Conducting Your First Observation

Classroom observations are a key component of professional development and teacher evaluation. This guide walks you through creating and completing your first observation using the Observe module.

Before You Begin

You need the Observer role to conduct observations. If you don't see observation options in your menu, contact your administrator.

Starting a New Observation

1. Navigate to Observe → Observations
2. Click New Observation
3. The observation form opens in a simplified layout

The system assigns a temporary ID and sets the current date/time automatically.

Selecting Forms and Observables

Choose Your Form Set

1. Select the Form Set from the dropdown
2. Form sets contain all the observation forms you'll complete
3. Available form sets depend on your organization and the person being observed

If you only have access to one form set, it may be pre-selected automatically.

Select the Observable

1. Choose who you're observing from the Observable dropdown
2. Only active staff members appear in this list
3. The list is filtered based on your observer permissions

Set Observation Details

Complete these required fields:

• Organization: The school or department
• Observed On: Date and time of observation (defaults to current time)
• Content Area: Subject being taught
• Grade Level: Grade level of the class
• Class Period: Time block when observation occurred

Completing Observation Questions

Navigate Form Sections

Observation forms are organized into sections. Each section contains related questions about different aspects of teaching and learning.

Answer Types

You'll encounter different question formats:

• Multiple choice: Select one option
• Checkbox: Select multiple options
• Rating scales: Choose from scale options (e.g., 1-4, Needs Improvement to Exemplary)
• Text responses: Type detailed comments
• Yes/No questions: Simple binary choices

Required Questions

Questions marked as required must be answered before you can submit the observation. The system prevents submission of incomplete observations.

Rubric Scoring

For rubric-based forms:

1. Click on the appropriate performance level for each criterion
2. Scores calculate automatically based on your selections
3. Review section totals as you progress
4. Overall scores appear in the observation summary

Adding Comments and Feedback

Question-Specific Comments

1. Look for comment fields below individual questions
2. Add specific feedback related to that question
3. Use the rich text editor for formatted comments

General Comments

1. Find the general comments section (usually at the end)
2. Add overall observation notes
3. Include commendations and recommendations
4. Reference specific examples from the observation

Best Practices for Comments

• Be specific and actionable
• Include positive observations
• Reference observable behaviors
• Suggest concrete next steps
• Keep feedback professional and constructive

Adding Attachments

Supported File Types

You can attach:

• Images (photos of classroom, student work)
• Documents (lesson plans, handouts)
• Videos (lesson clips, evidence recordings)
• Audio files (recordings of discussions)
• PDFs (additional documentation)

Uploading Attachments

1. Find the attachment section for specific questions
2. Click Add Attachment or Upload
3. Select your file from your device
4. Add a description of the attachment
5. The file uploads and appears in the observation

Attachment Organization

Attachments are linked to specific questions when possible. This helps organize evidence and makes it easier to reference during feedback discussions.

Submitting Your Observation

Save Draft vs. Submit

• Save Draft: Keeps the observation open for continued editing
• Submit/Close: Finalizes the observation and triggers notifications

Before Submitting

Review your observation:

1. Check that all required questions are answered
2. Verify scores and ratings are accurate
3. Proofread comments for clarity
4. Ensure attachments are properly uploaded
5. Confirm observation details (date, time, observable)

Final Submission

1. Click Submit or Close Observation
2. Confirm you want to finalize the observation
3. The system processes your submission
4. Email notifications are sent to relevant parties
5. The observation becomes read-only

After Submission

Automatic Actions

When you submit an observation:

• The observable receives an email notification
• Administrators receive copies based on settings
• The observation appears in reports immediately
• Scores are calculated and stored
• The observation status changes to "Closed"

Viewing Completed Observations

1. Go to Observe → Observations
2. Find your completed observation in the list
3. Click to view the final version
4. Export to PDF if needed for records

Making Changes

Once submitted, observations cannot be edited. If you need to make corrections:

1. Contact your administrator
2. They can reopen the observation
3. Make necessary changes
4. Resubmit the observation

Tips for Success

During the Observation

• Complete the form in real-time when possible
• Take notes for later comment writing
• Capture evidence through photos/videos (with permission)
• Focus on observable behaviors, not assumptions

Writing Effective Feedback

• Use specific examples from the observation
• Balance commendations with growth areas
• Provide actionable next steps
• Reference professional standards when applicable
• Keep the tone supportive and professional

Technical Considerations

• Ensure stable internet connection
• Save drafts frequently during long observations
• Have backup note-taking method ready
• Test file uploads before the observation
• Familiarize yourself with the form structure beforehand

Conducting effective observations takes practice. Start with shorter observations to become comfortable with the system, then progress to more comprehensive evaluations as you build confidence with the platform.