Creating Evaluation Periods

Evaluation periods define the timeframe for performance reviews in your district. You can create periods with specific start and end dates, and activate them when ready to begin evaluations.

Role Requirements: System administrators can create and manage evaluation periods.

Before You Begin

Evaluation periods appear only when Performance Reviews are enabled for your tenant. Contact your system administrator if you don't see this option.

Creating a New Evaluation Period

1. Navigate to System Admin → Subdivisions → Evaluation Periods
2. Click Add Evaluation Period
3. Enter the following information:
   • Name: A clear identifier for the period (e.g., "2024-2025 School Year")
   • Start Date: The beginning date of the evaluation period
   • End Date: The ending date of the evaluation period
   • Active: Check this box to make it the current active period
   • Term (optional): Enter a term number for multi-term periods
4. Click Save

Setting Dates

Choose dates that align with your district's evaluation cycle:

• Academic Year Periods: Use the full school year (e.g., August 1 - June 30)
• Semester Periods: Split the year into fall and spring terms
• Quarterly Periods: Create shorter evaluation windows

The start and end dates determine when performance reviews can be conducted within this period.

Activating Evaluation Periods

Only one evaluation period should be active at a time. The active period is used for:

• New performance reviews
• Current evaluation cycles
• Default period selection

To activate a period:

1. Edit the evaluation period
2. Check the Active box
3. Save your changes

The system will automatically deactivate other periods when you activate a new one.

Naming Conventions

Use consistent naming to help users identify periods quickly:

• School Year Format: "2024-2025 School Year"
• Semester Format: "Fall 2024 Semester"
• Term Format: "2024-2025 Term 1"

Clear names make it easier to select the correct period when conducting reviews.

Best Practices

Plan Ahead

Create evaluation periods before they begin. This allows administrators to:

• Set up forms and schedules
• Communicate timelines to staff
• Prepare evaluation materials

Single Active Period

Maintain only one active period at a time to avoid confusion. Staff will see the active period as the default when creating new performance reviews.

Consistent Timing

Align periods with your district's:

• Teacher evaluation cycles
• Administrative review schedules
• Professional development timelines
• Contract requirements

Archive Completed Periods

Keep completed periods in the system for historical reporting, but ensure they're not marked as active.

Managing Existing Periods

You can edit evaluation periods after creation:

• Update names for clarity
• Adjust dates if needed
• Change active status
• Add term numbers

Be cautious when editing periods that already have associated performance reviews, as changes may affect existing data.

Impact on Performance Reviews

Evaluation periods affect how performance reviews are organized and reported:

• Reviews are grouped by evaluation period
• Reporting filters include period selection
• Historical data remains accessible through period archives

This helps track performance over time and compare results across different evaluation cycles.