Appli-Track / HR Files Teacher Evaluation The district is pleased to announce that as of the 2015-20016 school year, the Teacher Evaluation process will be going paperless. In the spring of 2014, the district rolled out Appli-Track, an on-line human resources portal. Since its rollout two years ago, the annual benefits open enrollment, human resource forms / resources and classified staff evaluations are now all being done on Appli-Track. On-line Teacher Evaluation forms are the next step in the Appli-Track process. The Human Resources Department attended faculty meetings at each school location last spring with an overview of the Appli-Track system for open enrollment and provided staff with a preview of this upcoming on-line Teacher Evaluation rollout. It is our hope that the use of the on-line portal will make the evaluation process easier and more user friendly for both employees and evaluators. The electronic version of the evaluation forms allows resources to be embedded with the forms, along with curriculum guiding documents, thereby eliminating the need to maintain evaluation books for all staff members. Additionally, the use of Appli-Track will provide employees with access to their own online personnel file of all forms completed on Appli-Track. The following is a quick overview of Appli-Track and Teacher Evaluation Forms: The Appli-Track portal is located on the Madison Public Schools webpage under Staff Portals. There is an brief instruction video on the use of Appli-Track available for your review. Your log-in for Appli- Track is your district e-mail address. If you do not remember your password, there is a forgot password prompt or you can contact the Human Resources Department and they can provide you with your password information. 1
The Teacher Evaluation Forms are located on the Forms tab in Appli-Track. To access the teacher evaluation forms, select New Form. This will bring you to a listing of all personnel forms that are available on Appli-Track. The teacher evaluation forms are personalized in Appli-Track based upon the teacher s position. For instance, a School Counselor would have access only to the School Counselor version of evaluation forms. To begin an evaluation form, select Start Form next to the form title. The teacher evaluation forms are designed to move between the employee and the evaluator through a submission process on Appli-Track. The process mimics the protocol in the Madison Public Schools Teacher Evaluation Plan and eliminates the need to e-mail Word version of documents or hard copies between the teacher and evaluator. When a form is submitted by an employee in Appli-Track, it will automatically be forwarded to the evaluator. The evaluator would have access to an employee s submitted form through the evaluator s Appli-Track portal and will receive an e-mail notice of the form submission. Embedded within each teacher evaluation form is a work flow process. The following is an example of the outline of the electronic work flow for the Professional Growth Options Form B: 2
You MUST complete the prior step in electronic work flow process in order to access the next step of the evaluation form. Note: You can save documents as a Draft until you are ready to Submit to your Evaluator. TEACHER EVALUATION FORM B ELECTRONIC WORK FLOW Employee Completes 1 st Draft of Growth Options Form B Log into Appli-Track; Forms Tab New Form - Teacher Evaluation Form B Start Form Complete Form; Electronically Sign and Submit to forward to Evaluator E-mail Sent to Evaluator by Appli-Track With Link to Evaluation Form Employees Finalizes Growth Options Form B (After Meeting) Log into Appli-Track; Select Edit next to Form (under Forms in Progress) Finalize Goals Electronically Sign and Submit to forward to Evaluator E-mail Sent to Evaluator by Appli-Track With Link to Evaluation Form Evaluator Approves Growth Option Log into Appli-Track; Locate Employee Record; Select Edit next to Form Electronically Sign and Approve to forward to Employee E-Mail Sent to Employee by Appli-Track With Link to Completed Evaluation Form B 3
Whenever possible, drop down boxes have been placed in the evaluation forms to eliminate the need to type data onto the form. Please note, that it is very important the evaluator is selected correctly as this field tells the system to whom the form should be e-mailed. Resources associated with a specific teacher evaluation forms are embedded within the form for your reference. One major benefit of the Appli-Track system for Teacher Evaluation Forms is that the system will only show you the section of the form that you need to complete at that time. It will also prompt you to complete all fields before you can submit the form to your evaluator. The system does not have spell-check but will underline a word if it is misspelled. You can copy and paste data from a Word document onto the Appli-Track form. Bullets do not work in the system, but you can substitute symbols such as * or #. Forms are electronically signed by typing your name in the signature field and then selecting the Click to Digitally Sign box. You MUST take an action at the bottom of each form before you log out of the Appli-Track system. You can choose either the Save as Draft to save to work on later or Submit which will forward the form to your evaluator. 4
The Appli-Track system will place your Teacher Evaluation Forms in two areas: Your Forms in Progress or Your Completed Forms. Your Forms in Progress is where forms will be housed which still need sections completed. For instance, Forms A and E (or D) are combined on the Appli-Track system. After you have completed your beginning of the year goals, this form will be located under Your Forms in Progress for later completion of mid-year and end-of-year reflections. Please note that when your evaluation is submitted to your evaluator for his/her completion, you may temporarily not have access to the form while your evaluator is working on it. Your Completed Forms is where all forms that are finished are housed. This is your electronic personnel file. The following are some helpful hints for the use of Appli-Track for Teacher Evaluations: ALWAYS scroll to the bottom of the form to perform a final action for the document: o Save as Draft o Submit Save as Draft each time you edit your form or prior to submitting to make sure you do not lose or overwrite any information. If all data seems to disappear, hit Save as Draft again [system is overwriting old information and may temporarily appear blank but Save as Draft will refresh the system]. Double-check all of your information before submitting as it cannot be edited after you submit Print a copy of your form prior to Submitting. Once submitted to your evaluator, you may not have access to the form while your evaluator is working on it. If you cannot access your form, i.e. for mid-year or end-of year, check with your evaluator as he/she may have forgotten to approve from earlier submission. 5