End of Year NCEES Guidance

Link to Presentation

go.ncdpi.gov/NCEESEOY2024

Link to Presentation

go.ncdpi.gov/NCEESEOY2024

Donna Currie

NCEES Product Manager

donna.currie@dpi.nc.gov

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Session Description

Gain a better understanding of the End-of-Year process for NCEES administrators and principals. Topics include reviewing the End-of-Year Principal and Teacher/Support Staff Evaluation processes, completing End-of-Year Summary Evaluations, and reports guidance.

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Target Audience: NCEES District Administrators, Site Administrators, and Principals.

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Agenda

• Getting Connected
• What’s new in NCEES?
• EOY Principal Evaluation Processes
• EOY Teacher/Support Staff Evaluation Processes
• EOY Report Guidance
• Resources
• Exchange Time

Getting Connected

Introductions

• Name
• PSU
• Role in NCEES
• What would you like to get out of today’s session?

Staying in Touch

• Are you getting the NCEES Bulletin?
• You can sign up to receive it and other communications.
• Go to the DTL Hub
• Click Communications go to the
• GovDelivery subscription page.
• DTL - NCEES
• Sign up for Any Others you would also like to Receive

PSU Contacts

• Please Check your PSU’s Home Base Contacts at dpi.nc.gov: https://www.dpi.nc.gov/educators/home-base/support-and-maintenance
• These are your contacts if you need to reach out to another district.
• LEA Lead Districts Contacts
• Charter School Lead Contacts

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• If updates to your PSU contacts are needed, please email home_base@dpi.nc.gov.

NCDPI NCEES Contacts

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• Rob Dietrich
• Senior Director Digital Teaching and Learning
• Matthew Mayo
• Director of Digital Teaching & Learning and School Connectivity
• Donna Currie
• NCEES Product Manager
• Tom Tomberlin
• NCEES Product Business Owner
• Jennifer Bass
• Educator Support, NCEES Coordinator

NCEES Google Group

NCEES email listserv is to allow NCEES District Administrators to be able to support each other. The purpose page states, “This forum is intended to be driven by YOU, the users of Home Base: NCEES. As the primary users of NCEES we know that you have all come up with your own best practices and processes for using this system. We know that through conversation and discussion, you can learn from other districts and schools to get more ideas of ways you might be successful with the use of the NCEES tool.”

• Group Managers: Brian Propst, Buncombe County and Patricia Coldren, Lee County
• URL: https://groups.google.com/d/forum/ncees - please update your bookmarks.
• Also, if you have a topic, you can send an email to ncees@googlegroups.com

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What’s New In NCEES?

go.ncdpi.gov/NCBOLD | Registration will open May 15!

NCBOLD NCEES Sessions

Title: Teacher Evaluation Process and Practice for Principals and Assistant Principals

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Description: This half-day session will cover NCEES topics for Policy and Practice to help Principals, Assistant Principals, as well as Site Administrators, with processes and practices. We will share best practices for providing targeted feedback focusing on the language of the rubric. Topics to be outlined include reviewing the Teacher Evaluation Process, Assigning Rights, Confirming Evaluation Plan types of staff, navigating the Staff Evaluation Dashboard, and running reports to help identify plan completion steps. Resources will be provided for you to take back to your PSUs.

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Target Audience: Principals and Assistant Principals new to NCEES, or Experienced Principals and Assistant Principals who want/need a NCEES Refresher.

NCBOLD 2024 | 2-day Conference at all 8 Locations!

New Quick Reports

Navigation Steps

• Reporting
• Select the module you wish to run the report on Select “Quick Reports”
• *At Risk Summary Evaluation for All Plan types
• Will provide a report for all plans that result in any “Developing” or “Not Demonstrated” Standards in the Summary Evaluation
• *Staff Assigned Plans Start Status (current year)
• This report lists the staff start status of all assigned plans.
• *Evaluation Summary Field Test Principal or AP
• This is for the PSUs using the 8 Standard Principal Rubric.

Announcements

My Announcement Container is now on the Home Page and the My Evaluation page.

Document Summary Override in Summary Evaluation

Added a “Document Summary Override” in the “Summary Evaluation” in all teacher plans - Comprehensive, Standard, Abbreviated and Late Hire.

• Limited to District Administrators only can access and complete a Summary Eval Override.
• The Override Acknowledgment takes overnight to process and update the Teacher Acknowledgment to complete (green check) by the next day.
• Note added in activity: This process is not immediate. It takes overnight processing to update the green check on the Teacher Acknowledgement."

Document Summary Override in Summary Evaluation

PDP Plan Type to persist

• Fix PDP Plan Type to persist in the PDP Details Initial Review activity. Purpose: for historical and reporting.
• PDP Plan Type was a persisted field in Details Mid-Year Review and Details End of Year Review but not in Details Initial Review. This caused issues for reporting accurately. PS has corrected this field.
• Allows for a PDP type change (Individual, Monitored, Directed) that can happen mid-year or end of year to then reflect correctly for Mid and End Year Details, while keeping original setting, historical data in Initial Details.

NCEES End of Year Dates

PSUs should plan to be fully complete in the evaluation component of NCEES prior to 6/27/2024. Plans will be archived on 6/28/2024. Staff may continue to access the Professional Development component of NCEES to take Courses.

• All Plans (Evaluations, Professional Development Plans) should be completed prior to 6/27/2024.
• It is important to have plans completed by 6/27 as NCDPI will pull Summary Evaluation Standard Ratings reports at the close of business day, June 28, 2024, to inform EVAAS. PSUs should refrain from accessing plans on 6/28 after C.O.B., 5 p.m. EST.
• Vendor PowerSchool will archive all 2023-24 active Plans beginning after 5 p.m. EST on 6/28/2024. Complete and Incomplete plans will be archived.
• Archived plans cannot be restored for completing or editing.
• PSUs should run all locally required 2023-24 reports prior to 6/28/2024.
• Run and save any reports that will be needed for records and to inform the next 2024-25 SY.
• Waiting to run 23-24 data as a last-year report during the 24-25 fiscal school year pulls correct standards ratings and correct staff UID number, but will report the following fields as current for 24-25: location, assigned plan type, name changes. It is highly recommended to run 23-24 reports to include those fields as historically accurate during the 23-24 SY.

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NCEES End of Year Dates Continued

• As PSUs add new Staff for 24-25 SY, ensure that HR/Payroll sets Active Status to Inactive (NO) for the upload to NCDPI Staff UID (sometimes referenced as cedars) until on or after July 1, 2024.
• HR is authoritative for setting the active dates on or after July 1, 2024.
• Statement from UID - Timing of UID Export Uploads to Staff UID System: As a reminder, there should be a timely and accurate exchange of data between the PSU payroll system and the Staff UID System. This includes any new staff members who need access to K-12 related systems (i.e. PowerSchool, Schoolnet, NCEES, etc.). Additionally, new staff that have been hired but who are not yet receiving a paycheck can be added to the payroll system, and subsequently included in the Staff UID export file to receive a UID. Non-payroll staff members who work with a PSU but are not entered into the payroll system can still be added to the Staff UID System, via the ‘Add Staff’ feature. Documentation for adding non-payroll staff to the Staff UID System can be found at https://files.nc.gov/dpi/documents/UID/acquiring-uid-for-non-payroll-staff.pdf.
• Schools that are closing at the end of this school year should set their staff to Inactive in Staff UID after the last day of the school’s operation and prior to July 1, 2024. Be sure not to clear the “Annual Salary” field as this has a negative impact on historical data. PSUs will be unable to edit closed locations in Staff UID after July 1, 2024.

The date for the NCEES System to be targeted to new plans & accessible to set staff plan types is tentatively July 5, 2024.

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EOY Principal Evaluation Processes

The Principal/AP plan is automatically assigned by the system to those with Principal/AP budget codes in Staff UID.

Check Plan Access Rights for Principal AP Plans

Staff Evaluations > Open Principal Plan > Access Rights Tab

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Completed by NCEES DA.

Assigning Rights to Principal Plans

• Evaluator - The person who will be completing the Summary Evaluation for the principal at the end of the year.
• Contributor - The person who needs access to edit Notes and Artifact activities, all other activities are view only.
• View Only - Anyone who needs to view a principal’s evaluation, but cannot edit it.
• Re-Open Admin - The person who will be responsible for re-opening steps (automatically assigned to District Administrators - that are not in one of the three Superintendent roles)

Help Guide: Assign Access Rights to Principal Plans v5 011221 (set by District Administrators in Staff Evaluations)

Plan Access Rights Reports

1. Reporting > Quick Reports Module (only shows active plans)
1. Mentor Relationship Report (current year)
2. Peer Observer Relationships (current year)
3. DAs & SAs can run these - results based on access rights�
2. System Administration > Ad-Hoc Reporting(Restricted) > Evaluation Access Groups
• DAs can create & run Ad-Hoc Reports
1. Can create, save and publish these reports to Site Admins (results based on access rights)

Principal Data Collection

Adding artifacts

Where to add Artifacts

1. Data Collection Container

Evaluator View:

Principal/AP View:

How to add Artifacts in Data Collection

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Enter a note, describe the artifact, tag it to a standard or element, click done and that enables where to upload any attachment.

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Evaluators can view both Artifacts and Notes and Evaluator Notes. ��Principal(Evaluatee) does not see Evaluator’s Notes.

End of Year Review

Principal/AP: prepare a consolidated summary assessment o/ comprehensive view of performance throughout the year.

Evaluator Edit to set Status of Goal progression and completion.

Add Comments.

Principal/AP

Review and

Acknowledge

End of Year Review - Where to add Artifacts

2. Consolidated Performance Assessment Activity in End of Year Review Channel

This brief summary of the data and artifacts used to judge performance should be provided to the superintendent/designee well in advance of the performance discussion at which final performance levels will be discussed.

Principal Summary Evaluation

Evaluator begins Summary Evaluation

Summary Evaluation Information

Evaluator clicks to Edit

Summary Evaluation Rubric

Evaluator clicks to open Rubric

Evaluator Signature

Evaluator Reviews Summary Evaluation Rubric with Principal and then signs.

Principal Signature

Principal signs.

Next Year’s Goals

Written Response

Optional

Principal Enters Written Response

Evaluator Acknowledgement of Written Response

Principal Evaluation Guides

Evaluator

• Principal-AP Evaluation Guide - Evaluator

Evaluatee

• Principal-AP Evaluation Guide

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Principal Evaluation Process Infographic

EOY Teacher/Support Staff Evaluation Processes

Check Plan and Access Rights for Teacher/Support Staff Plans

Navigation: My Staff > Administration Staff Management (Teacher/Staff Active Plan access)

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Completed by Staff with Assign Access Rights

My Staff: Assigned Plans

• If you change a plan type, the previous plan will be deactivated. The staff member will need to “Start New”
• For example changing from a Standard to a Comprehensive Plan will deactivate that plan and ALL observations.
• Any Changes made will need to be processed overnight
• Access Rights can’t be assigned until an overnight process

My Staff: Verify Assigned Plans

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Assigning Rights to Teacher/Staff Plans

• Evaluator - the person who will be completing the Summary Evaluation for the teacher at the end of the year. Automatically assigned to Head Principals.
• Observer - Anyone who needs to complete formal or informal observations for a teacher throughout the school year (cannot sign off on Peer Observations! - use Peer Observer).
• Peer Observer - The person who will be completing the peer observation for the Comprehensive teacher. Required on all Comprehensive plans, optional on Standard, Abbreviated, and Late Hire plans.
• Mentor - a person who will be a mentor for a teacher’s PDP plan.
• View Only - Anyone who needs to view a principal’s evaluation, but cannot edit it.
• Re-Open - The person who will be responsible for re-opening steps - automatically assigned to District Administrators - that are not in a Superintendent role.

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Beginning Teacher Support on dpi.nc.gov - Includes Peer and Mentor information.

Help Guide: Assign Access Rights to Teacher-Staff Plan v4 01112021

My Staff > Administration Staff Management

• Drop Down
• Admin Rights

> Can Manage Rights

• Check box - only indicates who is a Site Administrator - PS is reviewing this check box function.

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Administration Staff Management “Set Access Rights”

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Assign Staff Access Rights

• To Professional Development Plans

• To EVALUATIONS��

DA’s or SITE ADMINISTRATORS

Assign Access Rights to Teacher/Staff Plans

Navigate to My Staff�Administration Staff Mgt

• Check the Name at the Top
• All rights assigned are listed at the top
• You can remove rights only if the were added on “This Page”
• Follow all 4 steps to add additional rights
• Allow to process overnight

*Staff Assigned Plans Start Status (current year)

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Navigation Steps

• Reporting > *Staff Assigned Plans Start Status (current year)
• Choose the Plan Type
• This report lists the staff start status of all assigned plans.

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This is the only report in NCEES that will generate a list of reports not started but assigned on the My Staff Page

*Staff Assigned Plans Start Status (current year)

Activities for Teacher/Support Staff Plans

Evaluation Locking Activities

These observation containers must be locked to open the Summative Channel

Summary Evaluation

NAVIGATION: Staff Evaluations > search for Staff name > Click on staff name beside their Evaluation Plan Type > scroll to Summary Evaluation Channel

Summary Evaluation

Record of Evaluation Activities (ROA)

Evaluator enters Teacher Background. �(Briefly describe the staff’s educational background, years of experience, assignment, and any other factors that may impact the evaluation)

Evaluator View

Teacher/Support Staff View

ROA Report

Print

Only one school should be listed. Make sure the plan belongs to your school.

Observation Scoring Summary

Print

Look for the lowest rubric-column category for which all descriptors were observed at least once during the evaluation cycle

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Proficient

Teacher Evaluation Manual

Page 36

Verify lock activities with Reports

Look for green check with lock icon.

NAVIGATION: Staff Evaluations

Reporting > Quick Reports > *Activity Lock Report

Staff Evaluation: Participation Reports

• Download CSV
• Prints what is on the dashboard
• Use filters to define this report
• Limit of 5,000 records
• Reporting Menu: Graph Icon
• Evaluation Completion Report

Pulls what is showing on this dashboard

Evaluation Completion: Pulls what is on staff’s My Evaluation pages.

Staff Evaluations: Download CSV

IDEAS: Filter for same plan types or activity status then easily Download CSV Report to sort and filter in Excel.

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Purpose: Easily filter the Staff Dashboard then create a report on staff plan activity completion progress.

Navigation: �> Staff Evaluations tab

> Use Add Filter to set items to include.

> Click Download CSV

DOWNLOAD CSV

Staff Evaluations: Evaluation Completion

Quickly download the Evaluation Completion Report to sort and filter in Excel.

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Purpose: Easily report on staff plan activity completion progress. Report can show assigned, unstarted plans.

Navigation: �> Staff Evaluations tab

> Click the Graph Icon and select “Evaluation Completion” report

> Select a Plan Type and check items to include and refresh to view data

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EVALUATION COMPLETION

Verify lock activities with Reports

NAVIGATION: Staff Evaluations > Reporting Menu > Evaluation Completion Report

Teacher/Support Staff Professional Development Plan

Professional Development Plan Types

Not recommended for dismissal, demotion, or non-renewal at this time

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PDP Review Cycle

PDP End of Year Review Container

If plan type requires a Mentor - don’t forget this step!

This is where you can find the PDP Type.

Administrator view of PDP Record of Activities

Evaluator enters Teacher Background. �(Briefly describe the staff’s educational background, years of experience, assignment, and any other factors that may impact the evaluation)

PDP Verify lock activities From the Staff Evaluation Page

on Staff Evaluations page look for green check with lock icon.

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NAVIGATION: Staff Evaluations - Use Filters

PDP Verify lock activities with Reports

NAVIGATION: Staff Evaluations > Reporting Menu > Evaluation Completion Report

PDP Verify Activities with Reports

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NAVIGATION: Reporting Tab > Quick Reports

• *PDP Mentor Signature Dates (current year)
• *PDP Signature Completion Status
• *Record of PDP Activity
• *Staff Assigned PLans Start Status (Current Year) Select PDP

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Reporting Guidance

NCEES End of Year Dates

PSUs should plan to be fully complete in the evaluation component of NCEES prior to 6/27/2024. Plans will be archived on 6/28/2024. Staff may continue to access the Professional Development component of NCEES to take Courses.

• All Plans (Evaluations, Professional Development Plans) should be completed prior to 6/27/2024.
• It is important to have plans completed by 6/27 as NCDPI will pull Summary Evaluation Standard Ratings reports at the close of business day, June 28, 2024, to inform EVAAS. PSUs should refrain from accessing plans on 6/28 after C.O.B., 5 p.m. EST.
• Vendor PowerSchool will archive all 2023-24 active Plans beginning after 5 p.m. EST on 6/28/2024. Complete and Incomplete plans will be archived.
• Archived plans cannot be restored for completing or editing.
• PSUs should run all locally required 2023-24 reports prior to 6/28/2024.
• Run and save any reports that will be needed for records and to inform the next 2024-25 SY.
• Waiting to run 23-24 data as a last-year report during the 24-25 fiscal school year pulls correct standards ratings and correct staff UID number, but will report the following fields as current for 24-25: location, assigned plan type, name changes. It is highly recommended to run 23-24 reports to include those fields as historically accurate during the 23-24 SY.

End of Year Tips

• Make a plan for your district now to cut-off a week earlier to allow time for YOU to run year the end-of-year reports
• Determine that everyone has a plan type set on your My staff page
• Assign rights to Evaluators and Observers for Late Hire Containers
• PDPs = Mentors need to sign all the PDPs for beginning teachers
• Comprehensive Cycles = Peer Observations have to be completed before the summary can be started
• Review that Summary Rating Forms have been completed and locked
• Summary Ratings can be used for contract renewals, talent management, consideration for leadership roles, etc.
• Run and save reports before June 28, 2024

Site Administrator Reporting prep for EOY

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Plan Progress %

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Module: Evaluation Status Current Year > GP STATUS:

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This gives you a quick snapshot of your location.

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Site Administrator Reporting prep for EOY

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Quick Reports

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Module: Quick Reports > select Report> Evaluation Completion Exception Report (current Year)

Quick Reports Suggestions - District Decision

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• EOY Reports to Run & Save
• *Record of PDP Activities (current year)
• *Evaluation Completion Exception Report (current year)
• *Users with more than one active evaluation plan (current year)
• *Evaluation Summary Reports for All Plan Types (current year)
• Notify NCEES DA’s when they can run district end of year reports
• Staff Evaluation - Evaluation Completions by plan type
• Summary Ratings Quick or Ad-Hoc Reports
• Record of Activities - found in PDPs and Evaluations
• System Administration: Export a Plan to PDF
• Select activities to include

Quick Reports to Help Clean Up NCEES

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Do you have staff appearing in NCEES that are no longer in your School/District? They need to be removed. Follow these steps to start cleaning up NCEES.

Reports to Identity Staff in more than one Location

• Navigate to NCEES > Reporting > Quick Report Module> select a report (Current Year) Note: Quick Reports only report on active (started) plans.
• *Individuals belonging to more than one site within a district
• This report lists staff that are active at more than one location site with a single district.
• *Individuals who belong to sites in more than one district
• This report lists staff that are active at more than one location in multiple districts.

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Export a Plan to PDF

Export a Plan to PDF is available to NCEES assigned District Administrators to configure and schedule a mass export job of an evaluation plan for all users, or for selected users.�Navigate to System Administration > Applications: Export a Plan to PDF.

• PowerSchool Help pages in NCEES (must be logged into NCEdCloud > NCEES):
• Schedule a New Export
• View a Completed Export
• Other Options
• NC Help Guides
• Export a Plan to PDF-Using Partial Export v1 2021
• - Use to mass run End of Year individual PDFs of Summary Evaluations
• Export a Plan to PDF-Using Record of Activities Templates v1 2021
• - Use to mass run individual PDFs of the Record of Activities Reports for either Evaluations or PDPs. Running the PDP Record of Activities template can be used for Beginning Teacher record audits.
• Reporting in NCEES is available to users with an Admin Type of "District Administrator" or "Site Administrator"
• Report results will be restricted by the users location and assigned access rights.

Ad-Hoc Reports: Evaluations

Evaluation Access Groups

• Query a list of names associated with an access �group that has been identified for a program or plan.

Evaluation Forms - Single Row

• Displays all results in multiple rows, at the framework, plan, or activity level.

Evaluation Status

• Gives a completion status of each step within a program or plan.

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Ad-Hoc Reports: Observations

Observations

• Displays all results in multiple rows, at the �framework, plan, or activity level.�

Observations - Single Row

• Displays all results in a single row, at the framework, plan, or activity level.

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Ad-Hoc Reports: Professional Development

Courses

• Search courses. This search can include �archived or historical courses.

Course Transfer Credit

• Search course credit transfer requests.

Roster

• Search roster information.

Section Attendance

• Search for users who did or did not attend a particular meeting time for a section.

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Ad-Hoc Reports: Professional Development

Section/Class Times

• Search the meeting dates and times for a
• course section.

Sections

• Search course sections.

Transcript

• Search for transcript information.

Wait List

• Search for users who are currently on a waitlist for a given course and section.

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Resources

NCEES Resource Site & Admins Hub

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bit.ly/ncees-resources

bit.ly/nceeshub

my.ncedcloud.org

enroll

Help Guides in NCEES

NCEES 2023-2024 Webinars

Exchange Time

Exchange of Ideas

• Share Ideas
• Best Practice
• Reports you run
• Get Connected
• Topic of Concern

Jennifer Bass

(Policy questions)

NCEES Coordinator

jennifer Bass@dpi.nc.gov

Donna Currie

(System Questions)

NCEES Product Manager

donna.currie@dpi.nc.gov

Any Questions

SCHEDULE AN APPOINTMENT:

https://calendly.com/donna-currie

Requested Additional Resources

Late Hire Plan Guidance

Questions about Late Hire Plan

• Refer to this Previous Presentation
• Late Hire Evaluations (see slides 8-11)
• bit.ly/ncees052023hbmu

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Summative Evaluations and Conferences

• Summative Evaluations should consider ALL observations, data, and artifacts collected by the Principal, AP, or peer observers from the school year.
• Principals may or should choose to include the AP in the summative evaluation discussion for scoring, but final assigned scores should be ultimately be determined by the Principal using the input from those who did the observations.
• It is best practice for the Summative Evaluation Conferences to be conducted by the Principal, especially for beginning teachers, low performing schools, or teachers who are struggling and may need additional support and guidance.

Who can complete a Peer Observation?

A Peer Observer should be an experienced and fully licensed teacher.

A Peer observer must have received training on the NCEES Standards and observation tool.

A Peer observer could be a trained mentor, but preferably not the mentor of the teacher being observed.

It is ideal, but not required that the Peer Observer be in the same grade span or subject area as the teacher they are observing.

Can administrative interns complete observations?

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Administrative Interns can participate in observations but best practice is they should complete observations along with a certified/licensed administrator.

Document Summary Override in Summary Evaluation

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Can be used if the teacher is out on medical leave to ensure that the evaluation cycle was completed to the extent the teacher was present and able to participate in the observation and evaluation process. This will ensure that the plan doesn’t show up as incomplete in completion reports for the school and district.

*Note in the comments section the reason why the summative was not completed and override was used.

Approved NCEES Budget Code

Only educators with the budget codes in the link above have access to NCEES.

Professional Development Plan Types

Not recommended for dismissal, demotion, or non-renewal at this time

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• A PDP is designed to help provide the support needed for a teacher to grow in their pedagogy and practice. It is a plan for improvement based on the level of need and support a teacher may need to be successful and grow in their profession. It is not intended to be a tool to remove teachers. Although if a plan is laid out to help a teacher to grow and improve and they do not follow the plan or fail to improve, the plan can be used as documentation that support was provided.

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Links for Peer and Mentors

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Your Regional Education Facilitators would be a great resource to help with Peer and Mentor support. Since Peers and Mentors are tied closely with the needs and requirements of the Beginning Teacher support they could be very helpful.

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https://www.dpi.nc.gov/educators/recruitment-support/beginning-teacher-support

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