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Managing Observations and Data

Last updated on Apr 02, 2026

Managing Observations and Data

Once you've completed observations, you need to organize and understand your data. The system provides tools to view observation records, understand scoring, add follow-up comments, and reopen observations when needed.

Viewing Completed Observations

You can access your observation data through several views depending on your role:

All Observations (System Administrator, Organization Administrator)

  1. Navigate to Observe → Observations
  2. View complete list of observations in your scope
  3. Use filters to narrow results by date, observer, or organization
  4. Export data to CSV or PDF formats

My Observations (Observable role)

  1. Go to Observe → My Observations
  2. View observations where you were the person being observed
  3. See only closed (completed) observations
  4. Review feedback and scores from your observers

Peer Observations (Observer role)

  1. Access Observe → Peer Observations
  2. View observations you conducted as the observer
  3. Track your observation activity
  4. Export your observation data

Understanding Scores and Ratings

Observation Scoring System

The system calculates scores based on your form configuration:

Form Section Scores

  • Individual sections receive weighted scores
  • Questions within sections contribute to section totals
  • Required questions must be answered for scoring

Overall Evaluation Scores

  • Form sections combine into overall evaluation score
  • Weighted values determine section importance
  • Rating scales define score ranges (e.g., 1-4, Needs Improvement to Exemplary)

Viewing Score Details

  1. Open any completed observation
  2. Click View Rubric for detailed scoring
  3. See section-by-section breakdown
  4. Review individual question responses and ratings

Score Calculations

The system automatically:

  • Calculates section scores from question responses
  • Applies weighting to form sections
  • Generates overall evaluation rating
  • Updates scores when observations are modified

Adding Post-Observation Comments

You can add follow-up comments to observations even after completion:

Adding Evaluation Comments

  1. Open the completed observation
  2. Look for the comments section
  3. Click to add your comment
  4. Comments create discussion threads for ongoing dialogue

Question-Specific Feedback

  1. Navigate to individual questions within the observation
  2. Click Add Feedback for specific questions
  3. Provide targeted comments on particular areas
  4. View existing feedback from other participants

Comment Permissions

  • Observers can add comments to observations they conducted
  • Observables can respond to observations where they were observed
  • Administrators can comment on any observation in their scope

Reopening Observations When Needed

Sometimes you need to modify completed observations:

Reopening Process

  1. Open the completed observation
  2. Click Reopen (available to observers and administrators)
  3. Observation status changes from closed to open
  4. You can now edit responses, scores, and comments

When to Reopen

Consider reopening observations to:

  • Correct data entry errors
  • Add forgotten comments or feedback
  • Modify ratings based on new information
  • Include additional evidence or attachments

After Reopening

Once reopened, you can:

  • Edit any question responses
  • Modify ratings and scores
  • Add or remove comments
  • Upload additional attachments
  • Save changes and close again

Organizing by Content Areas and Grade Levels

Content Area Organization

Use content areas to categorize observations:

  1. Assign content areas during observation creation
  2. Filter observation lists by subject area
  3. Run reports grouped by content area
  4. Track subject-specific observation patterns

Grade Level Tracking

Organize observations by grade level:

  1. Set grade level for each observation
  2. Filter views by grade level ranges
  3. Generate grade-level specific reports
  4. Monitor observation distribution across grades

Filtering and Search

Available Filters

  • Date ranges
  • Observer names
  • Observable (person being observed)
  • Organizations/schools
  • Content areas
  • Grade levels
  • Form sets used
  • Observation status (open/closed)

Search Functions

  • Search by participant names
  • Find observations by keywords in comments
  • Locate specific form responses
  • Filter by evaluation scores or ratings

Data Management Best Practices

Regular Review Schedule

  • Review observation data monthly
  • Check for incomplete or missing observations
  • Ensure proper categorization by content area and grade level
  • Verify scoring accuracy

Data Quality

  • Confirm all required fields are completed
  • Validate rating scale usage is consistent
  • Check that comments provide actionable feedback
  • Ensure observations align with evaluation periods

Export and Backup

  • Export observation data regularly for backup
  • Use CSV exports for data analysis in external tools
  • Generate PDF reports for formal documentation
  • Maintain historical records for trend analysis

The system preserves all observation data permanently, allowing you to track professional growth and improvement over time. Use the various organizational tools to maintain clear, actionable records that support meaningful professional development conversations.