01.A. Introduction to eDoctrina

eDoctrina is a web-based program full of user-friendly tools that make educator's jobs easier!

This comprehensive system can be used for planning, curriculum mapping, student assessments, RTI tracking, data reporting, student learning objectives and teacher observations. Below is an image of the eDoctrina homepage, the very first place you will be taken after logging in:

What is eDoctrina?

eDoctrina is a web-based education software that helps educators: (1) prioritize state standards, (2) create curriculum maps and standards-based lesson/unit plans, (3) build standards-based paper and online assessments, (4) print answer sheets, (5) scan assessment results (no more hand-correcting!), (6) quickly pin-point students who are falling behind and what standards/skills they are having trouble with, (7) manage school/district SMART goals, (8) track student-centered goals (RTI and IEP) and (9) manage teacher observations.

Its use and development is based on several of education’s most impactful best practices, including data-driven decision making, common formative assessments, Assessment for Learning, and Response to Intervention.

How can it help?

eDoctrina saves teachers time by eliminating hand correcting and allows them to teach smarter — to have data readily available to guide instruction. Administrators benefit from reporting that highlights progress at the district, building, grade, class and even individual student level. All students (K-12) will benefit from targeted instruction. Also, eDoctrina includes functionality based on Assessment for Learning (AFL) principles, allowing youths to become more engaged in the learning process.

01.B. How to Navigate Within eDoctrina

There are two basic ways to navigate within eDoctrina:

Navigation
  1. A navigation bar is located at the top of the home screen and can be found on nearly every page. Please note that not all of the menu options are available to all user types. For example, teachers do not have access to some of the school/district setup options under the “Settings” menu.

  2. The second method of getting around is via navigation buttons. The two most notable locations in which navigation buttons exist are the “Home” (shown above) and “Teacher Dashboard” screens.

One of the core values at eDoctrina is simplicity. We value that all it takes is a little experimentation to experience how easily one can navigate throughout eDoctrina.

How to Identify Common Action Buttons

One of the reasons eDoctrina is so user-friendly is that it relies on repetition. That is, many of the screens resemble each other. In fact, most of its pages feature Common Action Buttons, icons that, when clicked, carry out the same function on every page.

The most frequently used Common Action Buttons are identified and explained below:

01.b.02.png

01.C. How to Customize Personal Settings in eDoctrina


Click here to view the Help Video


When logging in to eDoctrina for the first time, it is very easy and advantageous to customize your personal account settings. These pre-set options will save you time on every page!

Click on your name in the upper right corner of the home page, then click on My Account.

User Account Pull-Down

Your account information can be customized to help save you time each time you use the eDoctrina.

General Information

This section is where you can view and edit some of the basic information about your user profile in eDoctrina. The First Name and Last Name will be how you are displayed throughout the system. The E-mail is extremely important because there are many automatic notifications that are triggered by certain actions in the system and this will be the destination that these will be sent to.

Password Change

Although this option may not be availble for some district depending on whether or not some Single-Sign-On(SSO) application is being used for account management, this is where most users will go to update their eDoctrina password by typying in their Current Password and re-typing their New Password twice.

Defaults

The default may be the most important aspect of this screen because setting defaults could save a lot of time when creating content in eDoctrina. Of course, there are many options to select, but if any user uses the same selection frequently, it may be a good idea to set some defaults so selections are made automatically.

  • Standard Set: Select one of the available standard sets to ensure that this set is selected for all screens that are visited so standards within can be quickly be selected to add to content.
  • Subject: There are some cases where some teachers will only teach one subject and will only be creating content for this subject. In these cases, it is a good practice to set a subject default so all created content is automatically linked to the selected default subject.
  • Grade: There are some cases where some teachers will only teach one grade and will only be creating content for this grade. In these cases, it is a good practice to set a grade default so all created content is automatically linked to the selected default grade.
  • Proficiency Table: Setting a default proficiency table helps to automatically link the selected item to all created assessments. This is a great tool because proficiency tables will need to be manually linked otherwise and linking one is essential for many data reports & snapshots to be more insightful.
  • Test Type: Setting the Test type as the default will ensure that the selected test type is linked to all assessments that are being created by the user. This is a great tool because sometimes a district has a global default test type that is used and this tool will let the signed-in user use a default test type that is different. This is a great tool for individuals who are creating district assessments or some other subset of tests.
  • Courses: There are some cases where some teachers will only teach one or few courses and will only be creating content for such courses. In these cases, it is a good practice to set some courses defaults so all created content is automatically linked to the selected courses.
  • Online Results This is a default setting that ensures that all created assessments will always have the checkbox in the assessment editor "Results Visible Online" selected. This will ensure that students will be able to see their assessment results when signing into their Progress accounts. Of course some results may not post if there is incomplete data that needs to be verified.
  • Select myself as the default creator Sometimes the list of assessments, units, and lessons could be really overwhelming as content created by other users will also be displayed in the lists. If desired, select this checkbox and each list will only show content that is created by the logged-in user because the Creator filter will be automatically selected.

My Account Settings

Notifications

There are many email notifications that can be triggered through actions within eDoctrina. If, for some reason, an email notification message is deemed unnecessary and it should no longer be sent to your email, uncheck the email notification here in the Notifications section.

Notifications


01.D. How to Reset Your Password from Login Page

All eDoctrina users (Staff AND Students) can reset their own passwords IF their email is in the program. When the user navigates to the login page, they can do this by clicking on the Forgot password? button as shown in the screenshot below.


The user will then be prompted to enter the email address associated with the account and click the Reset password button:


The user will then receive an email within a few minutes with a link they must click to reset their password. Important- if the email does not come directly to your inbox, check your SPAM folder!


The final step will require the user to enter their new password two times and then click the Reset button:

02.A. Adding and Linking Standards

To add Standards to eDoctrina, a District Admin User can navigate to the Standards page by following the path Planning > Standards.

Homepage with link to Standards under the Planning menu
NOTE: Only District Admin profiles can add/edit standards. School Admin and Teacher profile types can View Only.

Next, utilize the filters to choosing the District Set and any other appropriate filters. Please keep in mind that if creating custom Standards for a district, choosing the district from the pull-down is required.


Standards follow a Parent-Child relationship and can be customized . Create a Parent first by clicking on the Insert Button button. The Create Standard pop-up will appear. It is required to select the District, Subject, Grade level assignment for this standard. Entering a description is also required and will represent the Name/Title of the standard.

Create Standard Pop-Up

Click Save Button to finalize the entries and add the Parent Standard to the list.


NOTE: After adding the Standard, it will default to being on the top of the list. Refreshing the page will alphabetize the the list.

When adding the Child Standard using this method, most of the required information (including the Parent Standard) will already be filled in. Simply provide a Name by filling in the Description for the Standard.


Once a child standard has been added to any parent, a blue plus next to the Standard will appear. Click to expand the embedded standards and view all of the linked Child Standards:

Parent-Child Display

Linking Standards Sets

eDoctrina has a goal to stay current with the Standard Sets that are available. If a Standard Set is not available for selection in a district, it is most likely that the set already exists and has yet to be linked. To request that an existing set of standards be linked to your district, please contact the help desk:

help@edoctrina.org

Scaffolding Standards from Other Sets

Those with administrative accounts are able to add or unwrap standards in banks that already exist. These additional standards will be visible throughout eDoctrina (in units, assessments, lessons, etc.). Such standards will be visible only within the creator's own district.

The process of adding the standards is exactly the same: just choose your desired District/Set, then click the Insert Button button.


Newly Unwrapped Standard

Creating Test Sections

eDoctrina's design of how standards are entered into a district database offers extensive flexibility. To add to that flexibility, there is a "Test Section" checkbox available for each entered standard. By selecting this option, it is possible to utilize the standards module to create "standards" that are actually sections/parts of an assessment. When assessment results are available for an assessment with attached "Test Sections", a special version of the Individual Student Report is available that will provide assessment results based on the included "Test Sections" along with all the other necessary data.

Note: Add the desired standards first, then check the "Test Section" checkbox next to the corresponding standard.

Within the Assessment Editor, it is possible to filter for these "Test Section" standards and drag/drop them to the corresponding questions within the assessment as shown below:


After the assessment has been linked to "Test Section" standards and assessment data has been processed, reports applicable to these "Test Sections" are available in the Individual Student Report by selecting the Multi-Part Score Summary option.

For more information regarding generation of the Individual Student Report please refer to:
How to Use the Individual Student Report


If you have any questions about anything in this guide, please feel free to e-mail help@edoctrina.org for assistance.

02.B. How to Create a Unit Plan


Navigate to the Unit Plans page by clicking on the "Unit Plans" button on the eDoctrina Home Screen or by using the navigation bar at the top of the screen under Planning => Units. Please note that many district have created a custom homepage so your homepage may look a bit different!

A new unit can be created by clicking the Create button or an existing unit can be edited by clicking the Edit Pencil button for the corresponding unit.

Important: If you are creating a new unit plan and the unit plan screen is not opening a new window, it is highly likely there is a pop-up blocker preventing it from opening. Check in the URL bar to see if there is a red X. Simply allow eDoctrina to access pop-ups and filter to find the unit plan you just created. You will not need to create a new unit plan again.


If a new Unit is being created, clicking the Create button will result in a pop-up window where you will be prompted to enter some general information about the Unit Plan you are creating. Within this pop-up, it is required to:

  • Select the Type: It is recommended to choose "Teacher unit" for general Unit Plans
  • Provide a Name: This field is searchable so choose your Unit Plan name wisely.
  • Select the Year, Grade, and Subject that is most applicable to the Unit Plan.
  • The most common Workflow state is "Visbile" but workflow states are custom, so it is possible that your district may have a different naming convention.
  • Selecting a Course is not required, but linking one provides the option to share the Unit Plan with other users that instruct the same course.

Once the required fields are entered, select the Continue button to be directed to the Unit Plan editor.

Once the Unit Editor the option to "jump to" the various sections of the unit plan is available using the Navigation Buttons along the top:

Navigation bar
  1. Navigation Buttons:
    • Expand/Collapse All: This will expand or collapse the view of all the sections within the unit plan.
    • General/Content/Standards/Assessments/Lessons/Attachments/Discussion Board/Notes: Will navigate to the corresponding section of the unit plan.
  2. Save/Save & Close/Close Buttons:
    • Saves: Will save all current changes and stay on the same webpage.
    • Saves & Closes: Will save all current changes and exit out of the unit editor browsing tab.
    • Cancel & Close: Will NOT save the most recent changes and will exit out of the unit editor browsing tab.
  3. Select Template
    • Select the unit plan template that is most relevant to the unit of instruction.

Please remember to save whenever a change is made to ensure that no work is lost.


The General Section

Click the Create or Edit Pencil button to open the Unit Editor. To be able to save the Unit Plan to the database, the mandatory fields marked with a red asterisk (*), must be filled in or selected.

  1. Type:
    • Teacher Unit: Selecting this type will allow users to include Content, Assessments, Lessons, and Attachments to the Unit Plan.
    • Student Online Unit: Selecting this type will enable the ability to add a Student Online Learning Experience (SOLe) to the Unit Plan.
    • Teacher and Student Unit: Selecting this type is like selecting both the Teacher Unit and the Student Online Unit and provides access to all features.
  2. Descriptive Information: The Name, School, Year, Grade, and Subject are important to select to define a Unit Plan and make it easier to locate when searching for the unit plan at a later date.
  3. Sharing/Privacy If selected, all teachers who teacher the same course can edit this Unit Plan. Otherwise, only the creator and administrator can edit.
    • Team Can Edit: If checked - other teachers teaching the same course can edit this unit. For this to work a course will need to be linked to the unit plan.
    • Do Not Share - Exclude From List: If checked - only district admins and the owner will be able to see this unit in the unit listing.
    • Do Not Allow Copy: If checked - teachers and school admins cannot copy the unit.
    • Shared With: It is possible to only share a unit plan (enable editing access) with one or many users by adding their name to this field.
  4. Visibility & Workflow: These selections are available for administrative profiles ONLY. The usage of these fields will vary by district.
  5. Active/Inactive: If available, unit plans can be made active or inactive.
  6. Time Stamps: The Start/End Date and the Duration (days) are descriptive as well, but can assist with district-wide collaboration efforts as they are tied to some Planning Reports.For units to display in their appropriate sequence on the Scope & Sequence Report and the Curriculum Map, Start/End Dates must be entered. Any district can be configured to make this a required field.
  7. Courses: Filter for and select ALL courses that will be using this Unit Plan. This is a searchable field and also defines what a "Team" is for this Unit.

The Standards Section

The Standards Section is where any standards that will be covered in this specific unit will be added:

To add a standard to the unit you will need to:

  1. Use the filters to find the standard(s) to link to the unit plan.
  2. After finding the standard, drag and drop it into the Standards field on the left.

Take notice a the blank text field that appears below the added standard(s). This is where it is possible to unwrap standards using the WYSIWYG Editor tools.


Why Unwrap Standards? In many cases, state standards are either vague or compound (they include multiple skills embedded within a single standard). The ability to Unwrap Standards allows users to re-write standards into clearer or student-friendly language and breakdown a single standard into multiple components.

The benefits of this process are: (1) Re-written standards can build student engagement and demystify the learning process for learners and (2) Broken-down standards allow for more accurate and applicable assessment data reports.

The standards re-written/scaffolded on this screen will be accessible throughout eDoctrina. They will be able to be used with unit/lesson plans, assessments and data reports.

While powerful, the process of unwrapping standards is optional.


The Content Section

This section contains multiple headings that can be customized according to district preferences. Each box contains a WYSIWYG text editor that allows entry of pertinent information for each content component of the Unit Plan. Add content directly within each component or copy/paste information from another source. If copy/paste is the preference, it is best practice to highlight the pasted text and remove unwanted formatting by clicking the Remove Format button.

Content

The Assessments, Lessons, and Attachments Sections

In these sections, it is possible to create new assessments and lessons that will automatically link to the unit. It also provides the opportunity to edit existing linked assessments or lessons. The Attachments section allows for easy upload/download of relevant attachments:

Attached Content
NOTE: District Admins have the ability to control what content is visible within these sections, but this must be configured within the active unit template. For more information on how to do this please visit our help guide on How to Create Unit and Lesson Plan Templates.

The Discussion Board & Notes Sections

These sections provide ample opportunity for teachers and administrators to collaborate with eachother to continually develop the Unit Plan. The discussion board is configured to send email notifications to all users involved in the discussion. The Notes section allows users to enter any relevant information about the Unit Plan to save for later. It should be noted that when copying a Unit Plan, the comments made in the discussion board will not be copied, but the notes will.

Discussion and Notes

02.C.1. How to Create a New Lesson Plan or Edit an Existing Lesson Plan


Creating a New Lesson or Editing an Existing Lesson


When a user desires to create a new lesson plan they can navigate to the Lesson Plan page by clicking on the "Lesson Plans" button on the eDoctrina Home Screen, or by utilizing the Planning > Lesson Plans option in the top Navbar:

Lesson Plans

A user can insert a new lesson plan by using the Create Button button. This will prompt the user to fill out some basic information about the newly created lesson plan. All fields marked with a red asterisk must be populated:

Required fields

If the district has multiple templates available for the created lesson the user will be prompted to select a template to apply to the Lesson.

Additionally, an existing lesson can be edited by utilizing the Edit Pencil button:


Once the Lesson Editor opens the user can navigate to the various sections of the lesson plan using the Navigation Buttons along the top row

  1. The Expand/Collapse All buttons will expand or collapse the view of all the sections within the lesson plan. The General/Standards/Assessments/Student Attachments/Discussion Board buttons will navigate straight to the corresponding section of the lesson plan.
  2. Save, Save & Close, or Close the Lesson Editor respectively. Users should remember to save any work before closing the window.
  3. The View Lesson button will allow the user to preview how this unit will appear to a student accessing this lesson online. Alternatively, the Print Lesson button allows the user to generate a preview of the print format of this lesson, which can then be printed from the generated file if desired.

The General Section

The topmost section of the Lesson Editor is the General section and contains fields for all of the organizational information.

General Section
  1. These important fields must be completed when creating a lesson. All fields marked with a red asterisk (*) are required fields.
  2. These filters allow you to link the lesson to Course, Class, and Unit information. Even though linking a lesson to a Unit is optional it is recommended so you can access and link any of the "unwrapped" sections of the standard to the lesson plan. It also helps to keep all lessons related to that unit in one place.
  3. Calendar Color allows you to color each lesson individually, so it will be easier to find it on the Lesson Calendar.
  4. The "Active Toggle" will set the lesson as active or inactive. NOTE: If a lesson is "deleted" it is set to an inactive status, and may be restored by switching this toggle back to "Yes". Only administrators can reactivate deleted items.
  5. The Date and Start/End Time fields allow you to specify a date and time for your lesson. This is especially useful if you wish to use the Calendar View. You can enter more than one date and time.


The Standards Section

This is the section where the user can link standards to the lesson plan. The way this section appears depends on whether or not this lesson is linked to a unit plan in the "General" section.

Adding Standards When Lesson is NOT Linked to a Unit


  1. Use the filters to find the standards you wish to link to this lesson plan.
  2. Drag and drop the standards into the "Standards" box.


Adding Standards When Lesson is Linked to a Unit

Standards with Linked Unit

  1. Select the unit the lesson is linked to. This will cause the standards list below to show only the standards linked to the unit for faster access to the relevant standards. Additionally, unwrapped standards from the linked unit will also appear here for the user to incorporate into the lesson.
  2. Drag and drop or double-click on the standard(s) to populate the "Standards" box.


The Assessments Section


This section will display any linked assessments and allow the user to create a new linked assessment and/or link an existing assessment to the lesson.

The Content Section

The Content Section contains headings that have been customized to the school district's specifications. Each box contains a WYSIWYG Editor that allows the user to enter important information for the Lesson Plan. The user can choose to add content directly within each component or copy and paste information from another source. If the user chooses to copy and paste information, the Remove Format Button button in the editor will remove unwanted formatting.

NOTE: If multiple templates for the lesson are available the user can utilize the "Select Template" tool to change the active template.

The Attachments Section

This section allows you to attach any supporting materials the user wishes to include in their lesson. The "Add link" button will prompt the user to enter a URL to attach to the lesson. The "Upload file" button will cause the computer's file manager to appear to allow the user to select the file they wish to attach to the assessment.

**NOTE: The file size limit is 10MB. Any file larger will require a sharable link that the user can attach with the "Add link" button.

The Student Attachments Section

This section will house any files attached to the lesson by a student if this lesson is assigned online.

Student Attachments Section

Teachers now have the ability to simply hover over an attachment link that was uploaded by a student to get a preview of the attachment first. This is extremely beneficial so the teacher does not have to download every attachment uploaded by every student:

Discussion Board Section (OPTIONAL)

This section allows lesson editors, Admins and students the ability to post comments within a Discussion Board.

NOTE: The Discussion Board is NOT enabled by default so if there is a need to enable this feature please contact the help desk at help@edoctrina.org and ask to have this feature enabled.

There are 2 options available when enabling the Discussion Board options:

1. Only creator and admins can view/edit:

This option enables the Discussion Board as well as allowing the creator and Admins the ability to view or edit items on the Discussion Board.

2. All editors can view/edit:

This options allows anyone that has editing access to the Lesson the ability to view/edit items on the Discussion Board.

Once the Discussion Board is enabled Users will see 2 sections (Teacher Discussions and Student Discussions). In order to add to the Discussion Board the User will simply type the comment in the text box and then select "Post" or "Post as Draft" to add to the Discussion Board Once a comment is added the User can then choose to "Reply", "Edit", "Delete" or "Publish" (for Draft comments).

Teacher Discussions:

This option is to be used for the teachers and Admins to be able to add comments to the Discussion Board.

Student Discussions:

This option can be used for the teacher and students to communicate with each other. The teacher can add the comment in the Discussion Board as shown above and then if the "Show on Progress" option is selected the student will be able to comment within the Lesson to add to the Discussion Board.

02.C.2. How to Utilize Lesson Planning's “Calendar View”

The Calendar View of eDoctrina's Lessons module has great utility to help teachers organize the flow of their lessons throughout the school year. To access this feature, navigate to the Lessons Homepage by selecting Lesson Plans under the Planning pull-down on the navigation bar.

Navigate to Lessons

The default view of the Lessons Homepage is the "List View". This view allows users to edit, copy, and print existing lesson plans while displaying a list of all lessons that match the selected filters. Select the "Calendar View" option at the top of the screen to toggle over to the Lesson Planning "Calendar View".

Access Calendar View


In the "Calendar view", eDoctrina will display all lesson plans that exist within the selected dates. The default view is the month view.

Calendar View Options
  1. Navigation arrows: The navigation arrows allow users to quickly modify the displayed month and year. The single arrows change the month, while the double arrows will change the year.
  2. Selecting Today will navigate directly to the current date.
  3. Each lesson requires a description. By default, the calendar view displays only the lesson plan title to keep the screen concise. To view the description in the "Calendar view". Selecting the Show lesson information button will display(if entered) the description, unit, classes, learning standards of all lesson plans on the screen.
    Lesson Info
  4. The Calendar button allows users to quickly select the desired date that they would like to view.
  5. The "Calendar view" can be displayed by month, week, or day allowing users to see more details about a specific time period. The month view will sort lessons by time within each day. Selecting week or day will allow users to view a more detailed overview of how lesson plans are organized in the week or day, respectively.

The "Calendar view" offers the same tools as the "List View" as users can easily create, edit, copy, or print lesson plans by selecting the appropriate icons.

Tools on Calendar View
NOTE: Selecting the "i" will display the lesson information for the selected lesson plan only.

One of the main advantages of the "Calendar View" is that it is simple to move a lesson plan from one date to another. If the signed in user has editing permissions to a selected lesson plan, they can easily click and drag a lesson plan from one date to another. If the week or day view is selected, users can also move a lesson plan from one time to another.

Move lesson plan

It should also be noted that eDoctrina offers the ability to import the displayed lessons to a third-party calendar application, such a Google Calendar. Simply select the "Import to My Calendar" option at the top of the screen and follow the prompts to add each of the displayed lessons to a calendar. If only a few of the displayed lessons need to be imported, modify the filters to display only the lessons that are to be added to your third-party calendar.

02.C.3. Document Camera Tool

eDoctrina's Document Camera tool increases the functionality of any compatible document camera beyond scanning answer sheets. This tool can be used to project any document or resource, quickly add a resource to any lesson plan, or quickly save an image directly to the computer.


Projecting a Document

The only requirement for projecting a document is to have a camera that is compatible with the computer being used. Although all cameras may be compatible, it is recommended to use a document camera. To project a document through eDoctrina, navigate to the "Document Camera" link under the "Planning" tab.

Document Camera Navigation

This page will often open utilizing the default camera for the computer being used. Most computers will default to the built-in camera. To modify the active camera, which is done differently depending on the browser being used. The images below show how to do this on Google Chrome and Mozilla Firefox.

Once the desired camera is selected, the screen will now be projecting the viewable screen allowing for live interaction.

Doc Camera
NOTE: Select the Hide Filters option hide the pull-downs on the left and make the projected screen larger.

Adding a Document to a Lesson Plan

The Document Camera tool can also be used to quickly add an image as a resource for a selected lesson plan. This can be done if and only if the lesson has already been created within eDoctrina.

If the desired lesson plan exists, simply select the appropriate options in the pull-down menus on the left to help identify the correct lesson to add the captured image to.

Select pull-downs
NOTE: If the lesson plan is not tied to a Unit, select the "Unit" pull-down with as "--any--".

Once the image is properly placed in the viewable region, click the Camera Button button located at the top-right of the screen to capture the image.

A pop-up will appear prompting the user to enter the file name of the captured image. This field will be auto-populated with the current date/time, but should be modified here if needed.

Save image pop-up

Once the name has been entered, click the SAVE button. A confirmation will appear and the image will be immediately attached to the selected Lesson Plan.

This document will now be visible to students in their online Progress Account, if the Lesson is being shared.


Saving a Document to Your Computer

The Document Camera tool also allows users to save a captured image directly to their computers. To do so, place the document or resource in the viewable region of the camera and click the Upload buttonbutton.

Save image pop-up

A similar pop-up will appear prompting the user to enter the Name of the image. The only difference in theis pop-up is that it allows the user to enter in a comment to accompany the scanned image.

Once the name and/or comments have been entered, click the SAVE button.

A PDF will be downloaded to the computer immediately. Accessing the save downloaded file depends on the browser settings, but can often be found in the "Downloads" folder.

The PDF will display the title at top and the comments on the bottom of the image.

02.E. How to Use the Standards Usage Report

The Standards Usage Report allows users to easily view where standards have been linked to Units and Assessments in eDoctrina. Having a report that lists usage of all relevant standards provides teachers and administrators with a more comprehensive view of how and where standards have been used for a specifc standard set, school, school year, subject area, course, and/or grade level.


This report is accessible from the Standards Homepage, which can be accessed under the Planning pull-down within the navigation bar.


Generte Report

A pop-up window will appear prompting to select various report settings for this report (shown below). Although none of these options is a required field, each selection will filter the generated report accordingly. This allows users to view standards usage for a specific subject, grade level, year, and/or course.


NOTE: Selecting the "Show linked Standard only" checkbox will significantly reduce the length of the generated report as it will only display standards that have been linked to a Unit or Assessment.

The Standards Usage Report provides the user with information on where standards were used:


Assessment names are displayed as hyperlinks that navigate directly to the item-analysis report and question where this standard has been linked.

2.C.4. Editing a Lesson in the Engage NY Set with Attachments Only


To navigate to the Engage NY unit plans, go to Planning>Units, then select "Engage NY Content" in the District/Set drop-down menu.

Some units and lessons in the EngageNY Content district/set have the PDF and Word versions of the units/lessons attached.

To view or print these units, click on the printer icon:

Printer Icon

For these units/lessons to be edited, make sure "Engage NY Content" is selected in the District/Set filter, then click on the copy paper icon. This will allow you to copy the unit to your district's bank.

Copy Popup

In the pop-up screen, select "Copy Lessons" and your district's name. You can also select school, course, subject, year and dates for the target unit/lessons. Once the destination is selected, click "copy".

Once the "copy" button is clicked, the new copied unit will automatically open.


To view the lesson plan attachments within the unit editor, scroll to the "Lessons" section or click on the "Lessons" heading at the top of the unit plan.

Lessons Section


There are two ways to open/save the lesson plan attachments.

1) Click on the attachment links from the lesson section of the unit editor. This will allow you to quickly download the attachment.

Unit Attachments

2) Click on the edit pencil to open the lesson editor.

Edit Unit

Click on the "Attachments" heading at the top of the page or scroll down to find the lesson attachments.

Unit Editor

One way to edit the lesson is to save the Word version of the lesson to your computer, make your new changes, save the document again with a different name, then upload the new version in the lesson editor as an attachment.

Upload File

(The original lesson plan attachment could either be saved as it is, or it could be deleted by clicking on the trash can icon to the far right.)

Additionally, you could record your modifications and notes right in the lesson template boxes.

Notes

Once you've made the desired modifications, don't forget to click "Save" before closing the screen.

Save

02.D. Curriculum Reports in eDoctrina


All of the Planning Reports in eDoctrina are under the "Reports" dropdown located in the menu bar.

Navigation

How to Run the Scope and Sequence Report

The Scope and Sequence report is designed to show how much you are going to teach of a subject over the course of a semester/year and in what order.

This report can be filtered by year, course, grade, subject, and creator of the unit(s). We also recommend including Standard Descriptions (by clicking the "Show Standard Descriptions" button which print any unwrapped statements broken down in a Unit Plan) and Parent Standards (by clicking the "Show Parent Standards" button that will show standard set headings).

Users also have the option to change what content they are pulling from the unit plan using the "Column 1, Column 2, and Column 3" drop-downs. These categories are based on the fields within each unit template.


The report can be printed in both PDF and Excel formats.

How to Run the Curriculum Map Report

The Curriculum Map report is great for vertical planning and helps teachers find a "common thread" of understanding among subjects and/or units. This flexible report clarifies how different subjects, grades and courses relate in terms of sequence and dependency.

The filters allow a user to select more than one: -Grade -Subject -Focus areas (listed under "What to Show" dropdown)


The report separates the grades and subject in different columns to allow the user to compare the timeframe of the unit in addition to specific content.


Like most other reports, the Curriculum Map report can be printed in both PDF and Excel formats.

02.F. How to Create Multiple Unit and Lesson Templates

Many districts use a standard format for Unit/Lesson Plans that are created using eDoctrina within their district. If a standard format exists, it is a good practice to create/configure a customized template before creating any Units or Lessons in eDoctrina. This will enforce consistency and allow for proper alignment when viewing a Curriculum Map or Scope & Sequence Report. This task can only be completed by a District Admin profile type.


To create or manage Unit or Lesson plan templates, follow the steps below, use the navigation bar to find the District Homepage (Settings==>Student Information Data==>Districts).

Navigate to Districts

Locate the district in the displayed list and click the Edit Pencil button to enter the District Editor.

Scroll down the District Editor until the Unit Descriptions and Lesson Descriptions are displayed on the screen. All existing Unit and Lesson Plan Templates will be listed in the respective box. A template named -Default description- will be the first option for all districts and will be the first option that users see when creating a Unit or Lesson in eDoctrina's Units Module. This template cannot be deleted and the title of this template cannot be modified; but the fields within can be updated if needed. All other templates that have been created will be listed here and can be modified by District Admins.

List of Templates
NOTE: Unit and Lesson Templates can be modified by clicking the Edit Pencil button at any time, but it is recommended to keep these the same throughout the year to maintain consistency.

Click the Add Template button to create a new template.

Create new template

One the "Create unit description" pop-up window, there are many configuration options that will vary by district and/or template:

  1. Choose which school(s) within the district that will have access to the the Unit/Lesson Plan template. Leave this field blank if all schools in the district should have access to the template.
  2. Choose which grade(s) will have access to the the Unit/Lesson Plan template. Leave this field blank if all grade levels will be using the template.
  3. Choose which subject(s) areas will have access to the the Unit/Lesson Plan template. Leave this field blank if all subjects will be using the template.
  4. Choose which course(s) will be using to the the Unit/Lesson Plan template. Leave this field blank if all courses will be using the template.
  5. Provide a Name for the Unit/Lesson Plan template. This is how the template will appear in the pull-down menu within the Unit Editor.
  6. Control visibility of linked content: Select this checkbox to allow District Admins to control which linked assessments, lesson plans, and attachments will be visible to teachers within the Unit Plan. This feature is mostly used for creating master Unit Plans that allow multiple users to link content to a Unit Plan without it being visible to all users that have access to edit.
  7. The Description defines what the Title of the field within the Content section of the Unit Editor. Some example descriptions would be Anticipatory Set, Learning Activities, Essential Questions, etc...
  8. Lock for teacher edit restricts Teacher profile types from editing the fields within Unit Plans that utilize this template. This is a great option if Unit Plans are standardized because teachers will not be able to edit the Content fields with this option enabled.
  9. Content fields can be pre-populated by entering the information into the Pre-fill box. This is often used if there is a specific template to follow for one or many of the Content fields.


Once new unit or lesson plan template has been saved, it will appear in a drop down menu when a new unit or lesson is created.

Select Unit Template

03.A. How to Create an Assessment Answer Key

There are two main options when creating an assessment in eDoctrina. Users can build it from scratch -- that is, writing questions or selecting them from an existing question bank -- or they can create an answer key, matching up question types and choosing the correct responses. This would occur if an educator has an existing assessment they would like to continue to use. In this case, all that is necessary is an answer key.

Click here to view the Help Video


To create an Answer Key, begin by navigating to the Assessments Homepage.


Click the Insert Button button in the top left of the Assessments screen to create a new assessment.

Insert Button in top left
NOTE: If this is the first time visiting this feature in eDoctrina, a pop-up blocker may be preventing the next screens from appearing on the screen. If this occurs, check the address bar on the browser and modify the settings to allow pop-ups for eDoctrina.

A pop-up will appear prompting to enter some required information about the assessment being created. Fill in the general information (indicated with red asterisk) and select "Answer Key Only".

The next step allows the creator to define how eDoctrina will “Add Questions” to this assessment.

It is best practice to enter the number of questions on their assessment, select the most-commonly used question type, the most common number of choices for each question (if applicable), the default correct answer (if applicable), and the default point value of each question. Once the desired information is entered, click “Create Assessment” to enter the Assessment Editor.

The next step is verify and/or modify the options that have been selected for each question. If using Multiple Choice or True/False question types, the correct answer and number of available choices will have to be selected if they differ from what was initially created. If questions are valued differently throughout the assessment, this will need to be modifed as well.

Additional questions may be added by clicking "Add Question" in either of these locations:


Note that the option to change the question type, scoring type, number of choices and point values exists here also, as well as special scoring options.


Questions can be re-ordered by clicking and dragging the question boxes to the desired location. Questions can also be removed from the assessment by selecting the Trash located in the top-right of each question.

Linking Learning Standards

Each question can be linked to one or more learning standards. To link standards to questions, utilize the filters to identify the standards to be added each question and simply drag and drop them to the bottom portion of the respective question box. For more information about how to add standards to eDoctrina, please see our help guide on How to Add Standards.

Attaching Standards

If you are linking one particular standard to multiple Assessment Questions, double click on the standard and you are able to select the question numbers it should be linked to.

Standards en masse
Note: If the assessment is linked to a unit plan, only standards from the unit will be available to link to questions.

The "Additional Settings" section contains online assessment, privacy, SLO related and report card settings (where applicable). The "Special Instructions and Notes" section would not be used for an Answer Key only test. Please see the help guide How to Select a Grade Conversion Table for directions in using the tools available in this section.

It is possible to upload any attachments or hyperlinks to this assessment to keep all related information in one location.


04.C.1. Scanning Answer Sheets

Scanning answer sheets using a copy machine or scanner is one of the most popular ways to collect assessment data using eDoctrina answer sheets.

Listed below is some basic information about scanning answer sheets:

  • Scanning is typically done using a photo copy machine or scanner.

  • It is important to follow district specific scanning instructions. There are often special settings to be selected on the copier to ensure best scanning results. Failure to follow these scanning instructions can result in missing or incorrect data.

  • Each answer sheet MUST be completely filled out. Do NOT let students leave blank answers and be sure students clearly erase any mistakes or crossed out responses.

  • Answer sheets can take up to 24 hours to process during high volume scanning times. However, turn around time is generally much quicker!

  • An automated email will be generated once the data has processed. If this email is not received, verify the email address is in eDoctrina and that the assessment has been linked to the proper course. Please DO NOT RESCAN without checking for the results on the Teacher Dashboard.

  • If the data has not processed after 24 hours AND this has been verified through the Teacher Dashboard, please contact the school's technology department to confirm the executed scanning procedures are correct. If there are further scanning issues, they can work with the eDoctrina team to troubleshoot any problems.**

  • *WEB CAM Scanning: Don't forget that it is possible to scan web cam only answer sheets using a document camera or our mobile application for instant data. Please visit our help guide on Web-Camera Answer Sheet Scanning for more information on this option.

  • For more information on answer sheet scanning and ensuring the highest quality of data, please review the images below.

scan.png

2018-06-08_13-21-04.png

04.C.2. Web-Camera Answer Sheet Scanning

eDoctrina offers many options for teachers and administrators to gather assessment data. Web-camera Answer Sheets are the best and most comprehensive option if a traditional scanner is unavailable while providing ultimate flexibility for our users to process assessment data immediately from within their classroom or wherever they may be.

Click here to view the Help Video


Web-Answer Sheets can be processed using the built-in camera on any computer, compatible document cameras, and our eDoctrina Scanning Application. For these tools to work, it is important to note that the only type of Answer Sheet that is supported is the WEB answer sheets that can be printed from the Teacher Dashboard. For more information about how to print answer sheets, please visit our help guide on Printing Answer Sheets

WEB Answer Sheets

Scanning Web Answer Sheets

After the WEB Answer Sheets have been printed and student responses have been recorded on them, it is now time to scan and get the assessment data into eDoctrina.

To begin the scanning process, navigate to the Teacher Dashboard, and select the "SCAN Web Answer Sheets" button to open the OCR Camera.

The OCR Camera can also be accessed within the Answer entry/verification screen as there is a button in the top-right of the screen.

Open OCR Scanner

After navigating to the eDoctrina scanning tool, please select the appropriate camera for the active browser as eDoctrina may default to the built-in camera if available. This tool is designed to identify any connected devices that are cameras and changing which one is active could be as easy as finding the camera icon in the browser's address bar.

USING MOZILLA FIREFOX USING GOOGLE CHROME
Camera using Firefox Camera using Firefox

NOTE: The scanning tool is not supported using SAFARI.


Once the desired document camera is selected, it is now time to scan the student's completed WEB answer sheets.

Place the completed WEB answer sheet in the viewable area of the active camera so they appear on the screen with their natural orientation (not upside-down) with the QR Code and corner markings clearly visible.

NOTE: Try not to obstruct the area within the corner markings to avoid improper scans.

The scanning tool will make a sound when the WEB answer sheet is scanned. An image of the processed scan will appear on the right side of the screen and the recorded answers will display on the bottom.

Successful Scan
  1. This area is a live display of the viewable area of the camera. Each time the camera discovers a new answer sheet (by analyzing the QR Code), the rest of the screen will reflect what information is on the answer sheet.

  2. Once a WEB answer sheet is successfully scanned, eDoctrina will display some basic information regarding the scan. The Assessment Name, Assessment ID#, Student, Student ID, and Score will display so teachers can quickly verify that the scanned information is correct. If the information is incorrect or the scan has been corrupted in any way, the option to ReScan is available so teachers can correct any mistakes.

  3. The successfully scanned image will display in this area. This image will display how eDoctrina creates a grid utilizing the corner markings to logically determine what responses have been recorded for each question. If the creating grid looks to be obstructed for any reason, it is best practice to rescan the image so the grid gets placed appropriately over the image.

  4. The scanned responses for each answer sheet will display in the "Student Answers" portion of the screen. It is possible to manually select a student response for each question (if needed) by accessing the pull-down for the desired question.
    • The Hide Student Answers button allows the teacher to scan web answer sheets without displaying the results. This is often used if this screen is projected somewhere in the classroom.

    • The Show Correct Answers button allows the teacher to display the correct answers for each question on the screen while scanning.
      Show Correct Answer

  5. If the active document camera is having trouble scanning web answer sheets, visiting the Setting and adjusting the attributes, such as brightness, can often help to increase scanning efficiency.
    Camera Settings

  6. A Legend that describes the possible colors that are displayed is avaiable for quick reference.

Scanning Tips & Tricks

  1. Try moving the answer sheet. In some cases it recogonizes better when the sheet is aligned towards the upper left corner of the viewing window. Different locations work better depending on camera and lighting conditions.
  2. Adjust the lighting from your camera or in your room or modify the brightness and/or contrast settings (described above). Shadows can cause problems with scanning.
  3. Try selecting ReScan button as this will force the camera to look for a new QR Code.
  4. Ensure the answer sheet is showing upright. Upside-down sheets will not scan.
  5. Ensure no other programs are using the camera. Close all other browsers and programs that might be using it.
  6. Ensure your camera is plugged into your computer.
  7. Restart the browser and log back into eDoctrina AFTER connecting the camera.
  8. Test your camera on http://webqr.com/ by clicking on the webcam option. If the camera is not recognized here, the schools technical support should be contacted. If an image displays here, but not in eDoctrina, please email help@edoctrina.org with screen shots and information about your camera.

05.A. How to Use Answer Entry/Verification from Teacher Dashboard

Data verification after scanning student answer sheets if often required as it is difficult to predict how students fill in the bubbles on answer sheets. This tool provides teachers the opportunity to take a second look at any questions where a student left an answer blank, selected more than one answer, and/or provide a score for any "Teacher Scored" questions.

The Answer Entry/Verification tool is accessible from the Teacher Dashboard for a particular assessment OR a user can access a place that outlines ALL assessments where student answers need to be verified.

To learn how to verify data using our Answer Verification Screen, click here -->

PART I: Verifying Data for Specific Students

Once a user scans assessment data, chances are that at least one student's bubble sheet will need to have answers verified. There is a way to see if student data is in need of verification.
STEP 1. In the Teacher Dashboard, use "Select students" filters to select the students to be included. Please note that the "Course" and "Class" are the only required selections, while the "Select Student(s)" pull-down will automatically populate with the students enrolled in the selected classes. The "Select Student(s)" option should only be used to select an individual student or group of students.

STEP 2. Manipulate the second row of filters to locate the desired assessment. The list of assessments can be rather extensive and it is often helpful to type the assessment ID, name, or affiliated "tags" in the search bar to easily locate the desired assessment.*

STEP 3. Select the "Class Summary Report" to view the student data that needs to be verified

Teacher Dashboard

*STEP 2 NOTE: Only one assessment can be selected when using this tool.

In selecting the "Class Summary Report", there are a few formatting options to choose from. The students can be sorted by last name, first name, or student ID number. There is also an option to export the report as a CSV, or for data to only be shown where the assessment is linked to the course.

Class Summary

Once the Class Summary Report runs, any students that have data that needs to be verified will have a message under their name, stating: AV_3.jpg

Class Summary

Clicking the blue link will open up the Answer Verification screen for that student alone. Any data in yellow can be verified by the teacher and teacher scored questions can be given point values. Once any data is updated, or a decision is made the keep the data as is, the "Ver" checkbox should be selected to indicate that the data has been verified by the teacher.

Verification

Once the student data has been verified, the Answer Verification screen can be closed and the Class Summary report can be re-run to view if more student data needs to be verified.



CHECK Screen Verification

Data can also be verified using the CHECK screen.

From the Dashboard, once the appropriate students and assessment have been located, click the "Check Student Answers" button to open the "Answer entry/verification" screen.

Select the "CHECK Student Answers" button to open the Answer entry/verification screen for all selected students

Answer Entry

Note: A popup will appear with a key explaining the different colors one might see within their data when verifying.
Color Scheme Help
Click here for more information about the color schemes.

Answer Entry/Verification

Answer Verification

(1) This portion represents all of the data that has been recorded for the selected student(s) and assessment.
(2) This column contains the current percentage of the points earned for each student on the selected assessment. It also serves as a hyperlink to the Individual Student Report. If any changes have been made to student responses, please save and refresh the page to display the most recent percent. Please note that the displayed percentage will not consider any special weighting if it has been applied to the selected assessment. Hover over the percentage to see a quick view on how the percentage is calculated.
Percentage hover


(3) This column will display two different icons (if applicable): Calendar Icon: The computer icon will display if the assessment has been assigned to the student online. Hovering over the icon will display when the student first accessed the assessment and when they finished the assessment.

Start/End

: The camera icon will display if there has been an answer sheet scanned for this student. This is an extremely helpful resource because it allows the teacher to review answer sheets without carrying around a stack of papers. Click on the icon to view the image to the right of the data.
Scanned Image

(a) Bubbles highlighted in GREEN are correct answers.
(b) Bubbles highlighted in RED are incorrect answers.
(c) Bubbles highlighted in BLUE are Teacher Scored answers.

(d) Bubbles highlighted in yellow indicate the student left the question blank or the student selected more than one answer choices for the question (when only one answer is needed)

Note: To adjust or change the answer for a question, all you have to do is click the virtual bubbles on the PDF of the answer sheet and the data will update automatically.


When to Check the VER or EXCL Checkbox

VER CHECKBOX: The verification box will need to be checked ONLY if a teacher has verified they are leaving a yellow (invalid) answer uncorrected for a student. For example, if Johnny left a question blank on the answer sheet it would scan in to eDoctrina as a yellow box on the Answer Entry screen. The teacher would have two options… (1) to conference with the student to get an answer and fix it in Answer Entry or (2) leave the answer as blank because it was the students error. If the teacher chooses option 1, the teacher fixes the mistake and does not worry about the “Ver” box, if the teacher chooses option 2 then they would click the “Ver” checkbox to verify that that they have approved the mistakes on the answer sheet.
EXCL CHECKBOX: The "Excl" checkbox is relevant to students that currently have no data (cells with gray background) for one or more questions. This is a great tool to quickly enter "All Correct" responses or "All Incorrect" responses to avoid having to click on each question individually. If "unchecked" with gray cells still remaining, the teacher will receive the following pop-up message prompting them to decide "What they would like to do for the questions they did not change?"

Leave Unanswered?
NOTE: If any change has been made to a students responses and there are still remaining cells with no data, the "Excl" checkbox will automatically "uncheck".

In regards to the remaining gray boxes, the teacher will have the option to "Leave them as unanswered" or "Assign the correct/incorrect answers to the student". The latter option depends on what is selected in the top-right corner of the screen.
All Correct?

Teacher Scored Questions

The cells with a WHITE background and a "black triangle" in the top right corner indicate that the question is a Teacher Scored question. Clicking on the "black triangle" will open a pop-up window that allows the teacher to view student responses that have been entered online. If applicable, this pop-up window will provide the option to view any scoring guides or rubrics attached to the question, as well as a passage.

Viewing Student Responses

Select the Screen_Shot_2020-08-27_at_9.23.07_AM.png button to view any attached rubrics, scoring guides, or passages.
TITLE

A pop-up will appear containing three tabs to choose from: the scoring guide, rubric or passage:

TITLE

The earned points for the question can be entered by selecting them in the "Answer Points" pull-down. Teacher comments, which have the option to display on the Individual Student Report are entered here.

The answer verification screen is also a great place to enter scores manually. Teachers have the option click the appropriate box and a drop-down menu will display the options available. Click the appropriate response from the drop-down and it will show in the box (which is color-coded).

Answer entry

This page automatically saves, so once you are done working, simply click the 'Close' button in the top right corner of the screen.

04.C.3. eDoctrina Mobile Scanning Application

It is possible to scan Web Answer Sheets using the eDoctrina Answers Scanner app. All that needs to be done is to download the free eDoctrina Answers Scanner app from the Apple App Store or Google Play Store.

Logging In Without Single Sign On

After the app has completed downloading you may tap the eDoctrina Answers Scanner icon and log in using your regular eDoctrina login credentials:

Launch Mobile Scanning App

Note: If the eDoctrina login is not working or unknown, please see help guide 01.D How to Reset Your Password from Login Page

Logging In With Single Sign On

If your district uses a Single Sign On solution such as ADFS then you will need to log in to eDoctrina from your mobile device. Once logged in you will see a button on the Home Page titled "Launch Mobile Scanning App". Tap on this button to open the eDoctrina Scanning App and be automatically logged in:

Launch Mobile Scanning App

Note: This login method will also work if a Single Sign On Method is not employed as well.

Scanning

After logging in you're ready to scan your web answer sheets. Use the red guide marks to help you align your camera to the answer sheet:

Launch Mobile Scanning App

You'll hear a "beeping" sound to indicate that you have scanned the answer sheet successfully:

Launch Mobile Scanning App

From here you can save the result by touching the "Save Button" or discard the result by touching the "Skip" button.

Logging Out

Once you have finished scanning your answer sheets you may log out by touching the menu button and then selecting "Log out":

Launch Mobile Scanning App

If any assistance is needed after reviewing this guide please feel free to email help@edoctrina.org

03.B.1. Building Questions


Click here to view the Help Video


Navigation to the Assessment Editor

  1. Navigate to the Assessments homepage and select the Insert Button button in the top left corner.
  2. Enter the assessment’s general information. Mandatory fields are denoted with a red star. Select "Build Questions".
  3. The next prompt will ask how the creator would like to enter the questions for this assessment; by building their own questions or by using the question bank. Please refer to the help guide for more information on the eDoctrina Question Bank.
  4. By selecting "Build my own questions", another pop-up prompting the creator the enter the initial information on how to “Add Questions” (see below). Here, users enter the number of questions on their assessment as well as the most-commonly used question type, the most common number of choices for each question, the default correct answer, as well as the default point value of each question. Click Create Assessment to enter the Assessment Editor
    Add Questions

Entering Questions in the Assessment Editor

Once inside the Assessment Editor, eDoctrina offers various tools to help the assessment creator add their desired questions to the assessment. It is important to know that questions are entered using a WYSIWYG editor giving the creator ultimate flexibility to enter questions how they desire. Each individual will develop their desired methods or habits when entering questions, but it is important to know the tools that are available so no time is wasted. The ONLY view that will allow question entry is the "Questions" view:

NOTE: It often saves time by copying and pasting contents from a document instead of typing directly into eDoctrina.


To enter information into the question body, hover the cursor over the blank space below the word "Question" and click in the highlighted area once the "click to edit" prompt appears. This will open the WYSIWYG editor for the selected question and allow the creator to enter their desired question text:

Type your question directly in question area.


The process is nearly the same for entering the answer choices for Multiple Choice questions. Click the area next to each answer choice:


After question/answer information has been added/edited, a few new buttons appear for each question:
Question Tools
NOTE: Hover the mouse cursor over them for a quick reminder of what each one does.

  • Print Button: The print button displays how the question appears in the two or one column printing options. This is a great tool to use to ensure a question is formatted properly before printing a hard copy of the assessment.
  • Print Settings Button: The Manage Print Settings button allows the creator to set number of lines, the line height, and whether or not to show lines on the printed assessment. These options apply to teacher-scored questions and will not affect any other question type.
  • The Edit Metadata button allows the creator to include more descriptive information within the question, such as Bloom's Taxonomy, Webb's Depth of Knowledge, Difficulty levels, informational tags, error codes, and much more. Although this extra information is not required, it often enhances the assessment database significantly.
  • Online Tools Button: The Online Tools button should be used if offering online assessments. For more information on the tools available, please the Online Assessment Features help guide.
  • Parse Button: The Parse button automatically distributes answers from question box and is a great tool to use if multiple choice questions are being copied and pasted from another source. For more information on how to use the tool properly, please visit the Parse for Answers Tool help guide.
  • Record Button: The record button records an audio file that is attached to the question for students to access while taking this assessment online. For more information on recording audio files, please visit the Online Assessment Features help guide.
  • The upload to question button allows the creator to include an attachment to the specified question. Students will be able to access the uploaded file when taking the assessment online.
  • The move question button will be available to the creator of the assessment. It will not be available if the user does not have editing permissions to this assessment. If questions need to be moved within the assessment and the button is unavailable, consider Copying the Assessment
  • :The hint button allows the user to link a hint to the question that can be seen by the student when taking the assessment online.
  • Edit Question Button: The edit question button with navigate the user to the Question Editor for the specific question.
  • Special Instructions Button: The special instructions button opens a WYSIWYG Text Box to enter Special Instructions for this question. Text in this box will appear printed above the question on the printed test.
  • Scoring Guide Button:The scoring guide button opens a WYSIWYG Text Box to enter a Scoring Guide or Teacher Instructions for this question. Text in this box will appear printed on the "Assessment Map" should you choose to print it.
  • The delete button will remove the question from the assessment.

03.H.1. Parse for Answers Tool

The task of entering multiple choice questions into eDoctrina (or any assessment software) is often a difficult and time consuming because it is required to not only enter the question, but all of the answer choices as well. The "Parse for Answers" tool is designed to make this process less arduous. With this tools, it is possible to "copy & paste" the entire question (with the answer choices) into the question body and have eDoctrina distribute the answer choices to the required fields.

This tool is often used when taking pre-made questions from another source and adding them to an eDoctrina assessment with the Assessment Editor.


The Parse for Answer button appears in the question tools located in the header of each question:

Parse Button Location

Directions:

  1. Find the multiple choice question on the website or doucment that needs to be added and copy it. A sample question from a random website is used in the example below.
    Sample MC Question
    NOTE: Copying a question can be done by using the keyboard shortcut CTRL + V on a PC or command + V on a MAC.

  2. Paste the entire question with all answer choices in the Question box for the desired question.
    NOTE: Pasting into eDoctrina must be done by using the keyboard shortcut CTRL + V on a PC or command + V on a MAC

  3. When copying and pasting from an outside source, it is highly recommended to highlight the text and click the Remove Formatting button to remove any foreign formatting. This clears any "behind the scenes junk" that may have copied over from MS Word or another source that may prevent the "Parse for Answers" tool function properly.
    Remove Formatting

  4. Click the Parse for Answers button. The result should distribute the answer choices to their designated answer boxes.
    Result of Parse
    NOTE: The number of answer choices will update to what has been distributed, but the correct answer still needs to be selected.

Extra Hints:

  • Although the Parse for Answers tool is great, it still has some restrictions. It seems to be most effective when using the following answer choice formats.
    MC Formats

    With this in mind, some questions require a little extra formatting in order for the Parse for Answers tool to work properly.
  • It should also be noted that the Parse for Answers tool looks for a consistent pattern that included punctuation(.) or closing parentheses(")"). If the question body or the answer choices include one or many of these characters, it could prevent the tool from working as desired. Try to remove this type of formatting before the parse button is selected.
  • Once the answer choices are distributed, the function cannot be undone. If a mistake has been made, the best option is to delete the question and start over. Otherwise, each answer choice must be deleted manually.

The Parse for Answers tool is also available within the Question Editor:

Parse in Question Editor


Once the answer choices have been distributed in the Question Editor, simply click the "Save & Close" button in the top right corner of the screen to navigate back to the Assessment Editor. The changes will be reflected there.

03.D.13. Building Special Online Questions: Option to Type into Tables and Reformat Multiple Choice Questions using Different Layouts

eDoctrina offers several special "TAGs" (aka coding options) in the assessment editor that allow for "advanced" online assessment features. These features allow for special question types to be built!


Feature 1: Inline Response Area for Teacher Scored Questions

In this TAG you can put one or more spaces for a student response within the question itself. This feature is great to use with text responses and responses that involve using an equation editor.

Version 1: Includes a mini editor that has a button for the WIRIS editor (aka Equation Editor). ---> When building the question, type in the tag: [[response_input]]

Version 2: Includes a simple text box. ---> When building the question, type in the tag: [[response_input_txt]]

Version 3: Includes a simple text box where students can write longer responses. ---> When building the question, type in the tag: [[response_input_memo]]


There are four ways to set up this type of question. To start add a question to an assessment using the button.

  • Select the number of questions you'd like to add, and select either fill in the blank or teacher scored.
  • Insert a table from the WYSIWYG editor by click in the question text field.
  • Then create the desired table by adding text and tags. Then, use one of the following question types and corresponding scoring type.

    (1) Fill in the blank single correct answer (auto correct for online assessments)

    If there is only one answer field where the students are expected to type in a single response, then the question type should be set to Single correct answer.
    (2) Fill in the blank multiple correct answers (auto correct for online assessments)

    If there is more than one answer field where students are expected to type in a response, the scoring type should be Multiple correct answers, all correct required and the number of required fields should match the number of answer choices (3) Teacher scored single correct answer

    For teacher scored question with a single correct answer, change the question type to Teacher Scored and the Scoring type to Single correct answer. (4) Teacher scored multiple correct answers

    For teacher scored question with a multiple correct answers, change the question type to Teacher Scored and the Scoring type tp Multiple correct answers, all correct required..
    Both examples shown below.


    Feature 2: Inline Choices.

    With this TAG you can put the multiple choice options in line with the question instead of at the bottom of the question. In order to do this you simply type [[choices]] within the text where you want the answer choices combo to show:

    Use the tag: [[choices]]

    For example if you add the following question:

    _____________ was the first President of the United States.

    a. George Washington b. Homer Simpson c. The Donald d. Luke Skywalker e. Flipper the Dolphin

    You could type it as follows in the question editor(as shown in the screen shot below):

    [[choices]] was the first President of the United States.

    When the student access this question online, there would be a selection combo instead of answer choices as shown below:


    Feature 3: Radio Button Answers.

    With this TAG you can show the answers in a line with radio button selectors instead of the normal answer selection tool. This allows you to control a little where the answers go so you could have some of the question after the answer choices.

    Use the tag: [[choices_radio]]

    In the same example from above, you could do something like:

    [[choices_radio]]

    was the first President of the United States.

    O George Washington O Homer Simpson O The Donald O Luke Skywalker O Flipper the Dolphin

    It looks like this in the editor:

    It looks like this in the online assessment:

  • How to Use the Advanced Search Features


    To help locate items within the database, the Question Bank has a more advanced set of filters available to all users. Simply click, “More filters” to access this feature.

    A new box will appear displaying tabs and filters to navigate for finding questions and assessments. The Basic and Advanced Attributes can be used to narrow your search for items from any available Question Bank. You can choose which filters you would like to use to locate items. You do not need to fill in all filters for items to complete a search. Simply use the filters that are most useful to you.

    The Education Frameworks vary according to the Question Bank you are searching. The chart below illustrates which Banks contain the metadata for each Education Framework.

    You can continue to narrow your search using the “Contains/Has” elements shown at the bottom of the filters window. By checking each additional box, you are focusing your search to items containing the element(s) you have selected.

    The chart below illustrates which banks currently have items containing these elements. Please note that at any time, users are able to enter features such as Teacher Instructions, Attachments and Hints to questions they select and/or create.

    As you filter, the number of records containing the information you have filtered for will automatically update here in the additional filters box. To see the items found through your search, click “Apply.” This will redirect you to the Setup screen where all items matching your search will be populated. If for any reason you need or want to clear your filter selections, simply click “Reset” and all filters will be reset within the "Additional features" box only.

    03.C.1. Using Assessment Banks

    Creating assessments in eDoctrina is a great way to collaborate and share content with other teacher's within the district. If any user creates an assessment in eDoctrina, the assessment will be available in the ditrict's assessment bank and can be copied by any other user in the ditrict for their own use and customization. At eDoctrina, we understand that creating assessments can often be a very time-consuming task. Knowing this, we offer extra assessment banks, such as eDoctrina FREE Items, that allow users from any district to copy the content and use in their own classrooms. There is also an extensive list of outside vendors that provide questions and assessments to subscribing districts within eDoctrina. This help guide will outline how to use assessments that exist in all of these assessment banks.


    1. All available assessment banks can be viewed from the Assessments Homepage. Navigate to this page by finding it under the Assessments pull-down in the navigation bar or by selecting the "Assessments" button on the Home Page.
      Navigate to Assessments

    2. On the Assessments Homepage, locate the Test Bank filter. The options within this filter will be the user's district(which contains all ditrict created assessments), eDoctrina FREE Items(which contains all complementary assessments entered by eDoctrina), and any other assessment bank that the district subscribes to.
      Test Banks

    3. Selecting the desired Test Bank will display a list of all available assessments. Users only have the ability to edit assessments that they have permission to, so the only options for these listed assessments will be to copy the assessment, view the assessment online, and print the assessment.
      Options
      NOTE: Before copying an assessment, it is a good idea to view the assessment to make sure it contains questions that a relevant.

    4. Once it is determined that an assessment is exactly what is needed, select click the Copy button next to the assessment. This will generate a pop-up window where some options will need to be selected. Set the School Year, Date, and the Marking Period(if using report cards). By default, copying an assessment will also copy the linked learning standards. If the linked learning standards are not applicable to the district, unselect the "Copy Standards" checkbox.
      Copy pop-up

    5. Once the Copy button is selected, eDoctrina will navigate directly to the Assessment Editor displaying an exact copy of the assessment providing a new assessment ID# that now lives in the user's district Test Bank. The only difference will be that the Assessment Name will have the word (COPY) at the end of the title, so be sure to customize the title accordingly.
      Change name of assessment

    Users can also copy more than one assessment in one action. Simply select the checkbox next to the assessments that need to be copied, then click the Mass Copy button at the top of the screen.

    Mass Copy

    A similar pop-up will appear as when copying a single assessment. The selected settings will apply to all copies that are created.

    Multiple Copies

    This process differs only in the fact the the user will not be navigated directly to the Assessment Editor, but a resulting pop-up will appear indicating the new assessment ID#'s that have been assigned to the copied assessments. To navigate to the Assessment Editor, just click the "Resulting Assessment ID" to navigate to the the Assessment Editor for the desired assessment in a new tab on the browser.


    NOTE: Keep the tab with the pop-up open in order to visit each assessment. Otherwise, it is a good practice to write down the resulting Assessment ID#'s.

    03.H.3. Using Error Codes

    Setting up an assessment for error codes

    Error codes are assigned to a question in the question editor.

    From the assessment editor, click on the edit pencil for the question / rubric item you want to add error codes for:

    Once the editor is open, scroll down to the question area and find the error code tool to the right of the question.

    Assigning Error Codes using the Teacher Completed Assessment Screen

    Open the Teacher Completed Assessment Screen from the Teacher Dashboard

    Each question that has Error Codes assign will have a drop-down option to select the appropriate Error Codes for the current student.

    Please refer to the Help Guide on the Teacher Completed Assessment screen for more information

    Once Error Codes have been entered, the Error Code Report can be run from the Teacher Dashboard

    Select the Additional Reports Button

    Then select the Error Code Report

    03.E.1. Proficiency Tables

    The are many variations of assessments that can be created within eDoctrina and many different approaches to grading these assessments. eDoctrina's solution to accommodate for all these variations is a proficiency table. Questions within an assessment are assigned point values, then students earn a score out of the total points on the assessment. This produces a percentage score for each student and it is up to the assessment creator to tell eDoctrina what proficiency level is to be assigned to the earned percentage scores. Grading scales are unique by nature, so linking a proficiency table to an assessment becomes an essential part of creating a quality assessment.

    Proficiency Tables have their own section within the assessment editor. Once an assessment has been created and the appropriate point values have been assigned to each question, scroll down the page or click on the "Proficiency Table" quick scroll option in the navigation bar.


    1. The Add Row button should be used when creating a new proficiency table. This option should only be used if the proficiency table will ONLY be used on this assessment. Upon selecting this option, a pop-up window will appear prompting the user to enter some basic information about the level.
      Create Grade Conversion

      • Required Fields: Enter the minimum and maximum percent that will be mapped to the selected level. The level needs to be selected for the available options in the pull-down menu. Once these aspects have been assigned, the minimum requirements have been met to create a proficiency line.

        NOTE: If a desired level does not exist within the options in the pull-down, contact a district administrator at your location to add it. To add levels to the database, please visit our help guide on Result Proficiency Levels
      • Optional Fields:
        • RTI Target: When using the student goal module, setting an RTI Target is essential to identifying when an intervention may be appropriate for a specific student. The RTI Progress Monitoring Report will highlight the RTI target on the report. It is a best practice to indicate only one RTI target per assessment to indicate what the target level should be.
        • Levels 2 through 5: There are some scenarios where multiple levels should be assigned to a specific earned percentage score. If more than one level has been assigned to a specific range of scores, data reports will display all levels separating them by a comma.
        • Score: The score field exists so users can openly define a result level. If entered, data reports will display the entered score. There is no character limitation for this field, but it is recommended to keep the Score concise so the format of the data reports is not jeopardized.

      Most districts will have the 4-level proficiency table available by default and this is shown, as an example, below.
      4 level Grade Table

    2. eDoctrina offers two types of proficiency tables. The default type is the Standard, percent-based, which is the most widely used proficiency table type. Some assessments hold grading schemes that are more advanced and require modified calculations to arrive at the result levels. For more information about this, please visit our help guide on Creating a Two-Dimensional Proficiency Table.

    3. Copy Grade Conversion Table allows users to link an existing proficiency table to the assessment. In many occasions, proficiency tables are standard across a district and will already exist in the district database. If a proficiency table like this is necessary, find it in the pull-down and select it.
      NOTE: If this option is selected and a proficiency table already exists, the selection will overwrite any previously entered lines.

      If there is a proficiency table that will be used on more than one assessment, it is recommended to add it to the available selections by navigating to SETTINGS==>DATABASE SETUP==>ASSESSMENTS==>PROFICIENCY TABLES.
      Navigate to Grade Tables

      For more information on how to add a proficiency table to the district database, please visit our help guide on Creating a Custom Proficiency Table. Once the proficiency table is added to the district database, users across the district can easily link the table to any assessment as well as set it as the default table for their profile. By default, eDoctrina will not automatically link a proficiency table unless it has been set as a default with the user's account. For more information on how to do this, please see our help guide on Customizing Personal Settings.

    4. Generate grade conversion table allows user to quickly enter multiple line s in the proficiency table. Once the button is selected, a pop-up window will appear prompting the user to enter the amount of lines that should be added to the proficiency table.
      Generate grade conversion table

      After the desired amount of lines have been entered, a proficiency table will be added to the assessment by evenly distributing each result level amongst 100%. By default, the result levels will be automatically assigned starting at 0 increasing by one unit for each successive result level.

      Grade Conversion Table

    5. By default, eDoctrina will only display the primary level that has been entered for each respective result level. If more details have been entered, select the Show Hide Attributes button to display attributes related to Levels 2 through 5 and the Score (if applicable). When the additinal attributes are displayed, the proficiency table will look simlar to the following image.

      Show attributes

    03.F. How to Print an Assessment

    assessments-list.png

    To print an assessment to give to students or an assessment map for your use:

    1.From the "Assessments" screen (see above), click the printer icon.

    2.A pop-up menu (see below) appears with a number of options. One box must be checked in each of the two categories, “Report format” and “Reports to include," to proceed. The first set has four options relating to the format in which the assessment will print. They include: HTML (viewable on the screen), DOC (viewable and editable in Word), PDF - One Column and PDF - Two Columns. The last two are viewable/printable in an Adobe PDF file. Select one.

    The second set includes three options: Assessment questions (click this to print the assessment for student use), Assessment map (a printable answer key-like report that includes questions, answers and standards), and Assessment grades (a report on the grade formats and colors selected within the Grade Conversion table). Select at least one.

    assessment-print-options.png

    3.The last two options, "Font size" and "Multiple choice format" allow users to override the assessment's formatting and print out using a single font size and multiple choice format (numerical or alphabetical).

    4.Once the appopriate selections have been made, click “Print."

    Adding Audio Files

    (While there are other uses, this feature was designed for when students need test instructions read aloud when taking online assessments)

    1. After you have typed your question in the “Question” box (1a.), scroll down to the bottom of the window where you are able to click on the button: “Record audio note” (1b.) It may be helpful to put written directions directly in the question box as well.
    • 1a 05.a.01.png

    • 1b (This step is for when you are ready to add audio instructions for an online assessment question)05.a.02.png

    2.A new window will open, prompting you to name the recorded file:

    05.a.03.png

    3.Once the file is named and you click OK, the following screen will appear and you will need to begin speaking immediately. Please note there is no “Start” button.

    05.a.04.png

    When you finish speaking, click “Stop & Save” – the file will automatically appear in the Attachments section at the bottom of the page.

    4.From here, you will have the option to select who the audio instructions will be available for. Most likely, you will either choose “Everyone” or “Assigned Students Only.”

    05.a.05.png

    5.Finally, select how many times you would like this audio note to be available for a student to play. By clicking directly in the area under “Plays limit”, a blinking cursor will appear where you able to enter a number. Leaving “Plays limit” blank allows the audio note to be played an unlimited amount of times. If a number is entered, click the “Enter” key button on your keyboard to save the change.

    6.If you are making these spoken question directions available to a group of students because you have chosen “Assigned Students Only,” you will need to go to the Teacher Dashboard to choose the specific students:

    05.a.06.png

    7.Use the filters to find both the students who are taking this online assessment, as well as the assessment itself, then click the “ASSIGN” button:

    05.a.07.png

    8.Once the class list appears, simply check the box directly to the right of the student’s name, under the “Allow audio” column. This controls which students will have access to the audio notes when they take the assessment online. Lastly, click the “Assign” button. 05.a.08.png

    Uploading Audio Files Within A Question

    1. After you have typed your question in the “Question” box (1a.), scroll down to the bottom of window where you are able to click on the button: “Upload File” (1b.)

    * 1a 5.a.2.1.png
    * 1b 5.a.2.2.png

    2.Once you select the audio file you would like to attach, it will appear under the “Attachments” tab. Feel free to preview your audio file using the play button that is available.

    5.a.2.3.png

    3.PLEASE leave the “Available to” option defaulted to Everyone. This is VERY Important!

    5.a.2.4.png

    4.Finally, select how many times you would like this audio file to be available to play. By clicking directly in the area under “Plays limit,” a blinking cursor will appear where you are able to enter a number. Leaving “Plays limit” blank allows audio file to be played unlimited amount of times. Once the number is entered, click the “Enter” button on your keyboard to save.

    5.a.2.5.png

    When you have finished editing your audio file, simply click Save & Close at the top right of your screen.

    03.D.3. Assigning Online Assessments

    When an online assessment has been created and configured, the next step is to assign the assessment to the student(s) who will be taking the assessment.

    There are many options to explore when offering online assessments, so the process of assigning begins when the assessment is being created. Please visit our help guide on Online Assessment Features for more information on the features available within eDoctrina.

    There are currently two ways that online assessments can be assigned to students. The first way is from the Teacher Dashboard, which can be found under Quick Links in the eDoctrina menu bar.


    Within the Teacher Dashboard, use filters to select the students and assessment to be assigned.
    NOTE: Only one assessment can be assigned at a time.

    The "Assign students" pop-up window will appear upon clicking the ASSIGN button.


    1. Show Assignment Settings Additional online settings can be set up for specific assignment window for an entire class, or for selected students, rather than in an assessment while assigning an assessment online. In the image below, I have selected three students that need specific settings for their online assessment.

      Default View

      Once the students have been selected, clicking on the "Show assignment settings" button will expand the window to show what types of settings can be set for particular students to give them access to additional features.
      **Please note that outside of the font family and font size options, these features are the same that are available within the assessment, they can just be selected for a specific assignment on this screen.

      Default View

      In section 1 of the above image, notice that a lot of these additional settings say "Default". The default setting is what has been set in the assessment. For example, if the "Scramble Questions" option has been enabled in the assessment, the test is defaulted to scramble questions for all students. If there are certain students that the teacher does not want the questions scrambled for, clicking here and selecting "No" will turn it off for those students only. In section 2 of the above image, a user can enter a range of question numbers, or manually select questions to assign to students. These settings will apply to the date and time range selected after choosing assignment settings.

    2. Assign, Reassign, and Un-Assign: If you are assigning a test to students for the very first time, you would select to Assign the assessment. If a students have already started an assessment and data exists for some questions, selecting Reassign will re-open the test for them and they can pick up where they left off. If you assign an assessment to a student (or students) accidentally, selecting Unassign will remove the test from their dashboard (Please note that if they have started the assessment, their data will still live in the system). NOTE: If a student has already started an assessment and the test is ASSIGNED to them a second time, all pre-existing data for that assessment will be deleted.

    3. Search: The search filter will allow teachers to search the list of students by the student UID, First name, or Last Name. This search query will only search the list of students in this pop-up, which is based off the filters selected on the Teacher Dashboard.

    4. Scope: The scope filter allows the teacher to reduce the list of students displayed to show All students,only students who have already been Assigned, students who have been Assigned and Completed, only students who have Completed the assessment, or just students who are Unassigned.

    5. Checkbox: Select the student(s) to be assigned the online assessment. Select All students by clicking the checkbox in the column header, but remember this list is initially populated based off of the filters selected in the Teacher Dashboard.

    6. Assigned: The icons that exist in the Assigned column carry important information that is integral to understanding the status of students taking the online assessment.
      • Has Answers: If a student has this icon next to their name, it means that the student has already started the assessment and may have some answers already entered. If the student(s) already has answers and needs to revisit the assessment, it is best to "re-assign" the student to preserve the student responses.
      • Assigned!: If the student has this icon next to their name, it means that the student has already been assigned the assessment. If this icon appears and the student claims they could not access the assessment, look to the calendar icon to identify the assigned test window.
      • The status column will display whether the student is In progress or Completed. This column will also provide the teacher the opportunity to Unassign the online assessment if needed.

    7. Test Window: The test window is a required field that determines the time period that students will be able to access the online assessment. It is required to select a start date/time and end date/time whether assigning or reassigning the asssessment.
      Test Window

    8. Notify students per email: Checking this box will send each student an email notifying the student of their newly created assignment. Any student that could not be reached via email due to invalid or missing email addresses will be displayed after utilizing the "Proceed" button.

    9. Proceed: Select Proceed once you have selected all of the appropriate settings and are ready to assign, re-assign, or un-assign an assessment


    Assign Students (from the Assessment Homepage)

    The second way to assign an online assessment is from the Assessments homepage, which can be accessed by selecting "Setup Assessments" in the Assessments menu in the eDoctrina menu bar.

    Navigate to Assessments

    Within the Assessments Homepage, use the filters to locate the online assessment in the eDoctrina database, then click the Assign Online Button button to navigate to the Teacher Dashboard screen with the assessment pre-selected.
    Assessments Homepage

    Auto-Assign an Assessment to Linked Courses (for District Administrators)

    The final way to assign an online assessment is to utilize the "Auto Assign to Linked Courses" checkbox. However, it is important to note that this functionality is intended to assign large numbers of students en masse for a common assessment during a common assignment window. The assessment must be linked to the same course(s) as the class(es) that the students are scheduled under for this functionality to operate as intended. Additionally, all students in these classes will be assigned the assessment during the selected testing window(s).

    For example, if Mr. Jones and Ms. Smith both teach classes linked to the same Global Studies I course, then both Mr. Jones' and Ms. Smith's students will be assigned the assessment during the same testing window(s). If this result is not desired then it is recommended to use one of the methods detailed above to assign the assessment to the intended students for the intended assignment window(s).

    The "Auto Assign to Linked Courses" checkbox can be found under "Additonal Settings" in the Assessment Editor
    Once this option is selected the user can use the CUSTOMIZE button to choose the desired date range(s) for the automatic assignment:

    Customize Date Ranges

    A popup will appear prompting the user to select a date range. A singular date can be selected by clicking on the specific day, or a range of dates can be selected by clicking on the first day and "dragging" to the desired end date:
    Customize Date Ranges

    After a date or date range is selected another popup will appear prompting the user to select whether the assignment should have a specified access window for students
    1. Select Yes if you wish to specify a timeframe for the selected date or date range. A selection of "No" will allow access durinbg the selected date(s) from 12:00AM-11:59PM for the selected date(s).
    2. A Start/End time will need to be selected here if "Yes" was selected for specification of a timeframe.


    After the timeframe has been set the Calendar view will display the dates and times of the assignment:

    Customize Date Ranges
    NOTE: If you wish to alter any existing timeframes you will need to clear them using the Trash Can icon and redefine the desired date/time ranges.


    If any assistance is needed after reviewing this guide please feel free to email help@edoctrina.org

    05.C. Student Usernames and Online Assessments

    Managing Student Accounts

    Teachers have the ability to view current usernames and reset student passwords (if needed) from their Classes homepage.


    Just click on the Students Button icon to pull open the desired class roster, switch the "Show" filter (see below) to "Enrolled Students Only" and passwords can be created and/or reset. Passwords can be reset individually by clicking on the "Reset" button in the Password column or select multiple students and select the "Mass Reset Password" button at the top of the screen:

    Password Reset

    Both methods should generate a pop-up prompting to enter the new password twice to ensure accuracy. There are currently no password restrictions, but the eDoctrina password login field is CASE SENSITIVE!

    Helping Students Navigate PROGReSS

    Students will be logging into eDoctrina the same way that teachers log in, but will be navigated towards eDoctrina's student dashboard (PROGReSS) when they enter their login credentials properly.

    The two sections relevent to assessments are the "Assignments" and the "Assessment Results". The items that are displayed in these lists are dependent on the Class filter (which allows students to view "All my classes" or select a specific one) and the Year filter (which is defaulted to the current year).

    All items listed in these sections will have a button next to it providing the student the ability to communicate with their teacher using the eDoctrina email option. All users can access their eDoctrina mail by clicking the mail icon in the top right of their screen.

    eDoc email
    Mail Access

    In the "Assignments" section of the student dashboard, students will see a list of all "active" assessments assigned to them. The Title will be displayed along with the assessment ID. For ongoing assessments, there will be a Progress bar showing the percentage of the assessment that has been completed so far. The Date will display the Administration Date that has been entered by the teacher in the Assessment Editor.

    The last column will display different options depending on the online assessment settings. If a student has never accessed the assessment, they will always have the ability to Start Test Button. If "Allow Reopen" is selected in the online assessment settings for this assessment, students will have the opportunity to Continue Test or select Finish Test if they have answered all questions to the best of their ability and would like to submit for grading.

    In the "Assessment Results" section, the student will be able to view the score, grade, and/or percentage along with the selected version of the Individual Student Report by selecting the Finish Test Button button.

    NOTE: The results will ONLY be displayed if an assessment has been setup to make "Results Visible Online". This option can also be used to share assessment results for assessments taken via paper/pencil.

    Taking an Online Assessment

    eDoctrina offers many options to educators for creating online assessments. With this said, students may encounter different features depending on the specific assessment settings that have been selected for each assessment. Some features can be assigned per question while others can be assigned to the entire test.

    If an assessment has been set up to "Lock students to test", each time they access the assessment they will encounter a pop-up stating "This assessment is locked"
    NOTE: To have this feature be more effective, a Google Chrome extension is available.

    If the option to use the Safe Exam Browser was selected in the assessment, Click Here to see the Help Guide for setup/usage instructions.

    If an assessment has been set up to have an "Online Time Limit", the student will receive a pop-up notification informing them that "This is a timed test" and stating how much of the allotted time is remaining.

    Locked Test
    NOTE: This timer will begin as soon as the student clicks "Go" and will continue even if the student exits the assessment. Once the time has elapsed, the student will not be able to gain access unless the assessment is reassigned by the teacher.

    If an assessment has been set up to have a "Password", the student will receive a pop-up window prompting them to "Please enter test password".

    NOTE: This password is controlled and can be changed within the Assessment Editor. The most recent entered password will be the ONLY password that will allow access.

    Below is basic view student of what students will see when they begin their assessment. Some of the features displayed here are optional and are configured in the Assessment Editor. To learn more about configuration, please refer to our help guide on Online Assessment Settings.

    Online Assessment View

    1. If the assessment has a time limit, it will display here.
    2. Students should click Submit when they have completed the assessment. If selected, they student will not be able to re-open the assessment unless it it is reassigned.
    3. If the option to "Allow Re-Open" is selected in the online assessment settings, this button will appear allowing the students to close the assessment and complete their responses at a later time (if that time is within the available test window).
    4. By default, students will be able to toggle between questions using the navigation arrows along the right and left sides of each question.
    5. The "Go to next unanswered question" button assists students in navigating through the online assessment. If clicked, eDoctrina will navigate the student to the next question in line that does not have an answer recorded. This invaluable button will change color to blue when all questions have been answered.
    6. It is possible to navigate directly to a specific question by selecting the the corresponding box in this section. These buttons will also be color coded to provide the student a better test taking experience.
    7. The Reading ruler, Magnifier and Highlight mode are tools that are available by default.
    8. The ability to Zoom In/ Zoom Out is available just in case it is needed.
    9. This area is where the assessment will appear. There are few variations on how assessments are displayed, but displayed below is the view when there is not a PDF uploaded and the questions have been entered.


    When answering a multiple choice question, all the student needs to do is click the desired response and a checkmark with appear indicating the answer has been selected.

    Response Recorded

    If the online assessment setting has been selected to allow the students to eliminate answer choices, the student will see an "X" next to each choice. They can simply click it to eliminate that answer choice.
    Response Recorded

    To ensure that students are aware that they have some unanswered questions on their assessment, they will receive this message when they click on "finish Test" if there are any question without a response.


    Additionally, if a student's internet connection becomes interrupted a banner message will display at the top of their screen to notify them of the event:

    Connection Issue

    For more information on setting up specific Online Assessment features, Click Here

    03.D.5. Grading Online Assessments


    Click here to view the Help Video

    Student responses and other details for Online Assessments are available for teacher review as soon as the student enters their responses in their PROGReSS accounts.

    To grade or review student responses for an assessment, the user must begin by navigating to the Teacher Dashboard.


    On the Teacher Dashboard, select the students and the assessment that need to be graded by manipulating the filters.

    Once the appropriate filters have been selected, proceed to click the "CHECK Student Answers" button to visit the Answer entry/verification screen.
    Answer Entry Screen

    On this screen, many details about the progress and performance can be gathered.

    1. The Answer Verification screen will be very colorful. Each color is described in the color key that can be accessed by selecting the Help Button button. A pop-up will appear.

      Help Menu
      NOTE: For multiple choice questions, green is the only color that will reward points to the student.

    2. To view details about the online assessment, such as when the student started and finished the assessment, it is possible to hover over the icon in this column to gain this information.


    3. Teacher Scored questions need to be graded and are easily identified as the boxes with the black triangles in the top-right corner. Click on the black triangle to view the students entered responses.

    4. When grading online Teacher Scored questions, it is important to know what the colors and contents of the cells mean to ensure proper entry of grades:
    • A cell the is has a GRAY background indicates that the student has not visited this question in the assessment. This counts as an INCORRECT answer.
      If the All Correct option is selected, the GRAY box will change to white with the point value of the question within the cell. Points in White Cell
      If the Min option is selected, the GRAY box will change to white with a "0" within the cell. Points in Gray Cell
      NOTE: The option to select "Min" or "Max" exists so teachers can enter responses more rapidly by auto-populating the unvisited cells for students.

    • If a student has visited a question AND has provided a response, the cell background will be WHITE.
      eDoctrina does not reward points to the student automatically.
      A WHITE cell containing a "0" indicates that the student response has not yet been graded OR the student has been graded earning zero points.
      A WHITE cell containing a value indicates that the student response has been gradedWhite with values
      NOTE: If the question type is "Fill-in-the-Blank", the student responses will be graded according the the acceptable responses entered for the question in the Assessment Editor. If a change has been made to the acceptable responses within the assessment then you can use the Points in Gray Cellbutton to apply the new changes.

    • If a student has visited a question AND has NOT provided a response, the cell background will be YELLOW. This counts as an INCORRECT answer. Cell with Yellow

    Viewing/Entering Student Responses for Teacher Scored Questions

    Scores for questions can be selected directly from the Answer entry/verification screen by clicking the desired cell. If the question has a point value of 10 or less, a pull-down will appear will all possible values for easy selection. If a teacher scored question has a point value greater than 10, the pull-down will not display all point values and the score will have to be manually entered using the keypad.


    To enter scores using the keypad, utilize the directional arrows on the keyboard to move the cursor over the desired cell. The cursor always starts in the top-left cell and will be displayed with a black outline.

    Cursor
    To quickly key in scores on the Answer entry/verification screen, here are some keyboard shortcuts.

    Click the black triangle in the upper right corner of the cell to view the student responses. A pop-up window will appear that contains many tools to make grading a question much easier.

    Grading Pop-up

    1. The Question pull-down allows the user to select the question that they would like to view.
    2. This area will display the question body of the selected question. If the question does not fit in the viewable area, select the `Expand` in the top-right to view a larger window that will contain the whole body of the question.
    3. This area will display the student's response. If the student response does not fit in the viewable area, select the `Expand` in the top-right to view a larger window that will contain all contents of the student response.
      NOTE: This area will contain all possible response types. This includes the Text Editor, the Sketchpad, and Uploaded files(which will display as a link).
    4. The opportunity to enter a Teacher Comment regarding the student's response is possible in this area. If desired, it is possible to display this comment on a student's Individual Student Report to enhance the communication between teacher and student.
    5. The Answer points option allows the user to assign a point value to the selected question by selected the earned score from the pull-down or entering the score using the keypad.
    6. If there is a Scoring Guide or Rubric tied to a specific question, the option to view these attributes is available by selecting the Show Scoring Guide Rubric button.
    7. The arrows on the bottom of this pop-up window allow the user to toggle between students and/or questions with ease. The arrows navigate to the previous and next question, respectively, for a student. The arrows navigate to the student below and above, respectively, for the selected question. These arrows simply move the cursor from one adjacent cell to another on the Answer entry/verification screen.
      NOTE: If a score has been entered and one of these arrows is selected, the entered score will be saved.
    8. It is important to select the Save button to save the most recent entered grade. The `Cancel` button will neglect any changes made on the current pop-up.

    For more information about managing and verifying student responses, please visit our help guide on Answer Verification.

    For an alternative means of grading your assessments please see our help guide on the Teacher Completed Screen.

    03.D.2b. Online Assessment Features (Whole Assessment)


    When offering an online assessment in eDoctrina, it is important to be confident that the assessment being offered will be presented to students as intended. This help guide will provide some insight on the different online assessment settings that are available for use.

    To learn more about how to assign an assessment to a group of students online, click here to see our " assigning help guide although there are many tools that can be applied to each question numerous assessment settings the entire assessment. when offering assessments it is imperative creator of visits these and understands implications. locate where navigate editor find additional section by scrolling down or clicking from navigation bar quick scroll.

    Online Settings

    Online Settings: Layout/View


    Default View:

    Default view

    When an assessment is created in eDoctrina, the Default View will automatically be set to "NYS CBT Locked". This view will mirror what the students will see when they take the NYS CBTs. Questions will be paged, and any passages will always appear on the left side of the screen. There are multiple other views that can also be set within an assessment. Similar to the NYS CBT view, eDoctrina also offers the "PARCC LOCKED" view, which will mirror what students would see on the PARCC exam. The Scroll and Page views allow students to decide if they'd rather their questions scroll on the page, or appear one question at a time. Users also have the option to lock students to one view using the "Locked" variation of each view.

    Scroll View


    Scramble Questions

    Scramble Questions

    The questions included in the online assessment will be presented in a randomized order if Scramble Questions is selected. WARNING: If an online PDF has been uploaded, DO NOT USE this feature.


    Scramble Answer Choices

    Scramble Answer Choices

    The answer choices for each question in the online assessment will be presented in a randomized order if Scramble Answer Choices is selected.
    WARNING #1: If an online PDF has been uploaded, DO NOT USE this feature.
    WARNING #2: If audio has been recorded that lists answer choices, DO NOT USE this feature.


    Online Assessment PDF

    Uploading a PDF to an online assessment can be useful when offering an Answer Key ONLY assessment. eDoctrina will only allow one file to be uploaded here and it must be in portable document format(PDF). After a file has been uploaded, the look & feel of the online assessment view will be modified to include the uploaded PDF and will look somewhat similar to the image below.
    Uploaded PDF view

    When setting up the online assessment, within specific default views, users now also have the option to decide which side of the split screen the PDF displays on in the student view (the right or the left). If the default view is set to view involving a passage, the PDF will appear on the side the passage would normally appear.

    Online time limit


    Show assessment rubric to student

    Enabling this option allows students to view the rubric criteria set up for specific questions within the assessment:

    The Customize button will allow the user to designate which questions to exclude from this feature.


    Online Settings: General Tools



    1. Enable Answer Masking: This option will mask the answer choices for all multiple choice questions until students actively click to reveal the choice.
      Enable answer masking

    2. Allow Notes: This option will give student a place within each question to keep notes.

    3. Allow notes

      Enter notes

    4. Enable Raise Hand: Allows the student to use the "Raise Hand" feature, which displays a flashing hand icon next to their name on the Answer Entry/Verification page when utilized.

    5. X-Out Option:If this option is selected, students will have the option to eliminate answer choices via a small red X next to each answer choice for all multiple choice questions.

    6. Enable Reading Ruler: This option allows the user to toggle the "Reading Ruler" tool for the student taking this assessment online.

    7. Enable Magnifier: This option allows the user to toggle the "Magnifier" tool for the student taking this assessment online.

    8. Enable Highlighting: This option allows the user to toggle the ability to highlight text in the online assessment.


    Online Settings: Controls


    The Online Time Limit should be entered in minutes(m). If a limit is entered, the students taking the assessment will have m minutes to complete the assessment. The timer will start when the student begins the online assessment. The timer will run continuously until the enter time has elapsed. The default is a [blank] field and will allow students unlimited time to complete the assessment.
    NOTE: If a student exits a timed test, the time will continue to run until expired. If the time expires, this test will not be available to the student.

    Password

    A Password can be entered for each assessment created in eDoctrina. If entered, all students will be required to enter this password to gain access to the assessment. The password is not restricted by special characters, but is case sensitive. It can be changed as needed, but the most recent or current password will be the ONLY password that works for students. To remove the password, simply delete the characters from this field and "Save" or "Save & Close" the assessment.


    Additional Controls


    1. Disable Paste will disable a student's ability to paste any text into the assessment.

    2. Disable copy passage text to clipboard will disable a student's ability to copy text from any passages within the assessment.

    3. Change Background/Foreground Color will allow the user and the student to change the font color and background color within the assessment. Users can customize the default coloring that students will see upon opening the assessment by selecting "Customize." Here is an example of how changing the background/foreground will impact the appearance of the assessment
    4. Change background/foreground

    5. Lock Student to test can be enabled hand-in-hand with either the Google Chrome Extension, "eDoctrina Locker", or the Safe Exam Browser.
      eDoctrina Locker is an extension districts can download and push to student devices that will not allow students to open new tabs in Chrome, or maneuver to other websites they may have already had open. PLEASE NOTE that this extension only works with Chrome and does not prevent students from opening additional tabs in other browsers.
      Safe Exam Browser is a browser that can be downloaded onto student devices and when in use, students will be locked into the browser while testing. They will be unable to maneuver out of the browser until the exam is finished, and attempting to do so will lock them out of the test. You can learn more about this browser by clicking Here

    6. Allow Reopen will allow students to return to an incomplete test within the assigned testing window by selecting "Save and Finish Later" within their assessment. If this option is left unchecked, a student will only be able to access the assessment once. Please note that this option will be hidden if "Lock Student to test" is selected. If an override to this is desired it can be done in the student assignment window.

    7. Selecting Results Visible Online is extremely valuable because it can be used for displaying results for any completed assessment in eDoctrina. After selecting the checkbox, it is up to the creator to decide what they would like to display to the students. It is possible to display the Percentage score, the Points score, and/or the Grade (if a Grade Conversion Table has been attached). This can be done automatically once the students have selected "Submit Test", or results can be pushed out manually by teachers on the Answer Verification Screen by selecting the "Allow manually post results online" option (this is a *new* option - to learn more, please see our latest video by clicking Here.

      *If a student answer sheet exists for an assessment and the option for results visible online is checked, the student will be able to view their answer sheet:
      TITLE

      TITLE

    8. Allow manually post results online Will only show if the "Results visible online" check box is selected. Provides Users with the opportunity to choose when online assessments will be posted online, for students to access. If this option is selected an additional column will be added to the Answer Entry Screen labeled "Vis" once this check box is selected the assessment results will be posted for the student.
      Manually post results

    9. Use customized options for individual student report: Users also have the ability to give students access to the Individual Student Report electronically on their Progress screen. When "Results Visible Online" is selected, the report can be customized by selecting the "Customize" button. When the button is selected, Users can select the format, as well as any additional settings for the report (just like when running from the Teacher Dashboard):

      Report Settings
    10. .
    11. Email teachers when done is an option that can be selected so that teachers can get an email notification once their students are finished taking an online assessment.

    12. Hide Camera in WYSIWYG Editor This option will remove the ability for students to access the camera in the text editor when responding to questions in the online testing window.


    Online Settings: Student Tools

    The next four options are to determine how and what online tools will be offered. These tools can be offered for the whole assessment or for specific questions. If "Default" is selected, eDoctrina will default to the selections made for the specific questions. If "Show" is selected, the tool will be available for every question on the assessment. If "Hide" is selected, the tool will be unavailable for every question, regardless of the specific question settings.
    Note: The calculator is a bit different than the others in that the user must decide whether to use the question settings (matches calculator selected for each individual question), Basic Computational or a Scientific model calculator should be available to the students.



    This option will disable the ability for students to use the "Handwritten Mode" in their WYSIWYG editor when using the standard equation editor.


    Language Tools

    1. Giving students access to the Dictionary allows users to link an Elementary or Intermediate dictionary to the online assessment for students to have access to.

    2. Allow Audio: If an audio file is attached to a question, this box must be checked in order for the class to have access to the linked audio.

    3. Enabling spell check: If there are many questions within an online assessment that require students to type their responses, the option to include a spell check exists to help students. If enabled, there will be an extra button available in the eDoctrina text editor.

    4. Enabling Google Translate gives students the option to select a language from a drop-down menu and have the page translated to that language.

    5. Allow text-to-speech/TTS Voice will allow the students to have audio for every question and passage within the assessment without having to link audio to each individual question. This option is for users who want students to have audio for the entire assessment as opposed to just a few select questions. To learn more about this feature, please click Here

    6. TTS Voice allows the user to choose the default Text-to-Speech voice for the assessment.

    03.H.2. How to Use the Flex Rubric Tool


    Creating A New Rubric

    To create a new rubric assessment, select the Insert button within the Assessments Homepage.

    Assessments Screen

    A pop-up screen will be generated. Fill in the required fields (each required field is noted by an asterik). Select "Build a Rubric".

    Assessment General Information
    Note: Select this option if the entire assessment is a rubric. If an assessment has a mix of question types, it's best to select a different assessment option first and then build rubrics within specific questions.

    An additional pop-up will ask the user to identify both the number of categories in the rubric and the maximum number of points for each category. (In the example below, for instance, students are assessed on the four categories. Each category is worth 3 points.) After filling in the data, the user should select Create Assessment.

    rubric categories and point values

    Upon selecting Create Assessment, the user will be routed immediately to the Assessment Editor. The information that was entered in the previous pop-up screen will be populated in the General section of the Assessment Editor, and the user will be directed to the "Rubric" view, which is a more "friendly" view for creating rubric questions.


    Each category is considered to be a question and the entered Category Description will display as the title of the rubric category.

    rubric categories

    The user has the ability to customize how the column headings will display on the rubric. These headings represent the "points values" for each category. If not customized (left blank), the column heading will default to the points values listed above each column.

    Note: Due to space constrictions on the printable rubric, there is a limit of 28 characters in each column heading.

    The user can then enter a name or description for each category in the "Category Description" box. Next, the user can insert rubric text that aligns to each specific point value.


    NOTE: If the point value for a given category is greater than 10, users can select the "Show More" icon to see the additional point value description.

    Category Descriptions and Rubric Text


    It is also possible to color-code each category level by clicking in the box next to the point value.

    color coding rubric categories

    Upon selection of a color for a specific category, the user will be prompted, via pop-up, to choose the same color for that point value in each rubric category.

    If "Yes" is selected, each category will be assigned identical colors for the corresponding point values.

    default colors

    These color codes can help easily identify strengths and weaknesses of one or many students.

    Continue to set up the rubric assessment by linking standards via double click or drag and drop.

    Linking Standards

    Users also have the option of constructing a a grade conversion table for the rubric assessment.


    When finished, click Save or Save & Close.


    Collecting Data

    There are two primary ways to collect data for performance-based rubric assessments: FLeX Rubric Answer Sheets or direct data entry using the Teacher Completed Screen.

    Teacher Completed Screen

    Rubric data for performance-based assessments can be entered directly into eDoctrina using the Teacher Completed screen. The data is auto-saved and reports are available immediately. To access this screen, users should click on the "Answer Entry" button from the home screen or navigate to Assessments>Answer Entry from the menu bar at the top of the screen.

    Answer Entry

    The user will be routed to the Teacher Dashboard. Here, the user will filter of the course(s), class(es), student(s), test bank, and assessment. Then, users should select "Enter Student Responses."

    teacher dashboard

    The user will be routed to the Teacher Completed screen:


    A list of students in the class will be shown to the left of the screen. The student for whom grades are being entered will be highlighted in yellow.


    The rubric categories will display to the right of the student list (note: please make sure you are in the rubric view of the screen). The name of the student for whom grades are being entered will populate in the top right-hand corner of the screen. Data can be added to each category by simply clicking inside the field to enter the score. If the wrong category is accidentally selected, you can simply click on the correct value and the score will update automatically.

    teacher-completed drop-down

    As data is entered for a student, the "answers" box for that student will automatically update, as will the student's percentage.

    For each rubric category, there is an option for a user to add comments. To do so, the user can click on the comment icon for a category:


    A pop-up window will be generated. The left side of the pop-up window houses a scripting area. Here, the user can type their own comments or link pre-made comments about a student's performance. These comments will be available to the students in reports.

    scripting area

    The user can also generate unique comments.

    Users can add comments specifically for an assessment or can make comments available to the entire school.

    Users can also create private comments that will be viewable to only that user and district administrators.

    Private Teacher-Made Comments

    Finally, users can create multiple "type" categories, allowing compartmentalization of comments by subject, grade level, etc.


    FLeX Rubric Answer Sheets

    To print the FLeX Rubric answer sheets, users should click on the “Answer Sheets” button from the home screen or navigate to Assessments > Answer Sheets from the menu bar at the top of the screen.

    Printing answer sheets

    The user will use three simple steps to navigate the Teacher Dashboard:

    1. Select your students using the "course" and "class" filters.
    2. Select your test using the "assessment" filter.
    3. Select the action "PRINT" to print bubble sheets.

    Print Answer Sheets

    Upon selecting "Print Answer Sheets," a pop-up screen will be generated. Here, users are able to select both a specific answer sheet type and the students for whom to print answer sheets. When working with rubric assessments, it is important that the user select one of the two FLeX Rubric answer sheet options.

    rubric answer sheets
    Note: Answer sheets, by default, will not include a "0 point" column when printed. If a user does want a column with 0 points included, the "include 0 points" option must be selected using the "Customize" icon below the rubric answer sheet option. (If a user chooses to exclude the 0 points column, but a student earns 0 points for a particular category, simply leave the category blank. No bubbles will register as a score of 0.) The option to have the rubric read from high to low as opposed to low to high is also available in these settings.
    Include 0 points

    Once answer sheets are printed, the user can bubble in a score for each rubric category for each student. The answer sheets would then be scanned to eDoctrina for processing.

    Rubric Answer Sheet

    Data Reports for Flex Rubrics

    Users are able to run data reports for assessments as soon as data is entered into the Teacher Completed Screen. There are three reports that can be run specifically for rubric-based assessments:

    • Individual Student
    • Student Standards
    • RTI Progress

    Individual Student Report There are a couple of different layouts that can be selected using the Individual Student Report.

    The first option is called the "Student Rubric" format. This option will print a fully graded rubric for each student selected on the dashboard. To run this report, select the "Individual Student Report" icon on the Teacher Dashboard and use the following settings:

    Note: Users can choose to add Rubric Colors from the assessment or the 0 column


    The report will run with one rubric per student, which can be exported to a PDF (either as a whole class, or one particular student at a time). The student's point score, percent score, and proficiency score (if included on the assessment) will appear at the bottom of the rubric.


    A second format of the Individual Student Report is the "Standard with Rubric Text Instead of Standards" option, where teacher comments can also be included on the print out. While the data is the same, the layout of this format is a bit different than the "Student Rubric".

    Reports for Rubric Assessments

    Each rubric line will adhere to the color code that was initially selected in the creation of the rubric assessment.

    Individual Student Report

    Student Standards Report
    The Student Standards Report can be run with settings that will allow the user to see how students did in each category individually, but includes the entire selected class on one report. The options below will give the user the ability to include the rubric text in the generated report.
    Individual Student Report

    Just like with the Individual Student Report, the Student Standards will adhere to the color code that was initially selected in the creation of the rubric assessment.

    Individual Student Report

    RTI Summary Report
    The RTI Summary Report can be run to show rubric text instead of standards by using the following settings:
    Individual Student Report

    The top of the report with the table and graph will not change, but the data below will show the student's rubric category results as opposed to their standard results:

    Individual Student Report

    04.B.2 Print Answer (Bubble) Sheets

    Once an assessment has been created, educators will want to print out the accompanying answer sheets. This process is simple and allows users to print sheets for one student, all students in one class, or all those enrolled in a particular course.

    Click here to view the Help Video


    To begin printing answer sheets, navigate to the Teacher Dashboard by clicking the "Answer Sheets" button on the home screen or find the link to the Teacher Dashboard under Quick Links in the navigation bar.

    Please keep in mind that your Home Page may look different then the one shown above

    The Teacher Dashboard offers many tools that are useful for teachers. It is important to know that many of these tools require selection of student(s) and assessment(s).

    Teacher Dashboard
    1. Once on the dashboard (see below), use the first row of filters to select the students you'll be printing answer sheets for. Please note that "Course" and "Class" are mandatory drop-downs. The "Select Students" option allows you to select individual students but this is **NOT** a mandatory filter. Leave filter as "Select Students" if printing for multiple students.
    2. Manipulating the second row of filters will help to locate the assessment to print answer sheets for. Test Bank and Assessment are the mandatory fields here. When selecting an assessment, use the easy search option to type in the name, the assessment ID, or any tags that have been entered for the desired assessment.
      Find the assessment

    3. When done filtering, click "Print" and the "Print Answer Sheets" pop-up screen will open (see below).
    4. Across the top of this menu are a number of different answer sheets that are pre-loaded within eDoctrina. The list that shows here is district specific, so some sheets will not be viewable by some users. The most commonly used answer sheets inclue: “FASTeST Small Bubbles,” “FASTeST Big Bubbles,” (larger bubbles for younger students), "100 Points" (used when test contains teacher-scored questions worth more than 10 pts.) and "Flex Rubric (customizable rubric-based sheet)." Choose one and click it.
    5. When all selections have been made and answer sheets are ready to be generated, select one to the two `Print Answer Sheets` buttons available on this pop-up window. The option to print that hard copy of the actual test is avaiable from this pop-up window as well (if the questions have been entered into eDoctrina).
    6. By default, the Only suitable sheet types option will be selected. It is important to note that if there is a "Teacher Scored" question that is valued at more than 10 points, the 100 Points answer sheet may the only suitable answer sheet for that specific assessment.
    7. Although the group of students listed in the pop-up window are selected from filtering on the Teacher Dashboard, the ability to search for a specific student is available here. Simply enter the student ID# or part of their first or last name.
    8. By default, all students will be selected/checked so they will have an answer sheet generated for them. If desired, the teacher can modify these selections to only print answer sheets for a specific subset of students.
    9. By clicking on the "More Printing Options" button on the bottom right corner of the screen, a user can print blank answer sheets for students and/or choose to include only specific range of questions.
      NOTE: For quality, users are reminded to use a black and white laser printer to print bubble sheets.

    05.C. Teacher Completed Screen

    The teacher-completed tool is designed to be used for electronic grading, as well as performance based assessments, screening, conferencing, or observing students. It is easy to access on both a computer or tablet.

    To learn more about using our Teacher Completed tool, please Click Here to see our help video.


    To enter data using the Teacher Completed tool, users should first navigate to the Teacher Dashboard (Quick Links ==> Teacher Dashboard)


    1. Once on the Teacher Dashboard, the first step is to manipulate the filters to find the students and assessment that they would like to enter data for.
    2. Once the filters have been selected, the ENTER icon should be selected to open the Teacher Completed Screen.


    Understanding Each TCS Component

    Upon first glance, the Teacher Completed Screen can seem a bit overwhelming. It only takes understanding a few steps to become an expert at the layout of the page!


    1. To the left of the page, users will see the students that were previously selected on the Teacher Dashboard listed alphabetically. There are three check boxes next to each student where users can indicate if the student refused to take the test (Ref), was absent from testing (Abs), or that the data has been verified (Ver). Additionally, next to each student's name is a green number indicating how many responses have been recorded (please note that this number is not referencing how many questions the student answered correctly). Selecting the "Min" or "Max" icons will automatically set that student's score to the maximum or minimum score.


      NOTE: The min/max icons also exist for the entire class so that all students on the page can have their scores set to the min/max score

    2. The Teacher Completed Screen has multiple different layouts. Each layout can be very useful, depending on what type of assessment is being graded.
    3. Users have the ability to change the font family and/or font size of the questions/answer appearing on the page. This can come in handy if a student is sitting next to the user for conferencing and is used to seeing a specific font or having the text appear larger than the standard 12pt.
    4. The questions (and student answers if data has been entered) will appear based on the selected layout format.


    IMPORTANT: Please note that there is no SAVE or SAVE AND CLOSE option anywhere on this screen. This page is DYNAMIC and auto-saves! Once teachers have finished grading, they can simply close the tab or select the "Close" icon in the top right-hand corner to close the page. It's that simple!

    Layouts

    Selecting the correct layout is going to be dependent on what kind of assessment users are grading. The five possible layouts are:

    1. List
    2. Grid
    3. Page
    4. Rubric
    5. TCs


    Within each view, it is important to note a couple of important icons that users have access to.

    TCT7.png: This icon stands for "Not Answered", or "Unanswered". If a student did not answer a question, this icon can be selected to indicate that there is no data for the question.

    TCT8.png: This icon stands for "Excluded". In the case that a question needs to be excluded for a student for any reason, clicking this button will exclude the question for that student alone and the data will not be counted toward their final score.

    TCT9.png: In the event that a question has a linked scoring guide or rubric, clicking this icon will allow users to see it.

    TCT10.png: This icon represents teacher comments. When selected, users will have a pop-up where comments can be typed, or entered from a pre-set list (see below)


    List and Grid View

    These two options are best when grading or viewing data for multiple choice assessments. The list view will list each question out one after another and allow users to see the selected answers for each question in the drop-down menu. These options can be updated by users by clicking the down arrow and updating the answer choice.


    The grid view works in a very similar way with the main difference being each question is contained in a small box, appearing like a grid.

    Page View

    The page view allows users to see the following components of a question all on one screen:

  • The question text/passage
  • The student's written response (if one exists)
  • A field to type in any comments or feedback
  • A field where they can add the student's point value for the question (if the question was MC, they will see the answer choice that the student selected as well).
    Questions will appear on the screen one at a time and users can use the arrows on either side of the screen to toggle to the next/previous question. A question menu is also available so users can jump around the different questions if they so choose.


    Rubric View

    Rubric view is a fantastic way for teachers to grade writing pieces, performance-based tests, projects, etc. When a rubric is created in eDoctrina, these screen can be used by teachers to grade student work based on the rubric criteria with ease. Clicking a box (or touching, if your device has a touch-screen) will select that rubric level for the student. If the rubric was color coded, the background will fill with the color set up upon creation (as shown below).


    TCs View

    The TCs View (which stands for Teacher Comments) is very similar to the Page View. Users are able to see the questions and student responses listed, as well as add comments and scores with ease. Note on this view there are a few differences from the Page View:

  • Linked passages do not appear on this layout
  • Questions are all available on one screen. Users can scroll down to see each question/student response for scoring.

    A new option is also available on this screen, which allows teachers to record their comments as audio feedback for students to play when reviewing their data reports:


    After clicking on the microphone button, a small window will open where you are able to record and preview your audio comment. Once complete, you can rename it, save it, and then it will be made available for the student to listen to.



    Scoring Multiple Assessments

    It is possible to utilize the Teacher Completed screen to score multiple assessments at once. The process detailed above remains the same, except the user must select more than one assessment from the "Assessment" dropdown menu:

    Select Multiple Assessments

    Scoring multiple assessments at once will result in a column being present for each assessment. The "Highlighted" column is the assessment that is currently active and clicking on the "Grayed out" area will shift the active assessment to the assessment listed in that specific column:

    Select Multiple Assessments

    Grading the active assessment remains the same as the process described above.

    If you have any questions after reviewing this guide please feel free to email the Help Desk at help@edoctrina.org.
  • 06.A.1. How to Use the Individual Student Report

    The Individual Student Report is designed to help teachers view & print assessment results for individual students. The standard format is configured to display the standards linked to each question, the student’s responses, the correct responses, and the student’s overall score. eDoctrina offers many options for this report. This help guide will give a brief overview of how to use each one of these options.

    Click here to view the Help Video

    Navigation

    To print this report, navigate to the "Teacher Dashboard" by finding it under the "Quick Links" in the navigation bar or simply select "Reports" from the eDoctrina homepage.


    Once on the "Teacher Dashboard", utilize the filters to choose the student or group of students and the assessment to generate an Individual Student Report for. Click the “Individual Student” button once the desired selections have been made.


    A pop-up window generates prompting users to select which version of the report they wish to view/print. Select the desired report options, then click the OK button to generate the report.

    TITLE

    NOTE: The Sort Method option will only be available for reports that include standards, otherwise the default is to sort by question.


    All reports, regardless of the options selected, will have a similar header that will include the report details, such as the student name, assessment name, assessment ID#, subject, grade level, assessment type, and date.

    Report Header

    It is important to know that when any report is generated using eDoctrina, a unique URL is generated for that report. This URL can be shared with any eDoctrina user if the user has login credentials. If they are logged in to eDoctrina, entering the URL in their web browser will navigate them directly to the report. If they are not signed in, entering the URL in their web browser will navigate them to the eDoctrina login page. The report will display immediately after they enter their login credentials successfully.

    The opportunity to generate a PDF for each student exists in the top right corner of the report for each respective student by selecting the Export student to PDF button in the top-right of the student's report.

    If desired, a PDF can be generated for the entire report by selecting the Export to PDF button that is ONLY available at the top-right of the browsing window.

    The generated PDFs will also have a unique URL tied to them, which can also be shared with any eDoctrina user, if a PDF is the desired format.

    Report Details

    All formats of the Individual Student Report contain the same basic qualities: the student's Score (points earned out of total points), the earned Percent Score, and the Grade (if and only if a Grade Conversion Table is linked to the assessment).


    The other contents that are displayed on the report are dependent on the Individual Student Report Options that are selected prior to generating the report.

    • Show Excluded Questions: Excluding a question will omit the question from the individual student report unless this option is selected. This is a display only option as the student's score will still be calculated considering the exclusions.
    • Show Question Text: Select this option to display the text of each question in the assessment in place of standards.
    • Show Student Response:: This option is applicable to online assessment (Fill-in-the-Blank and Teacher-Scored) questions. Selecting this option will display the student's entered response below each question that allows it.
    • Show Answer Rationale: Answer Rationale can be entered to provide automatic feedback to students if they select a specific response for a multiple-choice question. Rationale is entered within the Question Editor for each question. If the time has been spent to enter this feedback, it is a good idea to use the option when generating the report.
    • Show Teacher Comment: There are many places where teacher comments can be entered as feedback for specific questions. Selecting this option will display the entered comments below each question that they are entered for.
    • Show Proficiency Level Only: Select this option to hide the Score (earned points out of total points) and the student's earned percent. A grade conversion table must be linked to the assessment if this option is enabled.
    • Show Revision History:
    • Show Answer Sheets: This option is intended for assessments with "Results visible online" selected. When customizing the Individual Student Report for students to view this option allows students to review their answer sheets and cover pages.
    • Show Error Codes: Error Codes that have been entered for student responses can be included on the Individual Student Report on select formats. The applied error codes will display in column 2 of the report when the option is enabled.
    • Hide Student Answer: Select this option to hide the student's response to the assessment questions.
    • Check to Hide Questions and Standards: This option will eliminate the question by question breakdown of the individual student's performance and only display the Score, Percent, and Grade.
    • Hide Correct Answers: This option will eliminate the correct answers for all questions from the report. This is a great tool to provide student's feedback without giving them the answers to the assessment.
    • Calculate rubric % based on passing % of:
    • Show Report Average: Select this option to display the averages of correct responses or points earned for each question in the selected data set.

    Available Formats

    There are currently nine different formats, two different sort methods, and thirteen preferences that can be selected. These options provide users with extreme flexibility to chose how the generated Individual Student Report looks. To describe each of the formats, a sample assessment with 5 multiple choice questions and 2 teacher scored questions will be used.

    • Standards
      Standard ISR
    • Standard with Statistics
      Standard Stats ISR
    • Rubric Text
    • Question Text
    • Condensed
      Condensed ISR
    • Learning (AFL) This version provides information on the specific standards each question relates to and includes areas for students to reflect and self-identify those skills they understand and those they struggled with. This report (purposely) does not list the student’s assessment score to prevent those that may have done poorly from “shutting down.”

    • Multi-Part Score Summary provides information on how students did on each section of an assessment. This version of report will work only if there are standards that are marked as "Test Sections" linked to each question.
      Multi-Part Summary
    • Student Response Only:
      Student Response Only
    • Student Rubric

    Multi Assessment Formats

    • Summary by Standards: Summary by Standards
    • Summary by Rubric Categories: Summary by Rubric Categories

    06.A.2. How to Use the Class Summary Report


    Click here to view the Help Video


    The Class Summary Report is designed to provide teachers with a quick, visual summary of how one or many classes performed on a selected assessment. Like all the other tools available on the Teacher Dashboard, the information that is displayed on the report depends on what is selected in the filters. This report can be generated for multiple classes and assessments. The generated report will be grouped by class and assessment.


    Once the students and assessments have been selected, the report can be generated by selecting the "Class Summary" option (shown above).

    A pop-up window will appear allows the user to select the "Class Summary Report Options" for the generated report.

    Class Summary Options
    • Student Name Format: This option allows the report to be generated displaying student names as Last Name first or First Name first. This does not effect the sort order of the report as the default sorting method is alphabetical by last name.
    • Student ID Only: This option will hide student names from the report. This is a great option to maintain confidentiality is this report is to be posted somewhere in the classroom.
    • CSV Export Only: By default, the Class Summary Report is generated in an HTML, which can then be download as a PDF or exported as a CSV. Selecting this option will bypass the HTML report generation and immediately export the file as a CSV.
    • Only show data where the assessment is linked to the course: This option allows for users to select many courses/classes, but only display assessment results for assessments that have the selected courses linked to them.

    Report Details

    For each assessment that is selected, a list of students will be listed for each class that is selected. In this list will be displayed each student's assessment Score(earned points), Out of (Max points on the assessment), earned Percent, and Proficiency Level (if applicable). The student will be displayed in color, bold, and/or italics only if a Proficiency Level table has been linked to the selected assessment.


    If a student is displayed with the hyperlink, it means that there are some student responses that need to be verified. Clicking the hyperlink will navigate directly to the Answer entry/verification screen for the selected student. If there are many links of this type on the Class Summary report, it is recommended to visit the Answer entry/verification screen for the entire class. For more information on this, please visit our help guide about How to Use Answer Entry/Verification.

    This report also includes the Student Profile Page button for each student in the report, which provides a direct link to the Student Profile Page. For more information about this page, please visit our help guide regarding the Student Profile Page .

    The Class Summary report also includes some basic statistical information related to the earned scores of the students that are included in the report. If a Proficiency Level Table has been linked to the assessment, a breakdown of the level distribution will be displayed accompanied by a pie chart as a visual representation. A comparable statistical breakdown is also provided on this report allowing teachers to see how the students selected in the report are performing on the selected assessment in comparison to all students that have taken the assessment in the entire district.

    Stats Summary

    06.A.3. How to Use the Item Analysis Report


    Click here to view the Help Video


    The Item Analysis report displays the distribution of recorded student responses on a per question basis. Usage of this report will presents educators with important information about assessment questions that is often overlooked. For example, if a teacher sees that all students provided a correct response for a question, there is no need to spend any extra time on the concepts covered within the question. On the contrary, if a question has a high variability of responses, it could be an indication that the topic needs to be revisited to reinforce student knowledge. If the IteM Analysis Report shows that many students got a single question wrong on the assessment, this report may provide supporting information for "excluding" the question from the students' grades.

    This report can be accessed from the Teacher Dashboard. Before generating the report, it is important to select the subset of students to be included in the analysis and, of course, the assessment(s) in question. This report can be generated for one or many courses, classes, or students.


    Once the desired subset of students and assessment(s) are selected, select the "Item Analysis" button. A pop-up containing the "Item Analysis Options" will appear.

    Item Analysis Options


    • Include "Excluded" Questions: By default, questions that have been marked as "excluded" within the assessment will not be included in this report. Select this option if the student responses for excluded questions should be displayed.
    • Hide Filter Settings: By default, the Item Analysis Report displays the filters that were selected to generate each report. Some cases require that this information be removed to ensure confidentiality. Enable this option to only show data releavant to student repsonses.
    • Show school and district statistics: This option allows teachers to view the distribution of student responses for the entire district. All that is required when generating an Item Analysis like this is selection of the assessment in question.
    • Group by question: Selecting this option will display the questions by Question ID rather than by their position in the selected assessment(s). This option is best utilized when there are multiple assessments selected that share identical questions.
    • Group by teacher:
    • This option will break down the Item Analysis report by teacher of the selected class section(s).
    • Display rubric category:
    • This option will display the title of the rubric category for any teacher scored question with a rubric data setup.
    • Display advanced question attributes:
    • The "attributes" are considered to be the linked metadata that is tied to the question. If applicable, enable this option to display, for each question, the Bloom's Taxonomy, Webb's Depth of Knowledge, Difficulty Level, Question Tags, and other relevant question details.
    • Dynamic or Static?:
      • Dynamic View: will open the report and then automatically update every 3 seconds to reflect the most current changes. This is a great tool for monitoring online assessments.
      • Static View: will open the report based upon the current data at the time of running the report and it will not change, unless the report is run again.

      • NOTE: If the Dynamic View is selected, the option to toggle between Dynamic and Static will be available in the top-right corner of the HTML version of the report.

    Report Details

    Once the report settings have been selected, run the report by selecting the button. The report will be initially generated in HTML format. If desired, a PDF can be generated by selecting the button in the top-right corner.

    Item Analysis Report

    Item Analysis Report

    The PDF Format has been cleaned up to be more presentable as a printed report, but it does not provide the utility that the HTML Format offers. Within the HTML Format of the Item Analysis Report is the option to view the question (not applicable to Answer Key Only assessments) by selecting the corresponding Question button. It is also possible to view the students that responded to each answer choice of all the questions by clicking the corresponding hyperlink next to the question.

    Item Analysis Options

    If the questions have been built in eDoctrina or pulled from a Question Bank, a "?" button will appear next to the Question number. When the "?" is clicked, a pop-up will appear that shows the question and answer(s)- as shown above.

    06.A.4. How to Use the Class Comparison Report

    The Class Comparison Report is designed to display a direct comparison of two or more classes on a specific assessment. Generating this report is a great opportunity for teachers who instruct the same class to view relative assessment data providing identifiable instructional gaps. If there are any apparent differences, teachers can collaborate to improve any noticeable shortfalls. The intent of this report is to facilitate positive discussions between teachers about what is working/not working in their classrooms.

    The Class Comparison can be accessed through the Teacher Dashboard. The report design requires that more than one class is selected and it only supports one assessment per report.

    NOTE: If more than one assessment is selected, the following error message will be generated.

    After selecting the desired assessment and classes, select the Class Comparison button on the Teacher Dashboard. A pop-up will appear allowing user to select "Class Comparison Options".

    Class Comparison Options
    1. Pick a Color Scheme?
      The default available options are:
      • Class Comparison 2 Color Compare to Row Avg: Red(-10% or worse) and Green(+10% or better).
      • Student-Standards: less than 60% Red, less than 76% Yellow.
      • Column average 2 Color Compare: Red (-10% or worse) and Green (+10% or better).
      • Administrator Snapshot: (less 60% Red, 60-70% Yellow, greater than 77% Green)
      • Class Comparison 7 Color Compare to Row Average: 20% less Red, between 10% and 20% less Orange, within 5% White, between 5% and 10% greater Blue, between 10% and 20% greater Purple, 20% more Green.
      NOTE: It is possible to create a unique color scheme by navigating to SETTINGS==>DATABASE SETUP==>ASSESSMENT==> CUSTOM REPORT COLORS.
    2. Data Format
      Select which numeric measure should be displayed in the report. Options such as Score, number of students, standard deviation, and grade table score are available.
    3. Avg Format
      Select the number format of how the selected metrics should be displayed (not applicable to some Data Formats).
    4. Hide Classes
      By default, the classes will display at the top of each column. To keep this information confidential, select this checkbox to keep this columns anonymous.

    Once the desired report settings are selected, click the button to generate an HTML version of the Class Comparison Report.

    Report Details

    The Class Comparison Report will generate four(4) different formats so assessment data can be compared for the selected classes on many levels. Depending on the report format, the first columns will be question, standard, and/or standard description(the unwrapped standard). The difficulty column will be included if and only if there has been a difficulty entered for at least one question within the assessment that is being analyzed. These columns all can be sorted ascending or descending by selecting the option in the column headers.

    The contents of the report will be the row Average and the corresponding assessment data for each of the selected Classes. The last The last two columns in each of the report formats display the School and District performance allowing for class comparison against the entire student body who has taken the assessment.


    NOTE: The report can also be Exported to Microsoft Excel if the HTML format does not provide the flexibility that is needed for further analysis. Click the button in the top-right corner of the HTML version of the report to generate an equivalent Excel file.

    06.A.5. How to Use the Student-Standards Report

    The Student-Standards Report is designed to show individual student data related to each learning standard that has been linked to one or many assessments. It is a great report to view specific skills which individual students are mastering or struggling with. If the efforts have been made to link learning standards to specific assessment questions, this report has unlimited utility.

    The report can be accessed from the Teacher Dashboard. All that needs to be done to run the report properly is select the group of students to be included in the report and the assessments that have relevant assessment data. The report can be generated to view students in one or many classes and assessments.

    Navigate to Student Standards Report
    NOTE: If more than one assessment is selected, the report will combine scores of similar standards that are linked to each assessment.

    After the student(s) and assessment(s) are selected, click the "Student Standards" button. A Student Standards Options pop-up window will appear where report options can be selected to customize how the report gets generated.

    1. Show Total:
      By selecting any or all three of these options, the report will add a column that displays each students's points earned, percent grade, or grade conversion table equivalent for the assessments selected.
      NOTE: If more than one assessment is selected, the Grade option will be unavailable.
    2. Show Excluded Questions:
      The default report will not display questions that have been excluded from the selected assessments. If assessment data for these questions is needed for analysis, select this checkbox to include the data for these questions.
    3. Show Rubric Text Instead of Standards:
      This option modifies the format of the assessment to display entered rubric text instead of the learning standards. By selecting this option, the displayed data will be relevant to the earned scores grouped by the categories that have been set up. This is a great option for rubrics that have been created in eDoctrina, expecially Fountas & Pinnel. To obtain ultimate utility of this option, it is recommended to view our help guide on FLeX Rubrics.
    4. Sort Students by Class:
      This option will only be available if multiple classes have been selected on the Teacher Dashboard. When selected, the initial generation of the report will be sorted by class, then by student last name. If unselected, the report will be generated sorted only by student.
    5. Pick a Color Scheme?
      The default available options are:
      • Class Comparison 2 Color Compare to Row Avg: Red(-10% or worse) and Green(+10% or better).
      • Student-Standards: less than 60% Red, less than 76% Yellow.
      • Column average 2 Color Compare: Red (-10% or worse) and Green (+10% or better).
      • Administrator Snapshot: (less 60% Red, 60-70% Yellow, greater than 77% Green)
      • Class Comparison 7 Color Compare to Row Average: 20% less Red, between 10% and 20% less Orange, within 5% White, between 5% and 10% greater Blue, between 10% and 20% greater Purple, 20% more Green.
      NOTE: It is possible to create a unique color scheme by navigating to SETTINGS==>DATABASE SETUP==>ASSESSMENT==> CUSTOM REPORT COLORS.
    6. Standards to Show:
      • Regular:
        This option is selected by default. "Regular" standards mean all standards that have been entered through the Standards Homepage. For more information about standards of this type, please visit out help guide on Creating Learning Standards.
      • Report Card:
        This option is selected by default and is only applicable to standards that have been entered that will be used on eDoctrina's standards-based report cards. Selecting this option is imperative if a district is using this module.
      • Unit:
        This option is selected by default. If selected, the report generate including all learning standards that have been linked to a Unit Plan in eDoctrina. For more information on how to do this, please visit our help guide regarding Unit Plans.
      • Include Direct Parent::
        Selecting this option will add additional column to the report that will display summative information regarding the categories in which the included standards on the report are from. For example, if a report is generated using standards that are both Algebra and Geometry, a column will be added for each "direct parent" and the contents will be the sum of all standards that exist in the report for their respective category.
      • Include All Parents:
        Selecting this option will add additional column to the report that will display summative information about ALL categories of the standards that are included on the report. For example, if a report is generated using standards that are both Algebra and Geometry, a column will be added for each "direct parent" and for any other parent that exists. In this example, a column will be added for "Mathematics" because both Algebra and Geometry are "children" of this subject.

    Once the desired Student Standard Report options are selected, click the button to generate an HTML version of the report.

    Report Details

    The header of the report will list all assessments, and their respective Assessment ID#, for all assessments that are included on the report. It will also display the name of all classes that have been selected to be on the report.

    Report Header

    If multiple classes have been selected, the each student will be listed accompanied by the class that they are enrolled in.

    Student Standards Report

    If all of the options in the Report Settings are enabled, there will be a few extra columns added. If the summative details about the assessment(s) selected is needed, be sure to enable the Grade, Score, or Percent options in the Report Settings. If the "Include Direct Parents" or "Include All Parents" is selected, an extra column will be added that will include summative data based on the categories of the standards that are included in the report.

    Extra Columns

    The HTML version of this report also offers the ability to drill down further and identify the questions and/or assessments that comprise the data that is displayed. To obtain this information, simply click the hyperlink for each piece of data in the table. The first pop-up will display the scores of the questions that make up the data.

    Drill Down

    Selecting the button next to each question will generate another pop-up that will display the question details.

    Question Detail

    06.A.6. How to Use the RTI Monitoring Report


    Click here to view the Help Video


    The RTI Progress Monitoring Report can be considered one of the most powerful reports within eDoctrina. This report can be used as supplemental evidence of student performance during RTI meetings or as an individual student report that can be provided to students throughout the school year. To generate a valuable RTI Progress Monitoring Report, it is recommended to administer more than one assessment for the desired student of group of students. To access the report, navigate to the Teacher Dashboard, select the group of students, select the assessments, then select the "RTI Progress" button.


    After the students and assessments have been selected and the "RTI Progress" button has been selected, a pop-up will display allowing for selection of Report Options.


    • Show standards data for Excluded Questions: By default, any excluded questions will be omitted from the assessment data that is displayed on this report. Selecting this option will include the recorded data in the standards data at the bottom of the report.
    • Show Rubric Text Instead of Standards: If the goal is to display performance on specific rubric categories, enabling this option will display the rubric text and the relative data related to the student performance in each category. This option will only work if scoring rubrics have been entered within the Assessment Editor. For more information on how to create a rubric, please visit our help guide on FLeX Rubrics
    • Exclude standards data: Select this option to remove the bottom section of the report. This option is useful if the assessment data is the only information that is needed for the report.
    • Show Overall Average Row: Select this option to add a row at the bottom of the table to show the overall average of the student's assessment scores.
    • Exclude Assessments with No Data for a Student If the student does not have data for one of the selected assessments, selecting this option will keep that assessment from showing up on their report.

    Please note that certain fields of data can also be hidden from the report. You can select those fields on the right (Grade, Raw Score Data, Percent Score Data, Out of Values for Raw Score).

    Once the desired Report Options are selected, click the to generate an HTML version of the RTI Progress Monitoring Report.

    RTI Report

    NOTE: This entire report or a specific student can be generated as a PDF by selecting the or the , respectively.


    Report Details

    The top section of the report contains the assessment data for each student regarding the selected assessments. The standard information in this section is the assessment date, the student Score, the student Percent Score, and the corresponding district average's. The Grade will display if and only if a grade conversion table has been linked to the included assessments. Furthermore, the RTI Target Score and Percent will display for each assessment if there has been one indicated on the linked grade conversion table. For more information on how to add grades and target values, please view our help guide on Grade Conversion Tables.

    Top section of RTI Report

    The next section of the report is a graphical representation of the assessment data above. It provides an easier way to view trends and relative student performance. The height of bar in the graph is equivalent to the students earned percent score. The line allows for direct comparison of the individual student in relationship to all other students that have taken the assessment within the district. The RTI Target, if included in the assessment, allows teachers to see if each student is exceeding or failing to meet the expected target. The report average is also included on this bar graph, which is the average of the students that have been selected upon report generation. This report average is extremely valuable because it provides the opportunity to compare an individual student against students that are most comparable. Of course, it would not be beneficial to compare a remedial level student against a group of honors level students.

    Bar graph

    If last section of the report, if included, will display the student performance data regarding the learning standards that have been linked to the questions within the selected assessments. This information can be extremely valuable as it allows teachers to pin-point what skills or proficiencies each student is struggling with. If there is an obvious difference, this is a prime indicator of of what skill needs to be improved from an instructional or interventional point view of view. If there is an intervention opportunity, a student goal can be created for this student to monitor their progress.

    Student Data

    The displayed data for each data could come from many assessments. If it is necessary to track down which assessments have contributed to specific standard data, click on the percentage or bar and a pop-up window will be generated that displays the assessments and their respective score for the selected standard. You can also select the down arrow in the upper right corner of each cell to expand the assessment data within the standards statistics.

    Pop-up:

    Standards Data

    Expanded standard statistics:
    Standards Data

    06.A.7. How to Run the Multi-Assessment Report

    The Multi-Assessment Report is designed to view student data for one or many assessments on a single report. The report provides data on many different levels as the assessment data can be displayed at the highest level (per district) all the way down to the lowest level (per student). The option to display assessment data in many different formats and the ability to export this report to Microsoft Excel gives ultimate utility to teachers and administrators to view and analyze assessment data according to their preferences.

    Comparable to most reports in eDoctrina, the Multi-Assessment Report can be accessed from the Teacher Dashboard. Simply select the students to include in the report by manipulating the "Select students" filters, then select the one or many assessments to display side-by-side.

    Multi Assessment Report

    After the "Multi Assessment" report button has been selected, a pop-up message will appear allowing the user to select the desired Report Options.

    Report Options

    Hierarchy Levels: The Multi-Assessment Report is designed to display grouped data that can be broken down all the way down to the individual student. The report will always generate displaying the overall district data for the selected student(s) and assessment(s). These options allow the users to view more specific groupings of data by selecting school, course, and/or class as an additional hierarchy level. Coloring Mode: The data contained in the chart will display in colors according to the grade conversion tables that have been attached to each assessment. Selecting Font will highlight the text in the these colors, while selecting Cell background will highlight to entire cell. Additional Hierarchy Levels: There are many student fields that are linked to students in eDoctrina. If this information exists, selecting any one or combination of these options will enable the ability to compare data according as it will be added to the report hierarchy.

    Once the Report Settings have been selected, click the Run Report button to generate the Multi-Assessment Report.

    The initial view of the report will be minimal as it will only display the assessment data about the school, which is the highest hierarchy level.


    1. Data Format: There are many ways that assessment data can be displayed. Changing the data format will make the report display values that are related to assessment scores, the number of student who have taken the assessment, basic statistical information, or Grades(if a grade conversion table has been linked to the selected assessments).
    2. Avg Format: This option controls how the numerical data will display in the "Average" column.
    3. Excluded Questions: By default, excluded questions will be omitted from the data on this report. If the included assessments contain questions that have been excluded from the assessment scores, selecting "YES" will modify the assessment scores to include the questions that have been excluded.
    4. Show no data: Selecting "YES" here will include students within the selected classes that have no assessment data linked to the selected assessments. Selecting "NO" will exclude all students with no data from the report.
    5. Expand/collapse level: Depending on the hierarchy levels selected in the report settings, expanding and collapsing these levels will modify how the data displays within the report. The highest level displays relevant assessment data for the district. The following hierarchy levels will display assessment data broken down by schools in the district, then the courses within those schools, then any selected additional hierarchy levels, then on an individual student level.
    6. Export to Excel: The option to export this report to Microsoft Excel is available so further data analysis can be performed.

    THe image below shows the Multi-Assessment Report that has been expanded to show all hierarchy levels all the way down to the individual student. This report will display assessment statistics by grouped by, district, school, course, class, and for each student on the selected assessments.

    Full Multi-Assessment Report

    This report has ultimate utility as it is possible to generate Individual Student, Class Summary, RTI Progress Monitoring, and Student Profile reports. For more information about these reports, please refer to our help guides regarding Basic Reporting.

    06.B.1. Item Response Report

    The Item Response Report is designed to display the responses to each question on the selected assessment for all of the selected students. The report will show all responses that exist in eDoctrina while providing a student score and summative information about each question.

    To generate this report, navigate to the Teacher Dashboard, select the group of students to pull the report for, select the assessment(s) that should be included, then click the Item Response button.

    Navigate to Item Response

    After the desired students are selected and the "Item Response" button is selected, a pop-up window will be generated allowing the user to select the Item Response Report Options".

    Report Options

    There are two versions of the report: the Standard Report and the Comments Report.


    Standard Report

    The Standard Report is more widely used and has some extra options to customize the report according to different preferences:

    • Show Question ID: Selecting this option will add a row to the column labels of the report that will contain each of the questions' identification numbers.
    • Show Rubric Labels: Selecting this option will display the titles of all of the rubric categories instead of the question number. This feature will work if and only if rubric lavels have been entered for the selected assessment.
    • Show Rubric Values: Selecting this option will display the description of the earned rubric score instead of the point value.
    • Color cells instead of text: By default, correct responses will display in green font and incorrect will display in red font. Selecting this checkbox will highlight the entire cell with the matching color, leaving the font color as white.

    It is also possible to select between two different Cell formats: Standard or X/Y.

    • Standard: This option will display the recorded response. For example, if the question is multiple choice, the cell will display the student's recorded answer for each question.
    • X/Y: This option will display the earned points for each question in relation to the provided student response.

    If the default settings are used to generate the Item Response Report, it will look similar to the following image.

    Item Response ReportNOTE: This report is extremely helpful if the goal is to move specific student responses to another third-party platform.
    Users can also drill down on specific student responses such as Teacher Scored, Fill in the Blank, and Technology Enhanced questions by selecting the student answer in the report: 2020-03-17_15-42-52.jpg Here are a few examples of what you can see when clicking on the student responses:

    Comments Report

    The Comments Report should be used if and only if the time has been taken to enter comments electronically through eDoctrina. If these comments have been entered, the Comments version of the Item Response Report will display all of the Teacher Comments that have been made for each student on each question for the selected assessment(s).


    Notice how the full comment does not display initially, but can easily be viewed by selecting the hyperlink next to the comment.

    Both of the Standard Report and Comment Report can both be exported to Microsoft Excel by selecting the button in the top-right of the report.

    06.B.2. How to Use the Regional Assessment Report

    This report gives educators the ability to see the results on common assessments within the district and schools. Report represents average score for the chosen assessment within district and school.

    2014-12-04_1744.png

    After selecting this report from the navigation bar of eDoctrina (shown above), user will see Regional Assessment Results screen. User should set filter settings for the report and click on “Generate Report” button.

    2014-12-04_1806.png

    The Regional Assessment Report is showing up how students (from the chosen school and district) performed on every question of the assessment.
    User can see more detailed data on every question in item analysis report. To see this report user can simply click on the score in Regional Assessment Report: 2014-12-12_1248.png

    When user scrolls to the bottom of the report, he will see how students performed on every standard (linked to the chosen assessment): 2014-12-12_1311.png

    *Note: This report can be exported to Excel as well as many other reports in eDoctrina.

    06.B.3. How to Use the Custom Export Report


    The Custom Export Report can be found under Advanced Reports on the Teacher Dashboard.

    After filtering for the Course(s), Class(es), and Assessment(s) select the "Custom Export" option:

    Custom Export Button


    The following popup will appear, which allows you to select which value will populate specific columns within the report. You may select up to eleven columns, where the fields are selected from the drop down. The available fields are as follows:

    • Student UID
    • Student Secondary UID
    • Student First Name
    • Student Last Name
    • Student Last, First Name
    • Student Grade
    • Student School Name
    • Test Name
    • Test ID
    • Student Score X / Y
    • Student Score X
    • Student Score %
    • Proficiency Table
    • Test Administration Type
    • Question Points Earned
    • Standard Points Earned
    • Test Date
    • Test Grade
    • Question Rubric Score
    • User defined value:

    Users also have the option to "Show Excluded Questions":

    Custom Export Pop-Up with show excluded questions selected


    Once the data is selected in the desired columns and applicable excluded question checkboxes selected, click the "Show Report" button to view an HTML report that can be easily exported to Excel:

    Export to Excel

    06.B.4. Assessment Statistics Report

    The Assessment Statistics Report can be used to examine the validity and reliability of an assessment.

    07.A. RTI Tracker (Student Goals)


    The eDoctrina RTI Tracker is a tool for teachers and support staff to use when creating and tracking student goals. This tool allows students to have multiple goals, as well as multiple goal types.

    To navigate to the Student Goals Homepage, users can find the Student Goals option in the Planning pull-down within the navigation bar at the top of the screen.

    Navigate to Student Goals Homepage

    The Student Goals page will open and be shown as it is below. Please see the menu to learn more about each key feature on the Student Goals page.

    Navigate to Student Goals Homepage

    1. Filters: The student and goal filters can be used to find particular students to view/create goals for, or to narrow down the search by existing goal data (such as goal status, goal type, etc.). Users will have access to view students that they have access to in the district's SIS, while admins will have access to the entire school or district.

    2. Student Checkbox: Users can select specific students (and in turn, all of their existing goals) using this checkbox to utilize icons 14-19.

    3. : The copy icon allows you to copy all goals for a particular student. Users can select what data from the goals they'd like copied, as well as a target year.

    4. : The Student Profile Page icon allows users to easily navigate to the Student Profile page without having to utilize additional filters. Clicking this icon will open a new tab where users can see all of the students assessment data, BeHave codes, goals, and forms for a given school year.

    5. Student Information This section will show users the students they have access to view/create/edit goals for. The student's name, UID, and school are listed in this column.

    6. : The plus icon allows users to create new goals for their students. Selecting this button will bring the user to the student goal editor where they can being a new goal.

    7. Individual Goal Checkbox: This checkbox allows users to select specific goals as opposed to all goals for a particular student, as exemplified in the Student Checkbox (#2).

    8. : If the user sees an edit pencil icon next to a goal, this means they have editing rights to this goal (whether as the creator or because they were given access as a service provider or linked teacher). Editing permissions are different for every district. If you are not seeing an edit pencil for a student but should be, please contact our help desk at help@edoctrina.org for assistance.

    9. : This copy icon is for a specific goal as opposed to the one exemplified by icon #3, which is for all goals linked to a particular student. Users can use this copy icon to copy just one goal as opposed to all goals for a particular student.

    10. : The print icon allows users to print a student goal report or any forms that have been created and linked to the student goal platform. When printing a goal report, users can select what data from the goal they'd like included or excluded from the report.

    11. Goal Information: This section will show users any existing goals for a student, as well as some general information from the goal(s), such as the description, creator, linked subject, goal type, and school year.

    12. Dates:This second will show users the start and target dates for the goal, as well as the end date (if one exists).

    13. : The trashcan icon allows users to deactivate any goals they have rights to. Goals can be deactivated individually using the icon next to the particular goal, or in mass using the goal checkboxes and trashcan at the top of the column.

    14. : When a user selects multiple student checkboxes, they will have the option to use this icon to create a similar goal and link it to multiple students at once. Once this icon is selected, the user will be able to fill in all general information in the goal editor and link it to the selected student. This icon is best used when users are seeing students with a similar goal in a small group setting.

    15. : When students have a similar goal created for them, this icon can be used to enter progress monitoring data for multiple students at a time. This icon can be paired with the individual goal checkbox so that the correct goals are selected to enter data for.

    16. : While users can print student goal reports and forms for individual goals, they can also select multiple goals to print at a time. Once goals have been selected using the individual goal checkbox, they can mass print them using this icon.

    17. : Goals can be selected to be exported into an Excel spreadsheet. When exporting data, the student and goal information are automatically included but users can choose to include progress monitoring data and/or any discussion board comments.

    18. : While goals can be copied one at a time or by student, they can also be mass copied using the student and individual goal checkboxes. Multiple goals can be copied at a time allowing the user to select what data is copied and what school year to copy them into.

    19. : Users who have utilized the "Create Goals for Multiple Students" icon find a lot of use with this icon, as it allows them to then mass edit those goals easily and quickly if a mistake was made or if data needs to be changed/updated.

    07.D. How To Create a Flex Schedule Course & Class (and Flex User if needed)

    The Flex Scheduling tool allows users to manually create unique classes that do not have to be set up in the district's student information system. This tool can be helpful when creating specific classes for RTI or Intervention purposes. Students can easily be enrolled and un-enrolled into the flexible classes as groupings may change throughout the year. This can all be managed at the teacher level. Please note that only eDoctrina users with District Administrator rights can create Flex Courses and Flex Users.

    Creating the FLeX Course

    To navigate to the Flex Schedule Tool to create a new course, click on SETTINGS > STUDENT INFORMATION DATA > COURSES.

    Courses.jpg

    Once you are on the 'Courses' screen, click on the '+ Insert' button. It is recommended to create a new course for each of your buildings using the screenshot below to identify the mandatory fields. The UID can be something unique like “Flex Course 01”

    Courses2.jpg

    Creating the FLeX Class(es)

    Just like creating a FLeX Course, to create a new class, click on SETTINGS > STUDENT INFORMATION DATA > CLASSES. Click on the '+ Insert' button directly below the 'Classes' heading.

    A new window will open with several drop down filters that looks like this:

    Once you are on the 'Classes' screen, click on the '+ Insert' button directly below the 'Classes' heading.

    A new window will open with several drop down filters that looks like this:

    In the "Create Class" pop-up, simply click on each of the mandatory filters to select the desired information you want your new class to be linked to.

    All fields marked with a red asterisk are mandatory, and must be filled out before eDoctrina will allow you to save and close the window.

    To make this class "flexible," switch the option to 'Yes' so it is highlighted in gold/yellow.

    The UID for the class can be your choice. However, please make sure it does not match any UID's in your Student Information System. If you are creating multiple classes linked to one course, you can continue this naming convention: NameofClass002, NameofClass003, etc.

    Also from this screen, you have the option of linking co-teachers to this class. There is no limit to how many co-teachers you link to each flex class - just click the checkbox next to the name of the co-teacher you are linking.

    Please note: Any staff linked to this Class as a co-teacher will have the ability to edit content linked to this class and access all data reports for this class.

    When the class is setup and linked accordingly, click the 'Save' button and you will be taken back to the 'Classes' screen.

    Your newly created class will show in the list of classes below the records bar.

    Assigning Students to the Class

    To assign students to this class, click on the 'person' icon, located to the right of the edit pencil.

    This will take you to the 'Student Schedules' page. This is where you can assign/remove students from a class and assign dates outlining when each student will be enrolled in the class.

    To assign date ranges for students to be enrolled in a flex class, you will click on the '+ Assign Dates' button to the left of the students name:

    A small pop-up window will open, and allow you to select the dates for each student:

    You also have the option of using the multiple selection check box which will allow you to select groups (or all) students in the list to assign dates to:

    Please keep in mind, when creating a unique Flex class, you may need to create a unique Course first. This will depend on the Course you want your class linked to. Please contact help@edoctrina.org for assistance before manually adding courses to your district.

    Creating the FLeX User

    To navigate to create a new Flex user account, click on SETTINGS > USERS > USERS. Users should only be created as flex users if the staff members are not being imported automatically from your student information system. Click the "Insert" button to create a new user.

    (1) Complete the basic mandatory information for the new user including First Name, Last Name and Email. (2) Choose Type: Teacher and the school the Flex User works in. The UID should be something consistent and unique for each Flex User (example: UID: flxusr01, flxusr02, etc.) (3) Confirm the Account State is Active (4) Choose a login and password for the user (5) Click the "Flex User" checkbox located further down the page under Advanced Setting options. This will ensure the user account will not be deactivated by the district's nightly imports.

    07.E. FLeX Scheduler

    The FLeX Scheduler is used to create flexible classes for situations like AIS, after-school intevention programs... It is important to know that only an administrator can create a FLeX class. This needs to be done prior to the teacher enrolling students as described below.

    Assigning Students to Classes

    To assign students, go to the classes editing screen, either by selecting Settings > Student Information Data > Classes from the menu bar OR by clicking on the Classes button on the home page.

    Find the class you would like to assign students to and click on the students button.

    Use filters to find the student(s) you want to enroll in the FLeX Class. Click the checkbox for the students you would like to add and then click the "Add selected students to class" button.

    (Students in list highlighted in gold are enrolled in the class, students in list who are highlighted in white are not in the class, but available to be added.) sc1.png

    Students can be assigned certain date ranges they are enrolled in this FLeX class. There are 2 ways to assign dates for the students to be in the class:

    (1) To assign specific date ranges for individual students, click on the "Assign Dates" button located to the left of the students name. Once clicked you will be prompted to fill out the date ranges. Select the date range, enter comments / assignments and save. sc 2.png

    (2) To assign the same date ranges for the entire class or a portion of the class, use the checkboxes to choose the group of student you'd like to assign the same date ranges then click the "+Assign dates" button in the upper left corner of the page. sc3.png

    Lastly, change the "Show" filter back to "Enrolled Students Only" to view the class roster and assigned date ranges.

    Document Assignments and Student Comments

    It is easy to document assignments and comments about students so you can easily run a report on their current standings. To enter notes about assignments, practiced skills, etc... click on the edit pencil next to the students name to add comments for a particular day. sc6.png

    To print a FLeX class report that includes the assignments/comments navigate to the Teacher Dashboard.

    Use the "Select Students" filters to choose the FLeX class. You do not need to choose an assessment.



    The FLeX Schedule Report (Activity Report) can be run for one day or a series of days.

    13.E. How to Set Up an Observation Rubric


    Setting up an Observation Rubric

    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.

    navigate to observation rubrics

    This page will list all of the observation rubrics that are linked/assigned to the district in accordance with the selected filters.

    observation-rubrics.html

    1. The Create button will exist for any user that has permissions to create new observation rubrics. But please make note that some rubrics entail a very complicated score calculation methodology and it is a good practice to contact the eDoctrina team for gidance in configuration of such rubrics.
    2. The will be filters to show which rubrics are linked to specific schools and school years. Just rememeber that a single observation rubric can be linked to one or many schools and/or years.
    3. The edit edit button will be available for any observation rubric that the signed-in user has access to. For some rubrics, this will not be available because an eDoctrina team member may have configured the rubric and this rubric should not be able to be edited by some other user. If you would like to make changes to one of these rubrics, then please contact the eDoctrina team.
    4. The copy copy button will be available for any observation rubric that the signed in user has access to. Please be careful when using this tool as copying a rubric will also copy all rubric assignments and may lead to duplicate rubrics displaying. If you are looking to move a rubric into the next school year, you are probably looking to add another rubric assignment, not another rubric.
    5. The Hide from teachers checkbox is available to ensure that teachers cannot view observations within eDoctrina. This control is currently only applicable to the electronic access, so you should keep in mind that email notifications still may apply.

    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.


    Creating a New Observation Rubric

    To create a new rubric, begin by selecting the Create 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".

    Create observation rubric popup


    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 Create button to generate another pop-up where many of the details of the observation rubric assignment will be determined.

    general

      General

    1. Name: The name of the rubric assignment will be how the rubric will display on the Assignments layout view of the OBSeRVE Dashboard. Most rubrics will only need one assignment, but there are some scenarios where more than one assignment needs to be created for a specific rubric. Some examples of this would be if there are different minimum observation requirements for the rubric (ex: Non-tenured received 2 announced observation and Tenured recieves only 1). There may also be unique print settings for each school or different electronic signature statements. If there are any differences in the settings within this pop-up, a unique assignment must be made and the name is the best way to differentiate these differences.
    2. Year: The year selection determines which year the rubric will be available in on the OBSeRVE Dashboard.
    3. District (if applicable): This selection will only be available to users who have accounts in multiple districts. This occassion is rare and this selection is mostly not applicable to district users.
    4. School: If an observation rubric is to only be available in one school within the district, the school indication should be made here. If the rubric is to be available across the entire district, please keep the School pull-down as "--All schools within district--"
    5. Locked: Selecting this assignment setting prevents any new observations from being created within the assignment and also prevents any future updates to be made on observations that have already been conducted. This setting is best described as an "ice down" for the specific rubric assignment.
    6. Show Points: Many observation rubrics/forms are linked to related point values as the observer selects the associated ratings. If the associated point values are to be displayed on the observation form and the printouts, this setting should be selected. If the points are to be hidden, keep this setting unselected.
    7. Sign with button only: This setting applies to observation rubrics where electronic signatures are enabled. By enabling this setting, an electronic signature can be applied without having to enter the signed in users Username or Password. It is suggested that this only be used for non-performance related observation rubrics as electronic signatures are important for data validity.
    8. Collapse by Default: Each observation form is designed with a specific parent-child relationship among the staff expectations that have been entered. Enabling this setting in the rubric assignment will load the observation form initially by displaying only the first subcategory (child) underneath the main parent. This is a great setting for observation forms that have a few main categories and each of these categories will be rated in separate instances. The recommendation is to keep this setting unselected until the staff expectations are built so the collapse feature can be better understood.
    9. Show not previously rated message: Depending on the configuration of the staff expectations, there may be a default rating selected that makes it difficult for an observer to recognize which expectations have been previously rated. Enabling this setting will display a message underneath the rating of the staff expectation indicating the the rating has not been previously rated.
    10. View assignments by observer: This setting is to be used for calibration training as observations performed by other observers will not count towards the minimum requirements that the signed in observer will see. In other words, if there are two minimum required observations, each observer will be able to complete the two observations without the observations of other observers counting towards this minimum requirement. In application, one would set a minimum of one observation for this rubric assignment, enable this feature, add a calibration video, then ask the observers to fill out the observation form in accordance. This will allow for comparable data and great conversations about calibration.
    11. Rubric Code: The rubric code is applicable to the "Auto Assign Rubric" function within eDoctrina. Assigning a rubric to each staff member is an essential step to being successful using the OBSeRVE module. If it is desired to manage rubric assignments through automated imports, each staff member should have an associated rubric code imported in column 13 of the staff import file. Maintaining rubric assignments in this manner will automatically update rubric assignments as long as the assigned rubric code for the staff member matches the rubric code in the rubric. There are many configuration steps required to get this set up properly, so it is recommended to reach out to an eDoctrina team member if this sounds like a good fit for your district.
    12. Ignore unobserved expectations: Selecting this setting will not consider any unrated staff expectations in the total calculation for the rubric or category. This is a common configuration setting as many rubrics do not require that every staff expectation is rated to complete the observation event. If this setting is not enabled, unrated expectations will be counted as 0 and be averaged in accordingly.
    13. Hide Notes and Attachments Column Enabling this option will remove the Notes & Attachments column within the observation form. The Notes & Attachments column is used when there are mini-discussion boards and dropboxes for a specific staff expectation. Not all rubrics use this option and it is a good practice to hide this column to optimize space on the observation form. This is unrelated to the main discussion board and attachments as these are configured for the main parent staff expectation.

      OBSeRVE report

    1. Within group summary type: This is the first setting related to how the main parent staff expectations and their associated ratings should be calculated. By selecting average within the group, the highest level children (underneath the main parent)and their selected/calculated ratings will be averaged to arrive at a single value for each main parent, respectively. Selecting sum will add all of the highest level children together to arrive at a single total value.
    2. Across group summary type: This is the second setting related to how the main parent staff expectations and their associated ratings should be calculated. This setting is only applicable if there exists two main parents with calculated values associated with them. As each main parent is expected to result in a single value, selecting average will take the average between all of the main parent values within the observation rubric, while selecting sum will simply add the calculated values for all of the main parents.
    3. Calculation type:
      • Based on average scores: Selecting this calculation type will consider all observations within each category (if applicable) and average the scores for each expectation to produce a total score.
      • Based on most recent scores: this calculation type is applicable if and only if there has been a minimum number on observations set for a rubric or category within a specific rubric. For example, if there is a minimum of 2 observations required and, for some reason, 3 observations occur the most recent 2 observations will be considered into the calculated score for the respective rubric or category. This most common use case for this is if a teacher requests an extra observation beyond the minimum requirements and only the most recent are to be considered. This is a very specific setting, therefore the recommended setting is to use "Based on average scores" for the calculation type.
      • Based on average scores & Based on most recent scores: This setting exists in cases where there may be a combined way of determining the total score for a rubric or category. Choosing this option will display both the average and most recent calculated values on the observation reports.
      • Custom Calculations: If a specific calculation type cannot be achieved using the existing functionality of eDoctrina, we will build specific calculation methods to accommodate for this. It is recommended to speak with an eDoctrina team member to conduct a feasibility analysis. This option should not be explored unless all existing options do not work for the nature of the rubric calculation methodology.

      OBSeRVE report: Default print options

      general
      For more information on OBSeRVE reports, please visit our help guide on the OBSeRVE Report Dashboard.


    1. Always use default print options: Default print settings can be selected in this section and every print out that is generated will follow these defaults. If it is preferred to keep all printouts consistent, it is recommended to always use default prints settings to keep all observation reports uniform. If this checkbox is not selected, the user who is generating the report will be able to modify the generated printout according to the available selections. It should also be noted that if checked, the the other options will be preselected by default so do not ignore the other default print options.
    2. Include header with report scope: The report scope is a top-level section of the observation report that summarizes the selected filters upon generation of the report. The report scope will assist users in generating a report in eDoctrina that is similar to another. Most districts prefer to omit the report scope as it does not contain any information sensitive data.
    3. Include all observation ratings: The observation ratings are the values that are selected for each staff expectation. This option provides the opportunity to hide or display these ratings.
    4. Include script: The scripting area is used for many different purposes. The option to include the information that has been entered into the main script is available here.
    5. Include suppporting information: If there has been supporting information that has been entered for a specific staff expectations, the option to display them on the print out exists here.
    6. Include score summary table: Depending on the configuration of the district's rubric, it may be beneficial to include the Score Summary table in the report, which will display the weighted score for the observee's observation events and the number of observations that contribute to this score. Also, if the Final Rating has been selected, this will also display in this table.
    7. Include discussion board: The discussion board can be used for many different purposes. If desired, the discussion board comments can be included on the print-out. The name of the user, the date the comment was posted, and the comment will display.
    8. Include notes: If an observation rubric is designed to allow notes to be posted for each staff expectation, the option to include them is available.
    9. Include attachments/links: If there has been any hyperlinks or attachments linked to the observation or a specific staff expectation, enabling this setting will include them on the printout.
    10. Include Calculations: Including calculations will display basic calculations and how an observee performs for each staff expectation for each category(if applicable).
    11. Include weighted points: This option does not display unless the calculations page has been also enabled. If an observation rubric is set up to apply special weighting to observation scores, displaying the weighted points will show the product respective observation score and its weight (ex: 4.0 X 90% = 3.6).
    12. Include unweighted points: This option does not display unless the calculations page has been also enabled. The unweighted points option will display the observation score for each category(if applicable). The calculation method varies, but the calculated score for each category is displayed.
    13. Include totals: The totals will display the current calculated score for each observee according to the rubrics calculation method.
    14. Observer/Date/Time location: The most concise way of displaying the observer and the date/time of any observation is to include it in the header of the observation. This is the best option to choose when a single observer is conducting an observation. In other cases where there are more than one person contributing to an observation or evaluation, it can be beneficial to change this setting to "In row" as each selected rating will then show the person who selected it and when they selected it.
    15. Orientation: Setting the default orientation helps to pick the optimal format when printing observations. Some forms benefit from printing in the wider landscape orientation, but the default for many rubrics is portrait because it provides more vertical space per page.

    Assignment Requirements

    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.

    Assignment requirements
    NOTE: In this setup, there is a minimum of 2 announced observations (no maximum) and a minimum of 1 unannounced observation (no maximum).

    TE Export Configuration

    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.

    Assignment requirements

    Electronic Signature Statement

    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.

    Electronic Signature Statement

    Report Header & Footer

    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.

    Report Header and Footer

    Configuring the Staff Expectations for an Observation Rubric

    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.

    navigate to observation rubrics

    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 plus sign and minus sign, respectively.

    staff expectations

    NOTE: If the edit pencil does not exist for a staff expectation, this means that it was created by the eDoctrina team.
    If changes need to be made for a staff expectation without an edit pencil, please reach out to eDoctrina at
    help@edoctrina.org.

    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:


    1. Enabling the Discussion Board for an Observation Form

    The primary discussion board for observations is configured at the main parent of the rubric configuration. Set the option to Enabled (Yearly) if all discussion comments should be available for all observations for each teacher throughout the year OR set the option to Enabled (Observation) if each discussion board should be unique to each observation. There are some configuration options also available for email notifications on discussion boards.

    2. Enabling Attachments for an Observation Form

    The primary attachments.dropbox for observations is configured at the main parent of the rubric configuration. Set the option to Enabled (Yearly) if all attachments should be available for all observations for each teacher throughout the year OR set the option to Enabled (Observation) if each attachment should be unique to each observation. If this option is changed and there are already attachments made, the changes will not be applied retroactively.

    3. Enabling Electronic Signatures for an Observation Form

    Turning on the ability to electronically sign observations is as easy as checking the Electronic Signatures report checkbox for any of the main parent staff expectations. If enabled, end-users will find a signature option located in or around the observation they are looking to sign. Notice how you can only toggle this option on or off for a main parent staff expectation. If there are occasions where there exists some observation type within the main parent that does not require electronic signaturea(but others do require it), then do not worry because there is an option to disable electronic signatures at the observation type level if the main parent happens to be enabled for electronic signature. This will be explained later in this document. We should also note that there are some configuration options for electronic signatures that also exist within district settings.

    Explaining the different Rating Types and their Utility

    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.

    Observation Type

    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.

    Scripting Area

    Show Average

    Show Category Average

    Show Category Sum

    Final

    --none--

    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:



    Entering Ratings

    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.

    Selecting Observation Type

    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.

    Observation Type: Final

    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 help@edoctrina.org.

    Creating a Teacher Observation/Evaluation


    Click here to view the Help Video


    Introduction:

    eDoctrina's OBSeRVE module allows specific users within the district (usually School and District Admins) to observe, rate, and communicate with staff members at their associated school or district. There are various configurations and processes that districts may use for their yearly staff observations, but the OBSeRVE Dashboard is designed to make these processes easier by providing the tools to ensure that minimum observations are completed for each staff member that they are prescribed to.

    Starting an Observation with Assignments

    If the appropriate rubric assignments have been made at the beginning of the year, it is a best practice to begin all observations from the Assignments layout of OBSeRVE Dashboard. Navigate to OBSeRVE Dashboard by finding the the link under the "Quick Links" menu in the navigation bar.

    After successfully arriving at the OBSeRVE Dashboard, it is important to ensure that the Assignments layout view is selected because this is where observations will be managed if assignments have been made. While all filters have a utility that cannot be understated, it is ultimately very important to select the appropriate rubric in the filters because assignments will ONLY display for each selected rubric.

    If the assignments have been made and the filters have been selected properly, the required observations for each respective observee should display in the list in a manner that looks very similar to the image below. Each logged in user will only be able to find teachers of staff members that they have access to which is determined by role or specific assignment. If it is necessary to observe or evaluate a staff member that is not accessible, please reach out to a district admin or the eDoctrina team for assistance.

    To begin a required observation, simply click on the appropriate Required to enter into the OBSeRVE Editor.

    Starting an Observation without Assignments

    If eDoctrina's assignment feature is NOT being used, a new observation can always be started by selecting the plus button located to the left of the observee's name. If this approach is taken, it is up to the observer to select the appropriate rubric or observation type from the pop-up menu that results.


    Maximum Constraints

    A rubric and/or observation type can be configured to have a maximum limitation. This is usually done for better management of the database as well as to ensure overall calculations are correct.

    If the creation of a new observation will result in a violation of this maximum constraint, then the logged in user will be presented with the following message listing the other observations/evaluations that already exist in the selected rubric or observation type. Sometimes this alert will simply remind the observer that they have already started this observation in which they can simply click the observation ID# to navigate to that observation instead.

    Staff Folders for Observations

    If assignments are not being used, observers can begin an observation by selecting the eyeball in other screens as well. The most popular screen to begin an observation outside of the OBSeRVE Dashboard is the User Acconts screen. Find the observee in the list here by utilizing the filters, then click the eyeball next to the observee to begin an observation.


    After clicking the eyeball, eDoctrina will navigate the observer to the "Observation Form" page for the respective observee. This page allows for observers to add a new, edit existing, and/or view observations for this teacher. In any scenario, it is required to select the appropriate filters before any task is performed here. It is also a best practice to view the existing observations for each observee before adding a new observation to ensure that there is not an existing observation for this observee completed, scheduled, or drafted.


    For information about how to use the observation form, please see our help guide regarding the Observation Form here.

    OBSeRVE Reports

    eDoctrina offers various reports to summarize information that has been entered regarding staff observations. Running OBSeRVE reports is simple and can provide valuable insight on staff expectations and how teachers are being observed.

    Click here to view the Help Video


    For any administrative duties regarding staff observations, navigate to the OBSeRVE Dashboard(shown below) by clicking the OBSeRVE Reports under the Reports pull-down in the navigation bar ~or~ find the OBSeRVE Dashboard under Quick Links.

    To be able to pull reports, the OBSeRVE Dashboard relies on filter selections for both staff and for observation rubric. This allows the person generating the report to choose which staff members should be included in the resulting report and target a specific rubric, rubric category, and/or observation type. Many reports can be generated from any of the layout views (Assignments, Observations, etc...), but some reports may only exist for one view or another.

    1. Use the Select staff set of filters to identify what staff members are to be included the the generated report.

      NOTE: The filters displayed vary by profile. If a user is tied to many schools, they will have an extra option to select a school. The default listing is to display ONLY teachers who have accounts at the users assigned school(s).

    2. Use the Select rubric set of filters to select the exact Rubric, Year and Dates to include in the generated report.

      NOTE: Upon selecting a rubric, ONLY assignments for the specified rubric will display.

    3. The Layout allows the user to change the view between Assignments (Shown), Observations (List of all observations), Calendar (Shows scheduled observations), and Final Rating. Printable reports can be generated from all layout views besides the calendar view.

    4. Once the desired subset of teachers/observees is selected, click the button for the desired report to generate a PDF that can be later saved or printed. If no staff members have been selected with the checkbox, the application will assume that you are generating the report for all lines that are displayed in the list.

    5. "Common Action Buttons" will appear in every layout view besides the calendar view. The options available vary per user, but the option to print, schedule, and add new observation exist for most administrators.

    6. If assignments have been made, the assignments layout view presents the opportunity to see the status of all relevant observations.

    • Required: The observation needs to be performed for this teacher using this rubric.
    • Scheduled: The observation has been scheduled by an observer.
    • Complete: The observation has been marked as complete by the observer.
    • Draft: The observation has been started by an observer, but is not completed.
    • Inactive: The observation has been marked as inactive or has been deleted. Inactive observations cannot be viewed from the assignments layout view.

    Individual Teacher Report

    The Individual Teacher report is a report that displays all relevant information regarding observations in correlation with how the staff expectations have been set up according to district preferences. Printing options are also determined by district personnel and a default format is often selected. If a default print setting is not selected, the option to choose what will be included in the print out will be available.


    Different combinations of these Report Printing Options will generate different report contents and/or formats. Below is a short explanation of each option to help determine what settings are appropriate for use.

    • Include header with report scope: The report scope can be valuable in displaying what conditions/filters have been selected to generate the report. Being that different filters can produce significantly different reports, the report scope can contain important information on how the report was generated. It is important to know that whatever filters are selected will be what is displayed in this header type.

    • Include all observation ratings: The observation ratings are the values that are selected for each staff expectation. This option provides the opportunity to hide or display these ratings.

    • Include script: The scripting area is used for many different purposes. The option to include the information that has been entered into the main script is available here. The script should not print if the observation form scripting area has not been made visible to the teacher.

    • Include supporting information: If there has been supporting information that has been entered for a specific staff expectations, the option to display them on the print out exists here.


    • Include score summary report: Depending on the configuration of the district's rubric, it may be beneficial to include the Score Summary table in the report, which will display the weighted score for the observee's observation events and the number of observations that contribute to this score. Also, if the Final Rating has been selected, this will also display in this table.
      Score Summary table

    • Include discussion board: The discussion board can be used for many different purposes. If desired, the discussion board comments can be included on the print-out. The name of the user, the date the comment was posted, and the comment will display.
      Discussion Board

    • Include calculation: Including calculations will display basic calculations and how an observee performs for each staff expectation for each category(if applicable). This page will vary dramatically depending on how eDoctrina is desgined to calculate final scores.

    • Include weighted points: If an observation rubric is set up to apply special weighting to observation scores, displaying the weighted points will show the product respective observation score and its weight (ex: 4.0 X 90% = 3.6).

    • Include unweighted points: The unweighted points option will display the observation score for each category(if applicable). The calculation method varies, but the calculated score for each category is displayed.

    • Include totals: The totals will display the current calculated score for each observee according to the rubrics calculation method.
      Observation Totals

    • Include notes: If an observation rubric is designed to allow notes to be posted for each staff expectation, the option to include them is available.

    • Observer/Date location: This option exists to accomodate scenarios where multiple observers will be working on the same observation. In these scenarios, it is a good idea to display the Name and Date in the same row as the staff expectation that was observed. Otherwise, keep the Name and Date in the header to generate a PDF that is more concise.

    • Output format: The current options for output formats are HTML and PDF. If an excel spreadsheet needs to be generated, it is possible to do this by initially generating an HTML file.

    • Orientation: Choose to generate a printout that is oriented in portrait (default) or landscape.

    Staff Summary Report:

    The Staff Summary Report is designed to be able to view more information in one place without having to jump from screen to screen. The filters are extremely important when generating this report because it determines what information is included in the report. Basically, this report will have a row for each teacher/observee included in the report and a column for every staff expectation that is included in the selected rubric. Upon clicking the Staff Summary Report button, a pop-up window will appear prompting to select the Report Printing options as shown below.

    Print Options

    If Show number of ratings is selected, then eDoctrina will generate a frequency report of how many time a certain staff expectation has been rated. If Show ratings is selected, then eDoctrina will generate a report that contains the actual ratings for each staff expectation. Choosing to Exclude ratings without points will only return staff expectations that have ratings (points) tied to the selection. Show staff UID will simply add the staff UID to the report.

    NOTE: It is highly recommended to export this report to Microsoft Excel after the initial report is generated as this format is more reader friendly.

    Score Summary Report:

    The Score Summary Report is a direct upload to Microsoft Excel that will list all selected (or filtered for) users. The columns in the report will display the user's Last Name, First Name, UID (teachID), the State ID (Staff Statewide Identification Number), the selected year, the selected rubric, the Final Overall Score(if applicable), and information regarding each rubric category (Raw Score, Weight, & Weighted Score)

    Staff Expectations Report:

    The Staff Expectations Report provides administrators with an overall view of how staff have performed according the ratings that have been entered. This is an extremely valuable report because it shows a percentage breakdown of how the observed population performed accordingly to the rubric they have been rated on. Below is an example of one element that has been rated 42 times.

    Expectations Report

    NOTE: If the displayed numbers on this report display as a hyperlink, this indicates that it is possible to obtain more information about where the ratings in this report are derived from. Click on the hyperlink and a pop-up window will appear showing the observees, the respective date of the observation, and the observer who provided the rating.
    Drill Down

    Observer Comparison Report:

    This report is very similar to the Staff Expectations report because it provides an overall view of how observers have rated observees. The only difference in this report is that it breaks down the assigned ratings for each staff expectation by the observer. This allows users to see a side-by-side comparison of how each observer is rating each staff expectation in comparison with their colleagues.

    13.G. OBSeRVE iPad APP

    This document assumes you have downloaded the eDoctrina OBSeRVE APP on your iPad. If you have not, please do so before proceeding.

    When you open the iPad APP you will see the following screen:

    image_1.png

    The first thing you must do before trying to log in is click on the Sync button in the upper right corner of the screen:

    The sync function could take several minutes so please be patient.

    After your initial sync, you can log in by selecting your District, School, Username and Password.

    Important Notes About Logging In

    • The USERNAME field IS CASE SENSITIVE when using the OBSeRVE app. Your username may have caps in it but you did not know because the eDoctrina username is not case sensitive when logging into eDoctrina's website. If you have trouble logging in, this could be one of the problems.
    • DO NOT SELECT A SCHOOL IF YOU ARE A DISTRICT ADMIN.

    Each time you log into OBSeRVE you must Sync again to update your database.

    Performing Observations

    Use the filters at the top of the page to help find the user who you want to observe and then click on that staff members name to start the observation.

    Begin your observation by ensuring you have the correct school year selected and then selecting the portion of the rubric you will rate.

    Click on the Add Rating button to start.

    Use the drop-downs to rate the categories of the rubric.

    The information button (i) will give you more detail on the ratings.

    When you are finished with your ratings, you must SYNC again to send the data back to eDoctrina. If you do not SYNC, the data will remain on your iPad until you are able to SYNC. This allows you to conduct observations in areas of your school that do not have a wireless connection.

    09.E. Setting up Teachers as Observers

    Step 1: Configure District Settings to use Access Rights. (Settings -> Student Information Data -> Districts

    Step 2: Configure each "Teacher Observer" with additional observation rights.

    Check the OBSERVER checkbox:

    Note that if ALL teachers will be given these rights, then apply the additional rights below to the Teacher User Type instead of to individual teachers.

    Scroll down to the permissions area. Search for Users and add the "Observe", "Access data about other people" and "Access" actions. Check the box for the same department code for the "Observe" and "Access" actions to limit the user to observe people within the same department.

    Search for Observe and give the "Access" action. Again, check the box to limit to the same department code if desired.

    In order to limit users access to a selected group of teachers, it is best to do this by department code. Based on the settings above, the user will only have access to teachers with the same department code. The department code can be added to the district data extracts that are sent to eDoctrina or manually entered in the user editor:

    At this point, the user has the ability to conduct any observation on any teacher who has the same department code as them. To further refine the assignment process, you may want to assign a specific observation rubric or more specifically a specific type of observation within an observation rubric. Currently in order to do this you must temporarily adjust a district setting to allow the assignment feature to work for teachers. Temporarily UNCHECK the option to "Use access rights...".

    After un-checking, SAVE AND CLOSE.

    Go to the users page (Settings -> Users -> Users)

    1. Find the teacher you would like to assign an observer to and click the Assign button.
    2. Find the "observer" in the list and click on their name.
    3. Find the rubric / rubric type you would like to assign and select it.
    4. Select the proceed button.

    ** NOTE: You can assign multiple observers to the same teacher and you can assign the same observer to use multiple rubrics / rubric types.**

    You can assign a single observer to multiple teachers at one time by selecting the check boxes next to multiple teachers in the left column and then clicking the Assign Observer button at the top of the page.

    IMPORTANT

    Once you are done assigning observers, you must go back and adjust the district settings to check the option to "Use Access Rights..."

    03.E.2. Creating A Custom Proficiency Table


    eDoctrina allows users the opportunity to create a customized Proficiency table. Through the use of this tool, users can create a customized report that color codes assessment results in order to provide a quick snap shot of student performance.

    This learning module is broken into two sections. Section A pertains to All users and Section B pertains to District Administrators.

    Section A: ALL Users

    From the eDoctrina Home screen: 1. Click on Settings pull-down. 2. Click Database Setup. 3. Click Assessments. 3. Click Proficiency Tables.


    To create a new Proficiency Table simply click the "Create" button.


    The "Create Proficiency conversion table" tab will appear. District Administrators can customize the result grades (which will be explained in Section B) but all users can customize the grade parameters and color code the document accordingly. To begin creation, simply provide a name for your Proficiency Table, then click on the "+ Insert" button to add a new Proficiency Conversion Table

    Note: if the "Create Proficiency" pop-up window does not automatically open, it is likely being blocked by a pop-up blocker. Make sure to check the URL bar on the top of the page to “Allow pop-ups” or check your browser preferences.

    Once the "+ Create" button is clicked a "Create Grade" pop up will appear in which you will be given a number of options that can help build the table.

    1. Min. Percent - Allows you to set the minimum score a user can receive to be in this range.
    2. Max. Percent - Allows you to set the maximum score a user can receive to be in this range.
    3. RTI Target - Allows you to set a specific RTI goal for an individual student that will show when running the RTI Progress Monitoring Report
    4. Grade - Allows you to set the Proficiency level from a variety of options preloaded into eDoctrina (ex. HEDI, 1-4, etc.). Grades can be customized and added by a District Admin user, if need be. Multiple Grades can be set up if you would like to designate more than 1 grade to a score range, by simply completing Grade 2-5, as above. (Ex. if you wanted to show a result as 4, Highly Effective).
    5. Color - Allows you to designate a color to the score range.
    6. Font Style - Allows the font to be italic or bold.
    7. Save / Cancel - Allows you to save or cancel the changes you have made. Note: when setting your Min. and Max. Percent, make sure the values overlap. For example: if the first column's Max. Percent is 60 then the Min. Percent in column 2 should also be 60.

    To add more columns, simply click the "Create" button again and repeat the process as above. Once you have all the data that you want click the "Save & Close" button.


    Your Proficiency Level Table will now be added to the list.



    Section B: District Administrators ONLY

    As a District Administrator, you have the ability to customize the result levels, which are the available Proficiency levels to select in the Proficiency tables. From the eDoctrina Home screen: 1. Click on Settings. 2. Click Database Setup. 3. Click Assessment. 4. Click Proficiency Levels.


    District Administrators can choose which result levels are used in the eDoctrina. It is possible to choose existing result levels or create new ones by clicking on the "+ Create" button.


    You will now get a pop-up window that allows you to create the result level. Type the name that you would like and then click on the "Save & Close" button. Please note if the "Create Proficiency Table" pop-up window does not automatically open, it is likely being blocked by a pop up blocker. Make sure to check the URL bar on the top of the page to “Allow pop-ups” or check your browser preferences.


    The result levels that you just inputted will now be available for anyone that wants to create a Proficiency Table.

    08.A. eDoctrina Positive Behavior Management System

    There are 6 menu options under Student Support to supopot the BeHAVE module


    NOTE: These menu options will be visible for District Administrators ONLY

    Behavior Codes: Go here to add behavior codes you would like available to your staff.

    NOTE: To create an outline format with categories you can use the NEW Parent field.

    First you must create behavior codes that will be used as category headers. This is simply done by creating a behavior code as shown above and selecting YES for the Category Header Field:

    To organize behavior codes into a category, you simply edit the behavior code and select the category header as the PARENT.

    If you wanted a category of “Good Stuff” and “Bad Stuff” to differentiate the good codes from the bad codes you would simply create two new behavior codes called “Good Stuff” and “Bad Stuff” and be sure to select YES for Category Heading.

    You would then select “Good Stuff” as the parent for all of the behavior codes that should fall within that category and select “Bad Stuff” as the parent for all behavior codes that should fall into that category.

    Note that the system sorts the codes alphabetically so if you want “Good Stuff” to be at the top of the list you might want to name them “1. Good Stuff” and “2.Bad Stuff”.



    Students List: Go here to search for students to assign behavior codes to them. You are able to see points they've earned in the upper left corner.

    2016-01-28_1534_001.png

    NOTE: We recommend you create a shortcut to this link on your home page. Contact eDoctrina for assistance with that.

    Store items: Go here to add items to the store to make them available for purchase using points from the behavior system.
    2016-01-28_1558.png

    Manage Purchases: Go here to redeem printed vouchers from students.
    2016-01-28_1559.png

    14.B. How to Create SLOs

    Select the SLOs button from the home page OR select Student Learning Objectives from the Accountability Menu. SLO Navigation.png

    Click on the + Insert button to create a new SLO.

    SLO Homepage Insert Button.png

    This will open the SLO Editor.

    SLO Creation Screen.png

    1. Click on a tab (General, Learning Content, Baseline data, etc.) to jump to that section of the SLO Editor.

    2. Take note that the SLO ID # will not be assigned until this SLO has been saved. Once assigned, it is a good idea to record this number for your records. Searching for an SLO using this ID # proves to be the fastest way to locate elements in eDoctrina.

    General Information Section

    SLO General Section.png

    Provide this SLO with an appropriate Title and enter the information requested. Fields labeled with a red asterisk (*) are REQUIRED. NOTE: The template option is controlled from the SLO homescreen.

    Teachers Section

    SLO Teachers portion.png

    Use the filters to select the user Type or use the search box to type in a first/last name. To link staff to this SLO, drag the name(s) into the left box. If eDoctrina is going to be weighting each SLO connected to the staff member(s) linked to this SLO then the weight box should be left as 100, which is the default. Check to make sure the "Calculate SLO weight based on students linked to teacher's SLO checkbox is selected (this should automatically be selected as a default). As long as the "Calculate SLO weight..." checkbox is checked, the program will take care of weighting each SLO correctly for the Teacher Evaluation Summary Report.

    Learning Content Section

    SLO Learning Content.png

    Complete the learning content description and use the standards filters to locate and link a standard (or multiple standards) to the SLO by dragging and dropping them into the standards box on the left.

    Baseline Assessments Section

    SLO Baseline Data.png

    To link a baseline assessment to a SLO, use the filters to find the assessment and drag and drop it into the Linked Assessments box on the left. If more than one assessment is linked eDoctrina will average the two scores to generate a baseline score.

    A baseline assessment can be linked to a SLO prior to data being imported or scanned into the program. The data will automatically filter into the SLO once available.

    Evidence Assessments Section

    SLO Evidence data.png

    To link an evidence assessment to a SLO, use the filters to find the assessment and drag and drop it into the Linked Assessments box on the left. If more than one assessment is linked eDoctrina will average the two scores to generate an evidence score. Even though the evidence assessment is likely a SECURE assessment, teachers WILL be able to filter for the secure assessment and link it . (It is important to know that teachers will NOT be able to locate this assessment to edit or view it in other sections of the program.)

    An evidence assessment can be linked prior to data being imported or scanned into the program. The data will automatically filter into the SLO once available.

    Population Section

    SLO Population.png

    Step 1: Complete the Population and Target Description information in the box provided.

    Step 2: Locate the students who need to be linked to this SLO. To link a whole section/class at once, choose the correct filters, click the ALL STUDENTS heading, and drag & drop it into the student area on the left side. Linking individual students to the SLO is done in the same manner.

    Step 3: Use the various filters located on the top of the Population section to set the target type, targets, bands, etc. based on your districts requirements/guidelines. Please reference help document SLO Target Setting Options for more information.

    SLO Pop button explain.png

    Button 1 (Camera) Clicking on this button allows a user to scan data directly into the system for this assessment using our document camera scanning option. The data would then automatically be linked to this SLO.

    Button 2 (Arrow) Clicking on this button allows a user to import data directly into the program using our assessments import tools. (Please reference documents 31 and 32 for more information on how to import assessment data into eDoctrina.)

    Button 3 (Plus) Clicking on this button allows a user to enter multiple target levels for this SLO. (Please reference document SLOs with Multiple Target Levels for more information).

    HEDI Scoring Section

    29.png

    Each SLO must be linked to a HEDI Table in order for a final score to be given. The HEDI table must be set up by a district administrator. (Please reference document 30 for more information on how to set up a HEDI table.) A user can select the appropriate HEDI table from the "Copy HEDI table from" dropdown menu. This will automatically link the HEDI table to this SLO.

    30.png

    The HEDI table will automatically update to reflect the scoring information from the Population section . In the example above, the recommended HEDI score is 13/Effective and is highlighted in light green. To confirm this HEDI score, an administrator must click the Final button for the approved HEDI Score.

    Discussion Section

    This section is optional and is a great place to document feedback/comments about the SLO. This discussion board is available for both the teacher(s) and administrator(s) involved in creating/finalizing the SLO.

    Attachments Section

    This section is designed for storing any additional documents related to the SLO. Documents can be attached by both teachers and administrators. Note: There is a 20Mb limit to file size here

    Changes Audit Section

    This section documents any workflow state changes that were made to the SLO by all users.

    14.C.1. SLO Target Setting Options

    "HEDI / Attainment Score based on..." Options

    There are several options that control how SLO assessment scores are calculated based on the HEDI/Attainment Table.

    % Students meeting target

    This is the default setting and is the most commonly used.

    % Goal ___ of students meeting target

    This is an optional setting that can be set to show/or not show when creating a SLO based on the district's SLO settings. This field would need to be formatted if teachers have written goals such as "45% of my students will meet their target." If it is assumed that 100% of students linked to the SLO are expected to meet the target, this option does not apply. **(If % goal is not 100 and is customized to another %, note that the HEDI table score will adjust accordingly.) This feature will not adjust the HEDI score UNLESS there is a setting that is enabled on the back-end for your district.

    Average on final assessments

    31.png

    This option uses the average of the student's evidence assessment scores to calculate the HEDI table rating.

    Average growth from baseline to final

    32.png

    This option uses the average growth the students made from their baseline to final scores to calculate the HEDI table rating.

    Average % gap closed

    33.png

    This option uses the % gap closed average to calculate the HEDI table rating.

    Average Achieved

    This option is designed for users who have multi-point targets. For example, students could earn .25 if they met "Target A", they could earn .5 if they met "Target B", etc. This takes the average of all targets achieved.

    Difference From Goal

    To utilize this option, users have to put a value in "% goal ____ of students meeting target" box. This then calculates the % of students who met the target and and subtracts "% goal" from this number to find HEDI score.

    Average Difference From Target

    This option changes the last column (Target Achieved) of saying "yes/no" to reflect the difference from the students final score to their target score. This number could be negative or positive, it takes the average of all students for that column and calculates HEDI score.

    Score Type

    16.png

    Percent

    Selecting this score type will set goals based on the student's percentage shown in the Baseline Score column (ex. 5/10 would be 50%). If scores are hand-entered in the Baseline Score column, eDoctrina will treat them as percentages.

    Points

    Selecting this score type will set goals based on the student's raw score shown in the Baseline Score column (ex. 5/10 would be 5). If scores are hand-entered in the Baseline Score column, eDoctrina will treat them as points, not percentages.

    Grade Table

    Selecting this score type will set goals based on the student's grade-table score shown in the Baseline Score column. This option does not apply to hand-entered scores.

    Decreasing Goal Option

    34.png

    This option allows users to set targets for students when target values are smaller/lower than the baseline score. For example, if a student runs a mile in 10:24 minutes for their Baseline Score time, the target time may be set as 8:45. If the Final score time is 8:30 then the student will have met the target.

    Target Type

    13.png

    Common Growth

    The same percentage or point value will be added to all selected students Baseline Scores. Select this option and enter the amount you want each student to grow by in the Target Score cell and then select the "Apply to Selected Students" button.

    If using the Grade Table Score Type, enter the number of levels on the grade table you want the student to grow. So if you have 5 levels in the Grade Table and you want each student to "move up" 2 levels, enter 2 in the Target Score. Note that the value eDoctrina places in the Target Score column will be the minimum raw score needed to reach that target level.

    Growth to Mastery

    The same target will be set for all selected students, regardless of baseline scores. Select this option and enter the amount you want each student to achieve in the Target Score cell and then select the "Apply to Selected Students" button.

    If using the Grade Table Score Type, enter the relative number of the level on the Grade Table you want the student to achieve. For example, if you had a Grade Table that contains 7 separate leves ("grades") and you wanted all students to achieve at least the 4th level, you would enter a 4 in the Target Score cell. Note that the value eDoctrina places in the Target Score column will be the minimum raw score needed to reach that target level.

    Differentiated Growth

    The user must manually enter a target for each student.

    Note the Grade Table score type option should NOT be used with Differentiated Growth. If you want to base targets on a grade table, select the Points option and use the minimum scores required to reach a particular level in the grade table as the targets.

    Other (Explain in SLO Evidence Description)

    Same as differentiated growth.

    Gap Closing

    Only used with Percent values. This will close a certain percentage of the gap between the selected students’ baseline scores and 100%. For example, if you select Gap Closing and enter a value of 40% and a student had a baseline score of 20%, the target will be set at 52%, calculated as shown:

    • Gap = 100% - baseline score = 100% - 20% = 80%
    • Percent of Gap = Percent Increase x Gap = 40% x 80% = 32%
    • Target = Baseline + Percent of Gap = 20% + 32% = 52%

    Percent Growth

    This will increase the selected students’ baseline scores by a certain percentage. For example, if a student had a baseline score of 50% and you selected Percentage Growth with a value of 25%, the target would be 62.5%, calculated as follows:

    Note the Grade Table score type option should NOT be used with the Percent Growth option.

    • Increase = Baseline Score x Percentage Growth = 50% X 25% = 12.5%
    • Target = Baseline + Increase = 50% + 12.5% = 62.5%

    Banded Scoring Tool

    To use the banded scoring tool, you simply follow the steps above for goal setting, but instead of clicking on "Apply to selected students" button, enter the baseline score range in the SCORE FROM and SCORE TO spaces and select the "APPLY TO BAND" button.

    19.png

    SLOs with multiple target levels

    REFER to guide section 26.b for general information on creating an SLO and 28.a on Target Setting Options

    eDoctrina now allows multiple target levels to be set in a SLO. To add more target levels, simply click on the + button in the Target Score column.

    When you have more than one target, you must assign a score or weight to each target level. The highest target should always be 1. Lower targets will be assigned partial points so if students score below the highest target, but above one of the lower targets, they can earn some points toward the HEDI rating.

    NOTE: In some cases your district controls the weighting when you add multiple target levels so this will prefill for you and you will not be able to change it.


    14.C.3. How to Exclude Students and/or Assessment Questions from an SLO

    10.png

    Excluding a Student from an SLO

    In some cases, there may be students who have taken the SLO Evidence Assessment and they need to be excluded from the SLO. Please note: If the student does not have data for the Evidence Assessment the student's score will not be included in the SLO calculations- an administrator does not need to exclude the student for this situation.

    1. Locate the SLO using the filter pane and click the edit pencil to modify the SLO.

    2. Navigate to the Population section and check the "Excl" box located to the right of the student's name. Once checked this student's data will not impact the final HEDI rating. To record notes about a particular student click on the talk bubble located to the left of the student's name.

    11.png

    Excluding a Question from an SLO

    After a SLO Baseline or Evidence Assessment is given, there may be instances where excluding a question within an assessment is appropriate. Once a question is excluded, the student's answers for this question will no longer impact their score relating to the SLO. All assessment scores will automatically update.

    1. Locate the SLO using the filter pane and click on the edit pencil to modify the SLO.

    2. Navigate to the Baseline Assessment or Evidence Assessment section and click the Checkbox button next to the assessment name in the linked assessments box. A pop-up will open allowing one or more questions to be excluded. When finished, click SAVE. If this assessment is linked to multiple SLOs then this process would need to be done within each SLO.

    12.png

    14.C.4. Advanced SLO Tool Features

    SLO Score Type Labels

    The SLO Score Type Labels allow you to define specific score types to select from. If a district does not set up any Score Type Labels, the default options will be: Percent, Points and Grade Table. Setting up Score Types often make it easier for teachers and allow the district to limit the range of scores that can be entered. It also limits if the score must be a whole number or can have decimals. The following is an example of a set of Score Types that a district might have: Please note: When you create score types it will apply to all scores in the SLO, Baseline, Target and Final.

    SLO Goals Models

    The SLO Goals Models tool allows districts to customize the goal setting process within their district and control what SLO Goal setting options are available to their teachers. This tool is quite powerful and can even be used to create formula-based targets that will calculate a target score based on the baseline score and a formula.

    For example, if a district was using the following table to determine targets, a formula could be built in the goals models tool to automatically set targets based on this information:

    In this case a formula can be written that has IF Statements in it, something like this (Note that formulas are actually written using PHP syntax and may require eDoctrina support to implement):

    IF Baseline_Score From 0-20 Then Set Target = Baseline_Score + 25 IF Baseline_Score From 21-40 Then Set Target = Baseline_Score + 20 IF Baseline_Score From 41-60 Then Set Target = Baseline_Score + 18 IF Baseline_Score From 61-70 Then Set Target = Baseline_Score + 16 IF Baseline_Score From 71-80 Then Set Target = Baseline_Score + 12 IF Baseline_Score From 81-90 Then Set Target = Baseline_Score + 8 IF Baseline_Score From 91-95 Then Set Target = Baseline_Score + 2 IF Baseline_Score From 96-100 Then Set Target = Baseline_Score + 0

    This tool supports both logic statements (IF / THEN) like shown above, and nearly any mathematical operation you can think of. For example, one district uses a formula that multiplies the baseline score by 65% and then adds 30 points to it to determine the target.

    Partial Credit

    This tool allows you to create multiple “partial credit” targets. Some districts ask teachers to set multiple target levels for their students and give teachers some credit if the student does not reach the highest target, but does show some growth. For example, a district might have 3 levels of targets. The lowest level gives the teacher ¼ credit, the next level gives the teacher ½ credit and reaching the highest-level target gives the teacher full credit. This partial credit tool can be used with the automated target setting option discussed above so there can be formulas for each of the individual target levels.

    Automatic HEDI table assignment

    When developing goals models, you can assign a specific HEDI table to a specific goal model. This allows you to ensure the correct HEDI table is selected and applied to teacher’s SLOs.

    Detailed Control of Target Editing and other options

    If you are using a formula for target setting, you can decide if your teachers are allowed to enter, edit or delete targets. There are also options to hide the % Goal and Decreasing Goal tools in the SLO. A picture of the configuration screen is shown below:

    Limiting Target Setting Options

    Many districts only have teachers use a few of the target setting tools available in eDoctrina. You can use the goals models tool to limit the target setting tools available to your teachers to simplify the process for them.

    SEVEN different methods of calculating the final SLO score

    When creating a goal model, each model can have a different option for calculating the final SLO rating. The available options are shown below:

    1. % Students meeting target: Determines the teachers Final Rating based on the % of students meeting their target.
    2. Average on final assessments: Determines the teachers Final Rating based on the average of the student scores on the final assessment. In this case, targets are not set.
    3. Average growth from baseline to final: Determines the teachers Final Rating based on the average increase (or decrease) between the baseline assessment and the final assessment. In this case, targets are not set.
    4. Average % gap closed: Determines the teachers Final Rating based on the average gap closed by each student. The gap closed is calculated as [(Final – Baseline)/ (Maximum Possible Score – Baseline)] * 100
    5. Average achieved: Determines the teachers Final Rating based on the average number of points earned for each student. This is typically used when there are multiple target levels with different point values for each target level.
    6. Difference from Goal: Determines the teachers Final Rating based on subtracting the % Goal that was set from the actual % of students who met their target.
    7. Average Difference from Target: Determines the teachers Final Rating based on the average of each students difference between their final score and their target score.

    For more details, refer to the eDoctrina help guide on SLO Target Setting Options: http://docs.edoctrina.org/document/7551c355cb46c53f2aa2598064a8a4afd9a03729.html

    NEED HELP?

    eDoctrina has worked very closely with many districts to review their APPR plans and configure the SLO tool to streamline their processes to save time and aggravation. We have also added custom features for districts. For more information on how we can help you with your APPR process, please contact us.

    help@edoctrina.org (888) 537-3348

    14.C.5. SLO Goals Models Configuration


    A Goals Model can be configured by a user with a district administrator account. The purpose of a Goals Model is to limit or define the amount and type of target score options teachers will have available to them when creating an SLO.

    To create one or more Goals Models, go to Settings>Database Setup>SLO Goals Models.

    Permission for what teachers can access within the SLO once the Goals Model has been selected can be decided here:



    "Auto Apply" means that when a teacher selects this Goals Model for a Student Learning Objective, the associated target score will automatically populate in the Target Score field of the SLO.

    Clicking the Insert button will allow you to create a new Goals Model for your district:



    1. The name should be something that will be easy for teachers to identify.
    2. The score type to be associated with this Goals Model must be selected here. Points or percent are most commonly used, but please refer to the "SLO Target Setting Options" document for more information.
    3. You must select a "Final rating based on..." option. Please refer to the "SLO Target Setting Options" document for more information.
    4. Clicking Insert will allow you to add a target type with its own weight and score, although a score is not required.
    5. You can exclude target types from being available to teachers in the SLO editing screen.



    A teacher would select a Goals Model from the Target Type drop-down menu in the SLO editing screen:



    Once a Goals Model has been selected, only the options associated with that model will be available to teachers:



    Using Formulas

    This is an example of a formula that can be used to automatically set a target from a baseline score:

    if ($b < 30.5) {return 55;} else if ($b<50.5) {return 65;} else if ($b<70.5) {return 80;} else {return 90;}

    In the formula, $b references the baseline score. The statement {return 55;} indicates a target of 55 will be set if this condition is met (In this case if the baseline is less than 30.5, then the target will be set at 55.) Contact help@edoctrina.org for more assistance if you would like a formula based target but are unable to create one to meet your needs based on this example.

    14.A.2. SLO Workflow Options

    SLO Workflow options allow a district to customize the approval process for SLO's within their district. These options can only be configured by users with district admin profile permissions. These options can be found in Settings => Database Setup => Staff Evaluation => SLO Workflow States path to SLO Workflow States.png

    Upon navigation to this module, there are an extensive amount of options to customize eDoctrina to closely match the districts preferences. Below is a summary of the available options.

    2015-12-08_1651.png

    Available for Teachers

    Check this option for workflow states you want the SLO at this stage to be visible and available to teachers.

    Notify Teacher

    Check this option if you want the teacher(s) linked a SLO to be emailed when this state has been applied.

    Notify Evaluator

    Check this option if you want the Evaluator(s) assigned to any teacher(s) linked to the SLO to be emailed when this state has been applied.

    Auto Approval

    Checking this option will cause the rating calculated in the HEDI table to be automatically accepted as final.

    Require Final Score

    If this is checked, the SLO cannot be moved into the next stage unless all students have a Final Score.

    Electronic Signature Available

    Check here to indicate the workflow states for which you want to the electronic signature process to be available.

    Hidden From Teachers

    Check this option for workflow states you want to hide from teachers.

    Locked

    Check this option if you want the SLO to be locked from further editing.

    Unlock options: only apply if Locked is checked

    Unlock Baseline: Check this option to allow teachers to edit the baseline score column while the rest of the SLO is locked.

    Unlock Target: Check this option to allow teachers to edit the target score column while the rest of the SLO is locked.

    Unlock Final: Check this option to allow teachers to edit the final score column while the rest of the SLO is locked.

    Unlock Rationale: Check this option if you want teachers to be able to edit the Rationale field of the SLO.

    Unlock Attachments: Check this option to allow teachers to upload attachments while the rest of the SLO is locked.

    Can Remove Students: Check this option if you want to give teachers the ability to remove students from the SLO roster after the students have been added.

    14.A.1. How to create a HEDI Table

    1.Navigate to Settings> Database Setup> HEDI Tables

    2.Click the Insert button, fill out the name of the HEDI Table and click Save. You are able to set up more than one HEDI Table for your district.

    3.Next, begin to insert scores. Click on the Insert button below the "Scores" heading. Start with Points=0 like it is shown below. You will enter the POINTS, SCORE START, SCORE END, RATING and DESCRIPTION FIELD for each point level.

    You will insert each level (0-20) separately and save after each level. You can also edit a point level by clicking on the edit pencil and making the necessary adjustments.

    4.When your HEDI Table is finished it will look similar to the one shown below. (We are not recommending the following scoring percentages- this is only an example.)

    Automated SLO Assignment Tool

    https://dev.edoctrina.org/v2/auto-generate-slo.html

    Using this tool is a multi-step process.

    1. Use the Check SLO requirements button to create a temporary table of SLOs that are recommended for creation.
    2. Change the SCOPE filter to "Require SLO Generation".
    3. Review the list of users and recommendations and check the box next to all you would like to create SLOs for based on the recommendations.
    4. Click on the Generate SLOs button to create SLOs for all recommendations you checked.

    Note: The buttons on this screen work based on filters so if you have the screen filtered for a certain school, the buttons will only operate for that particular school.

    10.A. Enrolling in a PD30 Course


    Steps:

    To find PD30 courses, click on the "Planning" at the top. "PD30" will appear in the dropdown menu.



    There will be two options in the PD Provider dropdown menu. One will be "eDoctrina PD30", which contains courses offered by eDoctrina. The other will be your district, which offers courses created/offered by your district.



    To enroll in a course, select the plus button next to the course name.



    You will then see a "play" button in its place. Click on this button to begin the course.



    When the course requirements have been completed, a print button will appear in place of the play button. Click here to print the certificate of completion.

    11.A. Using PowerSchool Grade Book Sync



    Please note this is a legacy guide intended for districts utilizing the now unsupported "PowerSchool API Plugin" and no new districts can be set up utilizing this method of Automated Import

    The PowerSchool Grade Sync is accessed through the "Answer entry/verification" screen from the Teacher Dashboard.

    1. Filter for the appropriate Course(s), Class(es), and Students to sync.
    2. Filter for the correct test bank and assessment to sync.
    3. Click on the "Check Student Answers" button.

    This will take you to the "Answer entry/verification" screen. You will see a list of the students in the class(es) you have selected. Click on "Send scores to Power School" to proceed.

    You will see the following popup:

    1. Select the assignment number you wish to populate in PowerSchool.
    2. Click on the "Proceed" button to confim your assignment selection.

    The next popup prompts you to check your scores before sending:

    1. This column displays the score in eDoctrina
    2. This column displays the current PowerSchool score.
    3. Click "Proceed" to insert the eDoctrina Score into PowerSchool.
      • NOTE: The score in the first column will overwrite the data in the second column. It is very important to verify the score in both columns!
    4. If you need to select a different assignment use the "Select other assignment" button to start over.

    If you need any additional assistance or have any questions please feel free to contact the eDoctrina Help Desk at help@edoctrina.org

    11.B. Using Schooltool Grade Book Sync

    The Schooltool Grade Sync is accessed through the "Answer entry/verification" screen from the Teacher Dashboard. Please note that this functionality is meant to send only one class section at a time and it is recommended that you send scores for each class section individually.

    Teacher Dashboard

    1. Filter for the appropriate Course, Class, and Students to sync.
    2. Filter for the correct test bank and assessment to sync.
    3. Click on the "Check Student Answers" button.

    This will take you to the "Answer entry/verification" screen. You will see a list of the students in the class you have selected. Click on "Send scores to Schooltool" to proceed.

    Send Scores to SchoolTool

    You will see the following popup. Review the screen and select "Send Raw Score" or "Send Percent Score" to send the grades to your Schooltool grade book for importing:

    Send Scores Popup

    Next you must log into your Schooltool account and go to the grade book. There is a feature for you to import assignments and grades. Below are screen shots from the Schooltool help guide. If you have trouble following them, I recommend you access your schooltool help documentation regarding importing assignments and scores.

    NOTE: Your district administrator must give you permission to import scores. If you do not seem to have access to the tools referenced below, contact your administrator to request access.

    Import Assignments and Grades

    If you need any additional assistance or have any questions please feel free to contact the eDoctrina Help Desk at help@edoctrina.org

    3.G.1. How to Import Assessment Data -- When the Test Needs to Be Created

    eDoctrina's Import tool allows you to import assessment results for a test that has not been created in the system yet. The tool will build the assessment from information in the file you are importing OR will prompt you for information about the test as you are importing it.


    1.To begin, navigate to Assessments Import under the Assessment menu located at the top of most eDoctrina screens. Please note this task is one that can only be performed by users with "Admin" access. The "Assessment Import" option will not be available to other user types.

    Navigate to Assessment Import

    2.Click the "Upload File" button on the top right of the screen (see above) and then browse your files to locate the file you would like to import. Click "Open."

    Choose File

    3.Use the selection boxes to map the information from the file to the assessment. The displayed table should reflect the format of the file that has been uploaded. The STUDENT ID and SCORE are REQUIRED fields because eDoctrina needs to know what score to upload to which student. All other information is optional, but can be helpful to inlcude in the uploaded file to effectively assign descriptive information about the assessment(s) to be created. Once this step is completed, click the "Analyze" button.

    Steps to Analyze fileNOTE: This tool only allows the user to import a single score, it does not allow importing of student answers for multiple questions. Please see our help guide on How to Import Assessment Data Into an Existing Assessment for more details on this topic.

    4.Upon selecting the Begin Import button, the second step of the import process will appear at the bottom of the screen. Here is where the user will assign the descriptive information of the assessment(s) that will be created when these scores are imported. When eDoctrina analyzes the file, it will look at all the included fields and produce a line for any item that seems to be a unique assessment. The user can begin the import when all required fields have been entered for each one of these lines.

    Begin ImportNOTE: Fields that are not included in the file will need to be entered or selected.

    If eDoctrina finds an assessment that exactly matches the imported fields, the user will have to decide whether to create an new assessment or import the score(s) into the existing assessment that was identified.

    New or ExistingNOTE: If an existing assessment is found, the assessment ID # will display in parentheses next to the description.

    5.Click the Begin Import button to initiate the data upload.

    It is important that the Student ID in the imported file matches the student's UID in eDoctrina. If eDoctrina cannot find a student, the following ERROR message will be produced.

    Student not foundNOTE: If this error is produced, the student either needs to be created in eDoctrina, or the student ID needs to be updated in the uploaded file.

    If eDoctrina identifies existing assessment data for a student, a WARNING message will pop-up to prevent accidental overwrites. In such scenarios, the user will have to decide whether to "Keep Existing" data or "Overwrite" the existing data with the new data included in the file.

    Data already existsNOTE: If a this is a data update, the option to "Check to apply to all warnings" exists so it is not necessary to select an option for all students.

    6.Once the import has executed successfully, a summary of the actions performed will display. The created assessments will be listed with their assessment ID# along with other relevant details.

    Import Results

    3.G.2. How to Import Assessment Data Into an Existing Assessment

    eDoctrina's import tool allows you to import student answers for an assessment that already exists in eDoctrina.

    1.To begin, go to the "Assessments" screen either by clicking the "Assessments" button on the home screen.

    2.Locate the assessment you wish to import data for and click on the "Import Answers" icon.

    3.You will be prompted to upload the file containing the student answers (see above). Click on the "Upload File" button, located at the top-right part of the screen and then browse your files. When the document to be uploaded is found, click "Open."

    4.Use the selection boxes to map the columns to the assessment questions. When completed, click the "Begin Import" button at the screen's top right.

    Teacher Evaluation Model Configuration

    eDoctrina's Teacher Evaluation tool allows districts to determine an overall staff evaluation / effectiveness score based on two or more criteria. A district can have multiple models that are assigned to staff roles that have different criteria or use a single criteria for all staff members. Ultimately, the tool requires two primary scores that determine a staff member's overall evaluation score based on a lookup table.

    In order to configure the Teacher Effectiveness Report you must do 4 things: 1. Create an overall model. Often each district has a single model but there could be multiple models if different measures are used to calculate effectiveness for different staff members. Create models by going to Settings -> TE Data -> Models. 2. Create a minimum of 2 categories. One category must be tagged as the Vertical Category and one category must be tagged as the Horizontal Category. Note that each category must be linked to a data source which can be edited from Settings -> TE Data -> Data Sources. 3. Create tables to convert the raw scores for each category into the Teacher Effectiveness Index Score at Settings-> TE Data -> Category Score to Effectiveness. 4. Define the Teacher Effectiveness Index table at Settings -> TE Data -> Effectiveness Index.

    08.B. BeHaVE Report

    The BeHaVE Report is designed for teachers to see an overview of students' progress in the BeHAVe system.

    2015-12-04_1758.png

    When all the filters are set, just click on one of the report option buttons and an Excel version of report will be generated.

    There are three versions of the report available for print.

    1. Summary by Student: This provides a convenient overview of the behavior codes each student received.
      2015-12-04_1802.png

    2. Summary by Behavior Code: This shows how many times each behavior code was assigned.
      2015-12-04_1802_001.png

    3. List: This provides the most detailed overview of the behavior codes assigned to students.
      2015-12-04_1802_002.png

    06.B.5. Student Growth Report

    The Student Growth report allows you to view a student's growth from one assessment to another.

    To print this report, navigate to the "Teacher Dashboard" and filter the "Select Students" and "Select Assessments" filters. Two or more assessments should be selected. Then click the “Student Growth” button (see below).

    2015-12-08_1555.png

    A pop-up menu will prompt you to select which version of the report you wish to view/print.

    2015-12-08_1600.png

    The Student Growth Report scores are available in percent, points, percent/points and rubric text format. Also, you can add Growth and Average columns to the report.

    2015-12-08_1603.png
    The grade from the Grade Conversion Table will be color coded according to the selections in the Grade Conversion Table linked to the assessment.

    The Growth column can have a negative value if the student earned a lower score on the most recent assessment.

    Note: If there are no corresponding questions in one of the assessments, an "NA" will appear in the Growth column.

    09.A. Creating a Student Online Learning Experience (SOLe)


    Click HERE to view the help video


    A SOLe unit is a teacher-created unit that can be assigned to a student in his/her progress account. It can completed by the student online and on-demand.

    SOLe Design

    To create a SOLe unit, a user would select to "Create" from the SOLe Units (LMS) screen, and then select "Student Online Unit" in the Type drop-down menu. NOTE: If a user prefers to select the "Teacher and Student Unit" type, this unit will display both the learning experiences and the traditional unit template in the unit editing screen.


    Once the unit plans open, the general information will be available at the top of the page and can be edited if need be. There are also additional fields that can be manipulated, such as unit permissions (Team Can Edit, Shared Users Can Edit, etc.), Start/End Dates, Unit Duration, etc.


    Standards can be added and unwrapped within each new unit within the "Standards" section of the unit plan, which is below the "General" information. To link a standards, you simply use the filters to find the necessary standard set, subject, grade levels, etc, and drag and drop the standards to the left side of the screen:


    Within a SOLe unit plan, each "lesson" within the unit is called a learning experience. Learning experiences can be added in one of two ways:


    Once added, there are multiple components to the Learning Experience to ensure users are able to add the content necessary for student success.


    1. Title: This section is where a title for the learning experience can be added. This will appear at the top of the screen when students log in to complete the LE.
    2. Description:: Users can add a brief description of the LE, which will appear below the title. They can be as vague or in-depth as they'd like with the description!
    3. Standards: While Learning Standards can be added to the entire unit, they can also be linked to specific Learning Experiences for more accurate standard data. To link a standard, users can simply drag and drop from the standard set into the LE or double click a standard to link it to multiple LEs.
    4. Content Editor: This section is where the content of the LE lives.
    5. Text Links:Text links allow you to define hyper links to content and make them mandatory or optional.
    6. Attachments: This tab is where you can upload attachments for students to view or download.
    7. Assessment: This tab is where you can link a new or existing assessment for a student to take within the LE.
    8. Video: The video tab allows you to either upload a video or record a new video directly in the LE.
    9. Forum: The forum is where you can choose to include a discussion board.
    10. Dropbox:The drop box is where you can activate a drop box for students so that they can send you an file. Their uploads can be private for only the teacher's viewing, or public so that classmates can view and comment.
    11. Instructor Verify: Checking this box means the instructor must verify the LE to designate it as complete and allow students to move on to the next LE.
    12. Activated: This check box must be selected in order for the LE to be activated for students to see when they login to complete a SOLe unit.
    13. Min time on page: This is the amount of time students must spend on the LE before they are able to move on to the next one. If they try to move on before the time is up, they will receive an error.
    14. Min time since last LE: This is the minimum amount of time that must pass since the last LE was completed before the current LE can be accessed. This can be set in minutes, hours, or days.


    LE Features: Broken Down


    Content Editor

    Users can type or copy/paste content in this field using the WYSIWYG editor (pictured below).


    The WYSIWYG editor allows users to enter text, special characters, equations, links, images, media. Links can be added within the text and then made mandatory using the Text Links section.

    Text Links

    Text links can be added to the content area and be made required or optional. By checking "Click required", the hyperlink will appear blue for students, and they will not be able to proceed to the next learning experience until they've clicked on the link (or links).


    Attachments

    Clicking "Upload Attachment" will allow you to upload a file from your computer or drive. "Activated" will make attachments available to students. Checking "Click required" will prevent students from progressing to the next learning experience unless they've viewed the attachment. Please note attachments can be removed from a LE using the trash icon


    Assessment

    In the Assessment tab, you have the choice to link an existing assessment or create a new assessment that will be linked to this learning experience.


    Clicking "Create" will bring the user right into the assessment editing screen where they can create an assessment that will automatically link to the LE. Clicking "Link existing" will produce this pop-up where you can filter to find an assessment. Then clicking "Proceed" will link the assessment.


    When an assessment is linked, you will have the option to make the assessment a SOLe assignment ONLY (meaning it cannot be assigned on the Dashboard as a regular assessment), to Make Assessment Required (meaning that students will not be able to proceed to the next LE until they take the assessment), the option to set a minimum required score, to Display the minimum passing score % for students (meaning students will see the minimum passing score displayed when in the LE), and select an action if the student does not meet the minimum required score.


    The actions for if a student does not meet the minimum score are:


    Video

    The video tab provides the LE creator with two options. 1: Upload a pre-existing video by simply clicking on the "Attach a video" button. Once it is uploaded, you have the option to preview the video and you can also click on "Watch Summary" to see a list of students who have viewed the video.


    2: The second option is to click on the video camera button to record directly in the LE. A screen will open where you can begin recording instantly.


    Forum

    Under the Forum tab, users can activate a discussion forum and required a minimum amount of posts and replies from each student (optional). Users can also add Discussion Forum Instructions for the students to provide a bit more information about what the students are expected to do in the forum. The check-boxes allow for teachers to review posts before they are able to go to the next LE, or before they go public for other students to see.



    If Needs Moderation is selected, the teacher has the opportunity to review all forum posts by selecting "Review Forum Posts" and either select Approved, or Not Approved.


    If Hide Posts Before Submission is selected, posts from other classmates will remain hidden from the student until they them-self have submitted a response. Once they submit a response, they will be able to see their classmates' responses as well.

    Allow anonymous posting allows students to post without their name being linked to their posts or replies.
    Dropbox

    Under the Dropbox tab, you can activate a dropbox for students to send files and also control its settings.


    1. When activated is checked, the Dropbox becomes activated for that LE.
    2. When Require student to upload is checked, students will not be able to progress to the next learning experience until they've submitted a file to the dropbox.
    3. When Require Teacher Approve is checked, this will provide a check-box on the Activity Monitoring screen for teachers to track the student files that have been reviewed.
    4. When Discussion Board is checked, a discussion board will be provided for students to discuss each other's uploaded files. (Tip: It's recommended that students include their names as part of the file name so others can distinguish who uploaded each file.)
    5. When Private is checked, the teacher can select whether items in the dropbox will only be viewed privately (by the teacher) or whether they should be viewed publicly and by whom.
    6. When Allow link is selected, users can upload a link, such as a Google Doc link (it's always good practice to remind students to make sure specific permissions are in order)
    7. When Min number of documents is checked, the teacher can set a minimum number of documents that are required to be uploaded.

    When students have uploaded files, they will appear under the Dropbox tab for teacher viewing.
    Instructor Verify

    When this option is checked, the teacher must verify the LE as "Completed" before students can continue onward in the SOLe.


    Assigning SOLe Units to Students


    When viewing a SOLe unit from the Units Dashboard, there are two icons that are important to remember when it comes to assigning and monitoring student progress. The silhouette icon that appears to the left of the unit name can be used to assign the unit to students' progress accounts. The icon that resembles a chart allows you to view the SOLe Activity Monitoring screen to review/verify student progress.


    Selecting the assign, or silhouette icon, will prompt the following pop-up:


    1. These icons allow you to decide if you are assigning the unit for the first time, Re-assigning a unit that has already been started but not finished, or Unassigning a unit. You can customize the assignment by selecting what each student has access to within the Learning Experience:

    2. Use these filters to find the students you want to assign the unit to. Users can select one or multiple class sections.
    3. Based on your filters, you will see a list of students that you can select to assign the SOLe unit to.
    4. Once you have students selected, you can choose to set a specific Assign Window, which will prompt a calendar and allow you to set specific dates/times that the SOLe unit can be accessed (see below), or select "Proceed" to simply assign the unit for students to take until they have completed it.

    Assign Window


    Student View


    Once a student has logged into their Progress page, they can find assigned SOLe units by clicking on "Learning Experience" at the top of his/her Progress screen, or by selecting the "Go to Learning Experiences" link provided in the "Notice" section of the page.


    The units, which include one or more individual learning experiences below, will appear. A play button indicates the student can click to begin that learning experience. An exclamation point indicates that the learning experience is not yet available to the student. Either the student did not complete the requirements for the previous learning experience, or the teacher has not yet unlocked that learning experience. The bars to the right indicate the student's progress.


    Once within their Learning Experience, students will see the required components set up by their teacher. Each LE is very different, but here is an example of a LE that has required links to click, required attachments to open, private dropbox submission, optional student notes section and the ability to post in the discussion forum.


    If at any point the student tries to move to the next LE without finishing part of the required LE, they will receive a warning which will let them know what needs to be completed before they can move on:


    To close the page to finish the LE at a later time, students can simply select the "Close" icon in the top left-hand corner of the page and return to their Progress account.

    Activity Monitoring Screen


    From the Units page, users can select the chart icon to the left of the Unit name to open the Activity Monitoring screen.


    This screen is a dynamic proctoring screen that teachers can use to monitor how their students are doing on a particular SOLe unit. It breaks down each Learning Experience and shows the status of each student as: Not Started, In Progress or Complete. Clicking on the envelope will allow you to send an email to the student's progress account.


    "S" indicates the component has been started, but not completed. A "C" will appear if the component has been completed or if no minimum requirement has been set. Clicking on either of these will produce a pop-up showing how much time has been spent by the student on that component, as well as any part of the LE that has not been completed yet (indicating an "S").

    Using Electronic Signatures in OBSeRVe


    To include electronic signatures in your observation reports, go to Settings>Staff Expectations and select the rubric you want to modify. You will be able to check a box under "Electronic Signatures Report" next to each stage or component of the observation for which you choose to add this feature. Typically an eDoctrina representative will select this option for you.


    After an observation has been completed and saved, a "Sign" button will appear for the administrator on the Observe Dashboard under the Assignments tab for Observations that have been assigned:

    If Observations have not been assigned you can also access this button on the "Observations" tab:

    When this button is clicked, a pop-up will appear for the administrator to electronically sign. It requires the administrator to fill in his/her eDoctrina User ID and password, then click "Approve":



    The same option will be visible when a teacher views his or her observation:



    The administator must sign first in order for the teacher to be able to enter his or her signature. A teacher then has the choice to comment, return, and/or sign and approve:



    The observation report will include both electronic signatures:

    03.H.4. Weighting Individual Questions

    eDoctrina provides many tools to enhance how educators can offer assessments. At the simplest level, we make it possible to create multiple choice questions and teacher scored questions that are worth a maximum point value and the student's percent score is based off of the points earned divided by the total points available multiplied by 100. As teachers, we know that this is not the only grading scheme. The Weighting Questions tool exists to accommodate for all the different grading schemes that can be employed on assessments.


    Things to know before applying special weighting to an assessment:

    • To accomplish some special weighting schemes, there may be a degree of mathematical rigor required.
    • There are many variations of assessment formats so it is impossible to cover all scenarios in this help guide.
    • Special Weighting does not apply to all data reports.
    • The resulting weighted percentages cannot be exported to external gradebook software.

    If question weights need to be applied, the first requirement is to complete the format of the assessment; adding all the required questions and point values tied to each question. Doing this builds the answer sheet. When weights are applied to questions, the question formats and related answer sheets will not be affected.

    Once this format of the assessment is complete, question weights can be applied by selecting the Setup Weighting button located at the top of the Questions section within the Assessment Editor.

    Weighting ButtonNOTE: This button exists on all layouts of the Assessment Editor.

    Clicking the Setup Weighting button will generate a pop-up window where specific weighting schemes can be applied.

    Weighting Pop-up

    There are three possibilities for weighting schemes that can be applied:

    1. Based on question point values:

      This is the DEFAULT selection as all assessments without specific weighting applied follow this method. In short, this method will defer special weighting to the point values that have been entered for each question. Entering values in the "Questions Weights" will not have an effect on the earned percentage.

    2. Multiply questions by % below:

      Use this weight scheme when all questions on the assessment are worth the same point value. This weighting scheme will take the earned score for each question and multiply this value by the entered question weight for each question. The sum of these products are then divided by 100 resulting in the points earned. The total points is calculated by taking the total points available for each question and multiplying by their respective question weight, then adding these products together to get a sum that is then divided by 100. The student's earned percentage is equivalent to the quotient of these two values.

      NOTE: The entered weight values for the assessment for this option does not need to sum to 100, but all "Question Weights" need to be populated for the calculation to work as intended.

    3. Weight questions as % of the entire test score based on values below (CLASS SUMMARY REPORT ONLY):

      Use this weighting scheme when questions have various point values. This weighting scheme requires that the sum of the entered question weights equals 100. This method calculates the earned points by determining the equivalent earned percentage(out of 100) for each question, then multiplies the sum of these percentages by the total points available. The earned percent score is equivalent to this value divided by the total points available.

      NOTE: If the questions weights do not add up to 100, the following error message will be generated.

    The buttons on this pop-up should be used to help calculate the values that should be entered:

    • Clear Weights: This button will delete all the existing entries in the Question weights fields.

    • Distribute Evenly: This button will distribute the Question weights by taking 100 and dividing it by the total amount of questions in the Assessment. Choosing this button will override any previously entered weights.

    • Distribute Unassigned Evenly: This button will distribute the unassigned percent value amongst the total number of unassigned questions in the assessment. In other words, this tool will subtract any previously entered weights from 100, then divide the remainder amongst the remaining questions with unassigned weights.

    • Distribute Based on Points: This button will distribute the Question weights for each question using the percent equivalent to the total points available for each question divided by the total points on the assessment. Using this button will override any previously entered values.

    • Distribute Unassigned Based on Points: This button will distribute the unassigned percent value to the unassigned questions according to the total points of the unassigned questions and remaining percentage. In other words, this tool will subtract any previously entered weights from 100, then distribute the remaining percentage to the unassigned questions according to the max points for each question.

    Examples: Weighting in Practice

    In the two examples below, an assessment with four(4) "teacher-scored" questions worth a maximum of ten(10) points each will be used. The best weighting scheme is the "Multiply questions by the % below" option because all questions have an equivalent point value.


    How do I make question #4 worth double?

    Logically, you would think that you can obtain this weighting scheme by:

    • Making question #4 worth 20 points.
    • OR Make question 1 through 3 worth 5 points each.

    This first option would make sense, but modifying the point values does not always accomplish what is needed for this assessment. Making question #4 worth 20 points would restrict the test administrator from using any other answer sheet in eDoctrina, besides the 100 point answer sheet. The second option would also make sense, but it would make the grading of questions 1 through 3 less specific or granular.

    If one of these solutions is not what is needed, then you must setup special weighting for this assessment.

    HELPFUL INSIGHT: If I choose one of the methods explained above, the total points for the assessment will be worth 50 points or 25 points, respectively. In a scenario like this, we are no longer working with an assessment worth 40 total points.

    The simplest way to accomplish this weighting scheme is to select the "Multiply questions by the % below" option and enter the question weights as ratios. For this example, the related ratio could be entered as follows:


    In the screenshot below, you will see a sample student that earned full credit for the first three(3) questions, but earned no credit for question four(4).


    Notice how the Score is 0.3 out of 0.5, which converts to a Percent of 60%. Here's how the math would work with this weighting scheme on this student's results.

    RECOMMENDED METHOD: It is possible to obtain the same special weighting result using the "Multiply questions by the % below" option using entries that reflect actual percentages. If this is desired, input the equivalent percentage for question #4, which can be calculated as follows:

    Once this question weight for all unique questions is calculated, enter them in the "Question weight" field for their corresponding questions, then select the Distribute Unassigned Evenly button to automatically fill in the remaining question weights that are equally weighted. The result will look like the following:

    If the weighting is done this way, the same student's individual student report will look like the following:

    Notice how the percent score is the same as before, but the points Score has been modified to 6 out of 10, which appears to be a more relevant score in regards to this assessment because all questions are out of 10 points. Using this approach will always generate an "out of" result that is equivalent to the max point value for all questions.

    How do I make the second half of the test worth double the points?

    Logically, you would think that you can obtain this weighting scheme by:

    • Making questions 3 through 4 worth 20 points.
    • OR Make question 1 through 2 worth 5 points each.

    For the same reasons as the example above, this may not be the desired solution.

    If one of these solutions is not what is needed, then you must setup special weighting for this assessment.

    HELPFUL INSIGHT: If I choose one of the methods explained above, the total points for the assessment will be worth 60 points or 30 points, respectively. In a scenario like this, we are no longer working with an assessment worth 40 total points.

    The simplest way to accomplish this weighting scheme is to enter the question weights as ratios(shown below):


    Just like the prior example, you will see a sample student that earned full credit for the first three(3) questions, but earned no credit for question four(4).


    Notice how the Score is 0.4 our of 0.6, which converts to a Percent of 66.67%. Here's how the math would work with this weighting scheme on this student's results.

    RECOMMENDED METHOD: If the goal is to use actual percentages for weights (just like the example above), follow the calculation method shown above to determine the question weight percentages, then the "Question weights" should be entered as follows:

    Using the same student results shown above, here is how the individual student report would be generated:

    Notice how the percentage score is the same, but the earned points are calculated out of 10 points, which may be preferred for some teachers.

    When should I use the "Weight questions as % of the entire test score based on values below" option?

    In short, this option exists when an assessment contains many questions with various point values.

    To explain this, we will look at a three(3) question assessment:

    • Question 1 is worth forty(40) points, but is is worth 50% of the assessment.
    • Question 2 is worth two(2) points, but is is worth 25% of the assessment.
    • Question 3 is worth two(2) points, but is is worth 25% of the assessment.

    After looking at the examples above, it could be assumed that the "Multiply questions by the % below" option could satisfy all scenarios. The problem is that not all assessments contain questions with the same point value.

    If I use the assumptions outlined in the two examples above, I could attempt to enter the weights shown below using the "Multiply question by % below" option.

    If I generate an individual student report for a student that:

    • Earned full credit (40 out of 40) for question 1.
    • Earned full credit (2 out of 2) for question 2.
    • Earned ZERO credit (0 out of 2) for question 3.

    We would expect that this student would receive a 75% because the student received no credit for to last 25% of the assessment, but the individual student report does not reflect this(shown below) because the math (using this option) does not account for different point values.


    The resulting percentage of 97.62% is not even close to what is expected. It should be noted that the calculation is working exactly as designed as the student earned 20 points on question 1, 0.5 points on question 2, and 0 points on question 3.

    When questions in an assessment have unique point values, the formula used in the "Multiply questions by % below" option is flawed because it does not take in consideration the total points that are available on the entire assessment.

    Therefore, we can conclude that the best weighting scheme for varied question values is the "Weight questions as a % of the entire test score based on the values below" option because it considers the total available points on the test.

    In the above scenario, the optimal way to weight the questions would be as follows:

    Using the defined formula, the earned points is calculated as follows:

    Using the same student assessment results in this example, I can now pull a class summary report that will display the results that are expected (shown below).

    WARNING: If this weighing scheme is applied to an assessment, the individual student report will be generated assuming the default (no weighting applied) as the only report that is currently supported using this weighting scheme is the Class Summary Report.

    03.E.3. Creating a Two-Dimensional Proficiency Table


    Occasionally the need arises to use a proficiency table that has both a horizontal and vertical axis. This can be achieved by adding a 2D proficiency table to your assessment.

    Doing so is easy! You may add the 2D proficiency table from the "Proficiency Table" section in the Assessment Editor in the dropdown menu labeled "Proficiency table type":


    Once you have selected this option from the dropdown menu you will see a table labeled "Main Table" appear. Now you may select a Proficiency Table Axis for your questions. By default all questions appear on the Vertical Axis. At least one question must be applied to the Horizontal Axis to get the most out of this feature.

    Navigate to the "Question View" if you are not already in this view:


    Find the question(s) you wish to apply to the Horizontal Axis and select "Horizontal" under "Proficiency Table axis":


    After you have designated the horizontal axis questions click on the "Edit Pencil" to enter the proficiency table and begin creating it:


    Editing the Proficiency Table will open the following window:



    After you have made your selection the following popup will appear:


    1. The Set Grade and Formatting option allows you to designate a level to assign to the selected area as well as a report color and font style.

    2. The Clear Grade and Formatting will set the selected area back to the blank default of the grade table.

    3. The Proceed button will save the designated settings and bring you back to the main grade table view. The Cancel button discards these changes and brings you back to the main grade table view.

    After a few minutes of designating cells you will have your very own 2D grade table!

    04.B.1. Types of Answer Sheets

    eDoctrina allows educators the option of many different types of Answer Sheets. Each Answer Sheet has its own unique features and benefits and can be used with a variety of assessment types.


    NOTE: For information on how to print answer sheets, please visit our Printing Answer Sheets help guide.

    Key Components of Answer Sheets

    Each answer sheet has some key components that will allows eDoctrina scanners to read and process these sheets.

    1. Bar Codes: Each sheet will have a series of Bar Codes that help to identify the student, the Assessment ID #, the type of sheet being used, the District ID#, and number of questions on the sheet.

    Barcodes

    2. QR Codes: These codes contain all the same information that is within the bar codes and is used if the bar codes cannot be read.

    QR Code

    3. Alignment Marks: Depending on the sheet being used these will either be squares, rectangles or pluses but will always be located in the four corners of the sheet:

    Corner Marks
    NOTE: These components may be located in different places depending on the sheet selected.

    Traditional Copier Scanning

    Please Note: The following sheets are to be used with the scanner option on a copy machine. Prior configuration of this copier will be required before using these answer sheets. Please contact help@edoctrina.org for more information.

    1. Fastest Small Bubbles: This sheet is our most commonly used Answer Sheet and can be used for Assessments created with multiple choice, true/false, and teacher scored questions (up to 10 points). Students will fill in bubbles to correspond to their answers on the assessment. Questions surrounded by a box are teacher scored and should NOT be filled in by students.

    Key Components of this sheet
    1. Alignment Square
    2. Bar Code: Used to designate student. Please note the student name on top and the number is the student's UID #.
    3. Bar Code: Used to designate the assessment. Please note the teacher name on top. The number refers to the Assessment Id #.
    4. QR Code
    5. Answer Sheet Type: Shows the type of sheet being used (in this case Small Bubbles).
    6. Bar Code: Used to designate the type of Answer Sheet being used.
    7. Bar Code: Used to designate the District #.
    8. Bar Code: Used to designate the last question on the Answer Sheet.
    9. Bar Code: Used to designate the first question on the Answer Sheet.
      Small Bubbles Answer Sheet

    2. Fastest Big Bubbles: This sheet follows the same format as the Fastest Small Bubbles sheet, except the bubbles are larger.

    Big Bubbles Answer Sheet


    3. 100 Point Answer Sheet: This sheet is formatted slightly different than the Fastest sheets but all of the same information will be contained here. This sheet should be used if you have any Teacher Scored question worth more than 10 points.

    Key Components of this sheet
    1. Alignment Rectangle
    2. Student Name
    3. Teacher Name
    4. Test Name
    5. QR Code
    6. Bar Code: Used to designate the Student UID #.
    7. Bar Code: Used to designate the Assessment Id #.
    8. Bar Code: Used to designate the District #.
    9. Bar Code: Used to designate the last question on the answer sheet.
    10. Bar Code: Used to designate the first question on the answer sheet.
    11. Bar Code: Used to designate the type of Answer Sheet being used.

    100 point sheet
    NOTE: Notice how the Teacher Scored Questions (#19-20) feature 2 rows of numbers.

    When filling in Teacher Scored Questions on the 100 Point Answer sheet, it is important to remember that the top row of numbers represents the "Tens" place and the bottom row represents the "Ones" Place.

    For example, if the 4 is bubbled in the first row, and a 2 in the second row the question will be scored for 42 points.

    A common mistake many teachers make is forgetting to bubble in the 0 in the first row for questions worth less than 10 points. Bubbling in a 4 in the first row and nothing in the second will yield an invalid response.

    Below is a sample 100 point answer sheet with a few questions bubbled in and the corresponding values shown:

    100 point answer sheet examples

    4. Fountas & Pinnell Benchmarks: This sheet can be used with the Fountas and Pinnell Assessments that can be found in the eDoctrina FREE Items Test Bank.

    F&P Answer Sheet


    5. Flex Rubric Answer Sheet: This sheet can be used once a rubric has been created in eDoctrina. Educators have the option to choose 5 or 6 columns for each category selected. In order to score this sheet you would fill in the bubble in the appropriate box. This sheet can utilize 5 or 6 columns to suit your specific needs.

    Flex Rubric Sheet
    NOTE: For more information on setting up and utilizing a Flex Rubric, please see the help guides on Flex Rubrics and Teacher Completed Screen.


    Web Camera Scanning

    Web Answer Sheets are designed to be processed using any compatible web camera connected via a USB, most computers built-in cameras, or the eDoctrina Scanning Application. Unlike the traditional scanning method, results recorded on web answer sheets are instant. These answer sheets are a great option when a traditional scanner it not readily available and have been used by teachers to collect assessment data in many creative ways.

    Two Answer Sheets will print on one sheet of paper so please cut the full sheet in half ensuring that the QR code and the area inside the solid black line have not been obstructed.

    NOTE: These sheets CANNOT be scanned using the traditional copier scanning. For more information about Web Camera Scanning please refer to the help guide on Web Cam Scanning.
    Key Components of WEB answer sheets:
    1. QR Code: contains vital information for processing, such as the assessment ID and the student ID.
    2. Student Response Area: To be successful with Web Scanning, this rectangular area should be unobstructed.

    There are three types of web answer sheets that can be generated:

    1. Web 11 Choices (Document Camera Only) Answer Sheet:

    The Web 11 Choices sheet type separates the questions into two columns. Each column can contain multiple choice questions with a maximum of 10 choices and Teacher-Scored questions with a maximum value of 10 points. Each sheet can accommodate for 30 questions (15 per column).

    Web 11 Cam Sheets

    2. Web 4 Choices (Document Camera Only) Answer Sheet:

    The Web 4 Choices sheet type separates the questions into five columns. Each column can contain multiple choice questions with a maximum of 4 choices and Teacher-Scored questions with a maximum value of 3 points. Each sheet can accommodate for 75 questions (15 per column).

    Web 4 Cam Sheets

    3. Generic (Document Camera Only) Answer Sheet:

    The Generic sheet type can be used for assessments that have not yet been created in eDoctrina. These sheets can be printed without an assessment assigned, allowing teachers and students to use and reuse them on multiple occasions. For more information about this sheet type, please visit our help guide on Generic Answer Sheets. Generic answer sheets are used for multiple-choice questions ONLY. They can be printed in both the Web 11 and Web 4 format; which will print with 5 choices and 4 choices, respectively.

    Answer Key GenericStudent Generic

    Printing Answer Sheet Options

    After selecting the Answer Sheet Type, there are "More Printing Options" to explore at the bottom of the pop-up window.

    More Printing Options

    Here is a list of these options:

    More printing Options

    1. Only Print Questions: This option provides the opportunity to print a selected number of questions. For example if an assessment included 50 questions and is being administered over 2 days, it is possible to print one set of sheets to be Questions 1-25 and the second set 26-50. Some teacher will also use this tool to omit the "Teacher Scored" questions from the answer sheet.

    2. Number of extra blank sheets to print: This option will allow printing of a Blank Answer Sheet to use as a replacement or for a student that is not in eDoctrina. This sheet will be missing the Student Name, Teacher Name, and Student UID #. It is required to fill in this information prior to scanning to ensure the data will be processed. This option is not available for WEB answer sheets.

    Blank Answer Sheet
    NOTE: The assessment data for this student will NOT process until the student appears in eDoctina, so we advise to not scan this sheet until the student has been added to eDoctrina.

    3. Do not print cover pages: If printing more than one class set, eDoctrina will separate the classes with a cover page. If you do not want this cover page, check this box.

    06.A.8. Student Profile Page

    The Student Profile Page allows teachers and administrators the opportunity to open a page that provides a quick snapshot of a student's progress. This page is a great resource for RTI, as it will allow you the opportunity to view and run RTI Progress Monitoring Reports for assessments as well as BeHAVE, Student Goal, and Student Form information tied to a particular student.

    In order to access this page a teacher, School or District Admin can navigate to the Student page by following the path: Settings > Student Information Data > Students:

    Please note that the image shows information that a Teacher user would see, School & District Admins will see more options in the drop down box.

    While on the Students page click on the Profile icon:


    The page will open for the selected student.


    1. On this screen, you will be able to utilize filters to determine what year you'd like to view data for, as well as specific subjects, assessment types, and start/end dates. *If you are not seeing any results in the current year, change the year filter back to 2020-2021.*

      Continue scrolling past the assessment data for a breakdown of all standards that were used on every assessment displayed above:



    2. The Student Profile Page is broken into 4 Sections; Assessment, Behave, Goals, and Student Forms. You can quickly navigate to any of these sections by clicking on the tabs on the top right of the screen. If the student does not have BeHAVE, Goal, or Form information in the system, these sections will simply appear blank.

    3. Please note that you can also choose to print this page and will be offered print settings prior to the preview popup.

      Assessment: This section you can run an RTI Progress Monitoring Report utilizing the Subject and Type filters for the data you would like to see. This report can also be exported to PDF, and shows Result Data and also Standards based data as well.

      BeHAVE:This section can be used in correlation with the BeHAVE module of eDoctrina. In this section you can view any Behavior Code that a student may have earned, as well as their total number of points that have been earned and their Reward History. Depending on your account, you will see different items for the student. As a teacher you will see Behavior Codes that you yourself entered but a School Admin will see all Behavior Codes that have been entered by other users in the School. A District Admin will see all the Codes that have been entered for the student, regardless of who entered them. Here is how it may look slightly different:

      Goals: In this section you can view/edit/print any goals that have been created for this student in the RTI Tracker.

      Student Forms: In this section, you can view/open/print any student forms for this student.

    03.D.1. Uploading a PDF to use in an Online Assessment


    IMPORTANT Please see Help Guide 03.A. Answer Key Only Assessments if you are unfamilar with creating an Answer Key Only assessment. The following steps assume the Answer Key Only Assessment has already been created.


    Click here to view the Help Video


    An Answer Key Only assessment is not limited to utilizing a pencil and paper. This guide covers how a teacher or administrator can upload a PDF file to enable students to take any assessment online.


    From the assessment editor, users can scroll down to the "Additional Settings" section and click on the Upload File button to select a PDF to attach to the Online Assessment tool:

    Upload File


    The PDF to be used should be selected from the user's files:

    Select File

    NOTE: The file MUST be a PDF file.


    The name of the file will appear in the Assessment Editor. Additionally, the option to delete the file, whether to display the PDF, and where to display the PDF will be displayed. Users should select the options that best apply to the assessment being built:

    PDF Options


    Once this is complete, students will now be able to scroll through the uploaded PDF uploaded and answer the questions accordingly.


    Please see below to preview what the assessment will look like from the student online view:

    Student View


    If you need additional assistance with anything found in this help guide please e-mail help@edoctrina.org

    Student Forms

    Creating a student form in eDoctrina allows a teacher or administrator to fill out information on a student based on the particular template (or form) they are working in.

    These forms can then be sent home to the students parent/guardian, or kept on file.

    To begin, the first step is to create student form templates.

    a. Navigate to Settings > Database Setup > Student Form Templates.

    b. From this screen, click on the gold '+Insert' button in the top left corner:

    c. A window will open which will allow you to enter a name and description for your form. Next, you will use the text editor to create your form/template.

    Completing a Student Form

    Navigate to Planning > Student Forms:

    Using the Master Course Concept for District Wide Reports

    Note: For this approach to work the district must have configured Master/State Course Codes and linked their courses to them. They must also have the district setting "Use universal courses concept" checked in the district SLO Settings.

    On the Teacher Dashboard begin by selecting the Master Course (State/Universal Course). You can select more than one Master Course.

    NOTE: For district-wide reports it is best to leave the School Filter without any schools selected.

    Next select the courses you would like to include in your report(s). If you would like all courses linked to the selected Master Course(s) then use the Select All option.

    Next you select the classes you would like to include in your report(s). If you would like to include ALL classes, use the Select All option.

    Note: Do NOT use the Select Students filter, unless you only want to include certain students in the report. The system assumes you would like to include ALL students in the selected classes unless otherwise specified

    Now that you have selected the students you would like included in your reports, select the Assessment(s) you would like to include in your report(s) using the various filters in the Select Assessments section.

    Note: The easiest way to select an assessment is to leave all filters

    Now simply select from the many report options available below:

    12.A. eDoctrina Report Cards

    Linking Assessments to Report Card Marking Periods

    To link an assessment to a report card marking period, you MUST:

    (1) Link the assessment to a Course
    (2) Link the assessment to a Marking Period
    (3) Link the assessment questions to Report Card Standards

    Search for your course in the "Courses" section. Link the course associated with the assessment by dragging and dropping it into the box to the left or double clicking, as seen in the first image below

    Then, use the Report Card Settings in the General Settings section to choose the appropriate marking period from the drop down menu labeled "Marking Period", as seen in the second image below

    Scroll down to the "Standards" section. Using the filters choose the appropriate District/Set, Subject, Grade, and Standard as seen in the image labeled "1" in red below. Each report card standard will be linked to a state learning standard.

    All corresponding Report Card standards will appear underneath in BLUE font, as seen in the image labeled "2" below. Double click OR drag and drop any BLUE Report Card standards to assessments questions (just like you would with regular state standards.

    Once your assessment is complete and linked to your COURSE, MARKING PERIOD & REPORT CARD STANDARDS click Save & Close.

    Entering Report Card Grades

    To enter Report Card grades:

    Using the white panel at the top of your screen, navigate to "Student Support" > "Report Card Grade Entry", as seen in the first image below OR click on the Report Card button on your homepage

    Once you are on the "Report Card Grade Entry" screen, ALL filters at the top must be filled in with the appropriate information: Year, Course, Grade, Class, and Marking Period.

    On the RCL Entry Screen (shown below) you can easily enter grades for one particular student and course but can use the dropdown menus or "Previous/Next" button to navigate to the next student.

    Shown below is a snapshot of what a teacher would see when assigning a grade/rating to a report card standard.

    1) Teachers see how student have scored on assessments linked to the report card standard. In the MP column, teachers can type in the scoring criteria defined by the district.(ie. "S", "P", etc.) as seen in the image labeled "1" below.

    2) Pressing this arrow, labeled "2" below, will pre-fill all of the grades on the Report Card Entry screen according to the following:

    3) If there are no grades inputted for a standard listed, and the "MP" column is left blank, this will automatically appear on the student's report card as a dash (-) and will not affect their overall grade, as seen in the image labeled "3" below.

    4) On the bottom of the RCL Entry Screen is the "Marking Period Comments" section, as seen in the image labeled "3" below. Teachers can drag and drop any pre-made district comments into the blank box to the right. If a teacher wants to add to his/her own custom standards it can be done by clicking on the + button and will save for the teacher to use in the future.

    5) Click Save before navigating away or moving on to enter grades for the next student or next course.

    Printing Report Cards

    To print report cards:

    Navigate to the top of your "Report Card Grade Entry" screen, and click the yellow button labeled "Generate Report Cards for Selected Students" as seen in the image below

    This will generate a print preview of report cards for all students based on your Year, Course, Grade, Class, and Marking Period filters

    1) You may print report cards from this screen

    Below is a snapshot of an example report card:

    Please note there are several custom print settings that can be customized for your district. For example: District logo, scoring criteria, print settings (1 column/ 2 column), teachers name/email, comment box, etc.)


    A gray background indicates that there has been no data entered or scanned for this question. The correct answer will display within the cell, but has no effect on the percent grade for the assessment.



    A white background is for "Teacher Scored" questions. If a scored has been selected by the teacher, the cell will change colors from gray to white.



    A green background indicates that the entered or scanned response is correct.



    A red background indicates that the entered or scanned response is incorrect.



    A yellow background with an "X" indicates that the question has been "excluded" by user selection. This means that this question on the answer sheet has been bubbled in to exclude or the teacher has selected to exclude this question manually.



    A yellow background with an " * " indicates that there were multiple answers detected when the answer sheet was scanned. In this scenario, the teacher should revisit the answer sheet to make the best judgement of what response was intended by the student.



    A yellow background indicates that the answer choice was not selected for this question. In this scenario, the teacher should revisit the answer sheet to verify that the question does not contain a response.


    A black background indicates that the question has been excluded from the entire assessment. This can only be done from within the Assessment Editor.

    00.A.1. Adding District Specific Help Guides
    (District Admin Profiles ONLY)

    eDoctrina offers an extensive library of help guides that are available to our end users to help them navigate through our software and better understand the features that are available to them to help their students succeed.

    These guides are designed to cater to the needs of all the school districts that we serve. eDoctrina knows that each one of our partners are unique and the help guides that are available do not cover all of the district-specific attributes that may exist. To accommodate for this, eDoctrina provides the opportunity for districts to include their own help guides within our help guide menu.

    The Help menu is available in the navigation menu. Anything that has been added as a district-specific document will be located within the "00. District Specific" selection right on the top of where all help guides are listed.

    Navigation

    To add a help guide, navigate to Settings => User quides & help topics => Help Topic.

    This will navigate to the "Help menu items" homepage. This is where all help menu items will be managed. The first time any user visits this homepage, they should see the Video and Help options, which are the main categories that are seen on the navigation menu.

    Help menu items

    The default layout view should be the Tree, which will show the list of help guides in regards to a Parent-Child relationship, which defines how the items will display in the final list. Click on the Expand icon to expand the list to view the children of the indicated parent. Click the Expand icon to collapse the parent and hide the children underneath the indicated parent.

    For example, if a "Parent" is created under the Help category, then two "children" are added under that parent, then two "grandchildren" are added under the first "parent" it would look similar to the image on the left and will present itself similar to the image on the right.

    Parent-ChildEnd-User View
    NOTE: It is recommended to NOT create any items beyond "grandchildren" because it is possible that they will be cut off by the end of the viewable area on the screen.

    How to
    1. Click the Insert Button button to create a new item.
    2. The "Search" box can be used to easily find an item by name.
    3. The "layout" option allows the user to toggle between the Tree view and the List. The List view will display all items disregarding the defined parent-child relationships.
    4. These buttons will ONLY be available for items created for the district admin's district.
      • The Edit Pencil button allows the district admin to edit the existing item.
    5. The "Visible" checkbox determines whether or not the item will be displayed. This option is ONLY available for items that have been created within the the district.
    6. The "URL" is the destination that the user will be navigated to upon selected the option from the menu.
    7. Select the Trash Can button to delete the entire item.

    Adding Help Guides

    Click the Insert Button button to add a new item. A pop-up will appear prompting to enter/select the details of the item that is being added. If no Parent-Child relationship is to be used, select "--none--" as the Parent Item to simply list the item in the help menu. If a Parent-Child relationship has been developed, please organize your help guides accordingly.

    Create help item

    Choosing the appropriate parent is essential for keeping all items organized in a manner that is easy to understand for all users. It is highly recommended to keep all first level district-specific items under the "00. District Specific" parent that has already been created. It is up to the district how to organize their material, but it is recommended that only two levels are used to keep all items in the viewable area.

    The Name field should be populated with the title of the help guide or video. This will be the Name that is displayed in the menu.

    The URL is the web address that users will be directed to upon selecting the item.

    It is possible to upload a file and designate it as the destination as well. If the "Upload File" option is used, eDoctrina will create a unique URL for the uploaded file so it will always be accessible. The URL wll look very similar to "https://s3.amazonaws.com/static.edoctrina.org/uploads/helpitems" as eDoctrina utilizes Amazon Web Services to store uploaded files.

    It is important to note that an uploaded file cannot be modified, the district admin will have to upload the file again to reflect any changes made.

    If the URL is left blank, eDoctrina will create an internal link that serves as a pathway to a page that lists all of the children so they can be accessed from there. In the example below, the "Curriculum & Standards" item was selected. If the user selects the Navigate to button, they will be navigated directly to the URL that has been entered for the selected item.

    If the user selects the Copy to Clipboard button, eDoctrina will copy the URL to the users clipboard so they can paste the URL wherever they please.

    The OBSeRVE Dashboard

    eDoctrina's OBSeRVE module is designed to be a central location for everything related to staff observations. This page allows School and District Administrators to observe, rate, communicate with staff members, and monitor the status of accountability data throughout the year. After a district has been configured with their observation rubrics/forms and the appropriate assignments have been made, this dashboard will be the central location for observers to visit for anything related to observations.

    After the observation rubric(s) in the district have been configured accordingly, it is important to understand how these rubrics can be put into use. If more information is needed on observation rubric(s) set up, please visit the help guide on How to Setup an Observation Rubric.


    Assignments Layout

    In most cases, there is a required number of each type of observation for each observee in the district. In all cases, it is a good idea to have a way to track the status of and how many observations have been performed for a specific observee. Although the full utility of the Assignments layout view is observed when all rubric assignments have been made so progress can be monitored, there are still some other tools on this view that can help manage observations for staff members.

    1. Main Buttons: Each page in eDoctrina usually has a number of main buttons that allow for tasks to be completed more quickly. Each of these options can be used either by filtering the list or by selecting the checkboxes for each item that the task should be applied to.
      • Mass Assign Button: The assign button allows for one or many users to be assigned a rubric in one action. Select the staff members that need to be assigned the rubric and choose this button to assign one of the current rubrics for the district.
      • Send observation scores to the TE System: A vital component of managing observations in eDoctrina is connecting the scores with the TE Sytem (which is used for end-of-year reports and state reporting. This option exists to ensure that scores be sent to the appropriate data sources when scores are ready to be finalized. This button is only available to users with the appropriate permissions.
      • Export to Excel: The export to excel option can be used to generate a spreadsheet that is comparable to the displayed list. If no specific staff members are selected, then the resulting export will include all users in the filtered list. If selections are made, these will be the only items that will be included in the export.
      • Sign Selected: Unlike the other main buttons, sign selected exists for the observations layout view only as it is designed for signing more than one single observation at a time.
    2. Filter controls
      • Saved Filters: There are many filters in eDoctrina and selecting the same ones to get the same results as last time this page was visited can often be a difficult task. Even though selected filters are remembered if the same device/browser is used, leveraging the saved filters can help to reduce the amount of time selecting filters if the same subsets of filters are used on a frequent basis.
      • Refresh: The refresh option will ensure that the displayed list is updated to the most recent selections without having to refresh the actual browser window.
      • Show/Hide More Filters: The default displayed filters are designed to show less to make the selection of filters an easier task, but do not include some other filters, such as the rubric year, that are needed when looking at historical data or for more advanced reports. This option exists to allow the user to toggle between showing more or less filters depending on the task or preference.
      • Reset Filters: Yes, you will need to do this a time or two in eDoctrina. It is recommended to all users in the case where they cannot find something in the list to reset theri filters as there is often something selected that is filtering out the desired results. Resetting filters allows the user to start from the beginning with all filters being cleared to their original defaults.
    3. Staff Filters
      • Search: Searching for a specific staff member can be done by first name or last name (not both), the staff ID#, the staff UID#, or their state identification number (if it exists in the system). Using the search is the quickest and easiest way yo find an individual staff member as no other filters will be necessary to be selected.
      • School: It is possible to filter the displayed list by one school or many schools. The school filter will reference both the primary linked school for each user or any other active schools that the user is linked to.
      • Observer: The observer filter will return a list of all staff members that have been observed by the selected observer(s) or any staff member that has be assigned to be observed by the selected observer(s).
      • Evaluator: The evaluator is an indication that is made on the user accounts screen to assign an administrator to a staff member as an evaluator. While some districts may have this filter hidden, other districts leverage this as an extra filter to help find specific groups of staff members.
      • User Type: It is possible to filter the list for one or many user types to exclude unnecessary staff members or staff types from this list.
      • Staff Scope: The default for this filter is to search for Active staff members, but it is sometimes necessary to view staff members that are now inactive in the case of pulling historical reports or even if the staff member has recently left the district.
      • Observation Scope: The observations scope filter is arguably the most important filter on the Assignments layout view because it allows for filtering upon the assigned observation rubrics. Generally, observers will want to select the Require Not Complete option and try to get this list down to 0 items by the end of the year meaning that there are no more required observations to be done. Other filters include Awaiting Signatures, which is a great filter to ensure that all observations have been signed off electronically.
      • On Leave: This filter should only be used in the cases where the district is actively managing this status as it is sometimes important to exclude any teachers that are "On Leave" when pulling data reports.
      • Department Code: If imported or entered for staff members, the department code can add another layer of data for filtering. Not only can department code control access rights, but it can also let a department head use the filter to find only staff members that exist in their department.
    4. Rubric Filters
      • Year: Showing more filters will allow for the year filter to be selected. This filter allows for toggling back to prior years to view historical observation information.
      • Rubric: For many tasks, such as printing, the rubric is required to be selected because there are ofter some configuration options linked to the selected rubric. One or many rubrics can be selected to filter down the results and display the desired rubrics in the list below.
      • Rubric Assignment: Each rubric can have one or many rubric assignments, such as Tenured or Non-tenured. Each of the rubric assignments may have different minimum requirement and/or settings. Filtering for the assignment can help to narraw down this
      • Rubric Category: Some rubric configurations have one or many rubric categories. These categories represent the main categories of the rubric, which depend heavily on the rubric configuration.
      • Start/End Date: If it is necessary to only view staff members that have been observed on a specific date or date range, utilize the start/end date filters to update the list to all staff mmebers with an observation within the selected dates.
    5. Report Options For more information about the report options, please reference the help guide about the OBSeRVE Report Dashboard
    6. Staff Assignments List
      • Add: Even if an observation rubric assignment does not exist or if the minimum requirements have already been met for a staff member, an observation can always be created by using the Add button.
      • Schedule: The only way to schedule an observation for a staff member is to used the Schedule button on the Assignments layout view. Observations can always be scheduled and will remain in this state until the observer enters the observation and makes updates.
      • Assign: Although this Assign button may only exist for District Admin users, this button is used to create or update the rubric assignment for an individual staff member.
      • Print: This print button will print all observations for the year for the selected staff member (even if no rubric assignment exists).
      • ID/UID: The ID is the unique ID number that eDoctrina provides each user in the system, The UID is usually the local ID number for the staff member that is imported from the district's student information system.
      • Staff: The staff member will display in this column as a hyperlink that leads directly to the staff members observation folder. There is also a place where notes can be entered about a staff member as another way of communicating to other users some other details. These notes will print on the exported excel spreadsheet.
      • Account: The account column will display the details about the staff members user account. Some staff members will display with two schools, other staff mebers will have different user types in different years, and some will even have different user types to control what access rights that they may have.
      • Assignments: To initiate an assigned observation, click on the R for the desired observation that needs to be conducted. Please visit our help guide on Conducting a Teacher Observation for more details. Once an observation has been initiated by any school or district admin, they will be the only users that will be able to modify the contents contained within the observation itself. If the observation is in "Draft", no user in eDoctrina will be able to view the contents until it has been marked as "Complete". If an observation is in Draft, Scheduled, or Completed state; simply hover over the observation from this view to see the date of the observation and the observer who is responsible.
        Hover to view observer

    Observations Layout

    The observations layout displays a list of all observations that the logged in user has access to in accordance with the selected filters. If an observation has been scheduled, drafted, deleted, or completed; there will be line item on the Observations layout view that exists for it. Similar to many other modules within eDoctrina, the displayed list is dependent on the filters that are selected. Carefully select the filters and use the "Reset Filters" option if an observation is not displaying. It is sometimes best to only use the Search to identify the desired observee.

    The observer can access any one of their performed observations from the Observation Layout by selecting the respective Edit Pencil button. They will also be able to delete an existing observation by clicking the Trashcan button. Deleting an observation does not permanently remove the observation, it simply makes it inactive. An observation can be reactivated by toggling the Active/Inactive switch back to Active from within the OBSeRVE Editor.
    All completed observations can be printed from the observations layout. Please visit the help guide on the OBSeRVE Report Dashboard for more information about printing. Observation can also be signed electronically (if applicable) from the observations layout view. For more information on Using Electronic Signatures, please visit our help guide.

    NOTE: Each observation will be highlighted with the color that indicates the status.

    To avoid redundancy, we will only point out the differences of the Observation Layout view with reference to the Assignments layout view. If some feature or option is not explained here, please see above where it is likely explain the tool or feature.

    1. Export to Excel: There exists two different available format for the Export to Excel tool on the Observations layout view: the Observation List and the Observation Status Report. The Observation List serves as a direct export of how the observations are listed while the Observation Status Report includes important dates regarding the life-cycle of the observation, such as when it was created, made available to the teacher, first and last updated, and all electroinic signature information.
    2. Observation Scope Filter: The Observation scope fitler on the Observations layout view allow for filtering for statuses of any observation that is accessible by the logged-in user. This is a great filter for monitoring existing observations and finding the ones that need some attention. Filtering for observation status or electronic signature status are both part of the functionality of this filter.
    3. Observation Type Rating: Unlike the Assignments layout view, the observations layout view offers one more filter to help reduce the list to the desired set of observations. Being that the design of this screen is to list each observation uniquely, it is possible to filter for the observation type.
    4. Observation List
      • Edit/View: If the logged-in user has access to edit or update the observation the they will see an "Edit Pencil" button here. If the report is locked by signature or if the logged-in user does not have update permissions, then there will be a "Looking glass" button here.
      • Copy: The ability to copy an observation is dependent on user access rights, but this option allows for any observation t be copied exactly. once this option is selected, there will be a pop-up prompting to select the target year that new copy should be linked to.
      • Print: The print button exists here so each individual observation can be easily printed. Depending on the observation rubric configuration, clicking this option may prompt to select different report options or it will simply generate a PDF of the observation that will be print ready.
      • ID/UID: In the observations layout view, the ID is the unique identification number for the observation, while the UID is the staff members local ID that usually comes from an upload from the district's student information system.
      • Staff: The staff name will be listed here as it displays throughout eDoctrina. Like many other columns, this column can be sorted but only by staff member last name.
      • Account: The account column will display all years, user types, and schools that the staff member is linked to.
      • Expectation: The expectation is best described as the category of observation. This expectation will vary by district as it is dependent on rubric configuration.
      • Type: This column will display the type of observation, such as "Announced" if this is a selection that is necessary for the observation rubric.
      • Script: If the Script is entered made visible, then this column is a quick way to scrool through in the list view to see the entered contents in the scripting area of the observation.
      • Observer: This column will display the linked observer or observers if there is the possibility to link a secondary observer in observation form.
      • Date: The date column displays the entered date within the observation. This date can be updated by the observer if the observation is not locked. If more dates are needed to explore what has happened with an observation, it is recommended to generate the "Observation Status Report"

    Calendar Layout

    The calendar layout is designed to help observers manage the observations that they need to complete. To use the calendar layout it is necessary to schedule observations within eDoctrina first.

    From the Calendar Layout, the observer will be able to view all observations on a calendar that can be viewed by month, week, or day. Similar to the other layouts in the OBSeRVE Dashboard, the displayed observations are dependent on the filters selected.

    NOTE: Click on the observation to enter directly into the OBSeRVE Editor.

    Month ViewMonth ViewMonth View


    To add/edit a time into an observation without going through the scheduling process, simply enter it within the OBSeRVE Editor. eDoctrina will recognize military time and AM/PM. Therefore, 2:00PM should be entered as 14:00 or 2:00PM. eDoctrina will not recognize 2 or 2p.

    NOTE: If the entered time is not recognized when saved, eDoctrina will default to display 7:00PM for the selected day.


    Final Rating Layout

    The Final Rating Layout can be used to track the workflow status of Observations in the district or school. An Observer can use this feature to see which Observations are complete and which still need some components addressed. Some of the settings in this layout are dependent on the setup of each individual rubric and vary by district.

    Final Rating Layout

    If any staff member has a rubric assigned to them, there will be a status indicating what status of the observation within the process. If no assignments have been made, the status column will be populated with No Rubric Assigned.

      Here is a list of the potential statuses:
    • No Rubric Assigned: This status will show if the person does not have any rubrics assigned.
    • Incomplete (Missing Required Observations): This status will show if not all required components of assigned observation for the Staff Member are complete.
    • Awaiting Final Rating: This will show if all required components are complete EXCEPT for a Final Rating.
    • Awaiting Admin Signature: This will show if Final Rating has been selected, electronic Signatures are required, and the Admin has not signed the final rating yet.
    • Awaiting Teacher Signature: This will show if Final Rating has been selected, electronic Signatures are required, and teacher has not signed the final rating yet.
    • Complete: This will show if final rating has been applied and if teacher signature is done (if required).

    Some districts will be automatically calculating the final ratings for teachers, while other districts will be selecting the final rating from the pull-down menu in the far right column. If the status is "Awaiting Final Rating", select the corresponding pull-down for the desired teacher and select the value that is appropriate for the observee. The options available within this pull-down will vary by district.

    03.D.4. Taking an Online Assessment (for students)

    Managing Student Accounts

    Teachers have the ability to view current usernames and reset student passwords (if needed) from their Classes homepage.

    Classes

    Just click on the Students Button icon to pull open the desired class roster, switch the "Show" filter (see below) to "Enrolled Students Only" and passwords can be created and/or reset. Passwords can be reset individually by clicking on the "Reset" button in the Password column or select multiple students and select the "Mass Reset Password" button at the top of the screen:

    Password Reset
    Both methods should generate a pop-up prompting to enter the new password twice to ensure accuracy. There are currently no password restrictions, but the eDoctrina password login field is CASE SENSITIVE!
    Password Reset

    Helping Students Navigate PROGReSS

    Students will be logging into eDoctrina the same way that teachers log in, but will be navigated towards eDoctrina's student dashboard (PROGReSS) when they enter their login credentials properly.

    PROGReSS Dashboard

    The two sections relevant to assessments are the "Assignments" and the "Assessment Results". The items that are displayed in these lists are dependent on the Class filter (which allows students to view "All my classes" or select a specific one) and the Year filter (which is defaulted to the current year).

    All items listed in these sections will have a Mail Button button next to it providing the student the ability to communicate with their teacher using the eDoctrina email option. All users can access their eDoctrina mail by clicking the mail icon in the top right of their screen. Additionally, the option to send the message directly to the teacher's email is selected by default. An error message will display should an invalid email address be associated with that teacher.

    eDoc emailMail Access

    In the "Assignments" section of the student dashboard, students will see a list of all "active" assessments assigned to them. The Title will be displayed along with the assessment ID. For ongoing assessments, there will be a Progress bar showing the percentage of the assessment that has been completed so far. The Date will display the Administration Date that has been entered by the teacher in the Assessment Editor.

    The last column will display different options depending on the online assessment settings. If a student has never accessed the assessment, they will always have the ability to Start Test Button. If "Allow Reopen" is selected in the online assessment settings for this assessment, students will have the opportunity to Continue Test Button or select Finish Test Button if they have answered all questions to the best of their ability and would like to submit for grading.

    In the "Assessment Results" section, the student will be able to view the score, grade, and/or percentage along with the selected version of the Individual Student Report by selecting the Finish Test Button button.

    NOTE: The results we ONLY be displayed if an assessment has been setup to make "Results Visible Online". This option can also be used to share assessment results for assessments taken via paper/pencil.

    Taking an Online Assessment

    eDoctrina offers many options to educators for creating online assessments. With this said, students may encounter different features depending on the specific assessment settings that have been selected for each assessment. Please visit our help guide for For more information about Online Assessment Settings.

    If an assessment has been set up to "Lock students to test", each time they access the assessment they will encounter a pop-up stating "This assessment is locked"

    Locked Test
    NOTE: To have this feature be more effective, a Google Chrome extension is available.

    If an assessment has been set up to have an "Online Time Limit", the student will receive a pop-up notification informing them that "This is a timed test" and stating how much of the allotted time is remaining.

    Locked Test

    NOTE: This timer will begin as soon as the student clicks "Go" and will continue even if the student exits the assessment. Once the time has elapsed, the student will not be able to gain access unless the assessment is reassigned by the teacher.

    If an assessment has been set up to have a "Password", the student will receive a pop-up window prompting them to "Please enter test password".

    Test Password
    NOTE: This password is controlled and can be changed within the Assessment Editor. The most recent entered password will be the ONLY password that will allow access.

    Below is a basic view of what students will see when they begin their assessment. Some of the features displayed here are optional and are configured in the Assessment Editor. To learn more about configuration, please refer to our help guide on Online Assessment Settings.

    Online Assessment View
    1. If the assessment has a time limit, it will display here.
    2. Students should click Finish Test when they have completed the assessment. If selected, they student will not be able to re-open the assessment unless it it is reassigned.
    3. If the option to "Allow Re-Open" is selected in the online assessment settings, this button will appear allowing the students to close the assessment and complete their responses at a later time (if that time is within the available test window).
    4. By default, students will be able to toggle between a Scroll and Page views of the assessment. The Scroll view will keep all questions on one page, while the Page view will present each question on it's own page.
    5. The "Go to next unanswered question" button assists students in navigating through the online assessment. If clicked, eDoctrina will navigate the student to the next question in line that does not have an answer recorded. This invaluable button will change color to blue when all questions have been answered.
      All Answered
    6. It is possible to navigate directly to a specific question by selecting the the corresponding box in this section. These buttons will also be color coded to provide the student a better test taking experience.
      • Answered Question: means the question has a response.
      • Needs Review Question: means the question has been marked to "Review later".
      • Unanswered Question: means the question does not have an answer and has not been marked to "Review later".
    7. Available student tools appear here. The Reading ruler and Highlight mode are tools that are available by default.
    8. The ability to Zoom In/ Zoom Out is available just in case it is needed.
    9. This area is where the assessment will appear. There are few variations on how assessments are displayed, but displayed below is the view when there is not a PDF uploaded and the questions have been entered.

    When answering a multiple choice question, all the student needs to do is click the desired response and a checkmark with appear indicating the answer has been selected.

    Response Recorded

    If the online assessment setting has been selected to allow the students to eliminate answer choices, the student will see an "X" next to each choice. They can simply click it to eliminate that answer choice.

    Response Recorded

    To ensure that students are aware that they have some unanswered questions on their assessment, they will receive this message when they click on "finish Test" if there are any question without a response.

    Finished?

    04.A. eDoctrina® Tips & Tricks:

    Answer Sheet Scanning

    1. Please review your answer sheet before you scan them. Be on the look out for extra marks, faded barcodes, etc.
    2. Ensure the answer sheet prints clearly. DO NOT USE answer sheets if the copier’s toner was low and the sheet looks faded; they will not scan properly.
    3. Make sure the four squares in the corners of each sheet printed fully.
    4. Students must select ONLY ONE answer choice. Do not allow “x-outs.” Rather, have them clearly erase. Directions are found at the top of each answer sheet:

    5 Eliminate stray marks (doodles, student work, etc.) in any area of the answer sheet.

    Bubbling / Scanning problems to watch out for!

    Below are examples of 3 different scanning settings that could cause 3 different results.

    Question 1: Looks good in all three examples because the student filled in the bubble dark. If students fill in bubbles this way, it will work for almost any scanner settings.

    Question 2: Looks good in all three examples, but not as good as question 1. Notice in the third setting that the bubbled answer is somewhat lighter. This shows the impact of students not filling in the bubble dark enough. This still should be fine with almost any scanning settings.

    Question 3: Each setting results in a different darkness of the bubble because the student did not fill in the bubble dark enough. In some cases, this could result in incorrect data. Notice for setting 3 that the marked bubble is very light and the system may miss it or actually may select one of the other bubbles as being darker. In this case results could may process as: a, a and another bubble (*), another bubble like c or d, or as blank.

    Question 4 and 5: The same issues described above for question 3 can occur for questions 4 and 5. Again, there is a vast difference based on scanner settings, which could result in erroneous results.

    Another source of error is BLANK ANSWERS. When students do not fill in a bubble for an answer, sometimes the system picks up one of the blank bubbles as the darkest bubble and reports this as the answer.

    How to prevent these problems:

    1. Have students answer EVERY question by filling in the bubbles DARK. Regardless of scanner or scanner settings, this will always provide the best results.

    2. If you want to know which questions a student does not have any idea how to answer, add an additional answer choice and instruct students to fill in this answer if they are not sure, INSTEAD OF LEAVING THE QUESTION BLANK.

    3. If you notice frequent problems, have your copier technician contact eDoctrina and we will work with them to optimize settings.

    Checking Scans with Answer Entry

    Open the "Answer Entry" tool to review scanned assessment results. For those users who receive an email when scanning is complete, the link in the email leads here.

    Be on the lookout for incomplete data caused by issues with the answer sheets. These may include unanswered questions, stray marks, printing that is too light or too dark, student "x-outs" (erasures are required), etc.

    Familiarize yourself with the different icons located on the "Answer Entry" screen.


    For more information on using the "Answer Verification" screen, Click Here

    4.B.3. How to use Generic Answer Sheets

    eDoctrina strives to make the process of collecting assessment data as effortless as possible. Historically, any teacher or administrator would generate answer sheets for a group of students for a specific assessment that has already been created. The Generic Answer Sheets enable teachers and administrators to collect student assessment data using eDoctrina's Web Answer Sheets "on the fly" or before an assessment is created.


    Before diving into this feature, it is important to be aware of the constraints that exist when utilizing these Generic Answer Sheets.

    1. It is only possible to create as many questions that fit on one Web answer sheet.
    2. ONLY Multiple Choice question type can be used.
    3. Maximum number of answer choices is 5 (a,b,c,d,e) for the Web 11 format and 4 (a,b,c,d) for the Web 4 format.
    4. Generic Answer Sheets are currently NOT compatible with the eDoctrina mobile application.

    Printing Generic Answer Sheets

    To print a set of generic answer sheets, navigate to the Teacher Dashboard by finding it in the Quick Links pull-down in the navigation bar or selecting Answer Sheets on the eDoctrina Homepage.

    Navigate to Teacher Dashboard

    On the Teacher Dashboard, select the group of students to print answer sheets for by selecting their respective Course and Class.

    Do NOT select the assessment. The Generic Answer Sheet option will NOT be available if an assessment is selected.

    Printing Generic Sheets

    Upon selecting Print Answer Sheets, a pop-up message will appear asking the user to confirm the action of printing a set of Generic Answer Sheets.

    Print Generic Answer Sheets

    Upon selecting the Print Generic Answer Sheets button the "Print Answer Sheets" pop-window will appear offering the "Web 11" and "Web 4" sheet types as the "Only suitable sheet type" because this answer sheet type is not supported using the traditional scanning method.

    Print Answer SheetsNOTE: Other sheet types are not currently supported with this feature.

    A new tab will open on the browser with the set of printable answer sheets for the selected students. The first answer sheet of the set is designated as the "ANSWER KEY". The creator of the assessment should bubble in the correct answers for the questions that will be administered so eDoctrina knows what to mark as the correct answers when the assessment is created.

    ANSWER KEYNOTE: Bubble in consecutive responses starting at #1 to ensure the assessment is created with the correct number of questions.

    The following answer sheets will look similar to the ANSWER KEY, but will be assigned to all of the selected students. These sheets can be used and reused to record student responses for the current assessment and any other assessment that has only multiple choice questions and matching formats.

    ANSWER KEYNOTE: Bubble in consecutive responses starting at #1 to ensure the assessment is created with the correct number of questions.


    Creating an Assessment by Scanning a Generic Answer Sheet

    After the creator of the assessment prints a set of generic answer sheets and bubbles in the correct answers for the set of questions to be included on the assessment, the assessment is now ready to be created.

    To create an assessment using generic answer sheets, it is necessary to navigate to the eDoctrina Web Scanning tool located on the Teacher Dashboard. Select the SCAN button to access the eDoctrina scanning tool.

    Access to Web Camera

    Within the desktop version of eDoctrina's web scanning tool, try to center the "ANSWER KEY" in the area that is displayed on the screen.

    Web Scanning Tips

    After a successful scan has been recognized, a pop-up window will appear asking if a new assessment should be created.

    ANSWER KEY pop-up

    Upon selecting the YES button, another pop-up will appear prompting the user to enter the General Information of the assessment that is to be created.

    Enter General Info

    Upon selecting the Continue Button button, the creator will be directed back to the Web Scanning tool. THE ASSESSMENT WILL NOT BE CREATED UNTIL THE CORRECT ANSWERS HAVE BEEN VERIFIED. The scanned answers will display on the bottom of the screen and can be modified (if needed) by clicking on the answer.

    Scanned assessment

    eDoctrina will not allow an assessment to be created if the ANSWER KEY contains responses for non-consecutive questions. If there are any "breaks", clicking the Create Assessment and Answer Key button will produce an error pop-up stating which questions need to have an answer provided.

    Error to select answer choices

    In this scenario, it is the responsibility of the creator to select the correct answer choice or select the [blank] choice to tell eDoctrina that the scanned answer choice was unintended. Once there are consecutive and confirmed answer choices selected, selecting Create Assessment and Answer Key will produce another pop-up prompting the creator to confirm the number of questions that are to be created for this assessment. Click "Yes" to create the assessment.

    Create Assessment

    At this point, the assessment is now available in the creator's district test bank and can be modified and/or enhanced later. It is recommended to link learning standards to the assessment questions once the data has been collected. It should also be noted that this begins the scanning session for the created assessment. If the student bubble sheets are ready to be scanned, they can be processed immediately after the ANSWER KEY has been saved.

    The assessment ID will display with the assessment name for the current scanning session. The scanning session will be available as long as the creator stays on the current page.

    Please visit our help guide on Web Cam Scanning for more information about scanning student answer sheets.

    Scanning Session

    Scanning Student Responses using Generic Answer Sheet

    If student responses have already been recorded on their generic answer sheets, they can be scanned as long as the appropriate assessment is indicated in the current scanning session. If the ANSWER KEY is scanned first and confirmed, the student answer sheets can be scanned immediately after the assessment is created because the scanning session will be current.

    Scanning Session

    When scanning student bubble sheets, eDoctrina requires that the assessment exist before student response sets can be recorded. If a generic answer sheet for a student has been scanned outside of a specific scanning session, eDoctrina will produce a pop-up window prompting the user to select whether the answer sheet belongs to a "new" or "existing" assessment.

    New or Existing

    If the assessment is "existing", the user will have to locate the assessment in the following pop-up window that allows the user to search using the provided options. When the assessment is found, select the corresponding radio button and click the Continue button to begin a new scanning session for the selected assessment.

    Search for Existing Assessment

    If the assessment is "new", the user will be prompted to scan the ANSWER KEY first because it is required that the assessment exist before associated student responses are recorded.

    Scan ANSWER KEY first

    If the correct assessment is selected for the scanning session, scanning student answer sheets follows the same process when scanning any WEB answer sheet. Notice how the following example shows how eDoctrina does not recognize any bubbles that the student has made beyond the created number of questions.

    Scanning Generic Sheets


    If an answer sheet is not being recognized by the camera, try selecting the Rescan button to force the camera to look again.

    Also, it is important to know that eDoctrina is always striving to make our end user experience better. If there are ever any unexpected or strange errors that are apparent with a specific scan, please let us know by selecting the Send Issue button. This will notify our development team of the error and we will do our best to optimize this

    Accessing Your eDoctrina Observation

    eDoctrina allows users to administer, view and edit and observations. Once an observation has been set up teachers can access their observation by following the steps below.

  • After logging in to eDoctrina, click on the OBSeRVE button on the Home Screen.
  • Once clicked on this link it will take the User to the Observe Screen. Once on this page use the "Rubric" filter to search for the rubric that applies.
  • At this time teachers can upload their Pre Observation form to the observation by clicking on the magnifying glass on the left, within the "Edit" column. Please note that teachers will not be able to Edit the content of the ratings or script of the observation:
  • Once in the observation scroll to the bottom and you will see a place to upload any supporting documentation and also the discussion thread. The discussion thread can be used to add comments or questions that the Observer can add and teachers can in turn respond to. The Supporting Documentation section can be used to attach documents that pertain to the observation.
    1. This is the Discussion Board where the teacher and your Observer can discuss aspects of the observation.
    2. A comment can be added to the Discussion Board by selecting the "+ Post Comment" button.
    3. This is where the comments in the Discussion Board are housed.
    4. Supporting Documents is the section in which documents for the observation can be added. Teachers will be first adding their Pre Observation form here and later their Reflection (Post Observation form).
    5. This is how to "Upload a file" or "Add a link" to the observation.
    6. This is where any Supporting Documents that have been attached can be found. They can be viewed by clicking on the hyper link. If a Supporting Document should need to be deleted please select the "Trash can" on the right.

  • Once your Pre Observation form has been uploaded your Observer will place your Observation back into Draft and you will not be able to see it until the Observer has scripted the Observation and tagged the components accordingly.
  • Once the Observation script has been tagged the Observer will take the Observation out of Draft to make it available for the teacher to view. It will be at this time that the teacher will be required to upload their reflection and post observation forms. No Observation Ratings will be provided until the Post Observation Conference.
  • Screen Shot 2017-02-03 at 2.34.50 PM.pngScreen Shot 2017-02-03 at 2.35.04 PM.png

    How to use Generic Answer Sheets


    eDoctrina strives to make the process of collecting assessment data as effortless as possible. Historically, any teacher or administrator would generate answer sheets for a group of students for a specific assessment that has already been created. The Generic Answer Sheets enable teachers and administrators to collect student assessment data using eDoctrina's Web Answer Sheets "on the fly" or before an assessment is created.


    Before diving into this feature, it is important to be aware of the constraints that exist when utilizing these Generic Answer Sheets.

    1. It is only possible to create as many questions that fit on one Web answer sheet.
    2. ONLY Multiple Choice question type can be used.
    3. Maximum number of answer choices is 5 (a,b,c,d,e).
    4. Generic Answer Sheets are currently NOT compatible with the eDoctrina mobile application.

    Printing Generic Answer Sheets

    To print a set of generic answer sheets, navigate to the Teacher Dashboard:

    On the Teacher Dashboard, select the group of students to print answer sheets for by selecting their respective Course and Class.

    Do NOT select the assessment. The Generic Answer Sheet option will NOT be available if an assessment is selected.

    Upon selecting Print Answer Sheets, the "Print Answer Sheets" pop-window will appear offering the "Web" sheet type as the "Only suitable sheet type".

    Print Answer SheetsNOTE: Other sheet types are not currently supported with this feature.

    A pop-up window will appear with the set of printable answer sheets for the selected students. The first answer sheet of the set is designated as the "ANSWER KEY". The creator of the assessment should bubble in the correct answers for the questions that will be administered so eDoctrina knows what to mark as the correct answers when the assessment is created.

    ANSWER KEYNOTE: Bubble in consecutive responses starting at #1 to ensure the assessment is created with the correct number of questions.

    Creating an Assessment by Scanning a Generic Answer Sheet

    After the creator of the assessment prints a set of generic answer sheets and bubbles in the correct answers for the set of questions to be included on the assessment, the assessment is now ready to be created.

    To create an assessment using generic answer sheets, it is necessary to navigate to the eDoctrina Web Scanning tool located on the Teacher Dashboard. Select the SCAN button to access the eDoctrina scanning tool.

    Access to Web Camera

    Within the desktop version of eDoctrina's web scanning tool, try to center the "ANSWER KEY" in the area that is displayed on the screen.

    Web Scanning Tips

    After a successful scan has been recognized, a pop-up window will appear asking if a new assessment should be created.

    ANSWER KEY pop-up

    Upon selecting the YES button, another pop-up will appear prompting the user to enter the General Information of the assessment that is to be created.

    Enter General Info

    Upon selecting the Continue Button button, the creator will be directed back to the Web Scanning tool. THE ASSESSMENT WILL NOT BE CREATED UNTIL THE CORRECT ANSWERS HAVE BEEN VERIFIED. The scanned answers will display on the bottom of the screen and can be modified (if needed) by clicking on the answer.

    Scanned assessment

    eDoctrina will not allow an assessment to be created if the ANSWER KEY contains responses for non-consecutive questions. If there are any "breaks", clicking the Create Assessment and Answer Key button will produce an error pop-up

    Error to select answer choices

    In this scenario, it is the responsibility of the creator to select the correct answer choice or select the [blank] choice to tell eDoctrina that the scanned answer choice was unintended. Once there are consecutive and confirmed answer choices selected, selecting Create Assessment and Answer Key will produce another pop-up prompting the creator to confirm the number of questions that are to be created for this assessment. Click "Yes" to create the assessment.

    Create Assessment

    The assessment is now available in the creator's district test bank and can be modified and/or enhanced later. It is recommended to link learning standards to the assessment questions onve the data has been collected. It should also be noted that this begins the scanning session for the created assessment. If the student bubble sheets are ready to be scanned, they can be processed immediately after the ANSWER KEY has been saved.

    The assessment ID will display with the assessment name for the current scanning session. The scanning session will be available as long as the creator stays on the current page.

    Please visit our help guide on Web Cam Scanning for more information about scanning student answer sheets.

    Scanning SessionNOTE: Click the Clear button to clear the current scanning session.

    Scanning Student Responses using Generic Answer Sheet

    If student responses have already been recorded on their generic answer sheets, they can be scanned as long as the appropriate assessment is indicated in the current scanning session. If the ANSWER KEY is scanned first and confirmed, the student answer sheets can be scanned immediately after the assessment is created because the scanning session will be current.

    Scanning Session

    When scanning student bubble sheets, eDoctrina requires that the assessment exist before student response sets can be recorded. If a generic answer sheet for a student has been scanned outside of a specific scanning session, eDoctrina will produce a pop-up window prompting the user to select whether the answer sheet belongs to a "new" or "existing" assessment.

    New or Existing

    If the assessment is "existing", the user will have to locate the assessment in the following pop-up window that allows the user to search using the provided options. When the assessment is found, select the corresponding radio button and click the Continue button to begin a new scanning session for the selected assessment.

    Search for Existing Assessment

    If the assessment is "new", the user will be prompted to scan the ANSWER KEY first because it is required that the assessment exist before associated student responses are recorded.

    Scan ANSWER KEY first

    13.D. Using Electronic Signatures in OBSeRVe


    To include electronic signatures in your observation reports, go to Settings>Staff Expectations and select the rubric you want to modify. You will be able to check a box under "Electronic Signatures Report" next to each stage or component of the observation for which you choose to add this feature.


    After an observation has been completed and saved, a "Sign" button will appear for the administrator:



    When this button is clicked, a pop-up will appear for the administrator to electronically sign. It requires the administrator to fill in his/her eDoctrina User ID and password, then click "Approve":



    The same option will be visible when a teacher views his or her observation:



    The administator must sign first in order for the teacher to be able to enter his or her signature. A teacher then has the choice to comment, return, and/or sign and approve:



    The observation report will include both electronic signatures:

    How to Finalize SLO Scores


    In order to provide a final score for an SLO, each SLO must be linked to a HEDI Table as this defines what score should be provided in accordance with the selected calculation method.

    To link a HEDI table to an SLO, navigate to the desired SLO and locate the HEDI Scoring section and utilize the Copy HEDI table from button to view the HEDI tables that are linked to the district.

    NOTE: If there exist no options in this pull-down menu, this means that the HEDI tables have not been configured for your district. These HEDI tables must be set up by a district administrator user within your district. HEDI Tables can be configured here .

    After the HEDI table has been assigned to the SLO, it should look very similar to the image below.


    If there exists a Student Population within the SLO, the suggested rating for the SLO will be highlighted as a "light green" color. This suggested rating is based off the student data that has been recorded and the method of calculation. In the example below, the suggested rating is a 10/Effective. If the suggested rating is agreeable, all that needs to be done is select the checkbox on the left to confirm this final rating. It should be noted that the recommended rating does not have to be selected and the administrator can select a different value as Final. Only one final rating can be selected per Student Learning Objective.

    It is also a best practice to update the workflow state(if applicable) of the SLO to indicate that the SLO has been provided a Final score. Although it is not required to do so, this helps organize a prevents duplicate work.


    NOTE: The district SLO workflow states can be customized here.

    After the score has been selected as Final, the score will be sent over to the Final SLO Score Summary and Signoff screen. This screen's main purpose is to allow for a quick audit to ensure that scores are being calculated properly. This audit process is very straightforward for users whom only have one SLO that is contributing to the final score, but can be more complex if there are a few SLOs that are contributing.


    NOTE: To check how scores are calculated (SLO Summary Report), click the print button next to the users name on this screen to get a breakdown of what SLOs have contributed to the calculated rating.


    Examples of Final Scores based on Student Assessment Scores in eDoctrina

    Here is an example of the SLO Summary Report for a teacher with one SLO that has a final score determined by their associated student population.


    Here is another example, but this scenario shows that the teacher has two SLOs that contribute to the Final Score.

    Notice how the Final Score is calculated based off the number of students that are included in the SLO. This is designed this way so that a SLO (or specific class) that has more students will be weighted more heavily when determining the final rating. If this is the desired method of calculation, please be sure that the contributing SLOs have the "Calculate SLO weight based on students linked to teacher's SLO" checkbox selected.


    Examples of Final Scores NOT based on Student Assessment Scores in eDoctrina

    Adding students to SLOs is not a requirement as SLO scores may come from different sources, such as applicable Regents exams results. In these cases, the respective SLOs only need to have a Final Rating selected so this can contribute to the users original or transition scores accordingly.

    If the SLO final score is not based on assessment data that has been entered into eDoctrina, be sure to uncheck to the "Calculate SLO weight based on students linked to teacher's SLO" checkbox. If unselected the selected Final Score for the SLO will be considered in accordance with the entered percentage next to the teachers's name.

    Here is an example where a teacher has two SLOs that are not weighted based on the students linked to the SLO where each of them is weighted at 50% each.


    Selecting the Correct SLO Type

    This step is critical to ensure that the SLO values gets reported in the proper category: as part of a user's original scores, transition scores, or both if necessary.


    According to 3012d guidelines, there are three SLO scores (the ORIGINAL SLO, the TRANSITION SLO, and the OPTIONAL SLO) that could be reported for any teacher and this indication is controlled in eDoctrina by the selected type for each SLO. All of the mentioned calculation methods explained above will still apply, but the type decides which score the calculated value should be reported to. The best way to explain this is to visualize each of the three reportable SLO scores as three buckets that the calculated scores will be filled with. Most districts will only need to be concerned with the ORIGINAL SLO score and the TRANSITION SLO score as the optional component is only linked to districts who have negotiated this.

    The four SLO types relevant to 3012d guidelines are as follows:

    • "Student Performance (REQSP+TREQSP)": The value from an SLO with this type will be counted toward a staff member's original and transition scores, if the value would need to be reported in both categories. If Student Performance is selected as the type, the Final Score will contribute to both the ORGINAL and the TRANSITION scores in accordance with how the SLO is being calculated.
    • "Exclude from Transition (REQSP)": The value from an SLO with this type will be counted only toward a staff member's original score. (This was previously accomplished through a checkbox on the SLO page, but has since been incorporated into the "Type" dropdown menu in the SLO editor.)
    • "Include Only in Transition (TREQSP)": The value from an SLO with this type will be counted only toward a staff member's transition score.
    • ** "Optional Student Performance (3012D)": This is only applicable if a district has negotiated the optional student performance sub-component and would not be selected in most cases.

    There is much to consider here, so if you need any help in regards to selecting the final scores and which SLO Types to choose, please do not hesitate to reach out to our help desk at 888-537-3348.

    How to Finalize Observation Scores

    When all observations have been completed for a staff member, a final observation score must be selected that will populate the APPR report and CSV export.

    This can be accomplished in a couple of ways. The easiest way is to finalize all staff observation scores at once from the OBSeRVE Dashboard, Final Ratings view.


    Note: By default, this feature is only available to those with district admin. accounts. If your district needs this feature to be available for school admin. as well, please contact the help desk at help@edoctrina.org.

    As shown in the screen shot, the Final Ratings view will display the status of any required observations per staff member (if that information was given to eDoctrina during rubric set up). For example, an administrator can see if any observations still need to be completed or if only a final rating selection is required at that time.

    The screen will also display the calculated rating, based on observations conducted so far, so the admin. can select the proper corresponding Final Rating in the column to the right. Click on the drop-down menu in the Final Rating column to select a value:



    In some districts, the Final Ratings view has been configured to display the recommended final rating with a button to confirm the score. This would have been requested during your rubric setup. If this feature has been enabled for your district, you only need to select "Save rating" to finalize the score.

    Finalizing Scores through the Users Screen

    If you conducted observations throughout the year by clicking on the eyeball next to a user's name on the Users screen, you may also finalize an observation by selecting the Final Rating component of the observation in the Staff Expectation filter and the selecting "Add Observation":

    A summary of the observation scores will display and at the bottom of the screen, there will be a place to select a final rating using the drop-down menu.

    03.B.2. Passages

    In eDoctrina, a Passage is defined as contextual information that is used to help students respond to a question, but more often a series of questions. A passage can be a short story, a paragraph, an image, and many other things.


    WARNING: When creating a passage in eDoctrina, there are many moving parts and it is vital to read all contents of the help guide to solidify understanding before trying to add a passage.

    There are many ways to create a passage in eDoctrina. Our recommended way is to create an assessment first, then add the passage(s) to the created assessment. If unfamiliar with our assessment module, please visit our help guide on Answer Key Only Assessments or Building Questions before trying to build a passage. It is also possible to create a passage without creating an assessment first. Going this route will add the passage directly to a district test bank so the passage can be later pulled into any assessment.

    Adding a Passage from the Assessment Editor and Linking Existing Questions

    Many times users find it easiest to first build questions within the assessment and then link them to a passage.
    Selecting the Passage_5.jpg icon will prompt users to select which questions they want to link to:


    Please note that you also have the option to select all questions by using the passages_6.jpg icon.

    Selecting "Proceed" will prompt the passage editor to open, where there are two mandatory steps to follow before the passage can be linked (Please note that the visibility state will default to visible).


    1. Every passage must be linked to a grade level.
    2. Once a grade level has been linked, the passage can be entered below. Passages can be created using the WYSIWYG editor or copy and pasted from another document. Passages can also be added as images, but please not that the highlight feature does not work on text copied as an image.


    There are also other fields within the passage editor that are not mandatory, but are important to remember.

    • Subject: The subject pull-down will usually default to the subject selected for the assessment, but should always be verified. NOTE: This selection will help find the Passage at a later date.
    • Type: Although the Type is not a required field, selecting it from this pull-down menu will help to easily find the passage in the Question Bank. The type can categorize a passage as a Chart, Fiction Passage, Graph, Map,Non-Fiction Passage, Persuasive, or Political Cartoon.
    • Lexile: Lexile is a scale for measuring both reading ability of an individual and the text complexity of materials he or she encounters. Entering a Lexile level will help identify this passage as eDoctrina can use a range of lexile levels to help idenitfy relative passages.
    • The "Show 'Use the information above/below to answer questions x to y' note" checkboxes allow the user to modify the verbiage of the passage to tell the reader to "Use the information above/below to answer the selected range of questions.
    • Line Height Multiplier: This tool allows the user to control the spacing of the lines on the passage. If a user enters a "2" in this field, it means the passage will display as double-spaced.
    • Tags: Tags show up in many modules within eDoctrina, but their basic function is to allow users to add keywords to any element. Doing so will allow the user to search for these keywords to easily locate the passage at a later date.


    Once the passage has been set up, scrolling down the page will show the questions that have been linked.


    Selecting "Save & Close" will finish linking the passage and bring users back to the assessment editing page.

    Adding a Passage from the Assessment Editor (when questions need to be created)

    Once an assessment is created, a passage can be added from within the Assessment Editor by selecting the Add Passage button located in the main toolbar.

    Locate Passage Editor
    NOTE: If assessment questions have already been created and need to be linked to a passage, please refer to the latter part of this help guide.

    Selecting the Add Passage button will open a new browsing window and navigate the user directly to the Passage Editor (shown below).

    Passage Editor


    To add a question, select the Insert+ button in the "Linked Questions" section of the Passage Editor. This navigate the user to the Question Editor in a new browsing tab. The Question Editor has some variations on how to enter questions in comparison to entering questions directly through the assessment editor. For more information on how to use the Question Editor, please visit our help guide.

    Once the question has been entered and saved in the Question Editor, it will now become one of the "Linked Questions" to this passage.

    Example of Linked Question

    To add another question, select the Insert+ button and repeat the process until all desired questions have been added to the passage.

    Linked Passages Within the Question Editor

    When questions have been added to a passage within the Passage Editor, these question will automatically be added as the next questions within the Assessment Editor (shown below).

    Passage Added

    NOTE: To add another passage, repeat the above explained process until all desired passages have been added.

    To edit an existing passage, select the Edit Passage button above any one of the linked questions in the Questions View within the Assessment Editor. This will navigate the user back to the Passage Editor where the passage linked questions can be modified with ease.

    NOTE: If a passage has already been created, additional questions can be added from within the Passage Editor or Assessment Editor. See our Passages 201 Help Guide for more details

    If a question has been linked to a passage and it needs to be removed, select the Unlink Passage button to remove the question from the passage. This task cannot be done from within the Passage Editor.

    FLeX Rubrics with Online Assessments

    Once a User understands how to create a FLeX Rubric they may want to use FLeX Rubrics with questions for an online assessment.

    In order to do this the User will create a Teacher Scored question to be used, and then create a FLeX Rubric to go with the question. The Teacher Scored question should identify the question or task that students will be asked to accomplish. Please see the Building Assessments with Questions Help Guide for more information on Building your own questions. 2017-04-10_16-27-14.png

    Users should make sure that the correct Online Tool is selected for the student so they can answer the question accordingly:

    2017-04-10_16-30-07.png

    Once the question has been added the User should click on the Rubric Tab to Access the Rubric Option:

    Add the 1st Category of the Rubric according to the Rubric description.
    2017-04-10_16-40-48.png

    Once that is completed, add the remaining rubric components by clicking on the "Add questions" button. Please note that in this case the "questions" are actually the remaining rubric categories.

    2017-04-10_16-40-48.png

    Make sure to add the remaining "questions" as Teacher Scored questions and again assigning the correct number of point to each question based upon the category point value. For example if the next category in the rubric is worth 5 points, the point value of the "question" being added should be 5 points.

    2017-04-10_16-49-22.png

    Add the remaining rubric components for each category.

    Once all of the rubric information has been entered click on the Questions tab to see the Questions text once again. Once the question text is visible please note that text for question # 1 still shows. Enter text in question 2 that informs students that they will not be entering any student response for this question. This question is used as a place holder for the Teacher to be able to assign the correct value of points for this category. Please also make sure that the "None - for scoring only" option is selected in the Online Tools under the Answer Tools section:

    2017-04-10_16-52-02.png

    Complete this process for the remaining questions/categories.

    When this is all said and done Students will be able to answer question # 1 using the Text Editor tool as shown below, but will not be able to enter anything for the remaining questions as these will be for the User to assess these additional portions of the rubric.

    2017-04-11_9-09-24.png

    01.F. Using QR Codes for Student Login

    QR Code Badges are available for districts to use in order to simplify the process of logging into eDoctrina. Use of the QR code can be enabled for any grade level within the district by contacting help@edoctrina.org or by calling the eDoctrina help desk.


    Printing is the first step in using the QR Code Badges. Users can print badges for their students by navigating to "Settings > Student Information Data > Students" from the dropdown menu located at the top of the page.

    students

    This will route the user to the "students" page. Here, the user will see a list of all the students to whom (s)he is assigned. To prompt the "Print Name Badges" icon to appear, users must first select a grade level.



    To print a QR Badge for an individual student, the user can select the to the left of the student's name. This will result in that student's information being hightlighted.

    selected student

    The user can also mass print QR badges by selecting the found above the list of student names. This button will allow the user to select ALL of the students listed on a page. All students selected will be highlighted.

    Selected students

    Once the student(s) are selected, the user should select the "print name badge" option from the top of the page.


    It is also possible to generate name badges by alphabetical order or to group students by class:

    QR PDF

    PLEASE READ THE WARNING AS EACH STUDENT SHOULD ONLY HAVE ONE ACTIVE BADGE

    This means that a new badge for a student should only be printed if they have lost their current badge.


    A pdf of QR Badges for the selected students will be generated in a separate tab. (Users should ensure that pop-ups are disabled for this pdf to be accessed successfully).

    QR PDF

    These QR Badges can then be distributed to students for logging into eDoctrina.


    Students will log into eDoctrina by navigating to:

    https://studentlogin.edoctrina.org/v2/studentlogin.html

    Student Login Page

    Students will be prompted to choose a camera to login.

    student login page

    Once a camera is selected, students will have the ability to scan a QR badge.

    student login

    Upon successful scanning, the student will be routed to his/her Progress account and can begin working on assignments or access any assigned assessments.

    student progress account

    How to Print the Calculations Page

    1. Navigste to the OBSeRVE Dashboard.

    2. Go to the Assignments layout view.

    3. Choose the rubric that should be printed.

    4. Locate the Teacher(s) that you would like to Print by manipulating the filters. The best way to find a teacher is by searching for their name by entering a few characters in the Search box.

      NOTE: Given that assignments have been done properly, completed observations can be identified quickly by modifying the Observation Scope filter. Similarly, incomplete observations can be identified the same way.

    5. Select the Print Icon to the left of the Teachers name.

    6. A pop-up window will appear where you will select the format of the report to be printed. The defaults are set for printing observations, so they will need to be modified to print the Calculations Page. Select to include Calculations, weighting points, unweighted points, and totals. The preferred format for printing is PDF and can easily be selected from the pull-down.

    7. Select the Print button and a PDF will be generated that looks like the following image. On this page, you will see the value for each observed element. If there is more than one Announced or Unannounced observation, the average will display for each observed element.

      NOTE: The signature lines will ONLY appear in the PDF format.

    How to Print the Evaluation Summary

    In eDoctrina, The Evaluation Summary has been configured to be a separate observation event as a minimum of one Evaluation Summary should be provided to every observed staff member in your district.

    Being that it is a separate event, it must be printed separately.

    To print the Evaluation Summary:

    1. Follow steps 1 through 4 above to identify the teacher on the OBSeRVE Dashboard.

    2. Find the desired Evaluation Summary event at the bottom of the assigned observations. Select the Print icon next to the COMPLETED Evaluation Summary.

    3. The same pop-up will appear. The defaults have been configured to match the requirements of this report (as well as other observations) so they do not need to be modified. Simply select the output format to be PDF and click the Print button.

    4. The Evaluation Summary will look like the following image. It will contain the Domain 4 comments, the Overall Comments, the section where observees can choose to attach extra information, and the Signature Lines.

    07.F. Customizing the RTI Tracker (Student Goals)

    The features outlined in this help guide are available to District Admin profile types ONLY.

    Adding Student Goal Type Options

    To add more selections to the Status pull-down within the Student Goal Module, navigate to the Student Goal Status by choosing SETTINGS==>DATABASE SETUP==>GENERAL==>STUDENT GOAL STATUS.

    Navigate to Student Goal Types

    A list of the existing options in the Type pull-down will be displayed on the Student goal types screen. To modify existing options, select the Edit Pencil button next to the listed item. The displayed name in this list is exactly how the item will appear in the pull-down menu for service providers to select when they are creating and monitoring student goals.

    Student Goal Type screen

    To add a new option to the Type pull-down, click the Insert button. A pop-up window will appear where the name of the new option will be defined.

    Name Goal Type

    Enter the name as it should be displayed and click the Save button to add this option to the existing list.

    It is possible to remove an option from the listing by selecting the Trashcan button next to the item that needs to be deleted, but eDoctrina will not allow an option to be removed if there is an existing student goal that is utilizing this option.


    Adding Student Goal Status Options

    To add more selections to the Type pull-down within the Student Goal Module, navigate to the Student Goal Types by choosing SETTINGS==>DATABASE SETUP==>GENERAL==>STUDENT GOAL TYPES.

    Navigate to Student Goal Status

    A list of the existing options in the Status pull-down will be displayed on the Student goal status screen. To modify existing options, select the Edit Pencil button next to the listed item. The displayed name in this list is exactly how the item will appear in the pull-down menu for service providers to select when they are creating and monitoring student goals.

    Student Goal Type screen

    To add a new option to the Status pull-down, click the Insert button. A pop-up window will appear where the name of the new option will be defined, as well as some other components.

    Name Goal Type

    There can only be one Default option assigned to each district as this option will be what is automatically selected for every goal that is created.

    It is also possible to assign a Color to each status as each student goal with the assigned a specific status will display in the Student Goal listing with their respective color. The default color is white.

    Enter the the information as it should be displayed and click the Save button to add this option to the existing list.

    It is also possible to modify the order of how these options are displayed by selecting the up down arrows. It is a good practice to move the most frequently used options to the top of the list to encourage consistent selection by service providers.

    It is possible to remove an option from the listing by selecting the Trashcan button next to the item that needs to be deleted, but eDoctrina will not allow an option to be removed if there is an existing student goal that is utilizing this option.


    Modifying the Student Goal Editor

    Each district may use eDoctrina's student goal module in many different ways. With this in mind, we have added the ability to customize four fields within the student goal editor. The system default calls these fields Goal, Target Description, Measurement Methods, and Measurement Frequency. Each of these fields is set up, by default, to be an open text field allowing teachers to type whatever they need to. These text fields can be changed to pull-down menus with custom selections to encourage consistent data entry.

    Make the a pull-down

    The title of these fields can also be modified according to district preferences, but this excludes the field titled as Goal as this field will be displayed in the listing on the Student Goals Homepage.

    Change the titles

    To modify the titles of the latter three fields, navigate to Districts, which can be found in SETTINGS==>STUDENT INFORMATION DATA==>DISTRICTS.

    Navigate to Districts

    Find the district name in this list and select the Edit Pencil button to navigate to the District Editor.

    Edit District

    Within the District Editor, scroll down to find the Student Goals section of this page.

    The will be three fields titled Custom field #1 label, Custom field #2 label, and Custom field #3 label. These fields determine the title of the fields in the Student Goal Editor next to the "Goals" field in order from left to right. Enter in the name that is desired for the Student Goals module at the district.

    Custom Fields

    To change the open text field for each of these to a pull-down menu, select the Add Template button.

    A pop-up window will appear prompting to select the field that should become a pull-down. The options will be Goal, Custom Field #1, Custom Field #2, and Custom Field #3; which correspond to the available fields in the Student Goal Editor. There is also the option to modify the Intervention Description to become a pull-down menu instead of a text field as well.

    In the example below, the pull-down option of "Twice per day" will be added to the Custom field #3 pull-down.

    Add an option
    NOTE: As soon as an option is added, the field will become a pull-down menu.

    There is no limitation to the amount of options that can be added to each pull-down menu, but it is a good practice to limit these choices to ensure consistency. As shown in the photo, there are 4 options to select from for the "Frequency" field.

    Displayed Options

    A discussion board can also be enabled for the Student Goal Module. Select the checkbox to Enable Student Goal Discussion to turn the discussion board on. Select the checkbox for Student Goal Comment Draft Option Enabled to allow users to enter draft comments that are designed to be private to the user that adds the comment.

    01.D. The Home Page


    Description:

    After successfully signing into eDoctrina the Home Page is the first screen that will appear. This screen can be customized according to user preferences. On this screen will be a variety of buttons that can be selected to quickly navigate most of the modules. Clicking the icon/logo in the top left of most screens will navigate directly to this page.


    Homepage

    1. Selecting the icon/logo in the top-left corner will navigate the user back to the eDoctrina Home Page. The displayed image can be customized by any District Admin.
    2. The Navigation Bar will be present on most modules throughout eDoctrina allowing the user to quickly navigate to any module that they have access to.
      • Quick-links will contain some of the most used tools within eDoctrina. For Teacher, this pull-down menu will allow for quick navigation to the Teacher Dashboard. School/District Admins may find a quick-link to navigate to the OBSeRVE Dashboard. Also, if one or many Custom Dashboards have been built, access to these will be available here as well.
      • Planning will contain navigation links to all eDoctrina modules related to Planning and Curriculum Development. The option to quickly navigate to the Units Homepage, Lessons Homepage, Standards Homepage, Student Goals Homepage, and many more will be located in this pull-down menu.
      • Assessment will contain navigation links to all eDoctrina modules related to assessments. The option to quickly navigate to the Assessments Homepage, Question Bank, and more are available under this pull-down menu.
      • Reports are mostly generated from the Teacher Dashboard or OBSeRVE Dashboard. If a report cannot be found on these Dashboards, it will most likely be in this pull-down menu.
      • Settings will contain links to view relevant Sutdent Information Data (Classes/Students) and other tools that may be unique to each district.
    3. The Help option will be available throughout eDoctrina. This menu contains all supported help documentation related to the tools that exist in eDoctrina. Try searching by key word to help identify a specific guide. If a desired help guide is unavailable, the option to email us at help@edoctrina.org is always available as we strive to provide rapid responses. We also offer phone support at 1-888-537-3348 from 7:30AM to 5:00PM(EST) Monday through Friday. There is no problem too big or small! We are here to help.
    4. The User Account Name will be displayed in the top-right corner of most screens. This pull-down menu will contain links to configure Personal Settings and other tools that may be specific to a district.
    5. The Home page Buttons will vary by district. This setup is usually determined by a District Admin, but can be customized per user. Try re-arranging the homepage buttons to configure a homepage that contains all the modules in eDoctrina that are most frequently used.
    6. Re-arrange homepage buttons allows each user to customize the look and feel of their homepage. Links to outside webpages can be added as well as links to the modules used most frequently within eDoctrina can be added. See our help guide on Customizing the Home Page for more information.

    01.E. Customizing your eDoctrina Home Page


    Description:

    eDoctrina offers all users the ability to customize their Home Page to give it a look & feel that matches each users preferences. It is possible to add or remove buttons so that the the Home Page offers only buttons that link to the modules that are most frequently used. It is also possible to add custom links to outside webpages, as well as images that can make this home page look as desired.


    To customize the Home Page, select the Re-arrange option in the bottom left of the Home Page screen. The will modify the screen to be the Home Page Editor screen.

    Customize Homepage

    1. The displayed area for all buttons and images will display as a grid. The width of the grid is 12 units wide. It is possible to modify the width of each button by clicking the button when in edit mode. The following pop-up will appear allowing the user to enter the width of each button.
      Enter Width

    2. Click & Drag any existing button or image to this Trashcan to remove it from the Home Page.
    3. To add an Empty Space between two buttons, click & drag the Empty Box to the desired location within the grid.
    4. The Custom Link box is a very powerful tool as it allows users to create a cutom hyperlink to any outside website and insert images to replace buttons. Once the button has been placed in its desired location, click it and the following pop-up window will appear.
      Edit Widget

      If a button is being added, give it a name by entering the Title. If the button is supposed to navigate to a specific website, enter the full URL (website address). If the link should be opened in a new tab on the browser, select the checkbox accordingly. If the button should be displayed as an image, download the desired image and choose the Upload Image option. And, of course, choose the size of the button or image by entering a value between 1 and 12.
    5. eDoctrina offers a standard button that allows each user to include a Local Weather Widget. Once this has been added, the browser will ask to enable the location services so it knows what weather to look up.
      Weather
    6. The eDoctrina approved stock photos will always be available as this is the standard images that are preloaded when any district begins using eDoctrina.
    7. Links to almost every module within eDoctrina can be added to the Home Page. Click & Drag the option from below to the desired location so the selected module will always be available on the Home Page.
    8. Each district has a Default Home Page that is configured by District Admins for each of the profile types (Teacher, School Admin, District Admin). Click here to reset the home page back to this default setting.
    9. When the Home Page has been customized accordingly, click here to return back to the Home Page.

    eDoctrina Integration with eSchoolData

    eSchoolData Side

    The first step in sending grades from eDoctrina to eSchoolData is to set up an assignment shell in eSchoolData. To do this, the user must set up both an assessment category and an assignment in eSchoolData.

    Creating an Assessment Category in eSchoolData

    To create an assessment category in eSchoolData, a user should open his or her gradebook for a specific class and click on the "category" option in the toolbar.

    Assessment Category

    Clicking on the "Category" option within the gradebook will generate a pop-up that will allow the user to enter specific information about the assessment category that is created.

    Category pop-up

    A user can create a number of different assessment categories for each class in his or her gradebook.

    Creating an Assignment in eSchoolData

    To import assessment data from eDoctrina to eSchoolData, an assignment shell must be created. To create this assignment shell, a user can select the "assignment" option in the toolbar.

    Assignment

    Clicking on the "Assignment" option within the gradebook will generate a pop-up that will allow a user to enter specific information about the assignment.

    assigment pop-up

    The user will be prompted to enter a category, an assignment name ("assignment"), and a due date. Note that the user is also asked to enter a maximum points value. The points value in eSchoolData must match the points value in eDoctrina in order for grades to sync correctly.

    eDoctrina Side

    To send assessment data from eDoctrina to eSchoolData, a user must access the Answer Entry/Verification screen. To access this screen, a user must first navigate to the Teacher Dashboard. From the homepage, a user can get to the Teacher Dashboard by clicking on the "Answer Entry" tab or utilizing the "reports" dropdown at the top of the page and selecting "Teacher Dashboard."

    Accessing Teacher Dashboard

    This will route the user to the Teacher Dashboard. Here, the user can select the course, class, students, and assessment for which to send data to eSchool. Once these selections are made, the users should choose the "Check Student Answers" option.

    Filtering on Teacher Dashboard

    This will bring the user to the Answer Entry/Verification Screen. Here, users should ensure that there is data for students and that the data is correct. Once the data is verified, users can select the option to "Send Scores to eSchoolData."

    Sending Scores to eSchoolData

    eDoctrina will request the assignments that are available for the selected class from eSchoolData. The user will be asked to select the target assignment to which the data should be sent. This assignment can be selected by clicking on the circle to the left of the desired assignment. Once the assignment is selected, the user can proceed.

    Target assignment

    Please note that only one target assignment can be selected at a time. Therefore, it is not advisable to attempt to export data for multiple classes with different assignments at the same time.

    Once the target assignment is selected, the user will be asked to check the scores before sending them to eSchoolData. The eDoctrina score will populate in the eDoctrina column. If the student already has a grade for the assignment in eSchoolData, the grade will populate the eSchoolData Score column. If not, this column will be empty.

    verifying scores

    Once the scores are verified, the user can select "Proceed." When completed, the user will get a notification that the scores have been sent.

    scores sent

    The user can now log into eSchoolData and verify that the data has been sent successfully.

    verification of grades

    07.C. Entering Service Data for Students for Progress Monitoring


    The purpose of the eDoctrina RTI Tracker is to monitor the progress of a student for a specific goal. An important step in this process is to record any relevant data in the Progress Monitoring section of each student goal.

    Adding Data For One Student

    Service Data can be entered for each student goal within the Student Goal Editor. Simply find the student goal and scroll down the the Progress Monitoring section of the Student Goal Editor.

    Enter new service data

    If prior service data has been entered for the selected student goal, it will be listed in the Progress Monitoring section. To enter a new item, select the Add Student Goal Data button. The following pop-up window will appear where the information about the service provided can be entered.


    Please note that the fields highlighted above are additional fields that can be added and customized per student goal type set up by the district. Please feel free to contact help@edoctrina.org if you'd like more information about this field.

    Progress Monitoring can be entered using the additional fields provided. Please note that it is not mandatory to enter a student's score, but keep in mind that data will only graph if a score has been added. If no score is added but additional information is, such as attendance codes and/or notes, the data will be included in the Progress Monitoring table only.

    Once the appropriate data has been added, users can click the Save button button to add another line of Service data to the Progress Monitoring section of the student goal.

    All entered Service Data will be plotted on a graph to provide a visual representation of the student's progress. The student's score is shown on the vertical axis and the date is shown on the horizontal axis.

    Monitoring Graph


    Progress Monitoring for Multiple Students


    In addition to adding Progress Monitoring data for one student at a time, it is also possible to enter Service Data for multiple students by selecting the button. This option is very useful if users are monitoring a group of students with a common goal at the same time.
    Users should first select either the students or the specific goals they want to add PM data for using the checkboxes on the Student Goals homepage, and then select the icon toward the top of the screen.

    Enter Service Data for Multiple Students

    When the page opens, users can now enter Progress Monitoring data for multiple students at a time. The data can be entered one student at a time using the fields in-line with their name, or the top row of fields can be used to mass enter common data for all selected students at once.

    Service Data for Multiple Students


    Once complete, users can select the Save button button to record all of the entered data, which will now appear in each student's individual goals.

    07.B. Adding a Student Goal


    (for one student)

    Before adding a student goal javascript:;for a student, it is a good practice to find the student in the displayed list on the Student Goals Homepage by manipulating the available filters. The displayed list will include all students and goals that match the selected filter options.

    From the Student Goals Homepage, find the student in the displayed list by manipulating the available filters. Select the Add Student Goal button next to the students name to navigate directly to the Student Goal Editor.

    Once the Student Goal Editor has opened, it is a good practice to enter the general information about the student goals that is being measured. The only required fields are the Goal description and a selection of the correct School Year, but providing as much information here will help when monitoring the progress of each student goal.

    Student Goal Info

    NOTE: Many of the displayed fields and selections are customized by each district, so the look of this screen may vary from what is displayed in the image.

    • The Subject pull-down will contain all subjects that are offered at the district. Indication of the correct subject will help to find and print goals at a later date.
    • The Type and Status are pull-down menus that contain options that are district-specific. These options are managed by a District Admin profile. For more information on how to add/edit the options in these pull-down menus, please visit our help guide on Customizing the Student Goal Module.
    • The Service Provider can be selected if there will be an individual other than the person creating the goal. Student Goals can be found by searching for the provider as well as the Creator as this is often two different individuals.
    • The Target Value can be measure in points(a raw value) or percent. Setting a target will provide a unit of measurement as well as a visual marker when charting the student goal.
    • The Target Date, Start Date, and End Date are important fields for properly tracking student goals as they will be displayed on any printout and define the timeframe when charting the student goal.
    • The Reason for Ending pull-down is populated with all the entries that have been entered as reasons for ending an intervention. Typically, if a student goal is concluded, a reason for ending should be provided.
    • The Goal will be displayed as the title of the Student Goal on the Student Goal Homepage. This field, as well as the next three to the right can be named alternatively or converted into pull-down selections. For more information on how to do this, please visit our help guide on Customizing the Student Goal Module.

    (for multiple students)

    In many scenarios, student goals may need to be assigned to a group of students. To accommodate for this need, eDoctrina offers the ability to add a single goal to multiple students, while being able to assign unique target values to each student.

    To add a single goal to multiple students, select the checkbox next to each student that is to be included in the student goal. Then select the Enter multiple student goals button located at the top of the Student Goals Homepage.

    Add goal to Multiple Students

    This will navigate to a screen that is comparable to the screen when adding an individual student goal. Populate all of the descriptive information, then enter a unique Target Value for each student (if needed).

    Multiple Goal creation

    Once the desired information has been entered, be sure to select the Save button button to create the goal for all of the selected students. eDoctrina conveniently navigates the user to a screen where it is possible to enter Service Data for the students immediately after their goal has been created.

    Edit multiple student goalsNOTE: This is the same screen that appears when selecting the Edit multiple student goals button for selected students from the Student Goals Homepage.

    This screen will allow the service provider or creator to view multiple students' goals on one screen. It is possible to:

    1. Enter the Service Duration for all selected students.
    2. Toggle between all "active" goals for each student by selecting the left and right arrows (if available).
    3. Enter Service Data for each student.
    4. View any existing Service/ Progress Monitoring Data for each student.

    03.C.3. Copying An Assessment


    Click here to view the Help Video


    Copying assessments within eDoctrina is a very simple process. Users can copy assessments from previous years and copy pre-made assessments from other test banks, such as eDoctrina FREE Items. Copying assessments can save educators hundreds of hours because the relevant questions already exist in one of the available test banks.


    In order to copy an assessment, navigate to the Assessments Homepage by finding "Setup Assessments" in the "Assessments" pull-down menu in the eDoctrina navigation bar.

    Navigate to Assessments

    On the Assessments page, it is possible to search for a specific assessment by the assessment name, assessment ID#, or any tags that are entered for the assessment. If none of this information is known, try manipulating the other available filters to display assessments that are relevant to the selected filters.

    Search for Assessment

    In the assessment list, there are a couple important icons to be aware of:

    • The "Edit" pencil will only be available for assessments that are created by the signed in user or for users that have editing permissions to the assessment.
    • The "Copy" button will be available for all assessments unless the assessment has copy restrictions. This option should be selected when copying an assessment.

    1. To copy an assessment, simply find the desired assessment in the list on the Assessments Homepage.
      Options
      NOTE: Users cannot edit an assessment created by different user, but copying it will provide access to the content contained in the assessment and the ability to edit accordingly. This action will not change the original.

    2. Once it is determined that an assessment is exactly what is needed, select click the Copy button next to the assessment. This will generate a pop-up window where some options will need to be selected. Set the Assessment Name, School Year, Date, and the Marking Period(if using report cards), and chose the Creator. By default, copying an assessment will also copy the linked learning standards. If the linked learning standards are not applicable to the district, unselect the "Copy Standards" checkbox.
      Copy pop-up

    3. If the target district does not have a matching subject available, the option to assign an existing subject will also be available on this pop-up so eDoctrina knows where to map the assessment to.
      Map to Subject
    4. Once the Copy button is selected, eDoctrina will navigate directly to the Assessment Editor displaying an exact copy of the assessment providing a new assessment ID# that now lives in the user's district Test Bank. The only difference will be that the Assessment Name will have the word (COPY) at the end of the title, so be sure to customize the title accordingly.
      Change name of assessment

    Users can also copy more than one assessment in one action. Simply select the checkbox next to the assessments that need to be copied, then click the Mass Copy button at the top of the screen.

    Mass Copy

    A similar pop-up will appear as when copying a single assessment. The selected settings will apply to all copies that are created.


    This process differs only in the fact the the user will not be navigated directly to the Assessment Editor, but a resulting pop-up will appear indicating the new assessment ID#'s that have been assigned to the copied assessments. To navigate to the Assessment Editor, just click the "Resulting Assessment ID" to navigate to the the Assessment Editor for the desired assessment in a new tab on the browser.

    NOTE: Keep the tab with the pop-up open in order to visit each assessment. Otherwise, it is a good practice to write down the resulting Assessment ID#'s.

    If the "Copy Assessment" box does not automatically open, it is likely being blocked by a pop up blocker. Make sure to check the URL bar on the top of the page to “Allow pop-ups” or check the browser preferences.

    01.G. Collaborating with Other Users

    eDoctrina offers a variety of ways to collaborate with other users, as well as various levels of sharing and privacy.

    Built-In Collaboration Options

    1) "Team Can Edit": When this option is selected AND one or more courses has been identified, then teachers who teach the same course as the creator will be able to edit the item.

    Available for: Units, Lessons, Assessments

    students

    Editing access is available when this button appears next to an item in the list:

    students

    FAQ: Can more than one user edit the same item at the same time? A: Yes, it is possible, but it is not advisable because the last person to save can overwrite the other person's changes.

    2) Viewing and Copying: Unless privacy settings are enabled, items by default are able to be viewed and copied by other teachers in the school. Find these buttons next to any item that can be viewed and/or copied. Viewing is available via print preview using the printer button, and a copy can be made by selecting the button that looks like two pieces of paper:

    students

    Available for: Units, Lessons, Assessments

    Adding a Team Member or Co-Teacher

    eDoctrina gets information on teacher-course assignments from the district's student information system. But there are times when other teachers may need to be added to the team. Any teacher is able to do this manually. When you add a teacher to your team using this method, the newly added team member will be able to edit items with the "Team Can Edit" checkbox selected.

    To link a co-teacher to your class, navigate to Student Information Data > Classes

    students

    Then find the class to which you would like to link a co-teacher:

    students


    After clicking on the edit pencil for the class, you’ll see this box appear:

    students



    Check the box next to the teacher you would like to link as a co-teacher and save.

    Privacy Settings

    1) "Do Not Share" or "Private": Selecting this option will prevent the item from appearing in the list of items that is visible to other users. Only the creator and admins will be able to locate the item in a search if this is selected.

    Available for: Units, Lessons, Assessments

    students

    students


    NOTE: There is an option that allows you to choose other individual users for whom an assessment should be visible, even if the "Do Not Share" checkbox is selected:
    students


    2) "Do Not Allow Copy": Selecting this option prevents others from being able to copy the item.

    Available for: Units, Assessments

    students

    Understanding SLOs and Reporting under 3012D (internal use)

    The Two Reports

    Districts are typically looking to generate two reports from eDoctrina: an APPR report for each individual staff member (to be signed and filed, either physically or electronically), and a CSV export of this same information, but in the format that NYSED requires. The second will eventually be uploaded directly to NYSED and contains much more detail than the APPR report given to teachers.

    First report:



    NOTE: This report is specific to model. Two versions of this report may need to be generated, if a user has two models assigned.

    Second report:



    Understanding the APPR Report Look-Up Matrix

    The APPR score is a score that is referenced on a matrix. One axis represents the observation score and the other axis represents the growth score. The values on each axis are only 1, 2, 3, and 4 (I, D, E, and H.) These two scores intersect for one final score.



    The observation score typically translates exactly from observation to APPR. For example, if a teacher earns a final score of 4 on the observation, that goes right into the look-up matrix as 4. If a teacher earns a score of 3.4, that would become a 3 on the matrix according to this guidance from the state:



    However, the SLO or growth score(s) require conversion from HEDI table scores out of 20 to a score of 1, 2, 3, or 4. The state has provided this guidance which is standard for all districts:



    Several SLO/growth scores may need to come together for the teacher's final score of 20 (that is then converted to a score out of 4). For example, a teacher may have several SLOs that, when calculated together, produce a score of 18/20. 18 then becomes 4. If these SLOs are in eDoctrina, you need to be mindful of the weighting method selected by users (either "by student" or by manually entering a value next to the staff name). This is often a major source of inaccuracies.

    Original Scores and Transition Scores

    Districts have two models available in eDoctrina if the PBCS system was configured correctly for them: an original model and a transition model. The original model is the "bucket" that collects all the original scores that will be put into the matrix to produce the original reports. The transition model is the "bucket" that collects all the scores that will be put into the matrix to produce the transition reports.

    We need to be careful when providing assistance to districts that we are not advising them on content (for example, what scores should be reported for whom). It is a fine line because we DO need to advise districts on the technical steps that should be taken to ensure that scores come out correctly in reports for all users.

    The state guidance is that an "original" set of scores needs to be reported for all teachers. In addition, for any teachers that are tied to a set of students in grades 3-8 that take the state ELA and Math tests, a "transition" set of scores ALSO needs to be reported. The original set of scores reports all SLO/growth scores for which a teacher might be accountable based on their student rosters. The transition set of scores reports scores that should be considered in lieu of the state ELA and Math test scores. (These scores were determined to be invalid until 2020.)

    We should not tell districts who should have an original model assigned and who should have a transition model assigned. Only say that if a user needs an original set of scores reported, the original model should be assigned. If a user needs a transition set of scores reported, the transition model should be assigned.

    What growth/SLO scores go into the Transition Model?

    Typically, there are two scenarios:

    1) An SLO score may need to be reported in both the original and transition score categories. For example, consider a 4th grade teacher, who has a set of original scores and transition scores. Her students take the state ELA test, the state Math test, and the state Science test. The SLO based on the Science test may need to be reported in both categories.

    2) The state has required districts to have "Back-Up" SLOs. The scores from these SLOs get reported as part of the transition score category if the transition set would otherwise be null because all relevant SLOs are excluded from the transition set. Consider, for example, a 5th grade teacher. Her students take the ELA and Math state tests, but take no other state exams. Her transition scores, though required, would be null; so for her, a "Back-Up" SLO provides a score.

    The Tests

    IMPORTANT: Districts will often refer to SLOs in terms of the tests they represent, and/or they will ask you how to use the eDoctrina SLO/APPR tools to capture their various test scenarios, so you need to be familiar with the tests and how they're used. Here is a table of typical scenarios for your reference:



    Note that the state provides the "growth" scores (the SLO score) for teachers attached to Math and ELA state tests 3-8. Those scores are not typically released until late August, so that is when the bulk of the APPR wrap-up process will begin for many districts.

    The District Growth Score

    An SLO score MUST be based on a state test or on a limited group of state-approved local/district tests (for example, the STAR test or AIMS WEB, etc.) Therefore, many districts have negotiated a "District-Wide" growth/SLO score that will be reported for teachers who would not otherwise have a valid SLO score to report (i.e. Art teachers, Music teachers, Health teachers, Kindergarten teachers, etc.) This might also be used as the "Back-Up" SLO score for teachers who have a set of transition scores.

    Often, this district-wide growth score is an index of the 5 Regents exams on which students in the district have historically performed the best. The SLO scores from the 5 tests are combined to get one score, which becomes the "district growth score" or SLO score for this group of teachers whose students do not take state tests.

    For example:



    Here is how this might play out in the district:

    The English 11 teacher has an SLO score of 18; this is his original score. The Phys Ed teacher has an SLO (index) score of 17; this is her original score. The 5th grade teacher has a transition score of 17 because the "Index" score is the back-up SLO score.

    Districts commonly ask how to use eDoctrina's SLO tools to calculate this index score and assign to teachers. Others prefer to calculate it elsewhere, then directly upload or hand-enter this growth score since it is the same for so many people.

    SLO Types

    You will need to know how to advise on selecting the correct SLO Type so that the final SLO score ends up in the correct category on the CSV export. They are available in the"Type" dropdown menu.



    These are the labels and their corresponding actions:

    "Student Performance (3012D)": The value from an SLO with this type will be counted toward a staff member's original and transition scores, if the value would need to be reported in both categories.

    "Exclude from Transition (3012D)": The value from an SLO with this type will be counted only toward a staff member's original score. (This was previously accomplished through a checkbox on the SLO page, but has since been replace by this option "Type" in the dropdown menu in the SLO editor.)

    "Include Only in Transition (3012D)": The value from an SLO with this type will be counted only toward a staff member's transition score.

    "Optional Student Performance (3012D)": This is only applicable if a district has negotiated the optional student performance sub-component and would not be selected in most cases.

    The SLO Summary Sheet report reflects SLOs with any "Type" label and can be used to track how SLOs are being weighted and calculated together:

    Adding a Custom Page to Students' Online Accounts

    A teacher may want to add a customized page to students' online (PROGReSS) accounts to provide resources, links, announcements, etc. relevant to the class. You are able to do this in eDoctrina. This is not available to teachers by default, but rather access has to be requested. If you would like to have this ability, please contact help@edoctrina.org.

    Creating the Page

    To create the page, go to Settings>Database Setup>General>Custom Dashboards.

    There, you will have the ability to create a new page by selecting "Insert" in the top left corner of the page.



    The "Edit custom dashboard" pop-up will appear. You must first give the page a name. Choose one that will help student identify and distinguish this page from other pages in a list. You would then select "Design Dashboard and Access Rights" in the bottom right corner.



    Designing the Page

    A blank page will open up, and you will be in editing mode. This is where you will create the content of the page. Select a widget from the bottom, and drag it to the right or left of the space where you want it to appear.



    When you have finished adding all content, or if you want to leave editing mode to view the page, select Done:



    This will allow you to leave editing mode and view the page as a student would see it.

    To re-enter editing mode, select "Re-arrange homepage bottons" in the bottom left:



    Using Text Boxes

    Please note that most of what a teacher would need to present on the page can be accomplished with a "Text box". In a text box, a user can include text, images, streamed media, etc. Here is an example:





    When you have placed a Text Box on the page, click on it to get the editing pop-up:



    Here you have the menu of editing tools, as well as the ability to resize the box by defining width and/or height.

    It is important to note that when you select "Save" and the pop-up closes, the box may still be labeled "Text Box" until you leave editing mode. That is when your content will appear.

    Additional Editing and Deleting

    You are able to edit the page at any time by locating it on your Custom Dashboard page and selecting the edit pencil next to the page name. To delete a page, select the trash can icon to the right.



    Assigning the Page to Students

    For the page to appear for students, you must create an assignment. To assign the page, select the edit pencil next to the page name, and select the Insert button under "Assignments":



    You are able to assign the page either to a class of students, or to an individual student. You can repeat the process to make as times as needed to make all assignments. To assign the dashboard to a class of students, first select the course, then the class, then Save:



    To assign the page to an individual, type part of the student's name in the User filter and select the name when it appears. Then Save:



    To verify any assignments you've made, select the edit pencil next to the assignment to view the details. To delete an assignment, select the trash can icon to the right of the assignment:



    How do students find the page?

    When students log in, any custom pages assigned can be found as "Custom Dashboards" under the Quick Links tab at the top of the screen:

    03.E.4. Creating Result Proficiency Levels to use in Proficiency Tables (District Admins ONLY)

    eDoctrina offers the flexibility for districts to create levels to be assigned to students. Many schools will not use the traditional A through F or 01 through 04 scales that have been historically popular. In cases where unique levels need to be assigned to students, the level must be created first before it can be assigned on a specific proficiency table. This task can only be done by district admin profile types.

    To create custom result levels, a district admin will need to navigate to the Proficiency Levels page located in SETTINGS==>DATABASE SETUP==>ASSESSMENTS==>PROFICIENCY LEVELS

    Navigate to Result Grades

    This will navigate to the Proficiency Levels homepage where all of the existing level selections will be listed for the selected district.

    Result Grades HomePage

    To create a new Proficiency level, click the +Create button. A pop-up window will be generated prompting to enter some basic information. It is required to select the District and define the name of the level. NOTE: There are no character limitations on the Name field.. Although it is optional, selecting the Deafult Color and Default Font will enhance the available data reports.

    Create Result Grade

    Prioritizing Standards within eDoctrina

    Prioritizing Standards is a process that many districts go through in order to identify key standards through a process that would place these standards in a list in order of importance. With the large number of Standards provided to educators it can often times be overwhelming to determine how much time to spend on specific standards. Although educators are still expected to address all of their standards, prioritizing will help in aiding how much time should be devoted to specific standards.

    When evaluating standards to determine what to focus on, many educators look to Larry Ainsworth and the work that he completed in regards to identifying Power Standards. According to his research he suggests to consider 3 types of criteria:

    Endurance - Ask "Will this standard indicator provide students knowledge and skills that will endure throughout their academic career and professional life?"
    Leverage - Ask "Will this standard provide knowledge and skills that will be of value in multiple disciplines?"
    Endurance for the next level of learning - Ask "Will this standard provide students with essential knowledge and skills that are necessary for success in the next grade level?"

    In addition to these Standards a High Stakes and Power category have been added as well.

    High Stakes - These are standards that will be emphasized on a state assessment.
    Power - These are standards that indicate the importance to the district. The higher the number the more importance.

    Within eDoctrina you can prioritize either your own set of created standards or a specific standard set through a very simple process:

    1. Navigate to the Standards Screen by selecting the Standards option under the Planning tab at the top of the screen:

    2. When on the Standards screen search for the Standard Set that you would like, in this case we are looking at NY Common Core Learning Standards for Mathematics and Grade 4:

    3. In order to set a level simply click below within the column and you will be able to type in a number or perhaps a word. What you use is entirely up to you. Of course all of the columns do not need to be filled out just the areas that would be needed. A color can also be designated to designate the importance as well.

    I Prioritized My Standards, Now What?

    Once you have prioritized your standards you will see these Standards tagged in the manner that you tagged them which will aide in linking these standards to curriculum pieces as well as assessments. When linking standards the prioritized standards will stand out as shown below:

    This will make it very clear to educators what the important standards are and how frequently they should be addressed.

    Linking Co-Teachers

    Assigning the role of a co-teacher is to give access a support teacher (or teacher other than the teacher of record) access to information in eDoctrina. This is especially helpful for Teacher Aides/Assistants, Intervention Specialist, etc. who likely do not have their own schedules importing into eDoctrina from the district’s student information system. These support teachers would benefit greatly from having access to student data. It is very easy to link co-teachers to classes and can be done when logged in as a teacher or administrator account in eDoctrina.

    To link a co-teacher, begin by navigating to the the Settings tab from any page. Then go to Student Information Data > Classes.

    *NOTE: Your homepage may look different than the one in the screenshot below because all districts have custom homepages.

    co-teacher_1.png

    Then use the filters to find the class(es) you would like to link the co-teacher to and click the edit pencil on the left.

    co-teacher_2.png

    Select the name of the teacher(s)you would like add as a co-teacher to the class.

    Admin View: co-teacher_3.png

    Teacher View: co-teacher_4.png

    Quick Facts about Linking Co-Teachers:

    It’s a “one and done” process, it can be done once at the beginning of the school year and does not have to be repeated until the next school year. Linking co-teachers to classes are not overwritten by the nightly import into eDoctrina from your district’s student information system You can link multiple co-teachers to one class. Linking a co-teacher gives the co-teacher editing rights to any items made by the primary teacher and it also gives them full access to run any and all data reports. Only the primary teacher of the class and administrators can link co-teachers to classes. Co-teachers cannot link themselves.

    03.I. Multiple Correct Answer Questions


    When creating a multiple choice question, a user has the option to select more than one correct answer. eDoctrina provides different types of scoring options for selected-response questions that involve multiple correct answers. These types of questions can be administered online or via answer sheets

    When creating an assessment, locate the Scoring Type option in either the Answers Key or Questions view:

    Answers Key View

    Questions Key View


    When you click on the Scoring Type option, you will be able to select which multiple correct answer combination you need for your question structure.
    Answers Key view:

    Answers Key View

    Questions View:

    Questions View

    Below are the following options for Multiple Correct Answer questions:
    • Multiple correct answers, all correct required (all answers must be chosen for student to receive credit)
    • Multiple correct answers, any correct required (if one or more correct answers are selected, full credit will be given)
    • Multiple correct answers, partial scoring (student will receive partial credit for choosing at least one of the correct answers)
    • Multiple correct answers, single response (student will receive full credit for selecting only one of the acceptable responses, but partial credit for an incorrect response is allowed)


    Once a user selects the type of Multiple Correct Answers format, the next step is for the user to choose which combination of answers are correct/required.

    For example, below is a question where all correct answers are required to be selected for the student to receive full credit. To specify which answers are correct the user needs to select the edit pencil and select both correct answers (A and C).


    Another screen will pop up so that I can select which answers have to be chosen by the student to receive credit:


    Once you select your correct answers and click “save”, you will see both answers will have appeared next to "Correct".

    *You can re-open the answer selection screen to edit the correct answer by clicking on the edit pencil at any point.

    PARCC Districts: Multiple Correct Answer Questions Answer Sheet


    When printing Fastest Small Bubble or Fastest Big Bubble answer sheets for assessments that have multiple correct answers, users have the option to choose a setting which creates a rectangular bubble instead of circular bubble to signal to the student that the question has multiple correct answers.

    When printing answer sheets for the assessment, select the “Customize” button under the answer sheet option:

    Small Bubbles Answer Sheet


    A popup will appear with some options allowing you to customize your answer sheets. At the very bottom of the list, check the Multiple answer as rectangle option and click Apply.


    When you print answer sheets, questions with multiple correct answer, such as question #2 and #5 in the example below:

    Sending Grades to Tyler Grade Book


    Tyler Chrome Extension: Installation Instructions

    In order for eDoctrina to send grades into the Tyler Grade Book, there are certain steps that must be taken. This help guide will take you through these steps one-by-one.

    1. Open a new tab in Google Chrome and navigate to the Extensions Manager. You can do this by typing chrome://extensions/ into the address bar...



      or by opening it from the menu:



    2. Scroll to the bottom of the page to find the Get More Extentions link and select it.


    3. From the Extension store, type eDoctrina into the search bar. This will prompt two extensions to populate. Find the Tyler extension and select Add to Chrome.



    4. Activate the extension by making sure the Enable this item link is selected after you have installation is complete.

    5. You can double check that the extension has been enabled from the Extension screen

    6. Scroll down to the bottom of your list of extensions and select "Keyboard shortcuts"



    7. Create a shortcut to "Run import to grade book" (for example: Alt + Shift + S) and select OK

    Usage Example Usage: Import Data from eDoctrina


    Now that the extension has been successfully added to your computer, there are a couple of additional steps to export data from eDoctrina to Tyler.



    1. Once data has been entered for an assessment, there are two places in eDoctrina where users can export grades to the Grade book. From the Teacher Dashboard, users can select the appropriate course(s), class(s), and assessment that they would like to have data exported for.

      Answer Verification Screen
      Once these options are selected, the Export to Gradebook option can be found on the Answer Verification screen by selecting the CHECK button...



      ...or the Class Summary Report



    2. In both of these options there is a button that says . Selecting that button will prompt the following pop-up:


      Select the data you would like exported and then "Continue"


      Once you have selected Continue, you will receive a message assuring you that your data has been saved.



    Export Data to Grade Book


    In Tyler, select table cell and run the shortcut that was created in step 9 above (for this example, shortcut is Ctrl + Shift + S).



    Click here to see a video example

    13.D. Electronic Signature Workflows


    Electronic Signatures are a great way to get all parties involved in the observation process. Each district that subscribes to eDoctrina's OBSeRVE module may have a signature workflow that is unique, so this document will not only outline what is possible, but it will explain the logic in eDoctrina as an observation moves through each of these workflows.


    To help understand how an observation moves through each phase of it electronic signature workflow, it is best to start this document by explaining the "Scope" filer on the observations layout view of the OBSeRVE Dashboard.

    Scope Filters

      Observation Scope Filters

    • Ready for Administrator Signature: When this filter is selected, the list will display all observations that need the assigned observer (the creator of the observation) to electronically sign the observation.
    • Returned to Administrator: After the first signature is provided to any observation, any person along the electronic signature workflow will have the option to "RETURN" an observation if they find errors or if there are any other concerns that need to be addressed. Returning an observation will reset the the signature workflow to the beginning. When selecting this filter, only observations that have been returned will dipslay in the list.
    • Ready for Observee Signature: When this filter is selected, the list will display all observations that need to observee to electronically sign the observation.
    • Approved by Observee: When selecting this filter, the list should display all observations that have been Approved by the observee. NOTE: If the observee signs first, this will be the status after the required observers sign the observation.
    • Additional Signatures Not Completed: When this option is selected, the list will display all observations that have not been approved by the one or many district selected individuals who are required to sign all observations. These signatures happen after the observer and observee have signed the observation.

    What do the buttons mean?

    Ready for Signature When this button displays, it means that the observation is "ready" for a signature. If you are the observer and have already signed this observation, the button will still display this way because the observation may be waiting for the observee's signature. At this point, the observer will still have the ability to "Unlock Data" in any case where they wish to make changes to the observation and restart the signature workflow. It is a best practice to hover over the button to see the status (if the filter is not selected).

    hover over
    This button will also display if the observation has been returned by any person along in the electronic signature workflow.
    Ready for Signature This button means that the observation is not able to be signed. Trying to sign an observation that displays this button will produce an error message that says "This document is not yet ready for signature" or "Additional Signatures Not Yet Complete". This means that this observation is either waiting for the observee to provide their electronic signature or there are some indicated users that have not provided their approval signature.
    Ready for Signature When and observation displays this button, it means that the observation has been signed by all required users and has reached the "Approved by Observee" status, which is the final status. The observer will still be able to click this button and "Unlock" the observation, but this will restart the entire signature workflow.

    APPROVE, RETURN, UNLOCK, or CANCEL

    There are a few options that each user will see when they visit the signature pop-up window.

    signature pop-up

    To provide an electronic signature, one should begin by viewing the observation form to ensure that the entered data is accurate. Scan through the form by clicking the Prior or Next Page buttons. The last page will always display any electronic signatures that have already been provided.

    If all entered data is correct, provide the electronic signature by typing in your name as how you would like it to appear on the electronic signature record, key in your eDoctrina password, enter any comments that should be delivered with the signature, then select the Approve button. This will provide the required electronic signature.

    After any electronic signature is provided, the data contained within the observation form will be "locked" so no further edits can be made. If the observer wants to make changes to the observation form after an electronic signature is provided, they will only have the option to Unlock. If this button is selected, the observation will become unlocked and changes to the observation form can be made. Unlocking data will restart the entire electronic signature workflow to the beginning and all parties that have previously signed will have to provide their signature again.

    After the first person has provided their signature, whether it be the observer or the observee, there is the possibility that the next person can find something incorrect within the observation form. In this case, the user should select the Return to return the observation to the observer so they can make the necessary changes.

    The Cancel button will simply close the window and perform no action in the database.


    Initiating the electronic signature workflow

    The obvious first task is that the observer needs to ensure that all relevant or required information has been entered into the observation form. Once the observation has been filled out completely, the observer will need to mark the observation as complete by unchecking the checkbox on the top of the form that indicates that "This is a draft observation"

    This is a Draft

    If email notifications are turned on, making an observation COMPLETE will queue up an email to be sent to the person being observed claiming that the observation has been completed. To ensure this message does not get sent out erroneously, the observer should received a warning message asking them to confirm that they would like to share the observation contents with the person being observed.
    Share with teacher

    Once the observation is marked as COMPLETE, this enables the ability to provide electronic signatures according to the designated workflow at the district.


    Default Signature Workflow

    The default signature workflow is where the person observing provides their signature before the person being observed does.

    1. The administrator will be signing the observation first in this workflow so it is important to review all entered information to ensure the data is correct and relevant.
    2. The administrator will then find the target observation on the OBSeRVE Dashboard on the Assignments laoyout view or the observations layout view. Once identified, the observer will click the Sign Button button that appears next to the observation on the Assignments Layout View or the Observations Layout View:

      Assignments Layout View Observations Layout View

    3. The observer can provide their electronic signature by selecting the Approve button or exit the screen by selecting the The Cancel button. Successfully signing the observation will append the electronic signature information to the end of the observation document for reference.
      Signature Record
    4. The observation will now be able to be signed by the observee. Please visit our help guide on Electronically Signing an Observation as Teacher. The teacher will be able to sing the observation by clicking the Approve button. If the teacher finds that the observation needs to be updated to accurately reflect the observation events, they have the option to return the observation to the observer to make further edits by clicking the Return button. If they choose to perform this action, the observation scope will be modified to "Returned to Observer". If this happens, the signature process will be reset, the observer can then make any changes and start the signature workflow again.
    5. Once the electronic signature is provided by both the observer and the observee, the observation scope will be changes to "Approved by Observee. At this point, the observation will be considered as complete and will be locked for future edits.

    An observation that has been electronically signed by both the observer and the observee with have a signature stamp at the end of the observation print out that looks like the following.

    Signature Stamp

    Please note that any modifications that need to be made to an observation that has already been approved with require the observer to "Unlock" the observation. If this happens, the signature workflow will be reset.


    Modified Signature Workflow (Teacher Signs First)

    Some districts will choose to modify the default signature workflow by requiring the observee to sign the observation before the observer provides their electronic signature.


    1. The administrator will review all entered information to ensure the data is correct and relevant.
    2. The observer will change the status of the observation to COMPLETE. The Observation Scope status will be changed to "Ready for Observee Signature". This will queue an email to be sent to the observer stating that the observation is ready to be viewed.
    3. The observee will sign into eDoctrina to view and sign the observation. Upon observee signature, the Observation Scope status will be modified to "Ready for Administrator Signature".
    4. The observer will provide their signature by navigating to the OBSeRVE Dashboard and signing the observation using the aforementioned steps. Successfully signing the observation will change the observation scope status to "Approved by Observee"

    An observation that has been electronically signed by both the observer and the observee with have a signature stamp at the end of the observation print out that looks like the following.

    Signature Stamp

    Other Considerations (Users who Must Sign ALL Observations)

    There are some districts that require one or many users, such as the Superintendent, to provide their electronic signature to all observations that occur within the district.

    If this setting has been enabled, any observation will still have to be electronically signed by the observer and the observee. Once both of these individuals have signed the observation form, the observation scope status will change to "Additional Signatures Not Completed".

    The observation will remain in this status until all individuals that must sign the observation have provided their electronic signature.

    Upon signature of these individuals, they will have the opportunity to provide their signature by clicking the Approve button. If they happen to find any errors or discover that the observation is missing something, they will have the opportunity to reset the electronic signature workflow by selecting the Return button.

    Assigning Assessments Online

    To assign students an assessment to take online, navigate to the Teacher Dashboard by going to Quick Links > Teacher Dashboard OR select the Assign Online button on your eDoctrina homepage.



    Once on the Teacher Dashboard, there are three easy steps to assign an assessment online.


      (1) Select the course and class sections that the assessment should be assigned to using the Course and Class filters.
      *Please note that the Select Students filter does not need to be touched, as the system will automatically select all students in the classes selected.*
      2) Select the assessment that is to be assigned using the Assessment filter. You can do this by typing in the name, tag, or assessment ID number into the assessment search.
      (3) Select the ASSIGN button, prompting a new screen to open.


    Online Assessment Assignment Pop-Up


    1. If you are assigning this assessment for the first time to the selected students, make sure that the Assign button is selected.
      Please note that eDoctrina has automatically selected all students to be assigned this assessment and that 29 students have been selected in this example.

    2. The Test Window options help teachers select a time frame (day & time) when the assessment will show up in the students' PROGReSS account. Clicking the calendar icon near the Start text box will allow users to select a start date:


      and start time:
      "

      _____________________________________________

      "


      Once a start date and time have been selected, eDoctrina will automatically assign a one hour time frame. This can be adjusted by clicking the calendar icon next to the End text box.


    3. Now that a test window has been selected, clicking the Proceed button will assign the students the assessment! The assessment will not appear in the students online account until this test window begins



    Online Assessment Assignment Settings

    Many online testing features can be setup when creating the assessment itself, especially if the features are going to be applied to all students taking the test. But as more users have asked for ways to tailer testing features to specific students, eDoctrina has created a way to manage assignment settings directly from this online assessment pop-up.

    Within the assignment pop-up, users can select the students from the list that need specific modifications. Once these students have been selected, clicking on the Assignment_settings.jpg button will expand the window to show what types of settings can be set for particular students to give them access to additional features.


    **Please note that outside of the font family and font size options, these features are the same that are available within the assessment, they can just be selected for specific students on this screen.

    Default View

    Notice that a lot of these additional settings say "Default". The default setting is what has been set in the assessment. For example, if the "Scramble Questions" option has been enabled within the assessment itself, the test is defaulted to scramble questions for all students. If there are certain students that the teacher does not want the questions scrambled for, clicking here and selecting "No" will turn it off for those students only.
    Users can also allow certain students to only have access to specific questions by checking those questions on the right-hand side of the assignment settings screen:

    assign_online_3.jpg

    05.B. Answer Sheet Verification Screen

    Data verification after scanning student answer sheets if often required as it is sometimes difficult to predict how students will fill in the bubbles on answer sheets. This tool provides teachers the opportunity to take a second look at any questions where a student left an answer blank, selected more than one answer, and/or provide a score for any "Teacher Scored" questions.

    To get to the Answer Verification screen from the homepage, select Assessment --> Answer Sheet Verification



    There are a few filters and columns to pay close attention to on the Answer Verification Screen:


    1. Unverified Filter: This filter allows the option to choose the types of unverified data you want to see. There are options to see all scans, all unverified scans, or users can select to see unverified scans or online data only.

    2. This column shows the number of scans there are for the assessment.

    3. This column represents the number of scans that need to be verified for that assessment

    4. Clicking the edit pencil next to the assessment will bring the user to the Answer Entry/Verification Screen where they can verify any data that needs to be checked:


    To learn more about the Answer Entry/Verification screen, click here

    03.H.6. Passages 201: Adding a Passage to a District Question Bank (without creating an assessment)

    If the goal is to simply create passages for later use, it is possible to add a passage to a district test bank without creating an assessment first. To do so, navigate directly to the Passage Editor located in the Assessment pull-down in the navigation bar.

    Navigate to Passage Editor

    This will navigate to the eDoctrina Passages Homepage. This page allows the user to view all passages that exist under the selected conditions of the available filters. It is also possible to edit any passage that has been created by the signed in user as well as view passages that have been created by other district users.

    Passages Homepage
    NOTE: If the Passage is available in the list on the Passage Homepage, it is available to be used in the Question Bank.

    The Insert+ button will navigate the user directly to the passage editor and the process for adding/linking questions is the same as described above.


    IMPORTANT: To properly save a Passage, it is required to add questions. If no questions are added, the passage will not save and it will not be able to be recovered.


    Adding a Passage to an Assessment from the Question Bank

    If an assessment exists and an existing passage needs to be added, select the Questions Bank button from within the Assessment Editor.

    Question bank button location

    This will navigate the user to the eDoctrina Question Bank. This is where all questions located in the selected Question Bank will be located. This tool is designed to search for questions, but it is possible to locate a question linked to a passage by searching by the Passage #, any keywords in the Passage itself, or by any entered Tags. Be sure to choose the Advanced search option as there are a few tools here that will make finding the questions linked to the passage easier.

    For more information on how to add a question to an assessment through this tool, please visit our help guide regarding the eDoctrina Question Bank.

    eDoctrina Question Bank

    If the questions linked to a desired Passage still cannot be found, select the Show More Filters option. This will display the passage "type" pull-down and the "Lexile" range to help find the questions linked to the desired passage.

    More Filters
    NOTE: The passage "Type" and "Lexile" are not required fields when creating a passage. If searching by these fields returns no questions/results, the passage has not been created with this information.

    Once the desired questions have been located, simply click-and-drag one of the questions over to the black area in the left window pane on the Question Bank or double-click the question. This will add the selected question to the assessment. It will also produce a pop-up window that will ask if all questions should be added to the assessment. Click the Proceed button to add ALL questions linked to the passage or click the Cancel button to ONLY add the selected question.

    Question Bank pop-up

    Select the Return to Test button to navigate back to the Assessment Editor.


    Adding a Passage (when questions already exist)

    If questions already exist and a passage needs to be added to one or many of the questions, eDoctrina makes it simple to link the existing questions to a passage that needs to be created.

    Simply select the checkbox for each of the questions that should be linked to the passage, then click the Add Passage button to navigate to the Passage Editor.

    Linking Existing Question to a Passage

    In the Passage Editor, all selected question will appear in the Linked Questions section. All that is needed from here is to enter some general information and the contents of the passage.

    Passage Editor


    Adding Questions to an Existing Passage (District Admin Only)

    If you wish to add additional questions to an existing passage then it must be done within an assessment that has questions linked to the desired passage in addition to the desired unlinked questions.

    This process can be carried out in the Assessment Editor by:

    Passage Editor

    1. Select a question or questions that are linked to the desired passage.
    2. Select the question(s) you wish to add to the desired passage.
    3. Select "Add passage".


    After selecting "Add passage" the following popup will appear:

    Passage Editor
    Select "Link to Passage" for the additonal question(s) you wish to add, and click "Proceed". The additional questions will now be linked to the existing passage.

    IMPORTANT:

    1. Once the Passage has already been created, the only way to add additional questions is from within the Passage Editor, or by linking them in an assessment with the desired questions as a District Administrator.

    2. Questions can ONLY be linked to one passage.

    3. Passages will not be saved if no questions have been linked to them.

    Wicomico ELA Bridge Essay - Creation, Grading, and Student View

    Creation of the Bridge assessments is very straight forward, and even may seem repetitive! If you follow these steps to understanding the process, you will find that you yourself can add similar types of assessments with ease and the grading process will be a piece of cake!


    Bridge Assessments: Creation

    The Bridge Assessment is an essay-based assessment that the students write based off of an assigned prompt. Grading is done using a two category rubric, and the total amount of points a student can receive is seven. Up to three scorers can be assigned to one student response, therefore the assessment must contain duplicate rubric categories to ensure each scorer has a separate place to assign the student a score.

    To create the assessment, start with seven questions. The first six questions should be excluded, as they will be simply for scoring purposes only. Questions 1, 3, and 5 should be worth 4 points, as they represent the first rubric category. Questions 2, 4, and 6 should be worth 3 points, as they represent the second rubric category. The 7th question should not be excluded, as this represents the student's overall averaged score, and should be worth the full 7 points.
    Answer Key View:



    Question View: Editing the scorer information and adding a question prompt should all be done within the Question View of the assessment editor. Each of the seven questions should be linked to the writing prompt by linking the prompt as a passage.


    As you can see in the image above, the question text should be assigned to one of the three scorers (Scorer 1, Scorer 2, and Scorer 3) and should contain the part of the rubric that lives within that question (Ex. Question #1 says "Scorer 1: Comprehension and Written Expression", Question #2 says "Scorer 1: Knowledge of Language and Conventions"). The rest of the questions should be set up as follows:

    **Remember, question 7 should be out of 7 points, and should be called "Overall Score"



    Rubric View

    Now that the question text is set up for the scorers, the Rubric text can be added to each question in the "Rubric View" of the assessment editor. Since there are only two rubric categories, the text will be repeated for each scorer. The rubric view will be set up to look like this:




    Grade Conversion Table

    Linking a Grade Conversion Table to the Bridge assessment is helpful for reporting. Since the Bridge is a rubric based assessment out of a possible 7 points, the GCT should be set up with grades from 00 - 07. These grades will reflect whether the student needs to re-take the assessment, or if they have passed. Please see the appropriate GCT below:



    Now that the prompt, rubric, and GCT have been successfully set up, the assessment can be assigned.




    Bridge Assessments: Grading


    Once the student has successfully submit their essay response, the best place for users to grade is the Enter Student Response screen from the Teacher Dashboard. The TC View is the most proficient way to grade these types of essay-based assessments.


    1. Student Response: This section will show the student's essay response to the prompt as they typed it in online. This screen is interactive, and teachers can click inside of the student's response to add feedback.

    2. Question: This section is where the scorers can add a point grade for each section of the rubric, as well as any comments/feedback that may pertain to that specific rubric topic.

    3. Embedded Comments/Feedback: If a scorer would like to leave a comment embedded into the essay, this icon will allow them to do so. The scorer must simply highlight the word/sentence(s) that they would like the comment to be linked to and then select this icon. Once a comment is created, a comment icon will appear within the response. Additionally, the highlighted section will bold and italicize so the student can easily see where the embedded comments live.

    4. Scroll Bars: Two scroll bars now exist within the TC Screen. The first will allow scorers to scroll up and down the student's response without having the rubric categories move as well. The second allows the scorers to scroll up and down the rubric categories without losing their place within the response.

    5. Reponse Icon: This icon is especially helpful if there was more than one writing prompt in an assessment. If a scorer begins a new rubric category for a second writing prompt, clicking this icon will automatically scroll the left side of the screen to start at the beginning of the second response. This ensures that the scorer is using the correct rubric for the correct essay.



    It is important to remember that the Bridge assessment has multiple scorers that are each assigned their own separate rubric categories for grading. The scores added for these categories are excluded within the assessment. Once each scorer has had the opportunity to grade, the average of each scorer's total should be put into the final question. This will be the score reflected on the reports




    Individual Student Report


    There are a few new features within the Individual Student Report that will allow teachers to not only see the student's score, but also their essay response, as well as any comments that were made.

    When selecting the Individual Student Report, choose the following options:



    The report will look like this:



    The area in red shows the student's response, embedded comments, as well as the rubric text assigned. Please note that the report shows that the point values assigned were excluded for the student.


    The area in green shows the student's final score in points, percentage, and the Grade from the GCT.

    Student View

    Now that you as a teacher/scorer are familiar with the way the Bridge assessment is set up and scored within eDoctrina, you may also wonder what the students will see when they login to take the assessment.


    The students will start on their Progress Dashboard, as they normally would when taking an online assessment. Once the test has been assigned to them, they will select the "Start Test" button.


    Once the student starts the exam, there are a few things worth noting so that they can be sure to properly submit their work without any trouble or confusion.



    1. Scroll or Page View: Students have the option to see the assessment in the Scroll View or Page View. The Scroll view is what is pictured above. Question 1 is the only question with content, while the remaining are simply for scoring purposes only. The students will see these questions, but will not be able to manipulate or add information to them. The Page View will only show one question per page, so question 1 for example would take up the entire screen and they would have to arrow right to view the remaining questions.

      Page View:


    2. The "Modified" Bar: As students are typing/formatting their essay response, they must be sure that this modified bar finishes buffering before they select the "Submit" icon. You can tell the newly typed information is finished buffering when the blue bar is completely gone. As they are typing or working within the text field, this bar will fill up and be blue. Once they finish typing, the blue bar will slowly start to get smaller and eventually go away altogether (about 3 seconds). Once it disappears, all work has been saved and it is safe to finish the test.

    3. The Text Box: This text box is for the students to write or paste their essay. They are given a WYSIWYG editor to help with formatting.

    4. Additional Questions for Scoring: As explained above, when in the "Scroll" view, the students will see the questions that have been added to the assessment for scoring purposes only. They are unable to add any text or manipulate the questions in any way, but they will see them listed.



    Once the student has finished with their work, selecting "Submit" will submit it to be scored.

    01.H. User Profile Settings (user editor)

    • Read Only: Enabling this security settings will remove editing and copying rights from all modules within eDoctrina. A user with read only access will only be able to view or print existing content.
    • Behave coordinator: If a district subscribes to eDoctrina's BeHAVE module, teacher profile types will have access (within the BeHAVE section of the sections menu to view the students list, access the BeHAVE store, and access the Scan Certificate option. Enabling this security setting, it provides the teacher user with the ability to manage purchases and generate BeHAVE Reports. This setting does not apply to School Admin and District Admin profile types as they already have access to mangae purchases and generate BeHAVE Reports by default.
    • Can Merge Users: Due to the irreversible nature of this feature, we are asking that anyone wishing to merge users receive a few minutes of training in order to ensure proper use of this function. This security setting, if enabled, will allow the indicated user to merge user accounts in the case that there are duplicates. The ability to merge users can be provided to any user specifically, but it is recommended to receive a quick training so the user doing this is well informed of the databse implications.
    • Observer: Enabling this security setting provides the user access to the OBSeRVE Dashboard to perform staff evaluations. This is a basic setting for School Admin and District Admin base user types. This security settings does not provide teachers with access to the OBSeRVE Dashboard. If there are district specific scenarios where teachers will need access to the OBSeRVE Dashboard, please contact the eDoctrina Help Desk and we can guide you through setting up specific permission sets as an alternative solution.
    • Do not update from imports: Enabling this security settings will ensure that all fields within the specified user account will not be updated in the automated import process.
    • Data Specialist: This security setting does not apply to School Admin or District Admin base user types. If the specified user is a teacher base profile type, enabling this security setting will provide them access to all courses, classes, and students within the school that they are linked to. This allows them to pull data reports, print answer sheets, and access class rosters for the entire school. If a teacher needs to have access to the entire set of district data, it is recommended to have a linked teacher profile added for them in each of the schools within the district.
    • School Curriculum Specialist: This security setting does not apply to School Admin or District Admin base user types. If the specified user is a teacher base user type, enabling this security setting will provide them access to all course and classes within the school that they are linked to within the Unit Plan and Lesson Plan modules. This will provide them access to view and edit all units and lessons that have courses linked to them.
    • District Curriculum Specialist: This security setting does not apply to District Admin base user types because, by default, they have access to all courses and classes. For School Admin base user types, enabling this security setting will provide them access to all courses and classes within the district. A School Admin, by default, will only have access to courses and classes within their school and will only be able to edit Units and Lessons within the school they are linked to. For Teacher base user types, this security setting will provide the specified user with access to all courses and classes within the Unit Plan and Lesson Plan modules. This security setting also provides access to the specified user to add, edit, and modify standards within the district standard set as well as add endurance, readiness, leverage, high stakes, and power standard indications for all linked standards sets.

    Permission Sets

    The Permissions Sets is a list of available user roles that can be customized within any district. These serve as overrides to existing User Group settings. These permissions sets work in combination with eachother or as standalone features. It should be noted that each one provides specific access to certain features and certain combinations have overlaps that tend to override one another.

    These permission sets can be configured upon request, but eDoctrina already has a few that are already available:

    • Help Editor: This permission set does not apply to District Admin base user types because they will already have access to make additions to the Help Menu. By default, School Admin and Teacher base user types do not have access to add/edit/remove content from the eDoctrina Help Menu. By enabling this permission set, it provide the specified user with access to the Help Topics Homepage (located in SETTINGS==>User Guides & Help Topics) so they can make district specific additions to the help menu. To find out more about how to add content to the eDoctrina Help Menu, please visit our help guide on Adding District Specific Help Guides.
    • Evaluator: This permission set does not apply to District Admin base user types. By enabling this permission, it will upgrade any School Admin or Teacher base user type to be able to view all Courses and Classes within their school so they can review student learning objectives.
    • Observer: This permission set provides the user with access to the OBSeRVE Dashboard so they can provide staff observations. Please note that this permission is only needed if the district is configured to ignore the "Observer" checkbox under the Security Settings.
    • Teacher Observer(L): This permission set only applies to Teacher base user types. The essential purpose of this permission is to be used in combination with the "Observer" permission set as the goal would to be able to allow a teacher profile to enter the OBSeRVE Dashboard, but not have access to enter any observation form. Please do not enable this for School Admin and District Admin base user types.
    • Observation Scheduler: This permission set is designed for any individual users to be able to change the observer that is linked to any observation upon scheduling. By design, scheduling an observation will link the signed in user to any observation. If the district, user type, or individual user is configured to be able to "Change Observer", they will need this permission enabled to be able to assign a specific user upon scheduling.
    • Manager of student test modifications: This permission set does applies only to Teacher base user types. This permission set will provide the specified user with access to the Student Test Modifications screen and allow them to apply default Online Assessment Modifications based on subject to students if necessary.

    Notifications

    There are many email notifications that are able to be configured for each district. By default, all of the notifications will be sent to the user if an email is designed to be triggered. All users will have the ability to UNSUBSCRIBE from any emails by unchecking any one of these checkboxes.

    Advanced Settings

    • Flex User: Selecting the flex user checkbox will ensure that the specified user account will remain unchanged from the automated nightly import from the ditrcit's student information system. There are many different configuration settings for how the automated imports will be executed and these configuration settings will be ignored for any user who is marked as a Flex User.
    • District Result E-mail: This option is only available for District Admin base user types. If this setting is enabled for a user, they will receive an email notification for all completed sets of scanned answer sheets.
    • Ask for Password Reset: Enabling this setting will ask the user to choose a different password the next time that they successfully sign into eDoctrina. This is a token setting, which means once the password is reset, the option will go back to an unchecked status. This is a great tool to use when having to reset another users password.
    • Must Sign All Observations: This setting is one that applies to the OBSeRVE module only when electronic signatures have been enabled. By enabling this checkbox for any user, it will require this user to review and sign all observations within the district in order to complete the observation.

    Do not update on import

    Depending on the settings of the automated nightly import, there are some occassions where an individual user would like to maintain a different User Type, Login, email address, or name within eDoctrina. Enabling any of these checkboxes will ensure that the selected field will not be modified in the automated import process.

    Additonal schools to provide observations

    This section of the user profile is designed specifically for user types that are not District Admins. In example, the default for School Admins is that they will be able to provide observations for users that exist within the same school. If the School Admin observer will be providing observations in another school within the district, it will be necessary to add the school here so they can access the teachers in the respective building. If there is a scenario where an observer in one building will only be observing a handful of teachersin another school, it cold be a better idea to assign them as the teachers observer within the Users Homepage.

    03.J. Adding Extra Credit Questions

    There are times that an assessment should have extra credit questions, in which students will earn addtional points for answering the question correctly, but will not be penalized if they answer incorrectly. Users can add extra credit questions by completing the steps below:

    1. Create an assessment with questions or as an Answer Key Only. In this example there are 4 multiple Choice questions worth 1 point a piece and 1 Teacher Scored question that is going to be worth 1 point of extra credit. The assessment is set up to be 5 questions with each one being worth the correct value of points (in this case 1 point a piece):
      Extra Credit

    2. Select Extra Credit as the Special Scoring type for the question(s) that should be marked as such.
      Extra Credit

    3. Please note that the scores reflect the Extra Credit given and do not deduct points for being incorrect.

      Class Summary:
      Extra Credit

    06.B.6 Standards Proficiency Report

    The Standards Proficiency Report is a custom report districts can use to set up grade conversion tables and then see how students performed within those bands on selected standards for specific assessments.

    Before this report can be run, Standards Proficiency tables must be set up by any user.


    Setting up Proficiency Tables (Admin)

    A Proficiency Table is set up just like a district-wide Grade Conversion Table.

    From the homepage, nagivate to: Settings --> Database Setup --> Assessment --> Grade Table



    This will bring you to the Grade Tables screen, where you can create your own district-wide Grade Conversion Tables. To insert something new, select the yellow Create button:



    When creating a new table, it is important that you are selecting the correct type. In this case, the type should be Standard Proficiency. You can title the table and add the appropriate grades on this screen as well.


    To learn more about setting up Grade Conversion Tables, Click Here


    Running the Report

    When it's time to run the report, you must first navigate to the Teacher Dashboard and select the appropriate filters.



    1. Select the students you want to run the report for by filtering the appropriate Course and Class(es)
    2. Select the Assessment(s) that you want to view the data for. Remember, you can select more than one assessment to view in this report!
    3. At the bottom of the reports list, you will find the Standards Proficiency Report button.


    Selecting to run this report will prompt an additional screen to pop-up. It is here that you can customize the report to view the data you are looking for.


    1. General Options - This is where users can select which Proficiency Table they would like to view their data in. Remember, these tables must be previously set up by administrators before they can be added to the drop-down list. Users can also opt to include excluded question data, or exclude the Totals table on the report.

    2. Data Format - Users can decide what format they would like to see on the report - options are to view the data as a percent only, as a total count only, or both.

    3. Standards - This report was created for educators to view how students performed on specific standards within previously-determined performance bands based on data from chosen assessments. This section is where users can select the specific standards they want to view data for. The standards selected should be ones that were linked within all of the assessments chosen on the Dashboard.




    Analyzing the Report


    The data will be presented in a table. The chosen assessments will be displayed in rows with a performance band assigned to each pre-selected standard. The final Total row is the average percent/count of students that fell in that band for that standard. The Total Column is the average of all standards for that assessment, by performance band.

    Note: Clicking on the percent/count within a band will show you a list of students that fell within the band for that specific standard

    03.D.8. Using the Safe Exam Browser



    This Help Guide is for the use of the "Can open in Safe Exam Browser ONLY" option found within the "Online Settings" of a previously created assessment:

    Can open in Safe Exam Browser ONLY
    NOTE: For additional information on other Online Settings please refer to Help Guide 03.D.2. Online Assessment Features.

    The Safe Exam Browser option appears ONLY if your District has agreed to enabling this option and the "Lock Student to Test" option is also selected.

    When this option is enabled, the student attempting to access the assessment will be prompted to install the Safe Exam Browser and download a file to access the assessment. Once the assessment is accessed the Safe Exam Browser will launch in full-screen mode, and the student will not be able to navigate away from the assessment or utilize any other functions of the workstation they are utilizing until the browser is closed.

    If the Safe Exam Browser is not Installed on the Student's Workstation

    When a student attempts to access an assessment with the "Open in Safe Exam Browser ONLY" option enabled they will be prompted to download the Safe Exam Browser (this step is optional if the browser is already installed):

    Start Test

    Click here to download

    The link will direct the user to an external website to download the appropriate version of the Safe Exam Browser.
    For machines running Windows Version 7, 8.1 or 10 locate the download link for the Microsoft Windows Version:

    Safe Exam Browser 2.2 for Windows

    For Machines running MacOS Versions 10.13, 10.12, 10.11, 10.10, 10.9, 10.8 or 10.7 locate the download link for the MacOS version:
    Safe Exam Browser 2.1.2 for macOS

    After Installation of the Safe Exam Browser


    After the Safe Exam Browser has been installed the user will need to download the Access File for the assessment and open it. This can be acheived by following the steps below:

    Download & Open Access File

    1.) Click the hyperlink to download the Access File. The user's regular web-browser settings will apply.

    2.) It is strongly recommended to write down the 4 digit password as it will not be viewable after opening the Access File.

    3.) Locate the Access File and open it.

    Taking the Test


    The Safe Exam Browser does not allow access to any other application(s) while it is running. As such, screenshots are not provided for this portion of the guide.

    The Safe Exam Browser allows the user to complete an assessment as usual, however it is of note to avoid using the refresh button or exit buttons found in the lower right-hand corner of the screen unless the user has completed the assessment.

    If any issues are encountered while utilizing the Safe Exam Browser you are strongly encouraged to e-mail the eDoctrina Help Desk Team at help@edoctrina.org.

    Greece Central School District: Answer Entry/Verification from Teacher Dashboard


    Data verification after scanning student answer sheets if often required as it is difficult to predict how students fill in the bubbles on answer sheets. This tool provides teachers the opportunity to take a second look at any questions where a student left an answer blank, selected more than one answer, and/or provide a score for any "Teacher Scored" questions.

    The Answer Entry/Verification tool is accessible from the Teacher Dashboard for a particular assessment OR a user can access a place that outlines ALL assessments where student answers need to be verified.

    To learn how to verify data using our Answer Verification Screen, click here -->

    PART I: Verifying Data for Specific Students

    Once a user scans assessment data, chances are that at least one student's bubble sheet will need to have answers verified. There is a way to see if student data is in need of verification.
    STEP 1. In the Teacher Dashboard, use "Select students" filters to select the students to be included. Please note that the "Course" and "Class" are the only required selections, while the "Select Student(s)" pull-down will automatically populate with the students enrolled in the selected classes. The "Select Student(s)" option should only be used to select an individual student or group of students.

    STEP 2. Manipulate the second row of filters to locate the desired assessment. The list of assessments can be rather extensive and it is often helpful to type the assessment ID, name, or affiliated "tags" in the search bar to easily locate the desired assessment.*

    STEP 3. Select the "Class Summary Report" to view the student data that needs to be verified

    Teacher Dashboard

    *STEP 2 NOTE: Only one assessment can be selected when using this tool.

    In selecting the "Class Summary Report", there are a few formatting options to choose from. The students can be sorted by last name, first name, or student ID number. There is also an option to export the report as a CSV, or for data to only be shown where the assessment is linked to the course.

    Class Summary

    Once the Class Summary Report runs, any students that have data that needs to be verified will have a message under their name, stating: AV_3.jpg

    Class Summary

    Clicking the blue link will open up the Answer Verification screen for that student alone. Any data in yellow can be verified by the teacher and teacher scored questions can be given point values. Once any data is updated, or a decision is made the keep the data as is, the "Ver" checkbox should be selected to indicate that the data has been verified by the teacher.

    Verification

    Once the student data has been verified, save and close the Answer Verification screen and re-run the Class Summary report to view if more student data needs to be verified.



    CHECK Screen Verification

    Data can also be verified using the CHECK screen.

    From the Dashboard, once the appropriate students and assessment have been located, click the "Check Student Answers" button to open the "Answer entry/verification" screen.

    Select the "CHECK Student Answers" button to open the Answer entry/verification screen for all selected students

    Answer Entry

    Note: A popup will appear with a key explaining the different colors one might see within their data when verifying.
    Color Scheme Help
    Click here for more information about the color schemes.

    Answer Entry/Verification

    Answer Verification

    (1) This portion represents all of the data that has been recorded for the selected student(s) and assessment.
    (2) This column contains the current percentage of the points earned for each student on the selected assessment. It also serves as a hyperlink to the Individual Student Report. If any changes have been made to student responses, please save and refresh the page to display the most recent percent. Please note that the displayed percentage will not consider any special weighting if it has been applied to the selected assessment. Hover over the percentage to see a quick view on how the percentage is calculated.
    Percentage hover


    (3) This column will display two different icons (if applicable): Calendar Icon: The computer icon will display if the assessment has been assigned to the student online. Hovering over the icon will display when the student first accessed the assessment and when they finished the assessment.

    Start/End

    : The camera icon will display if there has been an answer sheet scanned for this student. This is an extremely helpful resource because it allows the teacher to review answer sheets without carrying around a stack of papers. Click on the icon to view the image to the right of the data.
    Scanned Image

    (a) Bubbles highlighted in GREEN are correct answers.
    (b) Bubbles highlighted in RED are incorrect answers.
    (c) Bubbles highlighted in BLUE are Teacher Scored answers.

    (d) Bubbles highlighted in yellow indicate the student left the question blank or the student selected more than one answer choices for the question (when only one answer is needed)

    Note: To adjust or change the answer for a question, all you have to do is click the virtual bubbles on the PDF of the answer sheet and the data will update automatically.


    When to Check the VER or EXCL Checkbox

    VER CHECKBOX: The verification box will need to be checked ONLY if a teacher has verified they are leaving a yellow (invalid) answer uncorrected for a student. For example, if Johnny left a question blank on the answer sheet it would scan in to eDoctrina as a yellow box on the Answer Entry screen. The teacher would have two options… (1) to conference with the student to get an answer and fix it in Answer Entry or (2) leave the answer as blank because it was the students error. If the teacher chooses option 1, the teacher fixes the mistake and does not worry about the “Ver” box, if the teacher chooses option 2 then they would click the “Ver” checkbox to verify that that they have approved the mistakes on the answer sheet.
    EXCL CHECKBOX: The "Excl" checkbox is relevant to students that currently have no data (cells with gray background) for one or more questions. This is a great tool to quickly enter "All Correct" responses or "All Incorrect" responses to avoid having to click on each question individually. If "unchecked" with gray cells still remaining, the teacher will receive the following pop-up message prompting them to decide "What they would like to do for the questions they did not change?"

    Leave Unanswered?
    NOTE: If any change has been made to a students responses and there are still remaining cells with no data, the "Excl" checkbox will automatically "uncheck".

    In regards to the remaining gray boxes, the teacher will have the option to "Leave them as unanswered" or "Assign the correct/incorrect answers to the student". The latter option depends on what is selected in the top-right corner of the screen.
    All Correct?

    Teacher Scored Questions

    The cells with a WHITE background and a "black triangle" in the top right corner indicate that the question is a Teacher Scored question. Clicking on the "black triangle" will open a pop-up window that allows the teacher to view student responses that have been entered online. If applicable, this pop-up window will provide the option to view any scoring guides or rubrics attached to the question.

    Viewing Student Responses

    Select the Show Scoring Guide button to view any attached rubrics or scoring guides.
    Scoring Guides

    A pop-up will appear containing two tabs to choose from: the scoring guide and rubric :

    Either or

    The earned points for the question can be entered by selecting them in the "Answer Points" pull-down. Teacher comments, which have the option to display on the Individual Student Report are entered here.

    Teacher comments

    The answer verification screen is also a great place to enter scores manually. Teachers have the option click the appropriate box and a drop-down menu will display the options available. Click the appropriate response from the drop-down and it will show in the box (which is color-coded).

    Answer entry

    This page does not automatically save, so it is a good practice to click Save & Close at the top of the screen when any modification are made on the Answer Entry screen.


    04.B.4. Cover Page Answer Sheet


    The Cover Page Answer Sheet was created so that written student work could be scanned and housed in eDoctrina for teachers to reference. Typically a user is printing this Cover Page answer sheet in addition to an answer sheet where student answers are recorded.
    To print the cover page, you go through the same steps from the Teacher Dashboard that you would execute to print bubble sheets. You can find the help guide on how to print answer sheets here.

    Step 1: Choose your students. Step 2: Choose your assessment(s) Step 3: Click the PRINT button
    Once you have selected the students and assessment(s) on the Dashboard that you want to print sheets for and have selected the "PRINT" icon, you will have the option to print multiple different types of answer sheets.


    Scroll the options to the right, and you will see the Cover Page Answer Sheet type. Selecting the "Customize" option will allow you to add lines to the cover page, which is very useful if students are using this page to write out short answer questions.


    The cover page printed with lines will look like this:


    If users decide to print the coverage page without lines for students to use as scrap paper, or to show work, it will look like this:


    Students can write/show work on these cover sheets and they get scanned using the same process as scanning traditional answer sheets using the copy machine. Please note that these pages CANNOT be scanned with a smartphone or webcamera.

    For more information on traditional copy machine scanning, click here


    Where to Find the Cover Sheet

    Once the cover sheets are scanned, they can be viewed by users in two places from the Teacher Dashboard - the "ENTER Student Responses" screen and the "CHECK Student Answers" screen.


    ENTER Student Responses

    When this screen is opened, if any data has been scanned for the student selected, a small camera icon will appear next to the name of the assessment. Clicking that camera icon will open a separate window where the scanned answer sheet can be viewed:


    CHECK Student Answers

    When the CHECK screen is opened, camera icons will appear next to the name of the students that data was scanned for. Selecting this icon will open up the image of the scanned answer sheet to the right of the student's responses.

    Important- Cover sheets do NOT automatically score questions so data will not be loaded into eDoctrina for this type of answer sheet. Scores for student work will still need to be recorded on a traditional answer sheet and/or entered manually be the teacher. Cover pages were created as a way for students to show work for an assessment and have it saved in the system for teachers to reference and utilize while grading.

    03.B.4. Assessment Editor Simplification / Reorganization


    The eDoctrina Assessment Editor has been reorganized to make it more user-friendly. All of the same functions are still available but have been shifted and condensed into a more sensible format.

    Question Editor Changes

    Action buttons have been shifted to the left of the screen and now scroll with you:


    Additionally, repeating action and view buttons have been removed:


    Online Settings Changes

    Online assessment settings have been broken into three sections, Layout / View, Controls, and Student tools. These are still available directly under the assessment questions:


    Additional Setting Changes

    Access Controls and Print Settings have their own sections below Online Settings. Note that the Access Control section includes the "Shared with" option to provide access to otherwise unlinked users:


    Report Card Settings

    Report card settings have been moved to the General settings section at the top of the assessment editor:

    eDoctrina Copy Machine Scanning Process for Liverpool CSD


    Scanning traditional answer sheets to eDoctrina from a copy machine is a simple, two- step process.

    1. Place your answer sheets in the copy tray and then select Workflow:

    2018-07-27_13-10-54.jpg


    2. Then select eDoctrina and scan:

    2018-07-27_13-11-16.jpg

    03.D.6 Online Test Assignments Screen


    Once an assessment has been assigned to students, either automatically or from the Teacher Dashboard, users can use the "Online Test Assignments" screen to view and edit all of the assignments and assignment details that were made to their students.
    From the homepage, select the Assessments drop-down and choose "Online Test Assignments"


    This will display the online assignments page. This page exists to show users any assignments that may already exists for an assessment and a set group of students.
    The filters on this screen are very similar to those on the Teacher Dashboard. Users will first use the top row of filters to select their course(s) and class(es) to find the students they want to review assignments for, and the bottom row to select the assessment.
    NOTE: The user will not see names populate if students have not yet been assigned a window for the assessment

    Once the appropriate filters have been selected, the student names will display below, as well as information pertaining to their test assignment.



    For each student, the following information will be displayed:

    NOTE: The trashcan icon will allow users to delete an assignment that has been set for a student.

    1. Assessment: The name and ID number of the assigned assessment.
    2. Student: The name of the student.
    3. Status: The status column will show whether the student has started taking the assessment. If they have, their progress will be displayed. If they have not started yet, the status bar will read 0%.
    4. Checkbox: The checkbox option exists to help users when they want to mass-update assignment settings. The students can be selected using these check-boxes (the top check-box will select all students listed), and then the icons at the top of the column in section 8 can be used to mass-update each setting.
    5. Edit: Selecting the edit pencil offers more assignment settings that can be updated for each individual student. Selecting the edit pencil will open the following screen:

    6. Questions: If a student has been assigned specific set of questions (example, questions 1-10 out of 20 total questions), the question numbers that they have been assigned will appear in this column. If students were assigned the entire test, the column will read "All", indicating they have been assigned all questions.
    7. Window(s): The Window column will show the user any testing windows that have already been setup for this student (testing window includes the date, start time, and end time of the assignment window). There can be one window, or multiple windows depending on how many assignments have already been set up for students.
    8. Online Settings: These are the top 7 online modifications for students, which is why they can users have easy access to them so that updates can be made right from this screen! Blue letters indicate the default setting for the test based on what is set up in the assessment editor, while red letters indicate a modification that was made for that student upon assigning. In the screenshot above, when Agatha was assigned this assessment the user switched her default "Y" for audio to an "N", taking away her audio access. These icons can be manipulated from this screen, and the assessment will update for students automatically.
    9. Type: The Type column shows whether an assessment was assigned traditionally, or manually from the teacher dashboard, or if it was auto-assigned from the assessment editor. If an administrator sets an assessment up to be auto-assigned to specific courses, this column will read "Auto".
    10. Assigned By: The Assigned By column displays the user who created this Online Test Assignment.



    EXAMPLE


    * In the example above, student Agatha Almaraz has been assigned assessment 536254. * She has already started the assessment and completed 60%. * She was assigned the first 10 questions to be taken on September 10th between 2:20Pm and 3:20PM. When her teacher assigned these questions, she took away Agatha's audio access, gave her a basic calculator, and decided against giving her the X-Out option for her questions. * She was assigned questions 11-20 to be taken on September 11th between 2:30PM and 3:30PM. When her teacher assigned these questions, she took away Agatha's audio access, took away her calculator access, and decided against giving her the X-out option for her questions. * These assignments were both set up traditionally (or manually from the Teacher Dashboard).

    03.D.7 How to create Math CBT Assessments in eDoctrina


    There are a variety of features in the eDoctrina Assessment Editor that support building online assessments to mirror New York and other state's Computer Based Testing (CBT).

    Grade Specific Equation Editors

    The newest and most relevant features are the grade-specific equation editors which can be attached to any question through the Online Tools button.

    Online Tools

    Equation editors for grades 3-4, 5-6, and 7-8 as well as other online assessment tools are available.

    Grade Level Editors

    Here is an example of the Gr. 5-6 Equation Editor from the student view:

    Gr. 5-6 Equation Editor

    The drawing feature within the grade-specific equation editor includes the option for students to attached "drawings" to their work:

    Drawing Tool

    This drawing feature has been designed to allow students to add up to 5 separate drawings. After the 5th drawing has been added the drawing option will be greyed out so it cannot be selected.

    Drawing Tool

    Online Tools

    There is also a sketchpad located in this drop down that users can insert an image into. Students taking an online assessment will be able to draw on the image.

    Sketchpad images (and other short student responses) will be saved and accessible to grade on the Teacher Completed test(s) (ENTER button on the Teacher Dashboard) and Answer entry/verification screens (CHECK button on the Teacher Dashboard) in the following locations:

    ENTER - Teacher completed test(s)

    Teacher Completed


    CHECK - Answer entry/verification

    Answer entry/verification

    Student Response

    Special Question Types

    Some CBT questions require multiple text boxes. For example, a question might prompt for a numerical answer combined with a field to show student work. This can be set up using the question type Teacher Scored or Fill in the Blank:

    Teacher Completed/FITB

    Selecting Fill in the Blank will allow the system to autograde numeric and one or two word responses. Student explanations should still be graded by a teacher. The user can select Answer Tools from the WYSIWYG editor in the following location:

    Input Tool

    Place the cursor at the desired location to insert the input box and select from the drop down menu. For this NYS CBT style question the user can select the Equation Editor box type under "Show your work" and a Text Input box between "Answer" and "CDs:"

    Input Tool

    NOTE: That in the example above the correct response field can be left blank in order to manually grade student work. The numerical response will be scored by eDoctrina according to the correct responses listed. This option works well with the Scoring type "Multiple correct answers, partial scoring", so that the autograde feature is engaged.

    A Teacher Scored question type if the intention is to manually grade student responses for similar question formats. See below for an example of this style of question:

    Teacher Scored Questions

    Either of these options will result in a question that looks like the following for a student taking an online assessment:
    Teacher Scored Questions

    The following text box short cuts will need to be entered manually into the question text field for multiple choice question types:
    • [[choices]] - to be used with multiple choice questions only, places answer choices in a drop down menu
    • Choices


    • [[choices_radio]] - to be used with multiple choice questions only, places answer chouices in a horizontal row with radio buttons instead of letter/number
    • Radio Choices


    • [[multiple_choices]] - to be used with multiple choices questions with a mutliple correct answers scoring type only, places answer choices in a veritcal column with checkboxes
    • Multiple Choices


    Want more information on building online questions for students? Click on this additional helpguide.

    Go back to Assessment Editor: Main

    Allow Manually Post Results Online


    Explaining Module Access

    (available to eDoctrina team members only)


    Module Access for districts can vary from year to year and they control what modules/tools that users in the specified district have access to. The default is the current year. Configuring the module access permissions is essential to providing the district with the tools they need or have paid for. These are the highest levels of user permission controls and no district level or school level user can have access to any of these modules without the district or school being subscribed to them.

      District Level module access

    • FASTeST: Not applicable anymore, please refer to Answer Sheet Types in District Settings.

    • PROGReSS: Not applicable anymore. Students have access to PROGReSS solely by having user accounts.

    • SLO: Enables access to SLO related modules (student-learning-objectives, slo-summary-sheet-1v2)

    • OBSeRVE: Enables access to SLO related modules (observe-dashboard, staff-evaluation-rating-report-3012d, observe-final-ratings-import, edoc-teacher-expectations, observation-rubrics).

    • RePORT: Enabling this allows assessments to be configured to be included on eDoctrina’s Report Cards allowing the end-user to link an assessment to a specific marking period with a specific weight. This permission does not turn off the pages related to Report Cards.

    • Examgen: Not applicable anymore, please refer to Linked Set in District Settings.

    • CERTICA/NWEA: Not applicable anymore, please refer to Linked Set in District Settings.

    • WebCam: Not applicable, please refer to Answer Sheet Types in District Settings.

    • PBCS: Enables access to the Teacher Effectiveness System in the Planning menu (pbcs-model-assignments)

    • Automated SLO Assignment Tool: Enabling this provides access to the auto generate SLO module (auto-generate-slo). With this enabled, the district will not be able to create SLO's manually.

    • PBCS Settings: Enables access to the TE Data menu modules. (pbcs-models, pbcs-data-sources, pbcs-category, pbcs-award-amount, pbcs-category-effectiveness, pbcs-category-scores, pbcs-effective-index, pbcs-score-labels, pbcs-questions)

    • SOLe: Enables access to the tools necessary to offer a SOLe unit, such as the unit assignment button, and the progress monitoring button next the the Unit plans marked as “Student Unit”.

    • BeHAVE: Enables access to all BeHAVE related modules. (behavior-codes, behave, behave-store-setup, behave-scan, behave-store-orders, behave-report).

    • PD30: Enables the ability for district users to create their own PD30 modules. The menu option will still exist in the cases where a set or district would like to make their modules visible to other districts.

    • TIP: Enables access to staff improvement and support modules. (staff-improvement-plans, staff-support-plans)

    • Support Chat: Enables access to eDoctrina's support chat option where districts can directly message the eDoctrina Help Desk team (support-chat.html)

    • Readibank: Not applicable anymore, please refer to Linked Set in District Settings.

    • INSPECT: Not applicable anymore, please refer to Linked Set in District Settings.

    • Reasons for Ending: Enables access to the Reasons for Ending tool in general database setup allowing districts to manage these. (reason-for-ending).

    • Self Reported PD: Enables access to the self-reported PD module. (self-reported-pd).

    • TRAVeL: Enables access to all TRAVeL related modules. (travel-locations, travels).

    General Settings

    These settings within the district settings are controls for some of the basic functionality of eDoctrina for each specific district. There is an array of settings that district users can set, but there are also some that only members of the eDoctrina team can access.
    (NOTE: Options marked with * are for eDoctrina team members only).

    • Demographic Name 6 through 8: These fields allow districts to rename three of the student demographic fields. These fields can be imported via the students import using columns 14, 15, and 16 of the file, respectively.

    • State Reporting Code: For district that will be reporting their staff evaluation data using eDoctrina, this field should be populated with the district’s state reporting code (NY district would be the BEDS code). This number will display on the Staff Evaluation Rating Report (3012d) csv export.

    • Default Standard Set: Selecting an option from this pull-down will set a Default Standard Set for all users within the District. Select this option if a school is using one standard set predominantly. Users have the ability to modify their Default Standard Set within their Personal Settings.

    • Default Assessment Type*: Selection of the Assessment Type is a required field when creating an assessment. A selection here will automatically populate this field with the respective selection for all new assessments created.

    • Country*: This is a required field that should be selected upon initial setup of district. State: This is a required field that should be selected upon initial setup of district.

    • Theme*: This determines the general look & feel of eDoctrina. The default selection is the black background.

    • Test Window*: This option exists to restrict teachers to a maximum assigned test window (measured in days). If teachers select a test window that is greater than the indicated selection here, they will produce an error message.

    • Help Desk Email*: Entering an email address here will direct all emails sent through eDoctrina to the entered email address. If this field is left blank, the default will be the destination email address (help@edoctrina.org).

      • Accounts Mode*:
      • Standard(main account is good for all years where yearly account missing): user permissions are applicable to all years where the presence of a yearly account is missing.
      • Standard + Imports
      • Yearly (Main account is good for current year only)

      • Inactive Account Access Mode*:
      • Access to the data related to inactive accounts is denied.
      • Teacher level accounts can access data related to inactive accounts.
      • Inactive accounts can access data.

    • Users linking concept*: This checkbox enables the ability for a District Admin to link users to eachother (enables the button on the Users Homepage - users.html). This is most likely used when there are many users within the district that are assigned to multiple schools. Linking allows users to jump from one account to another by selecting the account in the pull-down on the top-right where their name is displayed.

    • Persons concept*: Selecting this checkbox enables the ability to make multiple user accounts as the same person from the Users Homepage (users.html). Making two users the same person will give both users access to all course, classes, students, and related permissions to both user accounts.

    • Can Upload Lesson Files*:

    • Show All Classes*: Selecting this checkbox will provide access to all Classes within a selected Course. User will have access to perform tasks on the Teacher Dashboard for all classes linked a course that they currently teach when this feature is enabled. They will also have access to all classes relevant to the ones they currently teach on the Classes Homepage as well.

    • Show all students in FLEX class*: Enabling this checkbox will display all students in the district in the Classes page for classes that are marked as FLeX. If unselected, teachers who are running FLeX classes will only have access to students that are enrolled in their current classes. This feature was originally designed for CSAT as they would allow FLeX class teachers to add/drop students from their class as they need to.

    • Is Set*: Make the created district a Standard Set. A "Set" can be assigned to a district so they can utilize the standards that are included within. A standard set needs to be set up as a District because they need to be managed as a District.

    • Is Active*: Most districts and sets will be set to be "Active". An "Active" district or set will be displayed is all pull-down menus where the District/Set is selected. This checkbox will most likely be unselected to make an older standard set inactive to remove the ability for users to select it from the pull-down options. This can also be considered the main switch to make an ex-partner unable to access eDoctrina.

    • Is Visible*: Selecting this checkbox will make the district/set visible in any pull-down menu labeled as District/Set. This includes the log in screen.

    • Use Student UID Prefix*: This is a modification to the import logic for students that was put in place for students with similar UID's in separate schools. Enabling this feature will include the school ID# before the student UID to ensure this has a distinguishable difference in the import logic. So if District Setting for Use Student UID Prefix = Yes And School A has uid_prefix = 01 and School B has uid_prefix = 02 And import file has students School A, 92101 School A, 92102 School B, 92101 School B, 92102 Actual UID in eDoctrina will become: School A, 0192101 School A, 0192102 School B, 0292101 School B, 0292102

    • Multilingual UI*: Selecting this checkbox enables the ability for students to change the language of the main fields of their PROGReSS account.

    • Collaborative editing*: This is not an active tool for use.

    • TE Report Template: This option is applicable to the TE Report that is activated within TE Data Models configuration.

    • Default User*: There are many reasons to set a default user, but the primary reason is for copying content from one district to another as the default user will be assigned as the creator of the copied content.

    • Is secure items visible* (if checked - school admins will see questions with secure visibility status): Select this checkbox to allow School Admins to view "Secure" questions. If unselected, only District Admins will have access to "Secure" questions.

    • Teacher view secure results* (If checked - teacher will be able to select and view results for assessment with secure visibility status): Select this checkbox to allow teachers to have access to the Answer entry/verification screen. Leave this unchecked if "Secure" assessments should be private and viewed only by the Admins.

    • School Admin can create SIS*: Select this checkbox to allow school admins to create users, students, etc... If unselected, School Admins will not have the "INSERT" button for all tools located under SETTINGS==>STUDENT INFORMATION DATA

    • Allow submit*: (If checked, other district/sets will be able to submit a question/passage to this set): Selecting this checkbox will allow users in this District to submit content to a specific set. If unselected the button to "Submit to Set" will be unavailable.

    • PORTAL* (This setting will allow teachers to create PROGReSS users and reset their passwords on the student schedule screen): Select this checkbox to allow Teacher to create and link a user account for any student enrolled in their classes. If a user account is already created for a student, the option will be unavailable. This checkbox is usually selected for districts that allow teachers to reset passwords for students.

    • Default to not share assessments created by school level users*: If this checkbox is selected, all newly created assessments will have the "Do Not Share - Exclude From List" selected by default. For districts who predominantly want to keep individuals content to private to themselves.

      • Main subject on dashboard*:
      • Main Subject Filter Primary: Selecting this option will place the main subject and subject filter on the Teacher Dashboard, but will place the MAIN SUBJECT filter first.
      • Subject Filter Primary: Selecting this option will place the main subject and subject filter on the Teacher Dashboard, but will place the SUBJECT filter first.
      • Disabled: This option will remove the main subject filter.

    • Allow Test Auto-Assign by Course*: The Test Auto-Assign is a District Admin ONLY tool that will allow District Admins to Auto-Assign Tests for selected test windows for all students that are enrolled in a specific Course. This tool is used for districts with many transient students as they may want to make a district assessment available for students to take without asking the teachers to assign a test window. If unselected, this tool will be unavailable.

    • Limit Assessments Based on Department Code*: Selecting this checkbox will only display assessments that have matching departments codes for a specific user.

    • Show Class Average on Student Dashboard: Enabling this option allows students to see the class average for a specific class if selected on their PROGReSS accounts as a row for “Overall Average” row will be added to their Assessment Results list.

    • Allow Safe Exam Browser*: Safe Exam Browser is a kiosk mode enabled lockdown browser solution. Enabling this setting provides district users with the option to enable the safe exam browser for a specific assessment. For more information about safe exam browser, please visit their website here (https://www.safeexambrowser.org/news_en.html).

    03.D.9 Online Test Assignments: Assign vs. Reassign


    After an online assessment has been taken by students, there are student responses and data linked. If you would like students to be able to access their test again, you will need to use the Reassign option from the Online Test Assigments pop-up.


    If the testing window expires or students select "Submit Test" you will need to reassign in order to give them access to their online assessment. If you select to Assign again you will overwrite existing student data but you will receive the following warning message:


    If you select proceed, data will be overwritten. If you select cancel you will be taken back to the assignments pop-up.

    The allow re-open feature will let students re-open their online assessment as long as they have not selected to "Submit Test" and are within the assigned test window. See this help video for more information on how to use "Allow re-open."

    This help video explains how to use the Online Test Assignments pop-up to assign online assessments to students and how to customize test assignments.

    If students forgot to select "Submit Test," they will not see results online. This help video explains how to use the feature to manually post student results online.

    Teacher Dashboard & Assessments Homepage Filters

    The filters are often the biggest challenge when any user begins to use eDoctrina. This guide will not only describe the nature of each of the filters on these two pages, but it will also outline the district setting that allows a specific district to simplify the filter offerings to make a more positive end-user experience.

    Always use the following settings: When this checkbox is selected, the below selected filter options will be shown to district users. Options not selected will be available when the user selects "Show more filters". This is a great tool to simplify the filters!

    Teacher Dashboard Filters

    1. Students filters
      • School: If the logged in user has access to more than one school, they will have a school filter that allows them to choose which school they would like to select students from.

      • School Year: This filter determines the year of enrollment of the students. The default is the current year and will reference the course and classes that exist in the selected year allowing users to select different groups of students in the current year as well as past years.

      • Master Course:

      • Course: Courses in eDoctrina can be best described as the master schedule. Classes are linked to courses, which means that filtering for a course can help narrow down the list of classes or students for the task that needs to be performed.

      • Grade: The grade filter narrows down the student listing by the current grade that the student(s) are in. If reports are needed to be generated for prior years, please note that students will no longer be in the grade that they were in last year.

      • Semester Code:

      • Class: Filtering for class(es) allows users to identify all students that are enrolled in one or many classes. Some reports rely on selection of the class to generte an appropriate report.

      • Students: All of the filters selected apply to the list of students that display here in the Students filter. If a course/class has been selected, the students filter can be left alone as eDoctrina will understand that the action should be applied to all students in accordance with the selected filters. If a smaller subset is desired, double-click or click-and-drag to the right of this filter the desired students.

      • Show Value As:

    2. Assessments filters
      • Test Bank: The test bank is in reference to the district or set that assessments are located. Any content creator by district users will be stored in the Test Bank labeled with the district name.

      • Main Subject: If enabled, the main subject is a filter that helps to group subject areas into one broader subject area. For example, Geometry and Algebra may be the subjects, while Math is the main subject.

      • Subject: This filter helps to narrow down the listing of assessments by the subject that they have been linked to.

      • Grade: This filter helps to narrow down the listing of assessments by the grade that they have been linked to.

      • Assessment Scope: This filter helps to identify assessments of different states. The default is to look for Active assessments, but sometimes there exists an Inactive assessment that is needed.

      • School Year: This filter helps to narrow down the listing of assessments by the year that they have been linked to. This is a different filter than the one above in the students filters.

      • Test Type: Test types are specific to each district as they can be customized to unique districts needs. This filter helps to narrow down the list of assessments in accordance with the test type that they are linked to.

      • Start & End Date: The date filters help to identify assessnt(s) according the the administration date that has been entered for the assessments. Just note that the administration date is a manual entry field and may not reflect the actual date of test administration.

      • Creator: The creator filter helps to identify assessments that were created by a specific user. The default is to list the signed in user as the top option, but one or many users can be selected here to narrow down the list.

      • Assessment: All of the filters selected apply to the list of assessments that display here in the Assessments filter. Please note that one or many assessments can be selected in this filter, but there are many actions that allow only one to be selected.


    Assessment Page Filters
    • Main Subject: If enabled, the main subject is a filter that helps to group subject areas into one broader subject area. For example, Geometry and Algebra may be the subjects, while Math is the main subject.

    • Subject: This filter helps to narrow down the listing of assessments by the subject that they have been linked to.

    • Grade: : This filter helps to narrow down the listing of assessments by the grade that they have been linked to.

    • Scope: This filter helps to identify assessments of different states. The default is to look for Active assessments, but sometimes there exists an Inactive assessment that is needed.

    • School Year: This filter helps to narrow down the listing of assessments by the year that they have been linked to.

    • Test Type: Test types are specific to each district as they can be customized to unique districts needs. This filter helps to narrow down the list of assessments in accordance with the test type that they are linked to.

    • Start & End Date: : The date filters help to identify assessnt(s) according the the administration date that has been entered for the assessments. Just note that the administration date is a manual entry field and may not reflect the actual date of test administration.
    • Creator: The creator filter helps to identify assessments that were created by a specific user. The default is to list the signed in user as the top option, but one or many users can be selected here to narrow down the list.

    Discussion Board Configuration

    Discussion Boards can be a very powerful tool to increase collaboration between users.

    Unit Discussion Board Comments Access - This configuration option allows a district to decide if and how they will use the discussion board within their Unit Plans.
      Options
    • No Discussion Board: Disables discussion board within Unit editor.
    • Only creator and admins can view/edit: Discussion board will be enbaled, but access will be limited to the creator of the unit plan and any admin user within district.
    • All editors can view/edit: Discussion board will be enabled and will be available to all users who have access to the unit plan.
    Unit Discussion Board Email Notifications: Enabling this setting will activate email notification that are sent to users when a discussion comment is made.


    Lesson Discussion Board Comments Access - This configuration option allows a district to decide if and how they will use the discussion board within their Lesson Plans.
      Options
    • No Discussion Board: Disables discussion board within Lesson editor.
    • Only creator and admins can view/edit: Discussion board will be enbaled, but access will be limited to the creator of the lesson plan and any admin user within district.
    • All editors can view/edit: Discussion board will be enabled and will be available to all users who have access to the lesson plan.
    Lesson Discussion Board Email Notifications: Enabling this setting will activate email notification that are sent to users when a discussion comment is made.
    Teachers can comment observations: If the discussion board is enabled for a specific rubric, teachers will not be able to comment is this configuration is not enabled.

    Miscellaneous District Settings

    (NOTE: Options marked with * are for eDoctrina team members only).


    Unit Settings*

    • Unit Plan Dates Mandatory: Enabling this configuration setting will require the start and end dates of unit plans to be entered. This is a great feature to ensure that dates are entered in curriculum content as the Scope & Sequence and Curriculum Map reports are accurate. If this feature is enabled after Units have been created, the next time the Unit is saved will require a start and end date.

    • Unit Plan & Lesson Plan Templates: Many districts use a standard format for Unit/Lesson Plans that are created using eDoctrina within their district. If a standard format exists, it is a good practice and strongly recommended to create/configure a customized template before creating any Units or Lessons in eDoctrina. This will enforce consistency and allow for proper alignment when viewing a Curriculum Map or Scope & Sequence Report. This task can only be completed by a District Admin profile type.

    Import Settings*

    • Do not send to teachers notification about scanned answer sheets: Most districts will choose to keep this checkbox unselected. If selected, teachers will not receive an email letting them know when their assessment data has been successfully processed when answer sheets are scanned using a eDoctrina configured copier/scanner.

    Export Settings*

    • Generate export dump for districts
    • Upload to FTP using account
    • Shared DB district id

    Shared DB Settings*

    • Is from shared DB
    • Shared DB
    • Shared DB district id

    PBCS Settings*

    • Limit to 1 PBCS Model per Person: Enabling this setting restrict users so they can only be assigned a single TE model. If enabled, users will be shown a pop-up message that prompts them to keep or replace the existing model. This is a great setting to ensure users can only be assigned only a single teacher effectiveness report.

    Media Kit

    • Logo for reports: Uploading an image, likely the district logo, here will modify the printable reports by placing the image in the top left of the printable. This applies to Unit Plans, Learning Plans, Lesson Plans, Curriculum Map PDF, Scope & Sequence Report, & Student Goals(only standard print out).

    BeHAVE

    • Custom field label #1 through #6: Entering in a custom field in the BeHAVE section will add an extra text entry field for users to enter other information when creating a BeHAVE event. Entered data in these field will be available in the overall BeHAVE reports and can be searched upon to filter the report before exporting to a spreadsheet.

    Sets Visibility*

    If any of the following modules are selected below, all of the respective content linked to this district will be available for other districts to select as long as this district is linked to that district. For example, this setting is used for our eDoctrina FREE Items set. This set is linked to all districts and we offer both assessments and questions to our partnering districts. If this set is linked to a district, the set will become an option in the district/set pull-down menu in the selected module homepages (and related screens). This option also present opportunities from schools to share content and work towards a more global professional learning community.

    1. Units
    2. Lessons
    3. Assessments
    4. Questions
    5. Standards
    6. PD30 Modules

    Linked Sets, Districts, Subjects, & Grades*

    • Sets/Districts: A set is usually a how eDoctrina will link a third party test banks, question banks, or learning standard sets so district users can have access to this content within eDoctrina. If the conten is available in eDoctrina format, it can be linked and made available to this district. Some examples of question banks that eDoctrina offers is INSPECT and Certica. The only difference between a set and a district is that districts have an active user-base while sets only need to be monitored. It is also possible to link a set, but restrict specific grade levels or subject areas from utilizing the linked set by clicking the edit pencil next to the set and indicating which constraints to place on the set.
    • Subjects/Grades: Linking subjects and grades is essential for categorization of content created in eDoctrina as Units, Lessons, Assessments, Goals, etc... are all linked to both subjects and grades. These can certainly be customized, but one should hold data categorization and end-user utility when adding or removing grade levels or subjects from the eDoctrina interface. While linked, users will be able to filter for subject/grade and it is important to stay consistent and group your content with intent. Student Login Badges can be enabled per grade by selecting the checkbox to the right. Login badges are QR code ID badges that can be printed for students so they can login at studentlogin.edoctrina.org.

    Notes

    A place where log notes can be input by eDoctrina and District users to log any configuration changes.

    Student Learning Objective Settings

    The configuration options found here are district-wide permissions that all users will follow in regards to the SLO module. There exist many other configuration options that are related to specific types of SLOs, the general lifecycle of a standard SLO(workflow states), and different goal setting models that can be designed to adapt to district needs.


    SLO Settings
    • Teacher Can Exclude Questions from SLO's: If an assessment is linked to an SLO, this gives teacher the option to exclude certain questions when calculating student scores. If enabled, teachers will be provided a button that, when clicked, will give them a pop-up where they can indicate which questions should be excluded.

    • Teacher Can Exclude Students from SLO's: By default, admin base user types will have the option to exclude specific students from the SLO student population. Enabling this option will allow teacher user types to exclude students from an SLO population as well.

    • Teacher Can Delete Students from SLO: By default admin base user types will be able to delete/remove any student from an SLO student population. If enabled, this option will also provide teachers the option to delete/remove students from an SLO population.

    • Round up SLO Evidence Result: This will round up an evidence score with a tenth place value of .5 or higher to the next whole number. For example, if the target was 65%, and the student scored 64.6%, the student would have met the target.

    • Show Goal Button: Enabling this option will provide the option to examine any students goals or create new student goals by providing a button next to each student in the SLO population.

    • Show RTI Report Button: Enabling this option will provide district users with the ability to quickly generate a subject specific RTI Progress Monitoring report for a specific student from within the SLO.

    • % Making Goal Based on Target %: Enabling this option changes the logic of how overall attainment scores are calculated. This option will use the entered % Goal (default is 100%) setting in the SLO for the HEDI table look up. For example, if % Goal was set at 50%, and 20% of students met their target, then 40% would be used in the HEDI table lookup (20/50 = 40%).

    • Use non-rounded rating

    • Local SLO: Weight scores before final rating: If these options are not selected, eDoctrina's default approach is to first refer to the HEDI score in each SLO, then weight it by the number of students attached to the SLO. If either of these options are selected, eDoctrina will first count the number of students meeting the target across SLOs, then refer to the HEDI table once for conversion.

    • State SLO: Weight scores before final rating: Same logic as above.

    • Mixed Weighting: Works in correlation with Group SLOs. Enabling this option allows group SLO to comprise a certain weight of the SLOs to which its linked.

    • Skip inactive students when calculating SLO: If a student becomes inactive after s/he has been added to an SLO, this will exclude such a student's data from calculation. Note that unenrolled and inactivated students will display as a different color within the SLO student section

    • Allow Copy Scores: Enabling this feature provides the end user with the ability to copy baseline, target, or final scores from another existing SLO within the same course. There will be a copy button in the header of the columns to execute this action prompting a pop-up box that asks to filter which course to find the appropriate SLOs. If there exists more than one, the end-user can select the corresponding radio button for the SLO scores that they wish to copy.

    • Auto save SLO: Enabling this option will enable the auto-save feature within the SLO editor so changes are saved automatically. If unselected, the save action will only take place if the end-user selects Save or Save and Close.

    • Skip unenrolled students when calculating SLO: If a student becomes unenrolled from a class after s/he has been added to an SLO, this will exclude such a student's data from calculation. Note that unenrolled and inactivated students will display as a different color within the SLO student section

    • Allow teachers to discuss SLO: Enabling this option will add a discussion board to the bottom of the SLO editor for Teachers base user types.

    • Send new discussion posts per mail: If this option is enabled, email notifications will be sent to the teacher and the administrator when a comment is posted.

    • Include Start/End in printed SLO: If this option selected, the printed SLO will include the ranges for each value on the HEDI table.

    • Hide Baseline Score Column in SLO Report: If this option is selected, the baseline scores will not print with the SLO.

    • Show whole discussion thread in SLO report: I this option is selected, the discussion board contents will print with the SLO.

    • Show % DEM: This setting will show the percentage of students in the SLO with a demographic designation or flag. This works together with the "Show DEM button in SLO" setting described below.

    • Show bonus points: This provides administrators with a place in the SLO to award bonus points if desired. Bonus points will be added to the attainment table score. For example, the calculated attainment score may be 15. If bonus points of 2 is entered, the score will be updated to 17.

    • Use universal courses concept: Enabling this option changes the SLO editor to reference the Master Course instead of Courses. This is a good option for large districts with many different course variations.

    • Teacher can change score combine method: This allows teachers to decide how multiple baseline or evidence assessments will be calculated to produce one score. They can select from percent average, points average, highest score, or lowest score.

    • Auto-assign TE model on SLO Signature: Enabling this option will make the TE System more manageable if and only if electronic signatures are enabled for SLOs within the district. If enabled, the selected model in this section will be linked to the teacher as soon as they apply their electronic signature.

    • Show DEM button in SLO: Selecting this will show demographic information next to students' names in the SLO screen. In the "Categories to include" section below, districts can determine which demographic information to show.

    • Combine tests score for multiple tests in SLO: This is where the default score combine method can be selected in the case where two or more assessments are linked as a Baseline or Evidence assessment. If teachers cannot change the score combine method, this is an important distinction as it is possible to choose Points Average, Percent Average, Highest Score, or Lowest Score.

    • APPR Report Number of Decimals: This indication determines the number of decimal placed that the weighted average will be rounded to before the weights are added to arrive at the final score. Modifying this value can result in modifications of calculated SLO scores because of rounding logic. If this is modified, the district should verify calculated scores before reporting to state.

    • APPR Report Sum Method: This indication determines how the percentage calculation for the SLO Summary Report will be determined. There exists options to "Carry rounded values through", "Truncate rounded values", and to "Round Display Only". This is also an important distinction in how multiple SLOs for a single teacher will be combined as each option has a different effect on a teacher's overall SLO score.

    • Auto Assign Model: If the "Auto Assign TE model on SLO signature" option is enabled, the selected TE model here will be linked to each district useer that applies their electronic signature.

    SLO Settings / Categories to include in DEM Button
    In combination with configuration option above to "Show DEM button in SLO", selection of the demographic fields here will determine when the DEM button will display next to a student's name in the SLO population. It is important to configure these in accordance with the demographic fields that are used or focused on within your district. For example, if you only want to highlight students with IEP's, then you would only select the IEP checkbox here.


    SLO Instructions It is possible to configure SLO Instructions in the key fields of the district SLO. Choosing
    Instructions in the pull-down will load an SLO with pre-populated "ghost" text. This option is mostly used to provide instructions to the end-user before they begin typing because the bature of the "ghost" text is that it will disappear after the first edit is made. "Ghost" text does not print. The other option that can be selected in configuration is Default Values, which is actual text that will load into each SLO when created. This is used mostly to standardize some of the fields within the SLO to encourage consistency.

    Assessment Editor

    eDoctrina's Assessment Editor provides the assessment creator with many useful tools to help educators configure their assessments for the optimal test taking experience. This guide includes a basic description of the tools. If you want to learn more, click on the links to get more information.


    Navigation

    • Print:
      The Print Test button will generate a preview of the assessment, which can then be converted to a PDF and printed.

    • Preview Online:
      The Preview online button allows the user to generate a basic view of how the assessment will look from a student's point of view in their PROGReSS accounts. It is a good practice to preview the assessment before assigning it to students online so any formatting mistakes can be addressed before the date of test administration.

    • Share/Embed:
      This tool provides a hyperlink for easy sharing and a way to embed a button in a third party software so students can easily access an assessment. This is a great resource for sending so student an assessment link to direct them to a currently assigned assessment or embedding assessment access within another electronic resource.

    • Save:
      Click Save to update the assessment with the most recent changes and stay on the same webpage.

    • Save & Close:
      Click Save & Close to update the assessment with the most recent changes and close the current browsing window.

    • Cancel & Close: Click Cancel & Close to ignore the most recent changes and close the current browsing window. Please note that some features of the assessment editor save automatically and this button applies to features that are directly related to the assessment. Changes within questions, proficiency tables, and attachments are saved separately.

    • Questions Bank:
      The Question Bank is a great tool for users to add existing questions to an assessment. Many districts subscribe to other third party question banks and this is where it is possible to grab those questions and include them in any assessment. For more information on how to use this tool, please view our Question Bank help guide.


    • Assessment Editor formats:
      • Answer Key:
        The answer key view provides the most basic information about the questions within the assessment and presents the questions in a very manageable tile format. If the goal is to solely create printable answer sheets for an assessment, this view is optimal. If assessment data does not exist for the assessment, this is probably the best way to rearrange the question order.

      • Questions:
        The questions view is the most frequently used view of the assessment editor because it offers all of the availble tools and configuration options. This view is used to create your own questions and design an amazing assessment.

      • Rubric
        Assessments can be configured as a rubric within eDoctrina. In most cases in rubric design, a description needs to be entered for each possible point value that can be earned for each question. Rubric categories must be created as unique teacher scored questions and the Rubric view is the best way to configure the best rubric possible.

      • List:
        The list view displays a few more attributes about each of the questions in an organized list format. This view is great for making quick changes and for seeing the details of the question metadata so it is possible to put more thought into the assessment design.


    General

    • Name:
      The Name of the assessment will appear as the description of the assessment and can help to find the assessment at a future date. The Name will also display on the students' answer sheets, their PROGReSS accounts, and many other modules in eDoctrina.

    • School:
      The school pull-down will be available to any user who has access to more than one school within the district. The school selection is important because only users linked to the same school will have access to the assessment. District Admin profiles will have the option to choose "--any--" school if they would like to make an assessment available across the entire district.

    • Administration Date:
      The Administration Date should be populated with the date the test will be administered as there are many reports that can be generated with a date filter. If there exists more than one Administration Date, select the most appropriate date.

    • Year:
      Selection of the appropriate year within an assessment is important so that the assessment can be easily found in the assessment database. If assessments are being offered year-after-year, it is recommended to copy the assessment so the assessment data is reported in the correct time period/year.

    • Grade:
      Selection of the grade for an assessment is important to properly categorize assessments in regards to assessment data and being able to locate the assessment at a later date. One or many grades can be selected for an assessment.

    • Subject:
      Selection of the subject for an assessment is important to properly categorize assessments in regards to assessment data and being able to locate the assessment at a later date. Only one subject can be selected for an assessment.

    • Type: Selection of the type for an assessment is important to properly categorize assessments in regards to assessment data and being able to locate the assessment at a later date. one or many assessment types can be selected for an assessment. Assessment Types are customized to district preferences and can be very helpful for cateogorizing assessment data.

    • Visibility State:
      The visibility state is the main access control for assessment visibility in eDoctrina. There exists three different visibility states: Secure, Invisible, and Visible. If the assessment is Visible, all users will be able to see the assessment throughout eDoctrina. If the assessment is Invisible, the assessment will be hidden from all teacher users on screens such as the assessments homepage and the teacher dashboard. If an assessment is secure, it usually mean that the assessment is invisible, but there are some conditions that are dependent on district preferences that define the scope of what secure actually means.

    • Teacher Verification:
      This option only shows to the user is the assessment is selected as a Secure assessment. If the assessment is secure, it is possible to control what teachers can do in regards to grading the assessment as you can open up the entire assessment for teacher grading or only questions on the assessment with Teacher Scored question type.

    • Workflow State:
      Workflow states are custom for the district and can modify the visibility state as an assessment moves through the district-defined workflow states.

    • Active:
      An assessment can be made inactive within eDoctrina, which is equivalent to "deleting" the assessment. If an assessment is made inactive, it will only be viewable if filtering to see inactive assessments. Inactive assessments will be hidden and any assessment data linked to it will also be hidden throughout eDoctrina.

    • Department Code(s):

    • Tags:
      Enter Tags as an extra identifier for the assessment. Tags can be used when searching for an assessment. If you have a consistent naming convention that you use that is not the assessment title, this is a great place to add an extra identifier that can be searched upon to find the assessment.

    • Report Card Settings:
      • Marking Period:
      • Weight:
      • Exclude from Report Card Average:

    • Linking Courses to Assessments:
      Linking a course to an assessment is an essential component for categorizing assessments. The first advantage of linking courses is that it helps to find the assessment after it has been created. There are many screens where this is important, one of the most important being the student view because the an assessment will not show up for a specific class without a course linked to it. The course also defines some access rights as the eDoctrina collaborative environment uses the course indication to define a team. In example, if another teacher instructs the same course that is linked to an assessment and the "Team Can Edit" option is enabled, that user will have access to edit the assessment. There are also some other features directly linked to the course. In other words, although a course is not required to be linked to an assessment, it is a best practice to do so.

    • Linking Units to Assessments:
      Linking a unit is a great option if and only if the time has been taken to create unit plans. Assessments can also be found by filtering for specific Unit Plans, but the real value is added when ensuring that standards are being consistently selected because linking a Unit will then modify the standards selector to only show the standards for linked unit plans (this includes any unwrapped/unpacked language).

    Questions

    • Side buttons:
      • Add Questions
        It is always possible to add more questions to an assessment by clicking this button. Please note that if questions are added after an assessment has been administered that the overall percentage scores for students will change.

      • Questions Bank
        The Question Bank is a great tool for users to add existing questions to an assessment. Many districts subscribe to other third party question banks and this is where it is possible to grab those questions and include them in any assessment. For more information on how to use this tool, please view our Question Bank help guide.

      • Add Passage
        The Add Passage button will navigate the user to the Passage Editor. It is important to select the questions that need to be attached to the passage before clicking this button. Otherwise, questions can only be added to the passage from within the Passage Editor. For more information about Passages, please view our Passages help guide.

      • Copy Question(s)
        If a question or questions within an assessment need to be copied, simply select checkbox for the question(s) to be copied then select this button.

      • Select All
        The Select all button will select all questions in the assessment. This button should be used if an action should be performed on more than one question in the assessment, such as adding a Passage.

      • Unselect
        This button will Unselect the checkbox for all questions in the assessment.

      • Delete Selected
        This button allows the user to mass Delete selected questions.

      • Change Special Scoring
        This button allows the user to mass update the Special Scoring for all selected questions.

      • Setup Weighting
        There are many occasions where an assessment needs to have special weighting applied to questions in an assessment. For example, there can be two "Teacher Scored" questions on an assessment worth the same amount of points, but one question is worth 75% of the assessment. Special Weighting can be used to accomplish this grading scheme.

      • Setup Numbering
        There are many occasions where an assessment needs to have special weighting applied to questions in an assessment. For example, there can be two "Teacher Scored" questions on an assessment worth the same amount of points, but one question is worth 75% of the assessment. Special Weighting can be used to accomplish this grading scheme.

      • Import questions from DOC/PDF
        This tool is the quickest way to take an existing assessment that is either in a .DOC or .PDF format and get all of the questions added to an eDoctrina assessment. All that needs to be done is copy the assessment from the existing resource, paste it into this tool, and let eDoctrina do all of the work. It should be noted that this tool is highly dependent on formatting and relies on some built-in logic to determine question formats. Although the tool is very useful for some assessments, there does exist some assessments/questions that will not convert properly and should be manually created.

      • Show/Hide Standards
        This option allows the user to hide the standards selection tool and increase the viewable region for question building. If standards are to be linked to questions, the user will have to show the standards selection tool.

    • Question Tools:
      • Print Question

        The Print button for an individual question is available on the questions view of the assessment editor allowing users to view/print how a question would be presented with a one- or two-column layout.

      • Print Settings

        The Manage Print Settings button allows users to add lines or spaces to the end of a question providing an area for students to enter responses.

      • General Information

        The Manage metadata button allows the user to add extra descriptive details to a question, such as Difficulty Level, Bloom's Taxonomy, Webb's Depth of Knowledge, questions tags, error codes, and/or extra grade levels. Adding extra information to questions can only help with organization and to develop more informative data reports.

      • Online Tools

        The Online Tools is where a user will add features to an individual question that will enhance how the question is offered through student PROGReSS accounts. Tools like a calculator, a graphing tool, protractor, and ruler can be enabled for any question. This is also where you can modify the answer tooland choose for a text editor, equation editor, a sketchpad tool (that can include a background image), and a simple upload to question tool. It is also possible to configure a question to include a work area or change the nature of the question to be for scoring only.

      • Parse Answers

        The Parse Answer Choices option is available for multiple choice questions allowing users to distribute answer choices existing in the question body to the answer choice entry fields below. Although a great tool, there are some formatting limitations.

      • Record Audio

        The Record Audio button allows users to record an audio note, using your own voice of the Text-to-Speech options, that can be made available to students through the PROGReSS accounts. For this audio option, it is important to assign the online assessment with audio allowed within the online assessment settings or upon assignment so the student has access to these recorded audio clips.

      • Upload Attachments

        The Upload Attachments button allows the user to include an attached file to a question so it can be accessed through student PROGReSS accounts while taking the assessment online.

      • Edit Question

        The Edit Question button navigates users to a separate window where all details of an individual question can be viewed and customized. As there are many options available for question design right on the assessment editor, there exists a few more options within the question editor that can help do design a great question.

      • Special Instructions

        The Special Instructions button allows users to add directions that will appear above the question. These instructions appear in both electronic and hard copy formats above the question to help describe the nature of the question. Online test environments will offer the student the opportunity to show or hide these instructions.

      • Scoring Guide

        The Scoring Guide allows users to attach any information relative to scoring and/or enter Teacher Instructions about the question. The scoring guide (if entered) will appear for teachers when entering answers manually within eDoctrina and there is also the option to print these with a hard copy of the assessment. Teacher Instructions can be included to show above each question they are entered for if this option is chosen upon printing.

      • Delete Question

        The Delete Question button allows the user to remove the question from the assessment. Please that that it is not possible to delete a question that already has student assessment data recorded for it.

    • Question Design/Configuration:

      • Type:

        • Multiple Choice (letters or numbers):

          Questions of this type need to be configured with possible answer choices and can be set for single correct answer, multiple correct answer, and partial scoring.

        • True/False:

          This type of question offers the student with the option to choose whether the entered statement is true or false.

        • Fill-in-the-Blank:

          Questions of this type are best used in the online test taking environment and can be used in many different ways. When choosing this question type, it is important that the appropriate scoring type is selected as it is possible to have one entry field or many. For single correct answer, simply type all of the acceptable responses with each acceptable response on its own line. For multiple entry fields, you will need to explore or embedded response input tools.

        • Teacher Scored:

          Questions that are Teacher-Scored are much more flexible that the other question types because the nature of them is that the teacher will have to visit the student response after it has been provided and score it accordingly. For example, developing a rubric assessment entails that all of the questions should be of this scoring type.

      • Special Scoring:

        This is where scoring methodology can be modified for any question as the special scoring can be changed to make the question excluded, count as full credit, or be considered as extra credit. Excluded questions will not be considered into the students overall score, full credit will give the student credit without considering their answer choice.

      • Standards:

        Linking standards to questions is an extremely valuable to assessment configuration because mostly all of the assessment data reports in eDoctrina show statistics related to the linked standards within the assessment. Use the standards selection tool to find the learning standards that are applicable to the question and link them by clicking-and-dragging to the question or double-click to link them to more than one question. It is also possible to link Report Card standards and/or skills/proficiencies, but these require a some setup. Please contact the eDoctrina team about standard sets or skillsets as we have an extensive library of standards, but only link them to a district by request.

      • Print Settings:

        • Put page break after this question when printing assessment:
          This option applies to printed assessments only and will force any following questions to be printed on the next page if this option is selected for any question.
        • Put line after question:
          This option applies to printed assessments only. Some assessments are designed to separate each question with a solid line as a formatting option. Selecting this option will add a solid black line after each question it is selected for.


    Online Settings

    • Layout/View:


      • Default View:

        There are numerous online test taking views that can be used for eDoctrina and the selection of the default view determines how an assessment will be presented to students when the assessment is being administered. Selecting if questions should be one the same or different pages is just one option that can be explored. It is important that the assessment creator checks the online assessment preview before administering the assessment to ensure that the view provides the optimal test taking experience.

      • Scramble Questions:

        Scramble Questions allows an assessment to be offered to many students with a random question order. It is also possible to only scramble a small subset of question by selecting the "Customize" button.

      • Scramble Answer Choices:

        Scramble Answer Choices allows an assessment with multiple choice questions to be offered to many students with the answer choices offered in a randomized order. For example, one student may see an answer choice as option A and another as option D.

      • Online Assessment PDF:

        The online assessment PDF is a great tool if the goal is to simply upload a resource and have it available throughout the entire assessment. Many users will attach a PDF copy of an assessment if they choose to create an Answer Key ONLY assessment. Others may use this a reference sheet. Once the PDF is uploaded, the options to place the PDF on the right or left of the online test taking window will become available, as well as a checkbox toe determine whether a student should be able to see this uploaded PDF when reviewing their online assessment results.

    • Controls:


      • Online Time Limit:

        The online time limit is measured in minutes and can be applied to any online assessment within eDoctrina. The timer will begin counting down as soon as the student starts the assessment and will automatically finish the assessment as soon as the entered time elapses. The time will still continue to run even if the student exists the assessment. This field should be left blank for assessments that are not timed.

      • Password

        A password can be entered for each assessment created in eDoctrina. If entered, all students will be required to enter this password to gain access to the online assessment. The password is not restricted by special characters, but it is case senstive. It can be changed as needed, but the most recent or current password will be the ONLY password that will provide student access to the assessment.

      • Enable Answer Masking:

        This online assessment tool will initially present multiple choice questions as covered options. Any answer choice can be revealed by the student if they actively click to reveal the choice.

      • Disable paste:

        The security option will ensure that students cannot paste any text into the assessment.

      • Disable copy passage text to clipboard:

        This security option will disable the student's ability to copy text from any passages withing the assessment.

      • Allow notes:

        Enabling the utility option will proivde the student with a place to within each question to keep notes.

      • Change Background/Foreground Color:

        This option will allow for modification of the online test taking color scheme that students see when taking online assessments.

      • Allow reopen:

        Allow reopen will allow students to return to an incomplete assessment within the assigned testing window by selecting "Save and finish later" within the assessment. If this option is left unchecked, a student will only be able to access the assessment once within each assigned testing window.

      • Lock student to test:

        Lock Student to test can be enabled hand-in-hand with either the Google Chrome Extension "eDoctrina Locker" or the Safe Exam Browser. eDoctrina Locker is an extension districts can download and push to student devices that will not allow students to open new tabs in Chrome, or maneuver to other websites they may have already had open. PLEASE NOTE that this extension only works with Chrome and does not prevent students from opening additional tabs in other browsers. Safe Exam Browser is a browser that can be downloaded onto student devices and when in use, students will be locked into the browser while testing. They will be unable to maneuver out of the browser until the exam is finished, and attempting to do so will lock them out of the test.

      • Results visible online:

        If the results visible online checkbox is selected, students will have access to an individual student report. The traditional way that results can be published requires that the student click the "Submit" button upon completion of their assessment and there must be no unverified answer selections. In essence, the student has to indicate they are finished and the teacher must provide all a scores for Teacher Scored questions or question that were unanswered altogether. The results will be displayed as an individual student report and will follow the selected format in the customized report below. It is also possible to choose what values display to the student, such as the points earned, the percent score and their proficiency level. Choosing the RTI Summary will allow this assessment to be included in the RTI Summary report so the student can compare their results to district averages.

      • Allow manually post results online:

        In many cases, assessment results should not be posted online until all students are complete with the assessment to protect the integrity of the assessment and the results. If this is the desired option, allowing for manual post of assessment results is likely preferred.

      • Use customized options for individual student report:

        When results are visible online, students will have access to their individual student report about the assessment results. This report is highly customizable and can be catered to specific preferences. It is important to configure the report with options that help the student receive the most valuable feedback.

      • eMail Teachers when done:

        If this option is enabled, any student that finishes an assigned assessment will prompt an email notification about this action and all teachers who are teach a class in the linked course for the assessment will be notified.

      • Enable Raise Hand:

        The raise hand feature is an online assessment add on that can be used in a true test proctoring scenario. By enabling this feature, students will have the ability to click a "Raise Hand" button. The test proctor should have the Answer entry/verification screen loaded as they are proctoring and will see an icon appear next to the student that has clicked the raise hand button so assistance can be provided to that student without causing distracting to other test takers in the same room.

    • Student Tools:

      • Show Calculator:

        Both of the scientific and basic calculator can be made available to students for each question or the entire assessment. If the selection is "Default" the assessment will look to the specific questions to determine which calculator to use. If either "Basic" or "Scientific" is selected, then this calculator will be assigned to the online assessment as selected for the entire assessment.

      • Show graphing tool:

        The graphing tool is a simple coordinate plane plugin tool that allows students to plot points and line as well as graph basic linear functions.

      • Show protractor:

        The protractor is an accessory that can help for questions that are designed to have students measure specific angles on the screen.

      • Show ruler:

        The ruler is an accessory that can help for questions that are designed to have students measure specific lines segments or other attributes.

      • Disable "Handwritten Mode" in WIRIS (Equation) Editor:

        By default, the equation editor that is provided to students has the option to access what is called the "handwritten" mode, which allows students to write their equations on a touchscreen or trackpad. Selecting this option will disable this alternative.

      • Dictionary:

        It is possible to offer Mirriam-Webster's Elementary level or Intermediate level dictionary on the side tool bar for students when they are taking an online assessment. Simply select which dictionary that should be available and this will be applied to the online assignment.

      • Enable spell checking:

        Enable spell checking allows students to utilize the spell check feature within any questions that use the Text Editor as an answer tool.

      • Allow Audio

        The allow audio checkbox is the main control in regards to whether or not audio can be enabled for an assessment if it exists. This setting designates the default setting when assigning an online assessment, but this can be modified for specific students.

      • Google Translate

        Enabling Google Translate provides the student the opportunity to change the language of the entered text of an assessment. The option will display on their online test taking window and will use the Google translate engine to best translate the text within the assessment.

      • Allow text-to-speech

        Enabling this option will provide students with the text-to-speech engine throughout the assessment so they can have on-screen text read to them. When enabled, it is possible for students to modify the play speed of the TTS voice to have the words read faster of slower.

      • TTS Voice

        When the text-to-speech engine is enabled, there are a variety of different voices that can be used to read the on-screen text. It is best to use the online preview to sample the voices to ensure that the best possible voice is selected for the assessment.

      • X out option on online assessments

        Enabling the X out option on online assessments gives the student the opportunity to eliminate answer choices as a test taking skill.



    Access Controls

    • Team Can Edit:

      The Team Can Edit option allows other users with the district to edit the assessment. The team is defined as any user who teaches the same Course that has been linked to the assessment. If there is no Course linked to the assessment in the General section of the assessment, this option will not apply.

    • Do Not Share - Exclude From List:

      The Do Not Share - Exclude From List option allows users to create an assessment in eDoctrina without sharing it with any other teachers within the district. By selecting this option, the assessment will only appear in the assessment listing for the creator of the assessment. NOTE: District and School Admin profile types will still be able to see the assessment when viewing from their profiles.

    • Do Not Allow Copy:

      Enabling this checkbox will prevent any users from copying this assessment. This is a great option to ensure there is only one version of the test in the database.

    • Hide from teachers not teaching linked courses:

      For this permission to function properly, there must be a course linked to the assessment. If a course is not linked, this option will hide the assessment from all users. This is a great option to keep an assessment private to teachers that are on the same team and instruct the same courses.

    Shared with:

    The option to share an assessment with specific users in eDoctrina is available by adding the user's name in the "Shared With" option. This is a great option to open up an assessment to be edited by a specific subset of users. Simply add their name to the list.


  • Print Settings

    • Do Not Print Bubble Sheets:

      Enabling this feature will ensure that answer sheets cannot be printed for this assessment. Users will receive an error message when trying to print answer sheets.
    • Always use following print settings:

      Some assessments have require specific formatting to ensure that the assessment prints a certain way. If this option is enabled, the set print settings will always apply when printing the assessment as users will not be presented with printing options upon printing the assessment.
    • Output Format:

      • PDF
      • HTML
      • DOC
    • Columns:

      Choosing the number of columns that an assessment should be printed on depends on the questions included on the assessment. Many assessments that are printed in portait orientation may be formatted to print in two columns, while the landscape orientation may offer the opportunity to print an assessment with four columns to condense the number of questions that fit on one page.
    • Orientation:

      The two options for printing orientation are portrait and landscape.
    • Mark-up Settings:

      • Do not keep responses in same column/page with question:
        By default, eDoctrina will print assessments by keeping each of the questions on the same page so any question is not placed on two different pages. If this is not the preference, enable this option and the assessment will print in a fashion that fills the entire page without considering that each question should be on the same page..

      • Answers appear in 2 columns:
        By default, eDoctrina will print answer choices for multiple choice questions in one column. If this option is enabled, the assessment will print multiple choice answer options in two evenly distributed columns.

      • Do not print blank questions:
        Depnding on the configuration of the assessment, there may be some questions that are used as placeholders for one of many different reasons. These questions may not have any question text entered and probably have no reason to be printed. If this is the case, enable this option and eDoctrina will not print questions of thi type.

    • Sections to Include (at least one selection must be made when printing):

      • Assessment Questions:
        This is the default selection when printing an assessment as this determines whether or not questions should be printed.

      • Answer Key with Standards:
        This section lists the number of each of the question on the assessment accompanied by the correct answer(if applicable), the maximum points, and any linked standards for each question, respectively. The special instructions and scoring guide are part of the answer key.

      • Answer Key Only:
        This section lists the number of each of the question on the assessment accompanied by the correct answer(if applicable) and the maximum points. The special instructions and scoring guide are part of the answer key.

      • Standards Only:
        This section lists all of the linked standards only on the assessment.

      • Grade Table:
        This section will display the proficiency table (if applicable) as it has been entered on the assessment to explain how the student grade has been determined.

      • Teacher instructions:

      • Sketchpad Images/Attachments
        If there are images attached or attachments linked using the sketchpad tool, this option will include these items below the question.

    • Always print row-wide:

      • Teacher Scored Questions:
        This print option will ensure that Teacher Scored questions will print with the full-width of the page disregarding other formatting options.

      • Passages:
        This print option will ensure that linked passages will print with the full-width of the page disregarding other formatting options.


    General Instructions & Notes (Special Instructions)

    • General Instructions:
      This section is best utlized to present general instructions to the entire assessment. When printing the assessment hard copy, these instruction will display at the top of the assessment print out. If this assessment is offered online, the general instructions will display at the top of the assessment and the students will have the option to show or hide them throughout their test taking experience.

    • Notes:
      This section is best used to provide any special notes that may need to be included when administering this assessment. Many district also use this as a place to log lessons learned about the administration of this assessment. Take note of the checkbox to "Print on answer sheet cover page" as these notes can be included when printing out answer sheets for different classes if this checkbox is selected..


    Proficiency Table

    • Proficiency Table Type

      • Standard, percent based
        The traditional style of proficiency table in eDoctrina in based off of the percentage score earned by the individual student. The standard option will map each students earned percentage with a corresponding proficiency level.

      • 2-dimensional, points based
        The 2-dimensional proficiency table is a points-based table that allows users to define questions in a vertical and horizontal category. The proficiency level earned by any student is determined by the values within the table that correspond to the points earned for horizontal questions and vertical questions, respectively.
    • Add Row

      When building proficiency tables manually, the add row option allows users to create individual rows of the proficiency table.
    • Copy Proficiency Table from

      There are many ways that proficiency tables can be linked to assessments. Some districts will choose to build standardized proficiency tables using the Proficiency Tables option in the Assessments section of Database Setup in the Settings menu. If they are already built using this tool, users will be able to quickly link those tables to assessments by using this option.
    • Generate Proficiency Table

      This option allows for end users to quickly generate a proficiency table by entering the number of possible levels. This tool will automatically add the entered number of proficiency levels and evenly distribute the cut scores in accordance with the number of levels entered.


    Attachments

    It is possible to link supporting documentation to an assessment by uploading a file or entering an external link in this section of the assessment editor. These resources will display for quick access within the assessment listing on the assessments homepage. Many times, test creators will upload or link the original assessment here and solely build an answer key to collect student data. Sometimes, relevant test procting information or historical data reports are placed here. There are very few file type limitations, so use this as a tool to best support the administration of this assessment. These attachments are not student facing and should be used as a repository for relevant documentation for this specific assessment.


    Mass Course Assign

    The Mass Course Assign tool works in concert with the Master Course concept. Each course in eDoctrina can be linked to a master course to group or categorize a subset of courses that are similar by nature. This is a great feature for quickly linking groups of courses to an assessment. Courses must be linked to Master courses by district users and this must be done to make this feature have full functionality.


    Additional Settings

    • Master Assessment

      The Master Assessment tool is a way to group key assessments that can be used as baseline evidence for student learning objectives in the district. Many times, baseline scores are determined from a series of assessments offered throughout the district for individual students and this tool is designed to make this process easier. These Master Assessments must be configured before this tool is used. Once a master assessment is created, it will display as an option in this pull-down menu. Master Assessments can also be linked using the Assessments Import tool so this grouping can happen automatically.

    • Average question scores for final score

      This is a unique assessment tool that changes the way that the final score of an assessment is calculated. If enabled, eDoctrina will take the total points earned for each student and divide this by the total number of questions. This option is best used when questions are valued equally, but can be used in other ways as long as the assessment is designed with intent.

    • Assessment Dates

      As a stand alone feature, assigning assessment dates and/or times here will restrict any users from assigning this assessment outside of these date ranges. If used in concert with the "Auto Assign to Linked Courses" feature, the date indication here will automatically make the assessment available online to all students that are enrolled within the linked courses for the date/time(s) indicated here.
    • Auto Assign to Linked Courses

      This feature is turned on within the district settings and allows district admin user types to configure an assessment to be automatically assigned to students if they enrolled in a course that is linked to this assessment. Assessment Dates will need to be configured for so eDoctrina knows when to make this assessment available to students online.
    • Include in Nightly Export

      Assessment data can be sent to a secure site if this option is enabled. This feature is designed to match a specific export format, so if modifications are needed, please contact the eDoctrina team for any customizations that may be needed.

    • Quiz

      The quiz feature could be the answer to offering multiple choice assessments without having to make an online assignment. If enabled, students will be able to sign into their eDoctrina accounts to take a multiple choice assessment. A password must be entered for this tool to work as designed as students will need the assessment ID# and the password to get access to enter their student responses.

    • Allow Revision Snapshot

      This feature allows a user to capture multiple revisions of student work for a constructed response in an online assessment. These responses can be pulled into the Individual Student report and will be automatically date and time stamped.

  • Student Goals Settings

    The eDoctrina student goals module, better known as the RTI Tracker, is customizable to meet the unique needs of each of our partnering districts. The district settings for this module a to develop a district wide standard for supporting student goals and interventions. Here you can define fields, set discussion board preferences control the level of access rights to your district users.


    Student Goals

    • Custom Field Label #1 through #3: The standard options for text entry fields for a student goal are Goal, Method, Target, and Frequency. While Goal is a hard-coded mandatory field, the other three are not and the titles of these text fields can be modified according to district preferences. These three fields can also be made mandatory by selecting the checkbox below each field. If a field is mandatory, users will not be able to successfully save a student goal until the indicated fields are populated. The option to have these fields displayed as pull-down menus is available to drive consistent selection. If a pull-down menu is desired, the options in the pull-down menu are defined in the templates section below. As soon as you add an option linked to one of these fields, the text field will update to be a pull-down menu.

    • Enable Student Goal Discussion: Selecting this checkbox will enable a discussion board for each student goal. This can be used if multiple users will be providing service to a student. The entered comments can be included on the print out if selected.

    • Student Goal Comment Draft Option Enabled: Selecting this checkbox allows users to enter a "draft" comment, which will be private to the user that has entered the comment. Draft comments are great tools for personal note taking that does not necessarily need to be shared.

    • Enable Learning Standards: Selecting this checkbox will add a section to the Student Goal Editor that will allow users to link learning standards to student goals.

    • Service Provider Can Edit: By default, the service provider cannot edit a student goal. Selecting this checkbox will allow users edit student goals for students who they have been designated as the service provider within each student goal.

    • Linked Teacher Can Edit: Selecting this checkbox will all users who are designated co-teachers edit a student goal for students enrolled in these classes.

    • Participant/Service Provider Notifications: When a participant is added to a student goal or student form, they will receive an email notification

    • Templates:
    • Templates are a way to change student goal text entry fields into pull-down menus. Once an element is added to a specific field, the corresponding field in the student goal editor will display as a pull-down menu to allowing user to discretely select a choice from a standardized menu. To utilize the student goal templates it is important to understand which fields are being referenced before building the pull-down menu.

      • Field: The field designation maps the Text option to the respective field within the student goal editor.
        • Goal: This refers to the main mandatory goal field within the student goal editor.
        • Custom field #1 through #3These fields refer to the three custom fields that can be defined/titled above.
        • Intervention Description: This refers to the description field when entering intervention data within the student goal editor.
        • Custom field name #1 through #10: This refers to the metadata that can be linked to a specific data point when entering progress monitoring data within the student goal editor. These fields are custom in accordance with district preferences and many districts will not use all ten custom fields. The names of the custom fields are determined in the Student Goal Types option in the Database Setup options in the settings menu. Custom field names are unique to each student goal type.

      • Text: The entered text will be how the option in the pull-down menu for selection of users in the student goal editor.

    Permissions Explained

    There are many different tasks that can be performed by an end-user in eDoctrina and we offer a very versatile system to control access that can be based on a specific task/module while considering the different user types that are set up in eDoctrina. Before modifying any permissions in this section, it is important to understand the structure of how eDoctrina can modify access rights for specific users or user groups.

    Base User Types

    The base user types below are the most broad levels of profile types that have been developed by the eDoctrina team. This allows our design & development team to apply common rules on the most general level. For each base user type, it is most important to understand that all school-based users within the district are linked to a specific school, which means their access throughout the system may be limited within the school they are linked to. The only base user type that is not linked to a school is the District Admin, which is defined for users that should have access to the entire district and explains why they choose "-any-" for the school upon login. All users in eDoctrina must be assigned to a specific base user type, so it only makes sense in the non-existence of any other profile permissions that the district user should follow the configured permissions for their assigned base user type.

    Currently, eDoctrina offers the following base user types:

    • District Admin: This base user type has the highest access of any users within the district. They will be able to access all assessment data, all district-created content, and all staff members. They will also have access to many district configuration options. Normally, there is only a few users within district with this level of access.

    • School Admin: This base user type will have access to all assessment data, all content created within the school that they are linked to, and all staff members that are linked to their school. By default, they can perform all the required actions for their respective school.

    • Teacher: This base user type is one of the more limited as they will only have access to assessment data for students that are currently enrolled in classes that they teach. In regards to content, they will have access to everything that they have created and are linked to in configuration.

    • Progress: This base user type is assigned to student accounts that directs the students to the PROGReSS screen. The standard name of this user type is student. These users will only have access to online assessments, their published assessment results, posted lesson plan information, the BeHAVE store, and SOLe.

    • Guardian: This base user type is a read only profile duplicate to a PROGReSS account so parents and guardians can have an account to view the assessment results and lesson plan information for the students that they are directly linked to.


    Base User Type vs. User Type

    Districts also have the opportunity to create their own custom user types, but it is important to understand that there is a difference between a user type and a base user type in eDoctrina as a base user type may contain one or many user types. For example, a user type of "Teacher Aide", "Paraprofessional", or "Teacher" may exist, but they all can be a "Teacher" base user type. When permissions are assigned to a user type, it will define access rights of a specific user type. An example of this would be two School Admin base use types: an Assitant Principal who has building wide access and a Department Chair who may have only acess to all users in the same building with the same department code. When permissions are assigned to a base user type, this will define access rights to all user types that are within that subset. But as soon as a permission is added for any specific user type, these will be the permissions that apply for that corresponding security scope. In the image below you can see an example of three User Types in a district that all follow the basic rules of a School Admin Base User Type.


    NOTE: District do not have to use any customized user types as many choose to use the four main base user types of District Admin, School Admin, Teacher, and Student.


    User Permissions can be applied at three different levels

    While the base user type permissions are not editable as they are a standard configuration determined by eDoctrina, permissions for specific user types or users can be customized within each district in case where districts decide to be more or less flexible in a specific module. If district permissions exist for any security scope at the user type level, users with this user type will no longer follow the rules set by the base user type, but by the rules defined within the district user type permissions. It is also possible to apply permissions to specific users to define access rights for their user profile specifically. Just remember that the signed in user will follow the the most specific set of permissions for a given module or tool. So if there exists permissions for any security scope in the purple circles below, these will be the ones that apply.


    NOTE: If no permissions can be defined, the system will assume the action will be denied.

    Where are District level User Type permissions managed?

    Although it is best to ask an eDoctrina team member about these permissions or any district settings, they can be managed by District Admin users within the district settings. They are lcoated at the bottom of the district edictor and offer a search feature to find a specific security score and the ability to filter by the user types that exist within the district. If there are permissions that are applied to the selected user type, it is easiest to find these permissions by using the scope filter to quickly find the security scopes that have permissions.


    NOTE: Do not be alarmed by the non-existence of security actions at this level. If no permissions exist, it just means that this user type will follow the rules of the associated base user type.

    Where are User specific permissions managed?

    When user level permissions are applied, it usually means that there exists a single user that has special privileges in the district and it is not beneficial to create a user type. Sometimes there is a specific tool that may be needed for a system administrator, such as access to import files, that will only be used by a single user. These permissions can be applied in the same nature that they applied at the District level user type permissions, but these are located within the user editor. The only difference is that the user type filter is not present in the user editor. The most important thing to remember is that permissions applied at this level are the ones that the user will follow for the corresponding security scope.

    What are Security Scopes?

    Security Scopes are usually linked to a specific page or module within eDoctrina. For example, there exists a "Users" security action, which refers to the User Accounts homepage. In most cases, if security actions are defined under this security scope, it refers to something on this page.

    What are Security Actions?

    User permissions are directly related to security actions and each security scope has its own set of security actions. Although to most common security actions are:

    • Access: this defines whether or not a user can use the defined security scope.
    • Insert: this defines whether or not a user can create an item withinthe defined security scope
    • Update: this defines whether or not a user can make changes for the security scope.
    • Copy: this defines whether or not an item in the list can be copied within the defined security scope.
    • Remove: this defines whether or not an item can be deleted from the list within the defined security scope

    It is possible the there exist very specific security actions that only apply to a specific security scope. One example of this would be the "Observe" security action that is within the "Users" security scope. This action determines whether or not the signed in user will be able to conduct observations on district users. This is relevant as there may be some users that need access to specific users, but should not be involved in anything regarding staff observations.

    Applying User Permissions

    Before applying any district specific user type or user specific permissions, it is important to understand where each of the security scopes apply within eDoctrina and what each security action does. If the desired result is known, district admin users will have the ability to apply permissions within the district editor and/or the user editor. To add a new permission, simply click on the button next to the desired security scope. To edit an existing security action, click on the button. The following pop-up will appear where the security action can be defined.

    The top two pull-down selections, Action and Permissions, define the permission that is being applied. The options in the Action pull-down will be all actions that are applicable to the selected security scope. The Permissions pull-down will have only two options: Granted and Denied.

    The bottom two pull-down menus will exist for only some security scopes or actions, but can be used to indicate which target user types or base user types the security action will be directed towards. This is where very granular access rights can be defined. These are not required fields and can be selected as "--any--". In these cases, the security action will target all users that the base user type has access to. For example, there may exist some instances where a user group will need to observe only "Guidance Counselors", but not "Teachers". In this case, we can set the Observe security action to "Granted" for the Guidance Counselor user type, but also set the Observe security action to "Denied" for Teachers. In the cases where a permission should be applied to only one base user type, keep the user type selection as "--any--" and select the desired base user type in this Base user type pull-down.

    It is also possible to apply security actions to specific department codes if these has been imported with the staff member user profiles. If department codes exist, we can check the checkbox within the security action and the permissions will then only be applicable to users within the same department. This is a great tool if Department Chairs need to provide observations for teachers in their department, but should not have access to any other teachers within the district.


    Ask about permission sets? eDoctrina also offers the opportunity to group permissions sets and apply these groups of permissions to specific users in the district. Assigning a user a permissions set is equivalent to selecting all permissions in the set on the specific user. If there exists a specific user type modification that is applicable to many users, this may be great tool to explore.


    District Specific Accommodations Please note that there are some hard-coded permissions throughout eDoctrina's interface that are determined to provide the optimal experience for all of our partners. Although it is not our preferred way of meeting customer requirements, sometimes the general framework does not align with district preferences so a modification needs to be made. This design allows for flexibilty and allowing us to modify certain access rights to the various levels. Get in a conversation with the eDoctrina team if you would like to get this conversation going.


    03.D.10 Text-To-Speech Highlighting Tool


    eDoctrina now allows the option to have an entire test read to students while highlighting each word WITHOUT having to link audio to every question and passage! This new tool can be used with an entire class, or assigned to specific students!

    VIDEO: To see a short video on how to enable this feature within the assessment editor, please click HERE

    • This tool will read text that has been typed or entered using copy/paste.
    • Images pasted into the program cannot be read.
    • Text-to-Speech can read questions built through our equation editors.
    • If you would like to personalize audio for having questions read aloud to your students, you can add a recording of your own voice through our Record Audio tool. (This tool is detailed at the end of this Help Document.)

    To enable the Text-to-Speech highlighting tool, you must first venture to the "Online Settings" section of the assessment editor. Under the "Student Tools" menu, you will see the option to "Allow Text-To-Speech".



    Please note that enabling this option within the assessment editor will automatically turn on the Text-To-Speech highlight tool for ALL students that are assigned the assessment with this feature. Also, this will feature will not read images.

    You can even select a certain type of voice reader using the filter to the right of this option!

    Student View


    When students login to take an assessment with the Text-To-Speech Highlighter enabled, each question will have a small audio icon available ( TTS_4.jpg). When this icon is clicked on, the feature will enable and begin to read.


    Once the feature starts to read, the text will highlight word-by-word as it is read aloud. Additional icons will appear allowing the student to pause the feature, or start reading from the beginning.


    If a passage is linked to an assessment, the feature's audio icon will be available for both the passage and for the question, allowing students to control which section of the assessment they would like read first.


    In the event that a student would like to choose where they would like the TTS engine to begin reading in a passage, question, or answer choice, they can simply right click where they would like to begin and select Play from here.


    The tool will begin reading wherever the user selected to begin as opposed to starting at the beginning. In the even that they want the entire passage, question, or answer choice selected, they can also right click and select Play Passage.

    Formatting Text-To-Speech for Questions Made in Equation Editor


    If for any reason you would like to change the words being read aloud for your equation, follow these steps:

    o Right click on the equation.
    o Select “Image Properties.”



    o Edit the words in the “Alternative Text” box to reflect EXACTLY what you want read aloud by the Text-to-Speech tool when your equation is read to students.
    o Click “OK.”



    Assigning TTS Highlighter to Specific Students

    VIDEO: To see a short video on how to assign this feature to specific student, please click HERE


    If the TTS Highlighter is not something you would like assigned to all students, but rather to a select group of students with testing modifications, this feature can be enabled for those kiddos while assigning the assessment.

    NOTE: Please make sure if assigning to specific students and NOT the whole class, the "Allow Text-to-Speech" option is NOT checked in the assessment editor

    From the Dashboard, assign the assessment as you would normally assign any test to your students (to learn more about assigning online, please click here

    Once the Start and End time have been selected and the additional modification options are enabled, the 4th column will represent the TTS feature.


    For students that need this feature turned ON, the user can simply click the blue "N" next to their name and it will turn to a red "Y", indicating that the feature will be turned on for that student in the assigned assessment. Any students that needs this modification will need to have it manually turned on by making the blue "N" a red "Y" in that TTS column.

    Permissions Explained

    User Accounts


    User Accounts

    • Access: This is the main control for access to the user accounts screen.

    • Insert: This settings applies to the ability to create a new user within the district. District-Based users will be able to create users for the entire district, while school-based users will only be able to create users within their assigned school.

    • Update: This setting applies to the ability to change user profile settings for any user that is accessible to the signed-in user.

    • Remove: This setting applies to the ability to delete or remove users from the database. It should be noted that delete actions are usually prohibited for any user that is linked to existing data. In these cases, making the user inactive is likely the best solution.

    • Copy: This setting is not applicable to this page.

    • Impersonate: This setting is related to the ability to log in as a specific user group within eDoctrina. It is possible to allow a specific user type or user group to log in as other specified user types or user groups. This is a great control for any user or user group that would like to act as another user for training or troubleshooting scenarios. Although this action can serve as a great tool, user impersonation should not be considered as a way to reduce personal liability.

    • Observe: This action is related to the ability to conduct observations on specified user types or user groups. On the users screen, this controls the "eyeball" button. It should be noted that if the "eyeball" exists for a user on this screen for the signed in user, the signed-in user will also have this user in their listing on the Assignments layout view of the OBSeRVE Dashboard. This permission can be set to allow specific users or user groups the access rights to provide observations for other specified user groups, but can only be applied on the user type or user group level. If someone needs to observe a single user, they should be assigned as an observer for the user that they will be observing, which also requires the observer indication for the observing user within the Security Settings of their user profile.

    • Observe myself: This action is applicable if and only if there exists observation rubrics configured to allow self-observations. If access is granted, the signed-in user will be able to conduct a self-observation on themselves.

    • Access data about me: This action is related to the signed in user's access to all user related data about themselves.

    • Access data about other people: This action is related to the signed in user's access to all user related data about other users.

    • Assign Observer: This action is related to the ability to assign an observer to a specific user. The observer assignment overrides any existing observation rights and is often useful for assigning outside observers to users. Many districts also use the observer assignment to organize the yearly workflow for all observers within their district.

    • Assign evaluator: This action is related to the ability to assign an evaluator to a specific user. The evaluator assignment is predominantly linked to receiving email notifications for student learning objectives. There is also some filters and reports that utilize the evaluator. This evaluator is not linked to any access rights.

    • Assign Model: This action is related to the ability to assign a TE Model to a specific user. Assigning a model to a user provides them with the configured TE report, such as the Effectiveness Index report or other reports that have been customized to district specification. TE reports call up yearly data in data sources and provide opportunities for various data centric reports.

    • Export to Excel: This action is related to the exportable Users List Report which includes all of the information in the filtered users list, as well as some other user-based information such as state ID number and school code.

    • Merge: This action is applied to the ability to merge users accounts that are deemed to be the same user. This permissions is usually provided to users who have been trained on the benefits and shortfalls of merging users in eDOctrina.

    • Assign CLF: This action applies to the student learning objective module as an assigned CLF user can access a user's SLO with view only permissions and contribute to the SLO discussion board (if applicable).

    • Mass Un-assign CLF: This action applies to the ability to remove a CLF assignment.

    • Un-assign Observer: This action applies to the ability to remove an Observer assignment.

    • Usage Report: This action applies to the user-based usage report where eDoctrina activity regarding creation of units, lessons, and assessments can be viewed, as well as login activity, assessment administration, and accountabilty information.

    • Link users: This action applies to the ability to link existing users in eDoctrina. Linking users allows the linked user accounts to quickly toggle between one account to the other.

    • Un-link users: This action is related to the ability to unlink users that have previously been linked.

    • Make same person: This action applies to the ability to make two user accounts the same person so each account can perform the same actions as the others without having to log in to the other accounts. This is a great feature for teachers who are linked to more than one school.

    • Make separate persons: This action applies to the ability to separate user accounts that have previously been marked as the same person.

    • Reset passwords: This action applies to the ability to single reset or mass reset passwords for users from the user accounts homepage. This is different from reseting a password within the user account editor.

    • Create Yearly Accounts: This action applies to the ability to merge accounts that will be dependent on the year so unique user accounts and permission sets can be applied to the same user for different years.

    eDoctrina Integration with ProgressBook


    ProgressBook Side

    The first step in sending grades from eDoctrina to ProgressBook is to set up an assignment in ProgressBook. To do this, the user must create a new assignment in their ProgressBook account.

    Creating an Assignment in ProgressBook

    To import assessment data from eDoctrina to ProgressBook, an assignment shell must be created. To create this assignment shell, a user will need to navigate to the class section they wish to create the assignment for. Then click on "Add Assignment":

    Assignment

    Clicking on "Add an Assignment" will take the user to a new page to populate the Assignment with the necessary details.

    Assignment Details

    The user will be prompted to enter a description, an assignment type ("assignment"), and a due date. Note that the user is also asked to enter a maximum points value. The points value in ProgressBook must match the points value in eDoctrina in order for grades to sync correctly. For example, if your eDoctrina assessment has 17 questions worth one point each, then your ProgressBook assignment should also be a total of 17 points.


    eDoctrina Side

    To send assessment data from eDoctrina to ProgressBook, a user must access the Answer Entry/Verification screen. To access this screen, a user must first navigate to the Teacher Dashboard. From the homepage, a user can get to the Teacher Dashboard by clicking on the "Answer Entry" tab or utilizing the "reports" dropdown at the top of the page and selecting "Teacher Dashboard."

    Accessing Teacher Dashboard

    This will route the user to the Teacher Dashboard. Here, the user can select the course, class, students, and assessment for which to send data to ProgressBook. Once these selections are made, the users should choose the "Check Student Answers" option.

    Filtering on Teacher Dashboard

    This will bring the user to the Answer Entry/Verification Screen. Here, users should ensure that there is data for students and that the data is correct. Once the data is verified, users can select the option to "Send Scores to Grade Book."

    Sending Scores to Grade Book

    eDoctrina will request the assignments that are available for the selected class from ProgressBook. The user will be asked to select the target assignment to which the data should be sent. This assignment can be selected by clicking on the circle to the left of the desired assignment. Once the assignment is selected, the user can proceed.

    Target assignment


    Please note that only one target assignment can be selected at a time. Therefore, it is not advisable to attempt to export data for multiple class sections at once.

    Once the target assignment is selected, the user will be asked to check the scores before sending them to ProgressBook. The eDoctrina score will populate in the eDoctrina column. If the student already has a grade for the assignment in ProgressBook, the grade will populate the VendorLink Score column. If not, this column will be empty.

    verifying scores

    Once the scores are verified, the user can select "Proceed." When completed, the user will get a notification that the scores have been sent.

    scores sent


    The user can now log into ProgressBook and verify that the data has been sent successfully.

    verification of grades
    Go back to Assessment Editor: Main

    Print Test


    Helpful Hints:

    • Clicking the print button is a great way to check the format of your assessment. You will be able to preview before you send the test to be printed on your printer.
    • You should also print some answer sheets if you are offering a physical assessment.

    Frequently Asked Questions:

    Q: Can I change the font of my assessment when I print it?
    A: The font size can be modified in the print options before the assessment is printed. The font size will change for all entered text, but does not apply to images or equations entered with the built-in equation editor.
    Q: What is the default font size and style?
    A: Although the font size and style can be modified, the default font size within the assessment editor is Arial 14pt. There does exist the option to modify this upon printing and many cases the default is set to Arial 9pt when printing an assessment. If you choose "As Designed", the assessment will print with the select font size and style for each individual question.

    Lessons Learned Log

    • Printing an assessment and offering an assessment online can behave differently in regards to format. Sometimes a copy of the assessment needs to be made to accommodate for the format differences.

    Go back to Assessment Editor: Main

    Save, Save & Close, Cancel & Close

    Go back to Assessment Editor: Main

    Assessment Editor Formats

    Go back to Assessment Editor: Main

    Assessment Name

    Helpful Hints:

    • Name you assessment so you can easily search for it using a keyword search.
    • The name of the assessment displays on answer sheets, printed assessments, online assessments, and basically all assessment reports.

    Frequently Asked Questions:

    Q: Can I change the name of the assessment after it has been named?
    A: As long as the signed-in user has permissions to edit the assessment, they will be able to update the name of the assessment at any time.

    Lessons Learned Log

    • Determining a district-wide naming convention has helped districts to organize their assessment bank so it is easier to find the correct assessment.

    Setting up NYS CBT Math Questions

    Create a Question with a Show Your Work Field Preceding Answers Field


    The NYS CBT's set up many math questions with a "Show your work" field preceding an answer field. The image below is from one of the released practice assessments NYS has made available:


    To set up a question with the same format in eDoctrina, it must be either a Teacher Scored or Fill-in-the-Blank question type. This can be selected in the following location:



    If you select Teacher Scored as the question type, student work will have to be graded on either the Teacher Completed Test(s) screen (ENTER button) or on the Answer Verification screen (CHECK button). Fill-in-the-Blank questions will automatically grade student work based on the acceptable answers provided.

    To set up a question to match the NYS CBT example above you will need to use Answer Tools available in the WYSIWYG editor. To add an equation editor as a the work field, do the following:







    Then add an input box as an answer tool by following the same steps as above and selecting Input from the Answer Tool pop-up. You can adjust the width of the input box by defining it in the pop-up:





    The question will look like the following for a student taking an online assessment:



    If you use a Fill-in-the-Blank question type, you will have to provide correct responses for eDoctrina to auto-grade. Additionally, we recommend using the Scoring type "Multiple correct answers, partial scoring" so that the show work field is not graded. In the image below, you can see that the first answer tool (the equation editor) is worth 0 points, so students work will not be graded for points. The second answer (the input box) is worth two points and a student will receive both points if they enter 7, seven, SEVEN, or 7.0 as their answer.



    If you opt to use the Fill-in-the-Blank question type and would like to assign points for the show work field, then enter a point value and grade student work like a Teacher Scored question on either the Teacher Complete Test(s) (ENTER button) or Answer Verification (CHECK button) screens. We recommend this because it would be improbable to account for how all student's would show their work, so it would be best to grade this manually.


    If you have any questions about this, don't hesitate to email the help desk at help@edoctrina.org.

    Go back to Assessment Editor: Main

    Info/Edit Metadata Button for Individual Questions


    Helpful Hints:

    • Entering metadata is essential for building question banks that are easily searchable to provide more value to assessment creators.
    • Any new questions that are created within an assessment will automatically be linked to the grade that is selected for the assessment.
    • Question Tags can be searched for when using the keyword search in the question bank and are very useful when there is a need to categorize a question beyond the available options. Enter them as comma separated values to enter more than one.
    • Error codes are a great tool to identify the common mistakes that students make on a given question

    Frequently Asked Questions:

    Q: Are there any questions that have error codes already loaded for them?
    A: By nature, error codes may be unique to the teacher and students involved, so eDoctrina does not add them to our free items bank. If entered for questions within your district, these error codes will follow the question if the assessment is copied or if the question is added using the question bank tool.
    Q: Im am not sure what grade the question belongs to, what should I select?
    A: To allow the question to show up when filtering for grade levels in the question bank tool, it is best to select many grades so the question will show up when someone searches for any of the selected grades. In this case, linking the question to more grades is most appropriate.
    Go back to Assessment Editor: Main

    Uploading Attachments to Individual Questions


    Helpful Hints:

    • Attachments to individual questions can help to provide students with the necessary resources to answer an online question without having to enter the information in the question text.
    • Attachments will display to the student in their online test taking experience and they will have the option to show/hide the attached file(s)
    • Attachments will be available for each question within the Grid and List view of the Teacher Completed screen

    Frequently Asked Questions:

    Q: Are there any file type restrictions for this upload tool?
    A: All of the typical file types are supported with this tool. If there is a file type that is not acceptable, please contact the eDoctrina Help Desk at help@edoctrina.org so we can investigate to see if files of this type can be added to the acceptable file list.
    Go back to Assessment Editor: Main

    Special Instructions for Individual Questions


    Helpful Hints:

    • Special Instructions, when entered, will always display above the question in both online and printed assessments
    • It is possible to add images, reference to specific resources, hyperlinks, and a lot more. If directions or instructions are needed to guide students in how to answer a question, this is a great place to add these.

    Frequently Asked Questions:

    Q: Can I add a hyperlink to another website?
    A: Yes, just access the special instructions pop-up and click the button in the text editor tools that looks like a chain link. You can enter the link to the other website here.
    Q: Can I embed or upload a video for special instructions?
    A: Yes, we have the ability to upload videos as special instruction, but there is a file size limitation that restricts from uploading extremely long videos. It is suggested to utilize an external link in this case. If the video exists on a website, such as Youtube, that provides an embeddable link, you can easily include this by clicking the "Embed Media" button. Of course, this is only available for online assessments.
    Go back to Assessment Editor: Main

    Scoring Guides & Teacher Instructions
    for Individual Questions


    Helpful Hints:

    • Teacher Instructions can be printed by choice and are usually printed as a master copy for the teacher to hold as a resource.
    • Scoring Guides will only print if the "Answer Key" option is selected in the print settings.
    • Scoring Guides are available electronically through the Answer Entry/Verification screen to help enter grade in a paperless manner.

    Frequently Asked Questions:

    Q: What is the difference being a scoring guide and rubric text?
    A: Rubric text is supposed to be entered for each possible point that can be earned on a Teacher Scored question and can only be entered as text. The Scoring Guide is more flexible and allows for images, attachments, and much more. Rubric text is great for rubric-based questions and scoring guides are a great tool to provide grading instructions for individual questions.
    Q: Can students see techer instructions when taking a test online?
    A: No, teacher instructions only display to the teacher when they are signed into eDoctrina and will only display on the printed version of the test if the option is selected in the print setttings.
    Go back to Assessment Editor: Main

    Select All, Unselect, Delete Selected
    (and a couple related tools)


    Helpful Hints:

    • When creating a passage, it is a good idea to select all of the questions before clicking the "Add Passage" button so the selected questions will automatically be linked to the passage upon creation.
    • To copy a question within an assessment, you will need to select the questions first, then click the "Copy Questions" button to make an exact copy of the selected questions. They will be added to the end of the assessment and given the next available question number(s).
    • Scoring Guides are available electronically through the Answer Entry/Verification screen to help enter grade in a paperless manner.

    Frequently Asked Questions:

    Q: Why can I not delete a question?
    A: Questions can be manipulated as long as there does not exist student data. In these cases, the best option is to exclude the question by changing the special scoring. If the question needs to be removed for future test administrations, it is best to create a copy of the assessment, then delete the question.

    Assessments Homepage

    eDoctrina's Assessment Homepage is where all assessments that the logged-in user will have access to. From here, assessments can be created and managed.


    Filters

    The filters on any page in eDoctrina determine what items display in the listing as each element in the list is linked to specific attributes, such as the year, subject, and grade. Remember when filters are selected that the items in the list will reflect exactly what is selected in the filters. If you are having trouble locating a specific item, try resetting the filters and selecting only one filter at a time. In short, less filters will return more items. When filters are not selected, the assessment listing will show all assessments without considering that specific filter.

    • Search

      The best way to identify an assessment is by searching using the keyword or by the assessment ID#. This field also will search the "Tags" field within the assessment editor.
    • Test Bank

      Any assessment that has been created by a district user will be stored in the test bank named with the district name. Depending on access rights and current subscriptions, users may also find other test banks in this filter, such as the eDoctrina FREE Items Bank or a unique paid items bank. Some districts also are part of a collaborative test bank that can be managed and they will find this test bank as an option here ass well.
    • School Year

      Although it is a best practice to keep all assessments updated to the current year, there is the option to find assessments that are linked to past and future years as well.
    • School

      THis filter is hidden for users that only have access to a single school, but if users scaffold across more than one school, they will have the option to filter for assessments that have been created within a specific school.
    • Course

      If the course is selected in the filters, only assessments that have been linked to this specific course will display in the assessment listing.
    • Main Subject

      This filter is only applicable if the district subjects have been linked to a main subject.
    • Subject

      If the subject is selected, the assessment listing will be reduced to display only assessments that have been linked to the selected subject(s).
    • Grade

      If the grade is selected, the assessment listing will be reduced to display only assessments that have been linked to the selected grade(s).
    • Unit

      The Unit filter is a dynamic single select option that will show all units that fit the preceding filter selections. For example, only units linked to the selected course will be available in this filter if selected.
    • Type

      Assessment type is a required selection for assessment creation so this is always a reliable filter. Assessment types are custom by district.
    • Creator

      Arguably the most valuable filter on any homepage anywhere in eDoctrina. It is possible to filter for the creator of assessments to only display assessments that we built by a specific user in the district. It is also possible to set user defaults in "My Account" to always have your name set as the creator so you will only see assessments that you have built.
    • Scope

      Assessments can either be active or inactive in the assessment list. The default in this filter is "active Only", so if an inactive assessment needs to be found, this filter can be changed to "All" or "Inactive Only"/
    • Visibility State

      This selection allows for end-users to quickly identify assessments that have been marked with a specific visibility state.
    • Workflow State

      This selection allows for end-users to quickly identify assessments that have been marked with a specific workflow state.
    • Start Date/End Date

      Filter by assessment date to reduce the assessment listing to show only assessments that have been marked with a date within the entered range. It is possible to use only the start date or only the end date.

    Page Buttons & Controls

    • Create +

      The create button is where any user will go to begin the creation of a brand new assessment within eDoctrina. Once this button is clicked, there will be a series of pop-ups that will make the first steps of creating an assessment easier for any user.
    • Copy

      The copy button is the easiest way to copy more than one assessment at a time. Simple select the checkboxes next to the assessments that need to be copied, then click this button to copy assessments en masse.
    • Submit to BANK

      When school disticts work to collaborate on a common test bank, this option will submit the selected assessments to a selected test bank. There are many different utilizations of shared test banks, so please contact the eDoctrina team if you want to learn more.
    • Mass Update

      This button allows for mass updating many assessments at one time. This is possible to do for various cateogrical information as well as privacy controls.
    • Mass Assign

      This button allows users to assign multiple online assessments to students in one action.
    • Export to Excel

      This option is a quick way to export the displayed list of assessments to a Microsoft Excel spreadsheet. The information that is exported is limited to the information displaying in the list.
    • Print Assessment(s)

      This option allows for mass printing more than one assessment at a time. Once the assessments are selected and this button is clicked, the end-user will be presented with the stabdard assessment printing options that will be applied to all printed assessments.
    • Print Answer Sheets

      There are some occasions where it is necessary to print answer sheets for more than one assessment. If this is the case, find the assesmnets i the list, select the corresponding checkbox, click this button, and the standard answer sheet printing options will be available for selection.
    • Hide filters

      the filters can take up a considerable amount of space on your screen depending on the device you are using. Select this option to hide/collapse the filters and view more of the assessment listing.
    • Reset filters

      Reseting the selected filters is sometimes imperative to finding a desired assessment. If you are experiencing trouble finding a specific assessment, try resetting filters and try again.
    • Refresh

      The refresh option will reload the browser in the same manner as the control in your browser options and by keying CTRL + R.

    Common Action Buttons

    • Edit

      The edit pencil will only be available for assessments that the signed-in user has permissions to update. Clicking this button will direct the user to the assessment editor for the selected assessment. If you would like to edit a specific assessment, it is best to contact the person that is listed as the creator.
    • Copy

      The copy button will be available for all assessments that allow copying. The most simple way to remove the copy feature is to select the access control option within the assessment editor.
    • Preview Online

      This button is essential to use if you are ofering an online assessment to students as you can preview what the selected assessment will look like when the assessment is being administered to students.
    • Assign Online

      This button will actually take you straight to the Teacher Dashboard where it is possible to Assign an online assessment. Using this feature helps because it will automatically select this assessment over in the Teacher Dashboard to you do not have to go hunting through the list again.
    • Print Assessment/Answer Sheets

      It is possible to Print Assessments and their respective Answer Sheets by selecting this option right on the Assessments homepage.
    • Import Assessment Data

      If an assessment is already built within eDoctrina, it is possible to import assessment data as long as the imported file has the student UID and unique data for each question for each respective student.
    • Delete/Make Inactive

      Deleting an assessment is actually just making it inactive within the system. Inactive assessments can always be retrieved by filtering for them.

    Printing Answer Sheets for JL BOCES Regional Assessments: World Language Assessments

    Using eDoctrina with the JL BOCES Regional Assessments for World Language follows the same process as using eDoctrina assessments in your district with a few minor tweaks. The process here can be completed in 2 steps. The first being printing out the answer sheets, the second having to do with scoring the answer sheets.

    Step 1: Printing Answer Sheets

    1. Navigate to the Teacher Dashboard by clicking on the Quick Links option and then selecting Teacher Dashboard in the drop-down:

    2. While on the Teacher Dashboard you must first select the students you would like to print answer sheets for by selecting the appropriate Course (1) and Class (2) that your students belong to.

    3. Next select the Assessment that you would like by selecting the Test Bank (3) of JLHHO BOCES Regional Bank, the appropriate School Year (4) and then the Assessment (5) that you would like to use.

    4. Once you have the “Select Students” and “Select Assessments” filters set please select the button to access the following pop-up:

    Once the pop-up opens work from the top of the screen to the bottom by selecting the following: 1. Select the Answer Sheet: Please select the 100 Points Answer Sheet. Once selected the box will be highlighted in yellow. 2. Correct Students: Make sure that your student check boxes are selected in the first column to the left, for ALL students that need an answer sheet.

    3. Correct Number of Questions: There are a total of 8 assessments created and each one is to be used with a different Class and grade level. Each assessment has a series of questions at the end of the assessment that should NOT be placed on the answer sheets. Please refer to the following to enter the correct number of questions that should be printed on the Answer Sheets:

    French and Spanish Pre Checkpoint A Assessments: Only Print Questions 1-38 French and Spanish Checkpoint A Assessments: Only Print Questions 1-35 French and Spanish Pre Checkpoint B Assessments: Only Print Questions 1-32 French and Spanish Checkpoint B Assessments: Only Print Questions 1-38

    These question numbers should be placed in the boxes (as shown in the screen shot above). So, for example if you are looking to print the Spanish Pre Checkpoint A Assessment then the numbers in the box should be 1 and 38.

    4. Extra Blank Answer Sheets (OPTIONAL): You also have the option to print out additional Blank Answer sheets by entering a number in the “Number of extra blank sheets to print” box. Blank Answer Sheets should ONLY be used if a student answer sheet cannot be printed or to replace a damaged sheet. Blank Answer Sheets will look like the other answer sheets but will have a blank space to write in the student name and the student UID at the top, of the sheet. Both the student name and student UID MUST be included for the answer sheet to be processed. Here is a sample of a Blank Answer Sheet: