Evaluation Periods

Evaluation Periods Overview

Evaluation Periods Overview Evaluation periods define the timeframes for organizing performance reviews in your system. They help you structure teacher evaluations around your school's academic calendar and review cycles. What Are Evaluation Periods Evaluation periods are date-based containers that organize performance reviews into specific timeframes. Each period has: - A name (e.g., "2024-2025 School Year") - Start and end dates - An active status for new reviews - Optional term numbers for multi-term periods When to Use Evaluation Periods Use evaluation periods when your organization conducts formal performance reviews that need to be grouped by time periods. Common scenarios include: - Annual teacher evaluations aligned with the school year - Semester-based review cycles - Probationary teacher evaluation periods - Multi-year evaluation cycles Note: Evaluation periods are only available when Performance Reviews are enabled in your system. How Periods Relate to Performance Reviews When you create a performance review, it gets associated with the currently active evaluation period. This allows you to: - Filter reviews by time period in reports - Track completion rates per evaluation cycle - Organize historical review data - Generate period-specific analytics Only one evaluation period should be active at a time to ensure new reviews are properly categorized. Role Requirements Managing evaluation periods requires administrator permissions: - System Administrator - Full access to create, edit, and manage all evaluation periods - Organization Administrator - May have access depending on your system configuration Observable staff and evaluators can see which evaluation period their reviews belong to, but cannot modify the periods themselves. Best Practices When setting up evaluation periods: 1. Plan Ahead - Create periods before the evaluation cycle begins 2. Use Consistent Naming - Follow a standard format like "YYYY-YYYY School Year" 3. Set Clear Dates - Align start and end dates with your academic calendar 4. Maintain One Active Period - Only mark the current period as active 5. Consider Terms - Use term numbers if you run multiple evaluation cycles per period Evaluation periods provide the foundation for organizing your performance review process and generating meaningful reports about your staff development efforts.

Creating Evaluation Periods

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.

Managing Evaluation Periods

Managing Evaluation Periods Evaluation periods define the timeframes for performance reviews in your organization. As your review cycles change throughout the year, you'll need to update these periods to reflect current practices. Note: This section requires system administrator role and appears only when Performance Reviews are enabled. Editing Evaluation Period Details You can modify evaluation period information at any time: 1. Navigate to System Admin → Subdivisions → Evaluation Periods 2. Find the evaluation period you want to edit 3. Click Edit next to the period name 4. Update the following fields: - Name: Period identifier (e.g., "2024-2025 School Year") - Term: Optional term number for multi-term periods - Start Date: Beginning of the evaluation period - End Date: End of the evaluation period 5. Click Save Changes to evaluation period details will immediately affect how the period appears in reports and user interfaces. Changing Active Periods Only one evaluation period should be active at a time. The active period determines which timeframe new performance reviews are assigned to: 1. Navigate to System Admin → Subdivisions → Evaluation Periods 2. Find the period you want to activate 3. Click Edit next to that period 4. Check the Active checkbox 5. Click Save The system will automatically deactivate any previously active period. All new performance reviews will now be created within the newly active period. Deactivating Old Periods When an evaluation cycle ends, deactivate the period to prevent new reviews from being assigned to it: 1. Navigate to System Admin → Subdivisions → Evaluation Periods 2. Find the period you want to deactivate 3. Click Edit next to that period 4. Uncheck the Active checkbox 5. Click Save Deactivated periods remain in the system for historical reporting but won't appear as options for new performance reviews. Deleting Periods Safely You can delete evaluation periods, but this action will affect existing performance reviews: 1. Navigate to System Admin → Subdivisions → Evaluation Periods 2. Find the period you want to delete 3. Click Delete next to that period 4. Confirm the deletion Warning: Deleting an evaluation period will impact any performance reviews associated with that period. Consider deactivating instead of deleting to preserve historical data. Impact on Existing Reviews Changes to evaluation periods affect performance reviews differently depending on the action: Editing Period Details - Existing reviews maintain their association with the period - Updated names and dates appear in reports immediately - No performance review data is lost Deactivating Periods - Existing reviews remain unchanged - Historical reports continue to function normally - New reviews cannot be created in deactivated periods Deleting Periods - Associated performance reviews may lose their period classification - Historical reports may be affected - This action cannot be undone Best Practices Plan Ahead: Create new evaluation periods before the current one ends to ensure smooth transitions. Use Consistent Naming: Follow a standard format like "YYYY-YYYY School Year" or "Fall YYYY Semester" for easy identification. Coordinate Transitions: Notify evaluators when switching active periods so they understand which timeframe applies to new reviews. Preserve History: Consider deactivating rather than deleting old periods to maintain complete historical records. Review Annually: Update evaluation periods at the beginning of each school year or review cycle to match your organization's calendar.

Evaluation Period Best Practices

Evaluation Period Best Practices Evaluation periods define the timeframes for conducting performance reviews and organizing your evaluation cycles. Proper planning and organization of these periods ensures smooth evaluation workflows and accurate reporting. Planning Evaluation Cycles Annual Planning Create evaluation periods well in advance of when you need them: 1. Plan periods 3-6 months before they begin 2. Align periods with your school or district calendar 3. Consider state and local evaluation requirements 4. Account for holidays and breaks in your timeline Multi-Year Planning For districts with multi-year evaluation cycles: 1. Create separate periods for each year of the cycle 2. Use consistent naming that indicates the cycle year 3. Plan staggered evaluation schedules for different staff groups 4. Coordinate with tenure and contract renewal timelines Naming Conventions Consistent naming helps administrators and evaluators quickly identify the correct period. Recommended Formats School Year Periods: - "2024-2025 School Year" - "SY 2024-25" - "Academic Year 2024-2025" Semester/Term Periods: - "Fall 2024 Semester" - "Spring 2025 Term" - "Q1 2024-25" Multi-Year Cycles: - "2024-2025 Cycle Year 1" - "Three-Year Cycle 2024-27: Year 2" Avoid These Patterns - Generic names like "Current Year" or "This Period" - Abbreviations that aren't universally understood - Names without clear date ranges Timing Considerations Start and End Dates Set realistic boundaries for your evaluation periods: Start Dates: - Begin periods at the start of the school year or semester - Allow time for goal-setting meetings before observations begin - Consider new teacher orientation schedules End Dates: - End periods with sufficient time for final evaluations - Account for end-of-year activities and schedules - Allow buffer time for completing overdue evaluations Buffer Time Build flexibility into your evaluation timeline: 1. Pre-Period Buffer: Start the period 1-2 weeks before first observations 2. Post-Period Buffer: End the period 2-3 weeks before final deadlines 3. Mid-Period Checkpoints: Plan review points during longer periods Managing Transitions Between Periods Closing Previous Periods Before activating a new period: 1. Ensure all evaluations in the previous period are completed 2. Run completion reports to identify any outstanding items 3. Archive or export data from the previous period if needed 4. Communicate the transition timeline to all evaluators Activating New Periods When starting a new evaluation period: 1. Set Active Status: Mark the new period as active 2. Deactivate Previous: Ensure only one period is active at a time 3. Communicate Changes: Notify all users of the new active period 4. Update Training Materials: Revise any documentation with new dates Data Continuity Maintain evaluation history across periods: - Previous period data remains accessible for reporting - Staff can view their historical evaluations - Administrators can track multi-year progress - Goal-setting can reference previous periods Avoiding Common Issues Single Active Period Issue: Multiple active periods cause confusion about which to use. Solution: 1. Regularly audit active periods 2. Deactivate completed periods promptly 3. Train administrators on period management Overlapping Periods Issue: Periods with overlapping dates create ambiguity. Solution: 1. Plan periods with clear start/end boundaries 2. Use distinct date ranges for different evaluation types 3. Document any intentional overlaps with clear usage guidelines Inadequate Lead Time Issue: Creating periods too close to when they're needed. Solution: 1. Create periods 2-3 months in advance 2. Set calendar reminders for period creation 3. Plan period creation during annual planning cycles Inconsistent Naming Issue: Varying naming conventions confuse users. Solution: 1. Establish district-wide naming standards 2. Document naming conventions in admin procedures 3. Train all administrators on naming requirements Advanced Strategies Staggered Periods For organizations evaluating different groups at different times: 1. Create separate periods for different staff categories 2. Use descriptive names like "2024-25 Teachers" and "2024-25 Support Staff" 3. Coordinate timing to balance evaluator workloads Pilot Periods When implementing new evaluation processes: 1. Create shorter pilot periods for testing 2. Use names like "2024 Pilot Period" or "New Process Trial" 3. Gather feedback before implementing full-year periods Emergency Periods For unexpected evaluation needs: 1. Create short-term periods for specific situations 2. Use clear names like "Mid-Year Review Period" or "Probationary Evaluation" 3. Set limited scope and clear end dates Monitoring Period Health Regular Reviews Conduct monthly reviews of period status: 1. Check evaluation completion rates 2. Identify bottlenecks or delays 3. Adjust timelines if necessary 4. Communicate progress to stakeholders Completion Tracking Monitor evaluation progress throughout the period: - Track completed vs. pending evaluations - Identify evaluators who need support - Follow up on overdue evaluations - Report progress to leadership End-of-Period Analysis After each period closes: 1. Analyze completion rates and timelines 2. Gather feedback from evaluators and staff 3. Document lessons learned 4. Apply improvements to future periods Proper evaluation period management creates a foundation for successful performance review processes. Taking time to plan periods thoughtfully will improve the experience for both evaluators and staff while ensuring your organization meets its evaluation requirements effectively.