Archive Appraisals & Goals

Archive Goals and Evaluation Documents

This annual event allows you to archive your evaluation documents and goals for the year. This is an important maintenance item after you end a school year and before starting a new school year. Evaluation documents will be converted to a static PDF and they will not be able to be modified. Goals, using the Professional Goal feature, will be moved from the active goal timeline to the archived goal view in the Goals tab. 

Archiving Professional & Student Growth Goals

Goals are archived according to the DATE CREATED. If a goal was created in 2019, then use the archive tool to archive goals for the 2019-2020 dates to pull the goals into the archive. If your district creates goals in the Spring, you will want to make sure to take that into consideration when archiving.

 Note: Any Professional or Student Growth Goal can be archived regardless of the status. Be sure to check the dates prior to archiving to ensure current goals are not archived.

The archived documents will remain connected to each appraisee and available in the Archive Documents section of the Evaluations tab screen. These documents can be viewed alongside documents for the current year under separate headers labeled for the previous school year. 

 Caution: Documents converted to PDF cannot be changed once the archive process runs.

 To Archive Appraisals:

1. Access Appraisal Settings
2. Click Archive Appraisals
3. Select items to archive.
4. Set the archive dates. Accurate dates are CRITICAL!
   • These dates must be included in the Instructional Calendar created in System Management.
   • The End Date must be the last date evaluations are completed by administrators.
5. Click the Archive Now button.

The archive process will begin and may take a few minutes to archive all items into folders viewable in the Evaluations tab, Archived Documents year container. 

 To Archive Goals:

Note: Archiving Goals is now a separate process.

1. Access Appraisal Settings
2. Click Archive Appraisals
3. Select Goals to archive. You can choose Professional or Student Growth Goals.
4. Set the archive dates. Accurate dates are CRITICAL!
   • These dates must be included in the Instructional Calendar created in System Management.
   • If your district creates goals in the Spring, you will want to adjust the dates accordingly.
5. Click the Archive Now button.

 

Optional: Export Archived Documents

If you would like to download a zip file containing all archived documents:

1. Access Appraisal Settings
2. Click on General Options
3. Click the Export tab
4. Select the evaluation School Year
5. Select the option for sorting by Email Address or Employee ID
6. Click the Export Documents button

This will take a few minutes to process to create the zip file for download. The system will email you a link to access the files. This link is sent only to the person who requests the export and uses authentication to verify their identity in order to secure the file export.