Overview of Evaluation Periods

Evaluation periods define specific timeframes for conducting and organizing performance reviews. They help you structure your review cycles and ensure consistent evaluation practices across your organization.

What Are Evaluation Periods

Evaluation periods are date-based containers that organize performance reviews into specific timeframes. Each period has:

• A defined start and end date
• A unique name for identification
• An active/inactive status
• Optional term designations for multi-term periods

Think of evaluation periods like school years or semesters - they create boundaries around when performance reviews should be conducted and completed.

How Evaluation Periods Organize Reviews

Review Cycle Structure

Evaluation periods provide structure for your performance review process by:

• Establishing timelines - Clear start and end dates for review activities
• Grouping evaluations - All reviews within a period can be analyzed together
• Creating accountability - Defined deadlines for completing reviews
• Enabling comparisons - Year-over-year or period-over-period analysis

Active Period Management

Only one evaluation period can be active at a time. The active period:

• Appears as the default selection when creating new performance reviews
• Drives reporting and filtering options
• Ensures consistency across evaluators

Relationship to Performance Review Cycles

Annual Review Cycles

Most organizations align evaluation periods with their annual review cycles:

• School Year Periods - September to June timeframes
• Calendar Year Periods - January to December cycles
• Fiscal Year Periods - Aligned with budget cycles

Multi-Term Periods

Some organizations use multiple evaluation periods within a single review cycle:

• Semester-Based - Fall and Spring terms
• Trimester System - Three evaluation periods per year
• Quarterly Reviews - Four shorter evaluation periods

Continuous Review Process

Evaluation periods support ongoing professional development by:

• Creating regular touchpoints for feedback
• Establishing growth measurement intervals
• Supporting goal-setting and progress tracking

When to Use Evaluation Periods

Required for Performance Reviews

You must create evaluation periods before conducting performance reviews. The system requires:

• At least one evaluation period to exist
• An active period for new reviews
• Proper date ranges that don't overlap

Best Practices for Implementation

Before the Review Cycle Begins:

1. Create the evaluation period with appropriate dates
2. Set it as active
3. Communicate timelines to administrators and staff

During the Review Cycle:

• Monitor progress through reporting
• Ensure reviews are completed within the period
• Address any delays or issues promptly

End of Cycle:

• Complete all pending reviews
• Deactivate the period
• Create the next period as needed

Integration with Observations

Evaluation periods work alongside classroom observations to support comprehensive performance reviews:

• Formal observations can be linked to performance reviews
• Both use the same timeframe structure
• Combined data provides fuller performance picture

Managing Multiple Periods

Historical Data

Previous evaluation periods remain in the system for historical reporting:

• Access past performance reviews
• Track multi-year growth trends
• Compare performance across periods

Transition Planning

When moving between evaluation periods:

1. Complete all reviews in the current period
2. Create the new period with appropriate dates
3. Deactivate the previous period
4. Activate the new period
5. Communicate the transition to users

Evaluation periods provide the foundation for organized, consistent performance review processes that support professional growth and accountability in your organization.