assignments”


  1. Click Manage Evaluation Assignments

  2. Click “Add Evaluation Assignments”


  1. The Evaluation Wizard will open 

  2. Choose the Year and the desired form from the drop downs. Then click “Next”


  1. Choose school and evaluator, then click next


  1. Choose the staff who will be evaluated. Multiple staff can be selected at once by clicking the checkboxes. Then click next


  1. Select a due date. Up to four evaluation due dates can be created


  1. Optional step: You can choose a reviewer such as a mentor, department head, assistant principal or principal. Skip this step by clicking Next. 


  1. Confirm the information in this window. If correct, click Submit. 

  1. Click Previous to go back and correct. 

  2. Once you click Submit your assignments are created.

 

  1. Create CSV files for Upload

  2. Log in to Teacher Vitae as Administrator

  3. Click on “Reports”


  1. Click on Idaho State Reports


  1. Note: You must complete “1) Creating and Uploading Evaluators” before starting “2) Creating and Uploading Evaluations”


  1. Create the Evaluator File first by clicking “Create the Evaluators file to upload to the SEDC”


  1. A summary of the report will appear as the “Staff Evaluators Export Pre-Flight”. Review the information before clicking create the Evaluators file to upload to the SEDC

  1. Find your file in your downloads folder and review the file and complete any missing or incorrect data. This will save you time in future years.


  1. Click on Create the Evaluations file to upload to the SEDC

  1. A summary of the report will appear as the “Staff Evaluations Export Pre-Flight”. Review the information before clicking create the Evaluations file to upload to the SEDC


  1. The Idaho State upload instructions can be found here:

https://sde.idaho.gov/federal-programs/ed-effectiveness/files/staff-eval/Staff-Evaluation-Data-Collection-User-Guide.pdf







Staff Roles:

Role

Scope

Description

Likely Suspects

Vitae Setup

District Wide

Can perform all Vitae setup, manage employees and users, reset passwords, and manage evaluation forms, district wide.

District Tech/Systems Administrators

Vitae Administration

Org Unit

Can reset passwords for users in their scope. 

Site Tech Support

Employee Management

District Wide

Can manage (add, edit, and delete) system rosters and roles district wide. Can also import users via the CSV file import process. 

Personnel / HR Director and/or
Tech/Systems Administrators

Evaluation Setup

District Wide

Can add, edit and delete district evaluation forms and form templates. 

Superintendent and/or designates on district staff

Evaluation Administration

Org Unit

Can add, edit and delete evaluation assignments for employees within their scope. 

District HR/Compliance; Building administrative scheduler

Evaluation Supervisor

Org Unit

Can add, edit and delete evaluation assignments within their scope, plus view and edit evaluations for employees within their scope.

Building principals and assistant principals, other Org Unit supervisors

Evaluation Director

Org Unit

All the capabilities of an Evaluation Supervisor, plus the ability to delete an assigned evaluation after that evaluation has been started. 

Personnel Director; HR/Compliance Director

End Users (default)

Personal portfolios

Manage the artifacts & sharing within their individual portfolio.  Can be a Reviewer and/or Evaluator on individual evaluations if assigned by someone with assignment capability.

All certified AND
(if added)
classified staff!!




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