Observations

Comments and Attachments

Comments and Attachments You can add detailed feedback to observations and performance reviews through comments and file attachments. This allows evaluators to provide comprehensive feedback beyond standard rubric responses. Adding Comments During Observations Comments can be added at multiple levels during an observation: Question-Level Comments 1. Navigate to any question in the observation form 2. Look for the comment field below the question 3. Enter your feedback or notes 4. Comments save automatically as you type General Evaluation Comments 1. Complete your observation responses 2. Look for the general comments section 3. Add overall feedback about the observation 4. Include suggestions, commendations, or areas for improvement Comment Threading and Replies The system supports comment conversations between evaluators and observees: Starting a Comment Thread 1. Add an initial comment to any question or evaluation 2. Save the observation or performance review 3. The comment becomes available for replies Replying to Comments 1. View a completed observation or performance review 2. Navigate to existing comments 3. Click Reply if available (Observable role) 4. Add your response 5. Click Save Comment threads preserve the full conversation history for reference. File Attachments You can attach supporting files to provide additional context and feedback. Uploading Attachments 1. During observation entry, look for attachment options 2. Click Add Attachment or the attachment icon 3. Select your file from your device 4. Supported formats: PDF, images, videos, documents 5. Add a description if desired 6. Click Upload Question-Specific Attachments Attachments can be linked to specific questions: 1. Navigate to the relevant question 2. Use the attachment option for that question 3. Upload files that specifically relate to that rubric item 4. Files appear alongside question responses Viewing and Managing Attachments Viewing Attachments 1. Open any completed observation or performance review 2. Navigate to questions with attachments 3. Click attachment names to view or download 4. Videos and images can be previewed inline Attachment Organization The system organizes attachments by: - Question Association: Files linked to specific rubric items - General Attachments: Files for overall evaluation - Upload Date: When files were added - File Type: Document, image, video categories Managing Evaluation Attachments Evaluators can manage attachments throughout the observation process: Adding Multiple Files 1. Upload files one at a time or in batches 2. Each file can have its own description 3. Files are immediately available for review Removing Attachments 1. Navigate to the attachment you want to remove 2. Click Delete or the remove icon (Evaluator role) 3. Confirm the deletion 4. Removed files cannot be recovered Attachment Permissions Different roles have different attachment capabilities: - Evaluators: Can add, view, and delete attachments - Observables: Can view attachments, may reply to comments - Administrators: Full attachment management access Performance Review Attachments Performance reviews have special attachment handling: Formal Observation PDFs When you attach formal observations to a performance review: 1. System automatically generates PDFs of those observations 2. PDFs are attached to the performance review 3. These capture the complete observation record 4. PDFs preserve scores, responses, and comments Manual Attachments You can also add manual attachments to performance reviews: 1. Follow the same upload process as observations 2. Attach supporting documentation 3. Include relevant performance evidence 4. Files become part of the permanent review record Best Practices for Comments Effective Feedback Comments - Be specific and actionable - Reference particular moments or behaviors - Balance constructive feedback with recognition - Use professional, supportive language Documentation Standards - Add comments for any unusual circumstances - Document follow-up actions needed - Note strengths observed during the evaluation - Include context that rubric scores alone don't capture Technical Requirements File Size and Format Limits Check with your system administrator for: - Maximum file upload sizes - Supported file formats - Storage limitations - Network upload requirements Browser Compatibility Attachment features work best with: - Current browser versions - Enabled JavaScript - Adequate network connectivity - Local file access permissions Comments and attachments create a comprehensive evaluation record that supports meaningful professional development conversations and documentation requirements.

Observation Reports and Export

Observation Reports and Export PD Edge's Observe module provides comprehensive reporting and export capabilities for observation data. You can generate detailed reports, export data in multiple formats, and create blank observation forms for offline use. Viewing Observation Reports Individual Observation Reports 1. Navigate to Observe → Observations 2. Click on any completed observation 3. View the detailed report including: - Observer and observee information - Form responses and ratings - Comments and feedback - Scoring data Summary Reports by Organization You can view observation totals across your organization structure: 1. Go to Observe → Reports → Organization Totals 2. Select filtering options: - Date Range: Choose time period - Organizations: Select specific schools/departments - Group By: Organizations, Grade Levels, or Content Areas 3. View observation counts and distribution Observable User Reports Track which staff members have been observed: 1. Navigate to Observe → Reports → Observable Totals 2. Choose report type: - All Users: Both observed and unobserved staff - Observed Users: Only staff who have been observed - Unobserved Users: Staff who need observations 3. Apply filters for specific time periods or organizations Generating PDF Exports Individual Observation PDFs Export any observation as a professional PDF report: 1. Open the observation you want to export 2. Click PDF Export 3. Wait for the job to complete 4. Download the generated PDF The PDF includes: - Complete observation details - All responses and ratings - Comments and feedback - Scoring summary Performance Review Report PDFs For performance reviews, you can generate comprehensive reports: 1. Navigate to the performance review 2. Click Export Report 3. Choose options: - Include Rubrics: Add detailed scoring breakdowns - Include Signature: Add signature lines 4. Click Generate PDF Blank Observation Form PDFs Create printable versions of your observation forms for offline use: 1. Go to Observe → Forms 2. Select the form you want to export 3. Click Export Blank PDF 4. Choose options: - Organization: Select specific organization if needed - User: Specify observee if pre-filling 5. Click Generate Blank PDFs are useful for: - Backup documentation during technology issues - Training new observers - Creating practice forms CSV Data Exports Observation Data Export Export detailed observation data for analysis: 1. Navigate to Observe → Observations 2. Apply any desired filters 3. Click Export CSV 4. Download the file when ready The CSV includes: - Observation metadata - All responses - Scoring data - User information Answer-Level Export For detailed analysis, export individual question responses: 1. Go to Observe → Reports → Observation Answers 2. Set filters for specific: - Date ranges - Organizations - Forms or questions 3. Click Export This provides granular data for statistical analysis and research. Filtering Report Data Date Range Filters Most reports allow date filtering: - From/To Dates: Specific date ranges - Quick Options: This month, last quarter, school year - Observed Date: When the observation occurred Organization Filters Filter by organizational structure: - Specific Schools: Individual buildings - Districts: Entire district data - Departments: Subject-specific areas User Filters Narrow results by people: - Observers: Who conducted observations - Observees: Who was observed - Roles: Filter by job titles or roles Form and Content Filters Filter by observation content: - Form Sets: Specific observation forms - Grade Levels: Elementary, middle, high school - Content Areas: Math, reading, science, etc. Understanding Report Metrics Observation Counts Reports show various count metrics: - Total Observations: All completed observations - Unique Users Observed: Individual staff members observed - Average per User: Observations divided by staff count Scoring Metrics When forms include ratings: - Average Scores: Mean ratings across observations - Score Distribution: How ratings are spread - Trend Analysis: Score changes over time Completion Rates Track observation completion: - Closed vs. Open: Finished vs. in-progress observations - Response Rates: Percentage of questions answered - Compliance Metrics: Meeting observation requirements Role Requirements Different roles have varying report access: - System Administrators: Access all reports across the tenant - Organization Administrators: Reports for their assigned organizations - Reporters: Read-only access to assigned reports - Observers: Can export their own conducted observations - Observees: Can access reports of their own observations Export Job Processing Large exports are processed as background jobs: 1. Click the export button 2. Job is queued for processing 3. You'll receive an email when complete 4. Download link provided in email 5. Files remain available for download for 30 days This ensures system performance while handling large datasets.

Viewing and Managing Observations

Viewing and Managing Observations You can access and manage observations from multiple locations in the system depending on your role. The system organizes observations into different views to help you find what you need quickly. Accessing Your Observations My Observations Navigate to My Observations to view observations where you were the observee (the person being observed). This includes: - All closed observations conducted on you - Observations from any observer in your organization - Complete observation records with scores and feedback Conducted Observations Navigate to Peer Observations to view observations you conducted as an observer. This shows: - All observations you performed - Both open and closed observations - Observations across all organizations you have access to All Observations Organization Managers and System Administrators can access the main Observations page to view: - All observations within their scope - Organization-wide observation data - Advanced filtering and reporting options Understanding Observation Status Observations display different status indicators: Open Observations - Currently in progress - Can be edited and updated - Not yet finalized or submitted Closed Observations - Completed and finalized - Cannot be modified - Available for reporting and review - Email notifications sent to participants Viewing Observation Details Click any observation to access the detailed view, which includes: Summary Information - Observee name and details - Observer information - Observation date and duration - Form set used - Overall scores and ratings Form Responses - All questions and selected answers - Rubric ratings and scores - Section-by-section breakdown - Weighted scoring if configured Comments and Feedback - Observer comments on specific questions - General observation notes - Discussion threads between participants Attachments - Photos, videos, or documents added during observation - Attachments organized by question - Media files with preview capability Downloading Observation PDFs Generate PDF reports of observations for record-keeping or sharing: 1. Open the observation you want to export 2. Click the PDF or Export button 3. Select your preferred format options 4. The system generates the PDF in the background 5. Download when processing is complete PDF Contents Generated PDFs include: - Complete observation header with participant details - All form responses and ratings - Observer comments and feedback - Score summaries and calculations - Timestamp and authentication information Filtering and Searching Observations Use the filter options to find specific observations: Date Range Filters - Filter by observation date - Set custom date ranges - View observations from specific periods Participant Filters - Filter by observee name - Filter by observer - Search by participant roles Organization Filters - Limit to specific schools or departments - View district-wide observations - Filter by organizational hierarchy Form and Content Filters - Filter by form set used - Search by content area - Filter by grade level - View specific evaluation types Status Filters - Show only open observations - View completed observations only - Filter by formal vs. informal observations Observation Comments and Discussions Participate in observation discussions through the comments system: Viewing Comments - Comments appear linked to specific form questions - General comments display in the main observation view - Comment threads show all participants Adding Comments 1. Navigate to the observation detail view 2. Click Add Comment or the comment icon 3. Enter your feedback or question 4. Click Save to post the comment Comment Notifications - Participants receive email notifications for new comments - Comments create ongoing discussion threads - All comments are preserved in the observation record Exporting Observation Data Reporters and Administrators can export observation data in bulk: Individual Exports - Export single observations as PDF - Include or exclude specific sections - Choose detailed or summary formats Bulk Exports 1. Navigate to the observations list 2. Apply desired filters 3. Click Export 4. Select CSV or PDF format 5. Choose data fields to include 6. The system processes the export job 7. Download the completed file Organization-Specific Observation Views When working within a specific organization: 1. Navigate to the organization page 2. Click Observations to view organization-scoped data 3. All filters and exports apply within that organization 4. Results include the organization's descendant schools This scoped view helps administrators focus on their specific organizational area while maintaining access to comprehensive observation data. Managing Observation Access Your observation access depends on your assigned roles: - Observees see observations where they were observed - Observers see observations they conducted - Organization Managers see all observations in their organization - System Administrators have access to all tenant observations - Reporters can view and export observation data for analysis The system automatically filters observations based on your permissions, ensuring you only see data you're authorized to access.