Creating a New Evaluation Template

Appraisal administrators can create and edit evaluation templates for Reflections, Walkthroughs, Observations, Evaluation Documents, Summatives, Staff Interventions, Group Evaluations, and others. 

Creating a New Template

Step 1: Select the Appraisal Settings gear. 

Step 2: Select Evaluation Templates under Configuration Options. Then, select New Template to open the wizard.

Step 3: Type the Template Title and select the Template Document Type. Click Next.

Step 4: Select Create blank template. Then, click Next.

Step 5: Select Finish to close the wizard.

Template Information Tab

On the Template Information tab, select a framework for the template. You need to choose a framework to connect to the elements of a process. For example, the T-TESS v2 template connects the goals, walkthroughs, observations, professional development, and summative based on the T-TESS framework domains and dimensions. Not all evaluation processes and templates need a framework, though most teachers, principals, and counselors have them. 

You can change basic information for a template on the Template Information tab.

• Title: Edit the name of a template.
• Template Icon: Click the icon to pull up other icon choices.
• Template Scoring: Select simple, not scored or advanced, with calculations. View Setting Up a Template for Scoring for more information.
• Template Framework: Select a framework from the drop-down menu.
• Save: Click to save changes.
• Delete Template: Click to delete a template.
• Update Existing Documents: Click to push updates out to users. 
• Preview: Click to preview the content and organization of the template.
• Update Shared Document: Click to update the document version shared with the Eduphoria Community.

Template Options Tab

Template Options differ between types (reflection, walkthrough, observation, summative, and evaluation). Check the boxes next to options specific to each template. Select Save to save changes.

Edit Template Tab

Under the Edit Template tab, you can add new groups, matrix groups, or items to an evaluation template.

Groups

A group contains one or more items. 

For instance, a section on a form entitled “Classroom Management” may contain several check boxes about how teachers manage their classrooms. The entire “Classroom Management” section is the group, and the individual check boxes would each be an item. You can also use groups to create headers for a form without attaching items to it.  

The image below shows a New Group, which includes an instruction box, two checkboxes, and one checkbox with a text field.  

Matrix Groups

Matrix groups are special groups designed to store information in columns and rows. You can have as many rows as desired, but you can only have up to five columns. Ideally, you use matrix groups to rate staff in various areas up to five levels of performance.  

Below is a preview image of how a New Matrix Group appears as columns and rows in a form.

Items

Items can be checkboxes, checkboxes with text, comment boxes, instructions, professional goals, or student growth goals.

Creating and Editing New Groups

Follow these steps to create and edit new groups within an existing template.

Step 1: Select New and choose New Group or New Matrix Group from the drop-down menu.

Step 2: Type in a name for the new group under Group Name and click Update.

Step 3: Continue adding as many groups as you need.

Step 4: Use the Up or Down arrows to change the order of the groups.

Step 5: Click on the group name again to rename the group.

Step 6: Click the red X to delete a group or specific item. 

Creating and Editing Items Within Groups

Once you’ve added a group or matrix group, you can add and edit items.

Step 1: Select the group you wish to add items to.

Step 2: Select New and choose New Item from the drop-down menu.

Step 3: Type in the name of the new item under Item Name and choose from the following items in the drop-down menu:

• Check Box: Allows the evaluator to make selections by clicking the box.
• Check Box with Text: Allows the evaluator to type text next to the checkbox, such as when you have an “Other” option. 
• Comment Box: Allows the evaluator to enter text, and you will need to select how many lines tall this box should be. 
• Instructions: Provides instructions about the template itself.
• Professional Goal: Pulls enhanced professional goal information from the Evaluation Process tab into a form.
• Student Growth Goal: Pulls enhanced student growth goal information from the Evaluation Process tab into a form.

Note: Check box with Text does not function on handheld devices.

Step 4: Select Update to add the item to that group.

Step 5: Continue adding as many items as needed.

Step 6: Change the item order with the Up or Down arrows.

Step 7: Click the item name again to rename the item.

Step 8: Click the red X to delete an item.

Adding Appraiser Comments to a Reflection Template

To allow the appraiser to make comments on a Reflection document (one initiated by the appraisee), you will create a new item and select Comment Box as the item type. Then, use the drop-down menu to select the Comment Type and set it to Appraiser Comments.

Once you have added all the necessary groups and items for those groups, you can use the Preview button to see what the new template will look like. Remember to click Save to save changes to the template. 

Use the Delete Template button at the top to delete this template. 

As you change the template, it will not modify the existing evaluations created using this template. However, if you wish to retroactively update all existing evaluations that have used this template to match your changes, click Update Existing Documents to update any completed templates. Use caution when updating a template, as you can erase information. 

Note: In order to make your new evaluation template available to the appraiser, you will need to connect it to an Appraisee Type that uses that template for evaluations.