The ability to copy prior observation data into the forms will save time and provide a starting point from the observation(s) for completing the summary of the year.
Watch this step-by-step video.
Using an Existing Summative Template
The person with Appraisal Administrator role in your district will need to complete these steps to activate the ability for an appraiser to import data from observation documents to the summative form.
- Select the Summative Template
- Select the Template Options tab
- Check the box "Import existing observation data when summative is created"
- Click Save
Create a Summative to Match the Observation Template
Some districts may opt to use a summative template that more closely resembles the observation template to make sure comments and ratings copy over.
Creating a NEW summative template allows you to copy an observation template - this will ensure that you have the BEST possible outcome for copying information from the Observation to the Summative.
*Note: This is not recommended if any appraiser has already used the existing Summative form. Be sure to check this before creating a new Summative.
- Create New Template
- Copy Existing Template
- Select the Observation Template
- Add any additional info to the new Summative Template (such as Domain 4)
- Update the Appraisee Type with the new Summative Template
*Note: Keep in mind that if you choose this option for this year, you will need to update the Summative in the Appraisee type and update existing instances of the Appraisee type.
In order for ratings to copy from the Observation to the Summative, make sure you have connected the matrix rows to the dimensions in both the Observation and the Summative templates.
Scored Vs. Not Scored
- If your template is scored and the ratings have a numerical value, it will copy over based on the numerical value in the matrix. If there is more than one observation, it will average the scores and round up in favor of the teacher.
- If your template is NOT scored, then the ratings DO NOT have a value, it will pick the most frequently selected rating.
- EX: You have three observations and in question #2 (matrix), two appraisers selected ‘proficient’ and one selected ‘developing’ - it would copy ‘proficient’ rating over because it was selected more than once.
- EX: You have multiple observations and in question #2 (matrix) you have one ‘proficient’, one ‘accomplished’ and another that is ‘developing’, the answer will be randomly selected.
If you want the comments to copy over as well as the ratings, you need to tag the comments/evidence boxes as well. If you are using a template that has separate evidence for each dimension, you will select that dimension individually. If you have comments and/or evidence for the entire domain, you will need to check all the dimensions in that domain in order for the text to copy over. Appraisers may then need to delete some comments/evidence that copied over to more than one dimension.
After you have enabled the option to import observation data into the summative and ensured that it will work with your templates, you will want to notify your Appraisers. Here is a link to our help article that explains how it will work for Appraisers.
What should I do to troubleshoot if my questions are not copying over?
- Look at your Observation and Summative documents side by side. If they are completely different, they will most likely not copy.
- Make sure that both your Observation and Summative templates have the questions connected or tagged to a Framework/Dimension.
- Confirm the text in the questions match.
- For comments to copy from an Observation to a Summative, the Item Name for both Comment boxes must match exactly. This includes spacing and punctuation.
- If the Observation Comment Box is named "Evidence 1.1:" and the Summative Comment Box is named "1.1 Evidence:", then the comments will not copy from the Observation to the Summative
Q: If I have tagged my questions in the observation template, will that copy over to my new summative template if I create a new Summative template with the copy feature?
Q: What if I have not tagged my templates to the framework dimensions? Can I still do that?
Yes, you can go in and tag your questions to the dimensions at any time. Just be sure to Save and then 'Update Existing Documents'.
Q: What happens if I remove the existing summative document and someone has used that form to do a summative?
If you remove a summative document from the appraisee type and there are summative documents already created, those documents will be moved to the ‘Other Documents’ section.
Q: Will it copy comments and ratings from another administrator or only the appraiser of record?
It will copy any rating or comment into the summative, regardless of who created the observation.
Q: When I check the box to import the observation data in the Template Options, do I have to ‘Update Existing Documents’?
No you do not. Technically this setting cannot be ‘retroactive’ so there is no need to update any documents that have already been created.
Q: I see that I can copy an Evaluation Template into a Summative, does that mean that the comments will copy over just like the Observations?
Not at this time. We know this will be requested, but in order to make sure we got the feature out for observations, this will happen for next year.
Q: How does the data copy from the Observation to the Summative?
There is an algorithm that matches based on the following:
First the logic looks at the question type
Q: Example: Number of columns for a matrix question
Then the logic looks for tagged dimensions
Finally the logic looks for matching text