KEEP2 Web Application User Guide

Transcription

1 KEEP2 Web Application User Guide Kansas Department of Education (785) Landon State Office Building, 900 SW Jackson Street, Topeka, KS 66612

2 Contents Introduction... 1 The KEEP Process... 1 Evaluation Requirements... 2 Evaluation Timelines and Deadlines... 3 KEEP2 Web Application Location... 4 Technical Requirements... 4 Relevant Statute... 4 KEEP2 User Registration... 5 KEEP2 User Registration Roles... 6 District/Building Setup Instructions... 7 District/Building Setup Process Overview... 7 Educators must have KSDE Common AuthenticationAccounts... 8 Adding Educators to Buildings... 8 Giving Educators Assignments... 9 Cycle Identify Evaluators Identify Observers Assign Evaluators Assign Observers See/Edit Evaluator and Observer Assignments General Information for All Users Responsive Layout Dashboard My Profile Save, Submit and Unsubmit Evalutee Instructions Evaluation home Left menu Artifacts Self-Assessment... 25

3 Goals Informal and Formal Observations Goals Progress Discussion Instructional Practices Protocol (IPP) Student Growth Measures (SGM) Final Summative Rating Notifications Observer Instructions Formal and Informal Observations Screens Evaluator Instructions Evaluator Home Screen Left menu Artifacts Self-Assessment Goals Formal and Informal Observations Screens Goals Progress Discussion Instructional Practices Protocol (IPP) Student Growth Measures (SGM) Final Summative Rating Notifications... 47

4 Beginning Middle End Introduction The purpose of the KEEP2 Users Guide is to provide KEEP2 users with technical assistance as needed. This document is intended to answer question(s) you may have related to the KEEP2 web application. More detailed information about the process of evaluation using KEEP can be found in the Kansas Educator Evaluation Handbook ( Support questions concerning KEEP should be directed to: All KEEP2 training documents and the most recent KEEP2 information for districts, building leaders and teachers are available on the KSDE Educator Evaluations webpages ( The KEEP Process Evaluatee Evaluatee Completes Self-Assessment Develop Goals Documents Goals Progress Collects artifacts Participates in ongoing feedback and conversation Evaluatee Provides response Evaluator Provides feedback Evaluator Completes formal and informal observations Collects artifacts Participates in ongoing feedback and conversation Evaluator Completes SGM assessment Completes IPP assessment Determines Overall Summative Rating 1 P a g e KEEP User Guide April 2015

5 Evaluation Requirements The following are required steps in the educator evaluation process for every licensed educator. Frequency requirements and deadlines are on the following page. Required Steps Implementation Details Orientation to evaluation process Group overview for all teachers within first 10 days. and procedures. Detailed review of the evaluation process for those being formally evaluated, including timelines, rubrics, evidence, artifacts, etc., and mentors, if assigned. Detailed evaluation software training for those on cycle to be evaluated. Recommended for all educators. Educator completes self-assessment May be done in a group session or individually. and develops goals. Educator completes self-assessment using Instructional Practices Rubrics. Educator chooses components of the rubric as goals and develops them with expected outcomes and activities. Evaluator provides documented feedback on self-assessment and goals. Formal observation. Educator and Evaluator determine formal observation date and time. Scheduling may be done electronically or faceto-face. Educator provides evaluator with lesson plans, supporting documentation, agenda, etc., electronically or face-toface. Formal observations are 30 consecutive minutes to 1 full class period. Post-formal observation feedback is required. This feedback must be in a face-to-face meeting and documented as a part of the evaluation record. Ongoing informal observations, Informal observations: artifacts and data collection. o Ongoing informal observations must align with Instructional Practices rubrics. o At a minimum, one informal observation per month. o Informal observations are 5-30 minutes in length and may include post-observation feedback. Feedback may be electronic or face-to-face. Artifacts and data collection o Educator and evaluator collect artifacts in an ongoing process documenting progress towards meeting selected goals and as of instructional practices quality, which may be used for the IPP Summary Rating. o Educator and/or evaluator gather data relevant to selected Student Growth Measures to be used to determine the SGM Summary Rating. Instructional Practices Protocol Summary Rating, Student Growth Evaluator completes rating of educator quality suing Instructional Practices Rubric and determines an IPP Summary Rating. Measures Summary Rating and Final Summative Rating assigned. Evaluator determines educator met/not meet status for showing growth for each selected SGM. Evaluator determines a SGM Summary Rating. Evaluator determines the Final Summative Rating based on combining the IPP and SGM Summary Ratings. Final Conference Final face-to-face feedback and discussion. 2 P a g e KEEP User Guide April 2015

6 Evaluation Timelines and Deadlines Required Steps Educators in their 1 st or 2 nd consecutive year in the district Educators in their 3 rd or 4 th year in the district Educators in their 5 th year and beyond in the district Evaluation Frequency Requirements Each semester Each year At least 1 time every three years Orientation to evaluation process and procedures. Within first 10 duty days of the year. Within first 10 duty days of the year. General evaluation process once per year. Specific training within first 10 duty days of the year. Educator completes self-assessment and develops goals. Formal observation. Ongoing informal observations, artifacts and data collection. Instructional Practices Protocol Summary Rating, Student Growth Measures Summary Rating and Final Summative Rating assigned. Beginning of each semester. Specific date determined by LEA or evaluator. Beginning of each year. Specific date determined by LEA or evaluator. During the first 60 days of each By February 15 th each year. semester Continual Continual Continual No later than 5 school days after the 60 th day of each semester. No later than 5 school days after February 15 th of each year. LEA or evaluator may require each year. Must be done during formal evaluation year. Specific date determined by LEA or evaluator. By February 15 th during formal evaluation year. No later than 5 school days after February 15 th of formal evaluation year. Final Conference No later than 5 school days after the 60 th day of each semester. No later than 5 school days after February 15 th of each year. No later than 5 school days after February 15 th of formal evaluation year. 3 P a g e KEEP User Guide April 2015

7 KEEP2 Web Application Location Log in at: Technical Requirements KSDE applications support the following browsers: for Microsoft Windows - Internet Explorer (IE) 8, IE 9, and IE 10 when run in compatibility mode; for Macintosh - Firefox up to v26.0. Relevant Statute By accessing KEEP through the Authenticated Application Portal, the LEA assumes all professional and personal liability for the use of all data contained in the KEEP Web Application per KS : Evaluation documents; presentation to employee; acknowledgment; limited availability. Whenever any evaluation is made of an employee, the written document thereof shall be presented to the employee, and the employee shall acknowledge such presentation by his or her signature thereon. At any time not later than two (2) weeks after such presentation, the employee may respond thereto in writing. Except by order of a court of competent jurisdiction, evaluation documents and responses thereto shall be available only to the evaluated employee, the board, the appropriate administrative staff members designated by the board, the school board attorney upon request of the board, the state board of education as provided in K.S.A , the board and the administrative staff of any school to which such employee applies for employment, and other persons specified by the employee in writing to his or her board. 4 P a g e KEEP User Guide April 2015

8 KEEP2 User Registration 5 P a g e KEEP User Guide April 2015

9 KEEP2 User Registration Roles 6 P a g e KEEP User Guide April 2015

10 District/Building Setup Instructions District/Building Setup Process Overview Educators must have KSDE Common Authentication Application accounts District Level: Add Educators to Buildings First year: Add all educators to buildings. Future years: Make any necessary changes, add new educators to buildings. District or building level: Give Educators Assignments Assignments determine what type of rubrics they use in their evaluation (teacher, building leader, district leader, etc) First year: Add all assignments to all educators. Future years: Make any necessary changes, add assignments to new educators. District or building level: Identify Evaluators and Observers First year: Identify all evaluators and observers. Future years: Make any necessary changes. District or building level: Assign Evaluators and Observers to Evaluatees First year: Assign evaluators and observers to any educator in formal evaluation year. Future years: Remove evaluators/observers from educators no longer in formal evaluation. Assign evaluators/observers to any educator entering formal evaluation year. Step-by-step instructions for each of these steps can be found on the following pages. 7 P a g e KEEP User Guide April 2015

11 Educators must have KSDE Common AuthenticationAccounts Before an educator can be added to a building, given an assignment or assigned and evaluator, the educator must have a KSDE Common Authentication account tied to the district. Instructions are in the previous section KEEP2 User Registration Adding Educators to Buildings This step can only occur at the district level. This step must occur before any other building or district set-up step may be completed. Anyone with a KSDE Common Authentication account that was registered with a district and has requested access to KEEP will be available to the district for assignment to a building. Notes: 1. Access the District Setup screen via the left menu. 2. Click the Assign Buildings tab. 3. When users register for Common Authentication they select a building association, however that association does not automatically populate into KEEP2. Therefore new users will be displayed with none as their building assignment. You can use the Batch Import Buildings button to automatically pull all of the building associations from their Common Authentication registrations. 4. You can manually assign a building by clicking the user and the selecting the desired building name and clicking assign. a. If the Batch Import Buildings button is clicked after a manual building assignment has been made it will not write-over that manual building assignment. This prevents you from making a manual assignment which is then erased and must be done again. Once you make a manual assignment it will remain intact until you unassign the building. 5. You can un-assign any building from a user by selecting the user, then choosing the building you wish to un-assign from the drop down and clicking un-assign. Educators may be assigned to multiple buildings. They will be separated with a comma next to the user s name. 8 P a g e KEEP User Guide April 2015

12 Giving Educators Assignments An educator s assignment determines which rubrics are used when they are evaluated. The KSDE-developed KEEP rubric assignments are: Teacher, Building Leader and District Leader. A district may develop and submit their own rubrics to KSDE for use in their district that may include other assignments (such as Counselor, SPED, etc.) An educator must be given an assignment to be able to access an evaluation file (allowing them to complete self-assessments, develop goals and upload artifacts) even if they are not in their formal evaluation year. It is therefore recommended that you give all educators an assignment. 1. Access the District Setup or Building Setup screen via the left menu. 2. Click on the Educator Assignments tab. 3. For District Setup users: use the top pull-down menu to find all educators in a specific building. 9 P a g e KEEP User Guide April 2015

13 Notes: 4. The list of users contains the user s name, their building and their assignment(s) if any have been assigned. Click on the educator s name. 5. Use the bottom pull-down menu to select the assignment you wish to give the educator. 6. Click Assign. 7. To remove an assignment from an educator, select the educator s name, select the assignment you wish to remove from the drop-down menu. Click Unassign. Users may have more than one assignment in a building. The multiple assignments will be separated by a comma (for example, an assignment of teacher, building leader would give them access to an evaluation with the teacher rubrics as well as an evaluation with the building leader rubrics) P a g e KEEP User Guide April 2015

14 Cycle This portion of the District/Building setup is optional. This screen allows districts or buildings to assign evaluation years to evaluatees. The first time this feature is implemented, the district or building will need to assign evaluation cycle placements and evaluation years by hand. From that point forward, each June 1 st the evaluatees will automatically rollover to the next stage in the cycle. Evaluation years may be printed as a report from the District and Building Report pages and they also appear on the Evaluation and Evaluator home screen in the Bubble charts that show progress towards completing the evaluation. If this function is not utilized, or if a evaluatee has not been assigned an evaluation year it will display as N/A on the evaluation and evaluator home screen bubble charts. 1. Access the District Setup or Building Setup screen via the left menu. 2. Click the Cycle tab. 3. Select an evaluatee. 4. Select a placement in the evaluation cycle. 1 st, 2 nd, 3 rd, and 4 th indicate the first through fourth years in that position in that district. If one of these four options is chosen the Evaluation Year drop down will automatically populate with the current year. 1 st year in cycle, 2 nd year in cycle and 3 rd year in cycle refer to teachers that are in the once within every three years formal evaluation cycle. The Evaluation Year drop down will automatically populate. 5. If desired, set a different Evaluation Year in the drop down if for some reason you do not want the default year. 6. Click Save 11 P a g e KEEP User Guide April 2015

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16 Identify Evaluators You must first develop a list of approved evaluators before you can assign an evaluator to an evaluatee. Evaluators may see any component of their evaluatee s current evaluation file. 1. Access the District Setup or Building Setup screen via the left menu. 2. Click the Evaluators & Observers tab. 3. The top portion of the page is to approve users as evaluators. You will see two lists one entitled All users that are not evaluators and one entitled Evaluators. For District Setup users, both lists can be filtered by a building drop-down list. 4. To approve an educator to be an evaluator, find the user in the first list, click their name and click the right arrow button > to move them to the list of Evaluators. 5. To remove evaluator rights from a user, find the user in the first list, click their name and use the left arrow button < to move them to the list of All users that are not evaluators P a g e KEEP User Guide April 2015

17 Identify Observers The lower portion of the Evaluators & Observers tab works the same way to assign or remove observer privileges as the top portion does for evaluator privileges. Observers can only add, view and edit formal or informal observations of their evaluatee s evaluation file no other components are visible. Assign Evaluators 1. Access the District Setup or Building Setup screen via the left menu. 2. Click the Assign Evaluators tab. The first list displayed is evaluatees. Users must be in a building and given an assignment to appear in this list. The second list displayed is evaluators. Users must be approved as an evaluator on the Evaluators & Observers tab to appear in this list. For District Setup users, both lists can be filtered by building using the drop down lists. 3. Click the name of evaluatee in the first list. 4. Click the name of an evaluator in the second list. 5. Click Assign to create the evaluatee-evaluator connection. Notes: An evaluatee does not need to be assigned an evaluator to begin working on their evaluation record. As long as they have a building and an assignment they may begin self-assessments, developing goals, adding artifacts, etc. It is recommended that they only be assigned an evaluator during their formal evaluation year to prevent the evaluators dashboard and screens from being cluttered with educators not needing formal evaluation at that time. If an educator has multiple assignments (for example they are a teacher and a building leader in the building), each assignment will be listed on a separate line. This allows the evaluator for each assignment to be different (for example, if the educator is both a teacher and an assistant principal, the principal can be assigned as evaluator for the teacher assignment and the superintendent could be assigned as the evaluator for the building leader assignment). The evaluatee and evaluator do not need to be in the same building. Cross-building evaluateeobserver connections will need to be completed through the District Setup page. 14 P a g e KEEP User Guide April 2015

18 Evaluatees may have multiple evaluators each evaluator will be able to view all components of the evaluatee s evaluation record. If an evaluatee-evaluator connection needs to be deleted, use the See Evaluations Roles tab (instructions below). Evaluators can add observations of evaluatees they do not need to also be assigned as observer for that evaluatee P a g e KEEP User Guide April 2015

19 Assign Observers The process for assigning observers (using the Assign Observers tab) is the same as that for assigning evaluators. Notes: Observers can only add, view and edit formal or informal observations of their evaluatee s evaluation file no other components are visible. The evaluatee and observer do not need to be in the same building. Cross-building evaluateeobserver connections will need to be completed through the District Setup page. Evaluatees may have multiple observer each observer will only be able to view and edit observations they made; they will not be able to view or edit observations made by another observer or the evaluator. See/Edit Evaluator and Observer Assignments 1. Click the See evaluation roles tab. 2. The top portion of the screen allows you to see evaluator/observer assignments for a specific evaluatee. a. Click on the evaluatee s name in the first list. Evaluators and observers assigned to that evaluatee will appear in the second and third list. b. To remove an evaluator or observer assignment, click that name in the second or third list and click remove. 3. The middle portion of the screen allows you to see all evaluatees assigned to a specific evaluator. a. Click on the evaluator s name on the in the first list. Evaluatees assigned to that evaluator will appear in the second list. b. To remove an evaluatee from an evaluator, click on the evaluatee s name in the second list and click remove. 4. The bottom portion of the screen allows you to see all evaluatees assigned to a specific observer. a. Click on the observer s name in the first list. Evaluatees assigned to that observer will appear in the second list. b. To remove an evaluatee from an observer, click on the evaluatee s name in the second list and click remove. 16 P a g e KEEP User Guide April 2015

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21 General Information for All Users Responsive Layout The KEEP2 Web Application is built with a responsive layout. The layout will automatically adjust to screen size when viewed on various devices. The screenshots used in this User Guide are from a typical desktop or full-sized laptop. If viewed on a smaller-screen device, or in a browser that is not full-screen on a desktop/laptop the layout may respond. For example, instead of seeing the Artifacts sidebar on each screen of the evaluation process as a right-hand sidebar, it will be added to the bottom of your screen to allow the rest of the content to be viewed on the smaller screen. All components will still be there they may be vertically aligned instead of side-by-side. Dashboard After login, the user will see a dashboard containing his/her current roles and recent notifications. A notification is triggered for both the evaluatee and evaluator(s) any time an evaluatee, evaluator or observer submits or unsubmits a portion of the evaluation. This page also contains some general information about Kansas Educator Evaluations Systems. 18 P a g e KEEP User Guide April 2015

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23 My Profile Users can determine which addresses should receive s when a portion of an evaluation is submitted or unsubmitted. 1. Use the left menu to access My Profile. 2. Add an address using the textbox and Add button at the top of the screen. 3. Delete an address using the x button to the right of an address. 4. Any address with a check in the checkbox to its left will receive notifications. Be sure to use the Save button after changing the checkboxes. 5. The lower portion of the screen displays a user s current roles as well as past roles P a g e KEEP User Guide April 2015

24 Save, Submit and Unsubmit Some screens do not contain an overall Save button at the bottom of the screen those screens are automatically saved each time a piece of information is added or changed (they may have a Save button for a specific piece of information being added, but not an overall Save button at the bottom). These screens include: For evaluatees: The Goals and Goals Progress screens. For evaluators and observers: The Formal Observations and Informal Observations screens. All other screens have an overall Save button. This button saves the current work to allow a user to continue work at a later time. Work that is saved will not be seen by the other party (for example if an evaluatee is working on a portion of the evaluation and saves his/her work, the evaluator will not be able to view this un-finished portion). All screens contain a Submit button. Clicking the Submit button on a screen triggers a date and time stamped notification indicating that portion of the evaluation is complete. It also allows the other party to see the information (for example an evaluatee submits a portion of the evaluation. Now the evaluator(s) can view that information). Once a portion of the evaluation is submitted it is locked from further editing. All submit buttons become unsubmit buttons after a portion of the evaluation has been submitted. Using an unsubmit button allows editing of that portion and removes it from the visibility of the other party. Unsubmits also trigger a date and time stamped notification. 21 P a g e KEEP User Guide April 2015

25 Evalutee Instructions Evaluation home 1. Clicking on the Evaluations link in the Evaluations sub-menu of the menu at the left takes the user to his/her evaluation. 2. The drop down selects an evaluation record. 3. The steps in the evaluation process are listed with progress indicators next to each. a. An open circle indicates a step has yet to be started. b. A half-filled circle indicates work has been started on the step, but it has yet to be submitted and cannot be viewed by the other party. c. A full circle indicates the step is complete and viewable by both evaluatee and evaluator. 4. Users may click on any step at any time to work or look ahead at what they will be asked to input. 5. Past evaluations may be downloaded in PDF format by clicking on the past evaluations tab P a g e KEEP User Guide April 2015

26 Left menu The menu on the left allows users to move from one page to another within the evaluation record. To leave the current evaluation record and begin working on another (for example, to stop working on an evaluation as a teacher and begin working on the building leader evaluation for those with assignments for both), click the Evaluations link in the sub-menu under Evaluations Artifacts Artifacts may be added and viewed on each screen throughout the evaluation process by both the evaluatee and the evaluator(s). They may also be added and viewed on the Artifacts screen. The following documents can be uploaded directly for storage in the KEEP2 Web Application: PDF Microsoft Word Document (.docx,.doc,.dotx,.docb) Microsoft Excel Document (.xls,.xlt,.xlsx,.xltx) Documents need to be 4MB or less. File names should be as short as possible, avoid spaces and special character. Folders cannot be uploaded - only single documents. These documents will be stored by KSDE for the life of the KEEP2 Web Application. Any other type of document should be hosted in an online/cloud host and the URL added as the artifact. More information and help for this process can be found at 23 P a g e KEEP User Guide April 2015

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28 Self-Assessment The first step in the evaluation process is the self-assessment. Each evaluation record must have at least one self-assessment. Some schools and districts may require teachers to complete a self-evaluation each year, resulting in multiple yearly self-assessments within one 3-year formal evaluation. 1. Go to the Self-assessment screen. 2. The drop down list at the top of the screen selects which self-assessment is displayed. If this is a brand-new evaluation record this drop-down will be empty. 3. If you want to start a new self-assessment within the same evaluation record (for example if your building/district require annual self-assessments but you re being formally evaluated once every three years), click the Create new self-assessment button. 4. Enter the number of years in the profession. 5. Enter the number of years in the role currently being evaluated in the current district (for example, the number of years as a building principle in the current district if the self-evaluation being worked on is for building leader). 6. Use the tabs to view each of the 4 constructs of the rubric. For each construct the evaluatee will: a. Indicate if that construct will be a goal by clicking on the checkbox next to Goal. KSDE suggests selecting 1-2 goals per year. b. Self-assess their skills and performance on each component using the radio buttons on each line of the rubric. c. Add comments to each construct. 7. An evaluatee may auto-populate the self-ratings and comments for a self-assessment from his or her previous self-assessment by clicking the Import from last self-assessment button. Changes can then be made as necessary for the current self-assessment. 8. An evaluatee can also clear a current self-assessment if he/she wishes to start over. 9. Click Submit to make the self-assessment viewable to the evaluator(s). The submit button submits the entire self-assessment, not just one tab s information. Once the self-assessment has been submitted the evaluator may choose to give feedback in a comment box. 25 P a g e KEEP User Guide April 2015

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30 Goals The self-assessment must be submitted to pre-populate the goals page! 1. Use the left menu to go to the Goals page. 2. Constructs selected as goals on the self-assessment will be displayed on the goals page. 3. Evaluatees can copy expected outcomes/activities/timelines/resources needed from previous self-assessment to continue working on the same set of goals from one evaluation to the next by clicking the Copy goals from last evaluation button. 4. Evaluatees may clear the current goals to start fresh by using the Clear all goals button. 5. Each goal needs at least one expected outcome. Use the Add new expected outcome button to create a new expected outcome. After entering the expected outcome, click the Save button for that specific expected outcome. 6. Each expected outcome needs at least one activity to help reach the expected outcome. Use the + button under an expected outcome to create new activities for that expected outcome. After entering the activity, click the Save button for that specific activity. 7. Use the edit or x button next to each expected outcome or activity to edit or remove that item. 8. Click Submit to make the goals visible to the evaluator(s). The submit button submits all goals not just a single tab s information. Once the goals have been submitted the evaluator may choose to give feedback in a comment box. 27 P a g e KEEP User Guide April 2015

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32 Informal and Formal Observations Evaluatees can review notes taken during informal and formal observations by using the links to access those screens. 29 P a g e KEEP User Guide April 2015

33 Goals Progress Evaluatees may document progress towards goals on the Goals Progress screen. 1. Use the left menu to access the Goals Progress page. 2. To mark an activity or expected outcome complete, click the checkbox next to that item. 3. To add a comment to the completed activity or expected outcome, click the comment button next to that item. Be sure to click the Save button after entering a comment to save that specific comment. 4. Click Submit to make the goals progress information visible to the evaluator(s). The submit button submits all goals progress information not just a single tab s information. Once the documentation of the progress towards goals has been submitted the evaluator may give feedback in a comment box P a g e KEEP User Guide April 2015

34 Discussion A discussion board is used to facilitate feedback, updates and conversation between evaluatee and evaluator. Either party may create a post at any time. Each time a post is created it creates a date and time stamped notification. The discussion thread will be a part of the final evaluation document. 31 P a g e KEEP User Guide April 2015

35 Instructional Practices Protocol (IPP) The evaluator will complete the instructional practices assessment. This is the evaluator s assessment of the evaluatee based on the evidence provided throughout the process. The evaluator will rate each component and construct, adding comments and artifacts as necessary. The evaluator will give an IPP Summary Rating for the evalutee. Once the evaluator has submitted the ratings, the evaluatee is given an opportunity to respond in a comment box. Those comments are not visible to the evaluator until the evaluatee submits them. Student Growth Measures (SGM) The evaluator will enter two or three student growth measures with an expected target, actual scores and comments. The evaluator will choose Met or Not Met for each student growth measure and give an SGM Summary Rating for the evaluatee. Once the evaluator has submitted the ratings, the evaluatee is given an opportunity to respond in a comment box. Those comments are not visible to the evaluator until the evaluatee submits them. Final Summative Rating Once the IPP and SGM summary ratings are determined, the evaluator determines the Final Summative Rating and add comments. Once the evaluator has submitted the rating, the evaluatee is given an opportunity to respond in a comment box. Those comments are not visible to the evaluator until the evaluatee submits them. Once the evalutee submits a response the evaluator can respond one final time prior to finalizing the evaluation. A PDF archive is created that can be accessed by the evaluatee using the Past Evaluations tab on the Evaluations Home screen. Notifications A list of all notifications related to the evaluation may be seen on the Notifications screen. 32 P a g e KEEP User Guide April 2015

36 Observer Instructions 1. Observers can click the Observer link in the Observer sub-menu of the left menu. 2. They will then see a list of all the evaluatees they may observe. 3. The drop down list gives access to specific evaluatees to make observations Formal and Informal Observations Screens The formal and informal observation screens are identical. The system provides the two screens simply to allow observers and evaluators to identify which notes were taken during an informal versus a formal observation. 1. The observation screens contain a comment box at the top. 2. The textbox is followed by checkboxes for each of the rubric components. These checkboxes provide tags for each observation note. 3. Observers may add comments and click Save whether they have identified tags or not. There are two save buttons one above the list of constructs and one after. This is simply to provide 33 P a g e KEEP User Guide April 2015

37 quick access to a save button while taking observations in the classroom (without having to scroll to the bottom each time) both buttons function identically and either may be used at any time. 4. Once a comment has been saved it will be date stamped and appear in the table below with all comments. 5. Each added comment may be deleted or edited using the buttons next to the comment. Observers may use this editing capability to add tags to comments after the observation P a g e KEEP User Guide April 2015

38 Evaluator Instructions Evaluator Home Screen Evaluators may access the Evaluator Home Screen by clicking the Evaluator link in the Evaluator submenu of the menu at the left. The home screen lists each of the evaluator s current evaluatees and a progress indicator for each step of the evaluation process. An open circle indicates a step has yet to be started. A half-filled circle indicates work has been started on the step, but it has yet to be submitted and cannot be viewed by the other party. A full circle indicates the step is complete and viewable by both evaluatee and evaluator. To work on an evaluatee s evaluation record, the evaluator uses the drop down list to select the specific evaluatee. The evaluator can then use the links that display to work on any portion of the evaluation record. Users may click on any step at any time to view the screen. Evaluatees may always access their past evaluations in PDF form. Evaluators may access a past evaluation if they were the evaluator that completed the evaluation and they are also currently assigned as the evaluator of an evaluatee. A district administrator may see past evaluations in PDF form of any evaluatee in the district. Past evaluations are accessible by the evaluatee, evaluator (as long as they were the evaluator at the time as well as currently assigned evaluator for that evaluatee), and district administrator as a PDF by clicking on the Past Evaluations tab. 35 P a g e KEEP User Guide April 2015

39 Left menu The menu on the left allows users to move from one page to another within the evaluation record. To leave the current evaluation record and begin working on another (for example, to stop working on one evaluatee and switch to another), click the Evaluator link in the sub-menu under Evaluator. Use the drop down list to select the new evaluatee record. Artifacts Artifacts may be added and viewed on each screen throughout the evaluation process by both the evaluatee and the evaluator(s). They may also be added and viewed on the Artifacts screen. The following documents can be uploaded directly for storage in the KEEP2 Web Application: PDF Microsoft Word Document (.docx,.doc,.dotx,.docb) Microsoft Excel Document (.xls,.xlt,.xlsx,.xltx) Documents need to be 4MB or less. 36 P a g e KEEP User Guide April 2015

40 File names should be as short as possible, avoid spaces and special character. Folders cannot be uploaded - only single documents. These documents will be stored by KSDE for the life of the KEEP2 Web Application. Any other type of document should be hosted in an online/cloud host and the URL added as the artifact. More information and help for this process can be found at 37 P a g e KEEP User Guide April 2015

41 Self-Assessment Evaluatees must complete and submit a self-assessment for it to be visible to the evaluator. 1. Evaluators may use the drop-down menu at the top of the screen to view each submitted selfassessment. 2. Once a self-assessment has been submitted by the evaluatee, the evaluator may add feeback in the comment box at the bottom of the screen. 3. These comments are not visible to the evaluatee until the evaluator submits them P a g e KEEP User Guide April 2015

42 Goals Evaluatees must complete and submit goals before they are visible to the evaluator. Once goals have been submitted by the evaluatee, the evaluator may add feeback in the comment box at the bottom of the screen. These comments are not visible to the evaluatee until the evaluator submits them. Formal and Informal Observations Screens The formal and informal observation screens are identical. The system provides the two screens simply to allow observers and evaluators to identify which notes were taken during an informal versus a formal observation. 1. The observation screens contain a comment box at the top. 2. The textbox is followed by checkboxes for each of the rubric components. These checkboxes provide tags for each observation note. 3. Observers may add comments and click Save whether they have identified tags or not. There are two save buttons one above the list of constructs and one after. This is simply to provide quick access to a save button while taking observations in the classroom (without having to scroll to the bottom each time) both buttons function identically and either may be used at any time. 4. Once a comment has been saved it will be date stamped and appear in the table below with all comments. 5. Each added comment may be deleted or edited using the buttons next to the comment. Observers may use this editing capability to add tags to comments after the observation. 39 P a g e KEEP User Guide April 2015

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44 Goals Progress Evaluatees must complete and submit the goals progress screen before it is visible to the evaluator. Once it has been submitted by the evaluatee, the evaluator may add feeback in the comment box at the bottom of the screen. These comments are not visible to the evaluatee until the evaluator submits them. Discussion A discussion board is used to facilitate feedback, updates and conversation between evaluatee and evaluator. Either party may create a post at any time. Each time a post is created it creates a date and time stamped notification. The discussion thread will be a part of the final evaluation document. 41 P a g e KEEP User Guide April 2015

45 Instructional Practices Protocol (IPP) 1. The tabs are used to move between the four constructs. 2. The evaluator assesses the evaluatee on each component of each construct. 3. Comments may be added to each construct. 4. The ratings selected by the evaluatee in his/her self-assessment will be displayed in blue throughout the rubric. 5. A round blue button next to each sub-construct with an eye on it will display all informal and formal observations made that were tagged with that specific sub-construct. 6. After the evaluatee has been assessed on each component in a construct, an overall construct rating is chosen from the pull-down menu. 7. After the evaluator has selected the four construct ratings, the IPP Summary Rating drop-down will pre-populate with a suggested overall rating. The evaluator can change that rating if they choose to do so. 8. Once the evaluator submits this screen, the evaluatee will be able to view the information and add comments at the bottom. 42 P a g e KEEP User Guide April 2015

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47 Student Growth Measures (SGM) To enter information for a SGM: 1. There are three tabs for recording Student Growth Measures (SGMs). 2. Use the pull-down menu to choose one of the commonly used SGMs. For any SGM not listed, choose other and enter description in comments textbox. The comments textbox may also be used to give further detail about the name of the assessment (for example you may choose locally created assessment in the pull-down and add Quarterly math assessments in the comments box). 3. Input the target score. 4. Input the actual score. 5. Indicate grade level or subject using the pull-down menu. 6. Add any necessary comments defending/documenting the met/not met rating for this SGM. 7. Choose Met/Not Met/NA for each Student Growth Measure. 8. Once Met/Not Met/NA are selected for each SGM, the SGM Summary Rating drop-down will display a suggested rating. The evaluator can selected a different rating if they choose to do so. 9. Once the evaluator submits this screen, the evaluatee will be able to view the information and add comments at the bottom. 44 P a g e KEEP User Guide April 2015

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49 Final Summative Rating 1. The Instructional Practices Summary Rating and the Student Growth Summary Ratings selected on the previous two pages will be displayed. 2. A Final Summative suggested rating will prepopulate the drop-down menu based upon the Summary Ratings. The evaluator may select a different rating if they choose to do so. 3. The evaluator has a comment box to add feedback. It is recommended that a comment is added to explain any reason from deviating from the suggested Final Summative Rating. 4. Once the evaluator submits this screen, the evaluatee will be able to view the information and add a response. 5. Once the evaluatee has submitted a response the evaluator will have the option to add one final response in the bottom textbox on the screen. This response will not be visible to the evaluatee until it has been submitted. 6. The Complete & Archive Evaluation button is used to complete the process. This button does not display until after the evaluator submits the final comments box it can be submitted as an empty text box, but it must be submitted for the Complete & Archive button to appear. a. Clicking this button archives the evaluation, preventing any further editing. The archived evaluation may be accessed through Past Evaluations on the Evaluator Home Screen. 46 P a g e KEEP User Guide April 2015

50 Notifications A list of all notifications related to the evaluation may be seen on the Notifications screen. 47 P a g e KEEP User Guide April 2015