Setting up a teacher observation rubric/form within eDoctrina is a task that can only be completed by a user at the "Administrator” level (school or district). There are many controls that need to be understood, which means it is important to reach out the the eDoctrina team before taking on this task to ensure a high quality rubric/form is built in your district.
The first step is to navigate to the Observation Rubrics option in the Settings menu as this is where the shell of the rubric/form is managed.
This page will list all of the observation rubrics that are linked/assigned to the district in accordance with the selected filters.
NOTE: If eDoctrina has configured this rubric for the district, the edit pencil may be unavailable. In this scenario, any changes that need to be made will have to be done by an eDoctrina team member. The copy button will be available to all users with access to this page, but it is strongly recommended to not copy the rubric unless there are significant change to the rubric. In any scenario, it is best to reach out to the eDoctrina team to receive some basic training on this before changing any rubric configurations or settings.
To create a new rubric, begin by selecting the button.
A pop-up window will appear that requires a name to be entered for the rubric. This name will be how this rubric displays on many printed forms and in the rubric filters throughout eDoctrina. Some examples of this name may be "Teacher Observation Rubric" or "Goal Setting Form".
The next step would be to designate an assignment for the rubric. If you are unsure about how the rubric will be assigned and would like to start building the staff expectations within the rubric, just click save and navigate over to the staff expectations page to start building. There are some qualities that will be determined, such as categories (i.e. announced), in the staff expectation configuration, which means that it is sometimes better to leave the configuration of the rubric assignments until after the rubric starts to take form in the staff expectations.
If the rubric assignment is ready to be made, click on the button to generate another pop-up where many of the details of the observation rubric assignment will be determined.
The assignment requirements section of the rubric assignment determines the minimum and maximum number of observation events that must occur for the specific rubric assignment. It is possible to set minimums and maximums for the main parent staff expectation as well as any categories that have been set up within the rubric's staff expectations. A sample configuration may look like the below image.
If your district is utilizing the Teacher Effectiveness System (where Student Learning Objectives and Professional Practice scores are combined), configuring the TE Export section allows scores determined on the OBSeRVE Dashboard to be sent to the TE System. The information and data that is transferred to the TE System varies by district and is usually linked to custom reports, so it is recommended to speak with an eDoctrina team member to ensure the results are as expected. Here is an example of a rubric assignment that has been configured to only send the Final Rating to the TE System.
The electronic signature statement is only applicable to observation rubrics/forms that have electronic signatures enabled. The entered electronic signature statement will display on the the pop-up window where both the observer and observee apply their electronic signature.
eDoctrina has conveniently made this a WYSIWYG text editor so many variations of an electronic signature can be be displayed upon user signature.
It is possible to enter any additional text to be printed in the OBSeRVE report header and/or footer. Although these fields are usually used for aesthetic purposes, they allow for extra information to be included on the observation forms. Many districts use the report header to add their school logo, while others will use the report footer to include an additional signature line.
After the observation rubric has been added to the district database (by following the steps above), it will now be possible build the staff expectations within the rubric. A Staff Expectation can be best described as the individual lines within the rubric form where ratings will be selected, supporting data will be entered, or just be added for a placeholder. These staff expectations are highly customizable. The different features available for staff expectations will described below in this document.
To begin building the staff expectations, start by navigating to the Staff Expectations option located in the SETTINGS menu.
To create or modify a specific observation rubric, simply choose the desired rubric from the pull-down menu. It is possible that an observation rubric to be linked to one or many years (as controlled by the rubric assignment). The Observation Rubric pull-down menu will be populated with all rubrics that are linked to the selected year. It is also possible for a created rubric to not be linked to a year. In these cases, choose "--any--" in the year filer to open up the search.
Although the filters are some of the most simple in eDoctrina, the complexity of the staff expectations page lies within the actual staff expectations. Before diving into the multitude of configuration options, it is important to understand the structure of how staff expectations are built.
Staff expectations are designed with high consideration to the parent-child relationship that is setup. To help to understand this we shall refer to the highest level staff expectations as the parent. The staff expectations one level down will be referred to as children. The next level will be referred to as the grandchildren, and so on. The expand and collapse each of the different levels, click on the and , respectively.
The highest level parent staff expectation defines the name of the of the observation event as it displays throughout eDoctrina. Most importantly, it is the title of the resulting individual staff report that will be generated. The main parents will also be a filtering option for Rubric Category on the OBSeRVE Dashboard. So choose these wisely as sometimes it is better to keep these separate and other times the rubric should be configured all underneath one main parent expectation.
The main parent also includes some vital configuration options:
Each staff expectation can be configured using different rating types to modify how they behave in the observation form. It is important to understand each of these as each option can have a significant impact on the calculation methodology and general behavior of the observation rubric.
The observation type staff expectation may be the most improtant one to configure because this allows us to create different categories of observations within a main parent expectation. So if there is a scenario where we configure a rubric that has two categories, "Announced" and "Unannounced", then we can create a staff expectation with the Observation Type selected and this enables us to configure these different categories, their associated behaviors, and apply a weighting schema for accurate calculation methods. There can only be one Observation TYpe staff expectation per each main parent.
When “Insert” (plus button) is clicked, a pop-up menu will prompt you to enter the name of a Teacher Expectation. (Again, ensure you are editing the correct rubric in the drop-down menu at the top.)
Enter the expectation in the “Name” text box with the red asterisk. Note: eDoctrina lists expectations alphabetically, so if the rubric being entered doesn’t contain numbered or lettered expectations, a sorting system should be added. For example, in order for “Students Engaged” to come before “Rules and Procedures,” either a letter or number must be added (ex. “A. Students Engaged” and “B. Rules and Procedures”).
Then “Domain 1: Within Classroom Expectations” would not have a parent itself, “1.A. Classroom management” would have a parent of “Domain 1: Within Classroom Expectations,” etc.
In this example in the screen shot below, "2.0 In-Class Observation" might be one of the parent expectations. Nothing would therefore be selected in the "Parent" drop-down menu.
Selecting insert again would allow me to create a child of this parent expectation ("2.1 Students appear to learn"):
Once entered, this is what parent and child expectations look like from the Staff Expectations screen:
Note that in the screen shot above, Standard 2 has not been expanded as indicated by the blue plus button next to its name.
Any staff expectation may be deleted by clicking on the trash can to the right; however, child expectations must be deleted first:
Ratings for this expectation may be added by clicking "Insert" in the Ratings section.
This pop-up will appear:
A name for the rating is required, such as "Developing" or "Exemplary". It is recommended that the first item in the list be “Not Observed,” as this will be the default option. Users can enter narrative information that clarifies what the particular rating looks like in the Description box. These details help the observer select the most appropriate rating. For example, for an expectation of “Content,” the rating of “Distinguished” is described as “Teacher displays extensive knowledge of the discipline and how it relates to others.” “Points,” is optional. If your school/district is assigning point values to particular ratings, that number would be entered here. If points aren’t being used, that field can be left empty.
Please note that not all expectations require ratings. In the example used above, “Domain 1. Within Classroom Expectations” and even the next level, “1.A. Classroom management” are just headings. It’s not until the next level down, “1.A.1. Students engaged” and “1.A.2. Rules and procedures posted” that ratings are necessary. Knowing which skills will be rated/not rated is much easier if users have a good, working knowledge of the rubric prior to entering it.
Another optional step is manipulating the “Type” drop-down menu (see below).
Clicking the edit pencil next to the Staff Expectation brings you back to this pop-up, where a Rating Type can be identified:
Most expectations can be left with the default (any/no observation type ). However, if selected, this option allows users to weigh different types of observations. For example, a district uses calculations to weigh both their formal (70%) and informal (30%) observations. In this case, a user would select “Observation Type” in the “Rating Type” drop-down and then insert two ratings in the “Ratings” section below: “Formal” with points equal to 70 and “Informal” with points equal to 30.
In addition, users have the option enter the number of observations required for each observation type under the "# Required" column. This works in conjunction with the "Required" feature on the OBSeRVE Dashboard. (For more information, please refer to the OBSeRVE Report Dashboard help guide.)
The "Send schedule Email" option helps in managing whether a user will receive an email notification once their observation is complete. There are 3 choices to select here: 1. Per user selection: This will allow Observers the choice of whether they want to send an email or not. This is determined when Scheduling an Observation: 2. Always: This option will always send and email notification when an Observation is scheduled. You will not see the "Send to Observee" check box if this option is chosen. 3. Never: This option will never send and email notification when an Observation is scheduled. You will not see the "Send to Observee" check box if this option is chosen.
In most cases, you must create a Staff Expectation that is assigned the Observation Type "Final".
When an observation is started for a teacher under this Final Staff Expectation, all prior ratings will feed into this screen (per the calculation type selected), and the observer will be able to confirm the final rating by selecting the appropriate score. (If the APPR report will be used, this "final" number will then flow into the APPR report.)
Once finished, click “Save.”
Please note that observation rubrics can be complicated, especially if point values and weighted scores are required. In these cases, don’t hesitate to contact eDoctrina’s Technical Support team at 1 (888) 537-3348 or firstname.lastname@example.org.