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Getting Started with Observe

Set up and navigate the Observe module for performance observations.
Ron Sloop
By Ron Sloop
• 5 articles

Overview of Observe

Overview of Observe The Observe module provides comprehensive observation and evaluation capabilities designed specifically for K-12 professional development. You can conduct classroom observations, manage performance reviews, and generate detailed reports to support teacher growth and evaluation processes. What is Observe Observe is a digital observation and evaluation platform that replaces traditional paper-based processes. The system allows observers to conduct real-time evaluations using structured forms, capture evidence through attachments, and generate comprehensive reports for professional development purposes. The module supports both informal classroom observations and formal performance reviews, providing a complete evaluation workflow from initial observation through final reporting. Key Features and Capabilities Observation Types Classroom Observations: Conduct walkthroughs and formal observations using customizable rubrics and forms. You can capture real-time data, add comments, and score performance indicators during live classroom visits. Performance Reviews: Create comprehensive evaluations that can incorporate multiple classroom observations. Performance reviews provide a holistic view of teacher performance over time. Forms and Rubrics Customizable Forms: Use pre-built observation forms or create custom evaluation instruments tailored to your organization's needs. Forms can include various question types, rating scales, and scoring mechanisms. Rubric Support: Implement detailed rubrics with performance indicators and scoring criteria. The system supports both matrix and traditional rubric formats. Rating Scales: Configure multiple rating scales to match your evaluation standards, from simple satisfactory/unsatisfactory to detailed 4-point performance scales. Evidence Collection Attachments: Document observations with photos, videos, audio recordings, and documents. All evidence is securely stored and linked to specific evaluation questions or overall observations. Comments and Feedback: Add detailed comments throughout the observation process. You can provide feedback on specific performance indicators or include general observations. Real-time Documentation: Capture evidence and feedback during live observations using mobile-friendly interfaces. Reporting and Analytics Individual Reports: Generate detailed reports for individual teachers showing observation history, performance trends, and growth areas. Organizational Reports: View aggregated data across schools, departments, or grade levels to identify patterns and improvement opportunities. Export Capabilities: Export observation data, performance reviews, and reports in multiple formats including PDF and CSV. User Roles The Observe module uses specific roles to control access and functionality: Observer Role Observers can conduct classroom observations and performance reviews. This role is typically assigned to administrators, instructional coaches, and department heads who evaluate teaching performance. Key permissions: - Create and conduct observations - Access observation forms and rubrics - Add attachments and comments - Generate individual reports Observable Role Observables are the staff members being evaluated, typically teachers and support staff. Users with this role receive observations and can view their evaluation history. Key permissions: - View their own observation history - Access feedback and comments - View performance reports - Receive evaluation notifications Evaluator Role Evaluators have enhanced permissions for formal evaluation processes. This role is often assigned to principals and assistant principals who conduct official performance reviews. Key permissions: - Conduct formal performance reviews - Access all observer capabilities - Manage evaluation periods - Approve final evaluations Reporter Role Reporters can access analytics and reporting features across multiple users and organizations. This role is typically assigned to district administrators and data analysts. Key permissions: - View aggregated reports - Export evaluation data - Access trend analysis - Generate district-wide reports Navigation and Dashboard Overview Main Dashboard When you access Observe, the main dashboard provides quick access to: Recent Activity: View your most recent observations and performance reviews Quick Actions: Start new observations or access frequently used forms Summary Statistics: See observation totals and completion rates Pending Items: Access observations requiring completion or review Navigation Menu The Observe menu structure includes: Observations: Create, view, and manage classroom observations Performance Reviews: Conduct and review formal evaluations My Observations: View observations where you were the observee (Observable role) Reports: Access analytics and export capabilities Forms & Rubrics: Manage evaluation instruments (appropriate roles only) Getting Started To begin using Observe: 1. Verify your user roles are properly assigned 2. Review available forms and rubrics for your organization 3. Complete any required training on evaluation procedures 4. Start with informal observations to familiarize yourself with the system 5. Progress to formal evaluations as appropriate for your role The system provides contextual help and guidance throughout the evaluation process to ensure consistent and effective use of the observation tools.

Last updated on Apr 04, 2026

Conducting Your First Observation

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.

Last updated on Apr 04, 2026

Managing Observations and Data

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.

Last updated on Apr 04, 2026

Using the Observation Dashboard

Using the Observation Dashboard Your observation dashboard provides a centralized view of all observation activities, giving you quick access to create new observations and track existing ones. Accessing the Dashboard Navigate to the observation dashboard from your main menu. The dashboard displays different information based on your role: - Observers see observations they've conducted - Observables see observations they've received - Organization Administrators see all observations in their organizations - System Administrators see all observations across the tenant Dashboard Layout The observation dashboard is organized into key sections that help you manage your observation workflow efficiently. Quick Actions At the top of your dashboard, you'll find buttons to: 1. New Observation - Start a new observation 2. Export - Export observation data to CSV 3. Reports - Access detailed observation reports Observation Views Your dashboard provides different views of observation data: My Observations Shows observations where you were the observable (person being observed). This view includes: - Completed observations you've received - Observation dates and observers - Form sets used - Current status Available to users with the Observable role Conducted Observations Shows observations you've conducted as an observer. This view displays: - All observations you've completed - Observable names and dates - Organizations where observations occurred - Completion status Available to users with the Observer role All Observations Administrative view showing all observations you have access to based on your role and organization assignments. Available to users with Organization Administrator or System Administrator roles Understanding Observation Status Observations display with different status indicators: - Open - Observation in progress, not yet submitted - Closed - Observation completed and submitted - Draft - Observation saved but not completed Filtering and Searching Use the filtering options to find specific observations: Date Range Filters 1. Select start date 2. Select end date 3. Click Apply to filter results Organization Filters 1. Choose specific organizations from dropdown 2. Filter by single or multiple organizations 3. Clear filters to see all accessible observations Search Functionality 1. Enter search terms in the search box 2. Search includes observable names, observer names, and form titles 3. Results update automatically as you type Observation Counts Your dashboard displays observation totals: - Total Observations - All observations in your scope - This Month - Observations from current month - This Week - Observations from current week - Open Observations - Incomplete observations requiring attention Quick Access Features Recent Activity The dashboard shows your most recent observation activity: - Latest observations conducted - Recent observations received - Pending observations requiring completion Navigation Shortcuts Access related features directly from the dashboard: - Form Sets - Manage observation forms - Reports - View detailed analytics - Performance Reviews - Link to performance review module - Users - Manage observable staff Taking Action From your dashboard, you can: 1. View existing observations by clicking on them 2. Edit open observations that aren't yet submitted 3. Export observation data for external reporting 4. Create new observations using available form sets Role-Specific Features For Observers - Quick access to start new observations - List of recent observations conducted - Pending observations requiring completion For Observables - View all observations you've received - Track feedback and ratings over time - Access to observation history For Administrators - Overview of observation activity across organizations - Export capabilities for reporting - User management shortcuts - Analytics and trending data The observation dashboard serves as your central hub for all observation activities, providing the tools and information you need to effectively manage the observation process in your educational setting.

Last updated on Apr 04, 2026

Generating Observation Reports

Generating Observation Reports The Observe module provides multiple ways to generate and export comprehensive reports from your observation data. You can create PDF exports, summary reports, and detailed analytics to share with stakeholders. Accessing Observation Reports Individual Observation Reports You can generate reports for individual observations: 1. Navigate to Observe → Observations 2. Click on the observation you want to report 3. Click Export or PDF button 4. Select your preferred format Role requirement: Reporter, System Administrator, or Organization Administrator Performance Review Reports For performance review reports: 1. Navigate to Observe → Performance Reviews 2. Select the performance review 3. Choose Generate Report 4. Configure report options Role requirement: Evaluator or System Administrator Report Types Summary Reports Summary reports provide high-level analytics: - Observable Totals: Shows observed vs unobserved users - Organization Totals: Observation counts by school/department - Grade Level Analysis: Observation distribution by grade - Content Area Breakdown: Subject-specific observation data Detailed Reports Detailed reports include complete evaluation data: - All form responses and ratings - Comments and feedback - Attachments and supporting materials - Scoring and rubric details - Observer and observable information Generating PDF Exports Blank Observation Forms To export blank observation templates: 1. Navigate to Observe → Forms 2. Select the form you want to export 3. Click Export Blank PDF 4. Choose organization and user filters 5. Click Generate Completed Observation Reports For individual observation PDFs: 1. Open the completed observation 2. Click PDF Export 3. System generates comprehensive report including: - Observation details and metadata - All responses and ratings - Comments and feedback - Attachments (when applicable) Performance Review Reports Performance review PDFs can include additional options: 1. Navigate to the performance review 2. Click Export Report 3. Choose report options: - Include Rubrics: Add detailed scoring breakdowns - Include Signature: Add signature fields 4. Click Generate Report Filtering and Sorting Data Date Range Filters Most reports support date filtering: 1. Use the date picker to set observation period 2. Select From and To dates 3. Apply filters to scope your data Organization Filters Filter by school or department: 1. Select specific organizations from dropdown 2. Choose All Organizations for district-wide reports 3. Reports will scope to selected organizations User Filters Filter by observer or observable: 1. Choose specific users from dropdown 2. Select All Users for comprehensive reports 3. Filter by job title or role Status Filters Filter observations by completion status: - Closed: Completed observations only - Open: Draft observations - All: Both completed and draft observations Report Analytics Observable Status Reports Generate reports showing observation coverage: 1. Navigate to Reports → Observable Totals 2. Choose filter criteria: - Observed Users: Only users with observations - Unobserved Users: Users without observations - All Users: Complete coverage analysis 3. Export results as CSV Organization Analysis View observation distribution across schools: 1. Go to Reports → Organization Totals 2. Group data by: - Organizations - Grade Levels - Content Areas 3. Review observation counts and patterns Answer Data Reports Export detailed response data: 1. Navigate to Reports → Observation Answers 2. Filter by date range and criteria 3. Export comprehensive answer dataset 4. Use for detailed analysis and trending Exporting Reports CSV Exports For data analysis and external reporting: 1. Access any report view 2. Click Export button 3. System generates CSV file with: - Filtered data based on current view - All relevant fields and metadata - Formatted for spreadsheet analysis PDF Generation For formal reporting and sharing: 1. Individual observation PDFs include complete evaluation data 2. Summary reports can be printed from browser 3. Blank forms available for paper-based observations Background Processing Large report exports are processed in the background: 1. System queues your export request 2. You receive notification when complete 3. Download link provided via email or in-app notification 4. Reports remain available for download Sharing Reports with Stakeholders Internal Sharing Share reports within your organization: - Email PDF reports to administrators - Share CSV data with data analysts - Print summary reports for meetings - Archive reports for compliance External Reporting For district or state reporting: - Export anonymized data for research - Generate compliance reports - Create board presentation materials - Share aggregate data with stakeholders Note: Ensure you follow your organization's data privacy policies when sharing observation reports. Report Storage and Access Generated reports are automatically stored and linked to: - Original observations and evaluations - User profiles and performance reviews - Organization records and archives - System audit trails for compliance Reports remain accessible to authorized users based on their role permissions and organizational access.

Last updated on Apr 04, 2026