User Manual
Contents
1. Evaluation Score Certification Tool Technical Manual A State of New Jersey J Department of Education Table of Contents Introduction and Overview of Evaluation Score Certification Tool o gt O PP Confidentiality Notification Purpose Overview and Broadcast Memo Sample Checklist Anticipated Questions Step by Step Guidance and Technical Assistance ON OO FF W DN Accessing the Application Login Welcome Screen Main Menu Basic Information and Status Exceptions Teachers Principals APs VPs 9 Other Certificated Staff 10 Export Staff Records 11 Search a Staff Member ID 12 Certification Screen Evaluation Score Certification Tool Technical Manual 2 Confidentiality Notification The 2013 14 Evaluation Score Certification Tool is accessible to certified NJDOE Homeroom users Given that this interface contains confidential evaluation scores for individual educators leaders must ensure that any district personnel accessing the information have the proper permission to do so Specifically evaluation data of a particular employee shall be confidential in accordance with the TEACHNJ Act and N J S A 18A 6 120 d and 121 d Educator evaluation data should be handled in the secure manner you would treat handle and store any part of a confidential personnel record and should not be released to the public Further such individual data is exempt from the Open Public2. First name of each teacher your district submitted Last Name Last name of each teacher your district submitted Date of Birth DoB Date of birth for each teacher your district submitted mSGP Score Converted evaluation rating for the educator based on the median SGP score provided by the Department on a 1 0 99 0 scale This score is not alterable but it is dynamic because it automatically converts the 1 0 99 0 score that is alterable see below Alterable Fields into a rating on the 1 00 4 00 scale Evaluation Score Certification Tool Technical Manual 14 e Submitted Summative Score Summative score submitted by the district at the time of the NJ SMART submission in Summer 2014 This field is intended to show what was submitted originally as a point of comparison with any changes to scores through this process e Certified Summative Score Summative score as calculated by the Department using the component level scores Teacher Practice SGO Score and mSGP Score as applicable This is not alterable but it is dynamic it will automatically change when if you change a component level score THIS IS THE SCORE YOU WILL BE CERTIFYING AS CORRECT TO THE DEPARTMENT e Role This column is a reflection of the role indicated for this staff member in your NJ SMART submission e Score Altered This box is not alterable but it is dynamic This box will display a check mark if you have altered any field in the row and will remain check marked on
3. 06 17 1966 3 26 4 0 3 2 3 68 80 1 22 1 22 3 59 3 00000009 9999 BETA SCHOOL 1 101 Susan Hagar 07 02 1962 1 1 1 1 1 1 67 1 67 1 00 4 00000002 9999 BETA SCHOOL 1 101 Jane Phillips 03 12 1970 ANE ANE ANE ANE 90 4 0 3 19 NE 5 00000007 9999 BETA SCHOOL 1 101 Amy Mayne 12 14 1969 3 05 4 0 3 0 3 77 30 2 29 2 29 3 49 6 00000001 9999 BETA SCHOOL 1 101 John Lee 05 10 1980 2 2 1 1 1 1 0 3 18 1 4 yes Evaluation Score Certification Tool Technical Manual 21 Search Staff Member ID SMID This portal has been created to search individual Staff Member ID SMID numbers as another way of finding and altering records S pecifically this portal will allow you search a specific staff member ID number in order to e View a record individually Change the role T P OCS of a staff member if the role assigned to them is incorrect Alter scores for an individual staff member before exiting the portal and sending them to their appropriate role grouping 4 opier of Education EVALUATION SCORE CERTIFICATION ro aieas Main Menu Logout Login User test 999999 uncertified NJDOE IMS 99 NJDOE OIT 9999 SEARCH A STAFF Search a Staff by SMID Y Please enter SMID No go Pn 4 Department of Education EVALUATION SCORE CERTIFICATION ae a Main Menu Logout Login User test 99 9999 uncertified NJDOE IMS 99 NJDOE OIT 9999 SEARCH
4. Department using the NJ SMART Staff Evaluation Submission NJ SMART Course Roster Submission and NJ SMART Staff Roster Submission If you are not familiar with these submissions you should speak with your local district administrator s who completed them for your district You may also re familiarize yourself with these submissions by reviewing appropriate handbooks Sample Checklist Below is a sample approach that a district administrator might take when entering the tool 1 Review your Basic Information and Status Page to ensure that the data loaded into the ESCT is consistent with the data submitted by your district 2 Click on the Exceptions link and clear any records in this category To learn more about why a record might land in the exceptions category review the Exceptions section 3 Review records in the Teachers Principals APs VPs and Other Certificated Staff portals Alter records as necessary the ESCT will track changes and identify any differences between submitted summative scores and certified summative scores in red 4 Review your Basic Information and Status Page again to see how your district data has changed if at all 5 Click the Certify Evaluation Data link Once you have reviewed and altered any necessary data to match local records press the link to certify At this time you will be asked to justify any changes to mSGP records if applicable or to explain why other changes were necessary if
5. Tool Technical Manual 18 because it automatically converts the 1 0 99 0 score that is alterable see below Alterable Fields into a rating on the 1 00 4 0 scale e Principal mSGP Score Converted evaluation rating for the educator based on the median SGP score provided by the Department on a 1 0 99 0 scale This score is not alterable but it is dynamic because it automatically converts the 1 0 99 0 score that is alterable see below Alterable Fields into a rating on the 1 00 4 00 scale e Submitted Summative Score Summative score that was submitted by the district at the time of the NJ SMART submission in the summer of 2014 This field is intended to show what was submitted originally as a point of comparison with the new certified summative score that has been calculated using the alterable components of evaluation e Role This column is a reflection of the role indicated for this staff member in your NJ SMART submission e Score Altered This box is not alterable but it is dynamic This box will display a check mark if you have altered any field in the row It will remain check marked once you save if you return to this page Alterable Fields e Teacher Practice Score Teacher practice component rating that the district submitted for each teacher This field should have a score between 1 00 4 00 or be marked TNE Teacher not Evaluated e SGO Score Student Growth Objective SGO Score that the district submitted for eac
6. to get basic information about your data navigate all data for your district by role download a file of each data set if you would like and eventually certify that the data in the application is in fact correct D Degartnent of Fducation EVALUATION SCORE CERTIFICATION ro aieas Login User test 99 9909 Logout Certification Status uncertified NJDOE IMS 99 NJDOE OIT 9999 Main Menu Before going in to certify data you should clear your exceptions list If you do not have any exceptions you can proceed to whichever staff member type you would like to begin with v EXCEPTIONS ff X BASIC INFORMATION amp STATUS TEACHERS X gt PRINCIPALS APs VPs v OTHER CERTIFIIED STAFF OCS EXPORT STAFF RECORDS d gt SEARCH A STAFF For the specis edit on staff score and role review update or re enter gt CERTIFY UA Data amp Evaluation Score Certification Tool Technical Manual 10 Basic Information and Status The basic information and status link provides an overview of the data you submitted in the summer of 2014 as well as the status of the data now whether you have altered it in any way resolved any exceptions or certified that it is correct yet There are no additional actions to take on this page but you can return to it after working in one of the other pages or when you log back in to the application to see the status of your data after some initial review Below the screen
7. to your computer as a csv or xls file If the link still does not work at that point cutting and pasting the data listed in the portal in Microsoft excel will place the data ina sort able format Certification Status uncertified NJDOE IMS 99 NJDOE OIT 9999 DISPLAY amp EXPORT STAFF RECORDS Select Teachers O Principals D Others OCs an Startto Query Data a aj Export Teacher 9999 to Excel File Note Google Chrome Recommended for export If export does not save automatically you may need to right click and save to your computer teacher_9999 sMID School First Name Lani Mee DoB Teacher Teacher mSGP mSGP Submitted Certified Score z Practice SGO Score Rating Summative Summative Altered 1 000000010 Rose White 07 09 1965 1 1 30 4 0 1 22 1 9 2 00000005 9999 BETA SCHOOL 1 101 Kim Pelly 12 21 1965 3 05 3 0 90 2 7 3 03 3 33 3 00000006 9999 BETA SCHOOL 1 101 Justin Irwin 12 24 1966 3 10 3 0 90 3 09 3 09 3 36 4 00000004 9999 BETA SCHOOL 1 101 Russell Bell 08 11 1968 2 2 1 1 0 3 03 1 7 yes a Export Admin 9999 to Excel File Note Google Chrome Recommended for export If export does not save automatically you may need to right click and save to your computer admin_9999 sw schoo Fietteme LastName Do8 Pracie Gos LeadershipSGO Av Score ating Summative Summative Alered 1 000000013 Ellen Ward 08 18 1959 3 3 3 3 40 2 7 NA 2 91 2 000000011 9999 BETA SCHOOL 1 101 Patricia Giardina
8. 9 7 77 3788 or educatorevaluation doe state nj us Evaluation Score Certification Tool Technical Manual 11 Total OCS Numbers This row indicates how many Other Certificated Staff OCS records are captured in the OCS section of this tool If this number does not match the number of OCS records you have locally you should first see if these records are captured in Exceptions If they are not in Exceptions or in any other part of the application you should retrieve your original NJ SMART submission to compare that data with what is reflected in the ESCT If these numbers still do not match please contact the NJDOE at 609 7 77 3788 or educatorevaluation doe state nj us Data Altered This row identifies if fields in any of the rows have been altered by the user There are no action steps associated with this information this is simply to make you aware of any differences between the scores originally submitted in Summer 2014 and those being certified at this time Data Altered Ratio The percentage displayed in this row shows how many records that have been altered by the user If this number is above 5 the user will be asked to justify this difference when certifying the data Data Staff Score Certification This row indicates whether the data in the ESCT has been certified This will remain red until you have certified the data after which time all fields will be locked in other parts of the application and this row will be marked w
9. A STAFF Search a Staff by SMID Please enter SMID No 00000006 SMID 00000008 School 2099 BETA SCHOOL 1 101 Name Justin Irwin DOB 12 24 1966 Role Teacher to change the role please click here Note only in case this staff is not at the Teacher role The Staff Teacher Score to modify the score please click here Teacher Practice Teacher SGO mSGP mSGP Rating 80 Submitted Summative Certified Summative Score Altered 3 10 3 0 3 08 3 36 Evaluation Score Certification Tool Technical Manual 22 Certification Screen Once you have reviewed all of your data and altered any fields necessary to ensure that all Certified Summative Score records are accurate you will be asked to certify that All data being submitted through this web application is correct and matches the evaluation scores that are in school personnel files Please ensure you have cleared all of your Exceptions before proceeding to certify your data Once you press certify you will get one or some combination of the following notifications e Less than 5 of Records Altered If you have not altered any information you will simply be asked to identify yourself as the Superintendent of your school district and to certify that all records are correct e More than 5 of Records Altered If you have altered records for more than 5 of staff members you will be asked to explain why this was necessary Explanation
10. Certificated Staff Other Certificated Staff refers to two categories of teaching staff members The first of these are supervisors non Supervisory coordinators and directors The second are educational services providers AchieveNJ gives districts substantial local flexibility in calculating summative ratings for these categories of staff which are identified in the NJ SMART Staff Submission as follows Supervisors non supervisory coordinators and directors are certificated staff assigned job codes in the range 0300 0599 Educational services staff are certificated staff assigned job codes 3100 4000 The Other Certificated Staff page displays all of the ratings your district submitted for other certificated staff members all in one place This page displays fields listed below some are alterable and some are not If you are not familiar with the NJ SMART staff evaluation submission that is the basis for this data you may familiarize yourself with each field here Other staff component scores have no required weights specified by the Department Therefore all their certified summative scores are based purely on what the district submitted to the Department in this section In this section the Certified Summative Score will match the Submitted Summative Score exactly unless you alter it This is because there is no uniform algorithm to be applied to these component level scores This also means that if you change a component score it will not c
11. Not Evaluated e Admin SGO Avg Student Growth Objective SGO Average component rating that the district submitted for each administrator This field should have a score between 1 00 4 00 or be marked ANE Administrator Not Evaluated e Calculated mSGP Median Student Growth Percentile mSGP Score provided by the Department for each applicable administrator For 2013 14 there are two kinds of SGP administrators those who have multiple SGP grades in their schools and those who have just one This score is based on SGP scores of students attributed to an individual principal AP VP administrator through the NJ SMART Staff Data submission This field should have a score between 1 0 99 0 or be labeled NA Not Available If applicable the score is automatically converted into a score on a scale from 1 00 4 00 using the Department s conversion chart If you believe that there is an error in the score reported here you should consult the Department s guidance on this topic here IF YOU ALTER ANY MSGP SCORES YOU WILL BE ASKED TO DOCUMENT HOW YOU DETERMINED THE CORRECT SCORE BEFORE CERTIFYING YOUR DATA After altering records and before moving on to a new page be sure to press the save button in the bottom right corner of your window If you do not press this button your changes will be lost when you navigate away from the page or if you are away from your page too long Evaluation Score Certification Tool Technical Manual 17 Other
12. Records Act OPRA Purpose The primary purpose of the Evaluation Score Certification Tool ESCT is to allow school district administrators to certify that all of the educator evaluation data in the New Jersey Department of Education s records matches the data in their local personnel files While district administrators were asked to certify that this data was accurate in the summer of 2014 when they initially submitted it the Department is providing this final opportunity to view and certify 2013 14 staff evaluation records for several reasons e Incorporating mSGP scores into summative ratings On January 8 the Department released mSGP scores to all districts to be reviewed and shared with qualifying educators The Evaluation Score Certification Tool provides a calculated summative rating for mSGP educators and offers an opportunity for administrators to identify any potential data issues please see Procedures for Addressing 2013 14 mSGP Data Issues for more information e Supporting district review of local records and calculations The certification process provides districts a final opportunity to ensure that all ratings assigned to educators are accurate e Improving overall state data accuracy The certification process helps to ensure all educator evaluation information is provided in a standardized format to comply with state and federal requirements and that future policy decisions at the state level are based on real evidence Imp
13. SCT Please make sure to review the following 1 February 3 Broadcast Memo 2 Evaluation Score Certification Tool Technical Manual Once you enter the ESCT please keep the following steps in mind 1 Review your Basic Information and Status Page to ensure that the data loaded into the ESCT is consistent with the data submitted by your district 2 Click on the Exceptions link and clear any records in this category To learn more about why a record might land in the exceptions category review the Technical Manual 3 Review records in the Teachers Principals APs VPs and Other Certificated Staff portals Alter records as necessary the ESCT will track changes and identify any differences between submitted summative scores and certified summative scores in red 4 Review your Basic Information and Status Page again to see how your district data has changed if at all 5 Click the Certify Evaluation Data link Once you have reviewed and altered any necessary data to match local records press the link to certify At this time you will be asked to justify any changes to mSGP records if applicable or to explain why other changes were necessary if you have altered more than 5 of total records Open Application Evaluation Score Certification Tool Technical Manual 9 Main Menu Once at the main menu you are presented with several links each with a specific function This page allows you
14. by the Department using the individual component level scores available component scores submitted by the district and combined with an mSGP score where applicable This field is not alterable but it is dynamic it will automatically change when if you change a component level score This is the score you will be certifying as the final and correct score to the Department when you certify your data Why are there differences between my Submitted Summative Scores and my Certified Summative Scores The ESCT verifies all of the staff scores submitted by districts and calculates the Certified Summative Score using the appropriate evaluation weights and calculations for 2013 14 If there is a difference between a staff member s Submitted Summative Score and their Certified Summative Score the numbers will appear in maroon to ensure that you the user are aware that they are different e In most cases these will be different simply because this was an mSGP staff member who did not previously have all the components necessary to receive a Summative score e In other cases these may be different due to an error by the district in the initial submission or for another reason only known to the district administrator The district should review all scores in maroon to make sure they clearly understand why these scores are different take the proper action update local records or edit data in ESCT before finalizing the staff evaluation cert
15. ce you save if you return to this page Alterable Fields e Teacher Practice Score Teacher practice component rating that the district submitted for each teacher this field should have a score between 1 00 4 00 or be marked TNE Teacher Not Evaluated e SGO Score Student Growth Objective SGO Score that the district submitted for each teacher this field should have a score between 1 00 4 00 or be marked TNE Teacher Not Evaluated Please note if you have an educator who submitted an SGO review form you will need to reach out to the Department directly 609 777 3788 or at educatorevaluation doe state nj us in order to ensure these corrections are captured e mSGP Score Median Student Growth Percentile mSGP Score provided by the Department for each qualifying teacher This score is based on SGP scores for those students attributed to an individual teacher through the Summer 2014 NJ SMART Course Roster Submission This field should have a score between 1 0 99 0 or be labeled NA Not Available If applicable the score is automatically converted into a score on a scale from 1 00 4 00 using the Department s conversion chart If you believe that there is an error in the score reported here you should consult the Department s guidance on this topic here IF YOU ALTER ANY MSGP SCORES YOU WILL BE ASKED TO DOCUMENT HOW YOU DETERMINED THE CORRECT SCORE BEFORE CERTIFYING YOUR DATA After altering records and before moving on t
16. core and mSGP Score in some cases This is not alterable but it is dynamic it will automatically change when if you change a component level score THIS IS THE SCORE YOU WILL BE CERTIFYING AS CORRECT TO THE DEPARTMENT Evaluation Score Certification Tool Technical Manual 16 e Role This column is a reflection of the role indicated for this staff member in your NJ SMART submission e Score Altered This box is not alterable but it is dynamic This box will display a check mark if you have altered any field in the row and will remain check marked once you save if you return to this page Alterable Fields e Principal AP VP Practice Principal practice component rating that the district submitted for each administrator This field should have a score between 1 00 4 00 or be marked ANE Administrator Not Evaluated e Admin Goal Administrator Goal component rating that the district submitted for each administrator This field should have a score between 1 00 4 00 or be marked ANE Administrator Not Evaluated Please note if you have an educator who submitted an Admin Goal review form you will need to reach out to the Department directly 609 7 77 3788 or at educatorevaluation doe state nj us in order to ensure these corrections are captured e Eval Leadership Evaluation Leadership component rating that the district submitted for each administrator This field should have a score between 1 00 4 00 or be marked ANE Administrator
17. djusted evaluation scores based on these review processes should call 609 7 77 3788 or email educatorevaluation doe state nj us for assistance At this time the verification of these records will be handled outside of the application and the Department will assist districts in identifying these individual records to ensure that they are final and correct in state records Evaluation Score Certification Tool Technical Manual 6 Accessing the Application The Evaluation Score Certification Tool can be accessed from the NJDOE Homeroom website here https homeroom state nj us Once there click on Evaluation Score Certification Tool ESCT Welcome to the NJDOE Homeroom Important Information PLEASE READ Homeroom Administrator Account information form that was faxed to the NJDOE only provides access to the Homeroom Administration System To access any of the Data Collection Systems you need to have your district s Homeroom Administrator create a user account for those systems Do not bookmark links to any of the systems in Homeroom The systems get archived yearly therefore the bookmark will take the user to the previous year s system Before entering data into a new system delete cache from your browser Homeroom Administration Homeroom Administrator Manual Data Collection Information Center Homeroom Administrators Please read the Manual before you enter the site News Of The Day February 2 2015 ADDL Ch 192 193 F
18. e Certified Summative Score number in the OCS portal is simply based on the summative score originally submitted by the school district There is no formula that is applied for Other Certificated Staff members Due to the fact that the only requirement for these staff members is that they have a summative score on a 1 00 4 00 scale and that these records represent ratings for staff members in a variety of assignments in schools and sometimes in central office functions For example Counselors Nurses Supervisors etc the Department is not able to apply a standard formula With this in mind if you alter one of the component level scores for any of these staff members and you have communicated a policy that applies a weighting formula for any of these records you must ensure that you update the Certified Summative Score to reflect the formula you are applying to that record How Do Change a Staff Member s Role if it is Incorrect If you discover a record that identifies a staff member in the wrong role for example they are listed as a Principal AP VP when they should be an OCS you can fix this by entering their SMID in the Search a Staff Member ID portal This portal will allow you to find this staff member edit their role and edit any of their evaluation data as necessary to ensure that the appropriate scores have been assigned What if have a Educator Who Completed the SGO or Admin Goal Review Districts that need to reflect a
19. g 315 4 3 3 13 101 9999 BETA SCHOOL 1 00000007 Amy Mayne 3 05 40 3 0 3 77 1 67 1 67 c yg oD 2 5g og 8 G 2 101 9999 BETA SCHOOL 1 00000008 P P P P BEE 8 2 29 2 29 Support email educator Non Alterable Fields School Code Numerical identifier for school where administrator is based School Name Name of school submitted by district can be sorted by school building where administrators are based Staff Member ID Number SMID Unique identifier for each staff member First Name First name of each principal AP VP your district submitted Last Name Last name of each principal AP VP your district submitted mSGP Score Converted evaluation rating for the educator based on the mMSGP score provided by the Department on a 1 0 99 0 scale This score is not alterable but it is dynamic because it automatically converts the 1 0 99 0 score that is alterable See below Alterable Fields into a rating on the 1 00 4 00 scale Submitted Summative Score This column is the summative score that was submitted by the district at the time of the NJ SMART submission in the summer of 2014 This field is intended to show what was submitted originally as a point of comparison with any changes made through this process Certified Summative Score This column is the summative score as calculated by the Department using the component level scores Principal Practice Evaluation Leadership Administrator Goal Score SGO S
20. h teacher This field should have a score between 1 00 4 00 or be marked TNE Teacher Not Evaluated e mSGP Score Median Student Growth Percentile mSGP Score provided by the Department for each teacher that it applies to This score is based on individual student s growth percentile scores who have been attributed to each individual teacher during the NJ SMART course roster submission This field should have a score between 1 0 99 0 or be labeled NA Not Available If applicable the score is automatically converted into a score on a scale from 1 00 4 00 using the Department s conversion chart If you believe that there is an error in the score reported here you should consult the Department s guidance on this topic here IF YOU ALTER ANY MSGP SCORES YOU WILL BE ASKED TO DOCUMENT HOW YOU DETERMINED THE CORRECT SCORE BEFORE CERTIFYING YOUR DATA e Admin Practice Administrator practice component rating that the district submitted for each administrator This field should have a score between 1 00 4 00 or be marked ANE Administrator Not Evaluated e Admin Goal Administrator goal component rating that the district submitted for each administrator This field should have a score between 1 00 4 00 or be marked ANE Administrator Not Evaluated e Eval Leadership Evaluation leadership component rating that the district submitted for each administrator This field should have a score between 1 00 4 00 or be marked ANE Administ
21. hange the certified summative score Therefore you will need to manually change the certified summative score to match any component level scores if you add them 4 PEE A E S META EVALUATION SCORE CERTIFICATION TOOL PrE Main Menu Logout Login User test 99 9999 Certified NJDOE IMS 99 NJDOE OIT 9999 OTHER CERTIFIED STAFF The data is locked read only because you have certified the Educator Evaluation data f Admin k Sch Teacher Teach cul em Ai X l Sch smD gt First Name act teen eacher Teacher CalculatedmSG dmin Admin Eval 5 SGO CalculatedPrincipal Submitted Certified Score Code Name Practice SGO mSGP Score Practice Goal Leadership SGI mSGP Score Summative Summative Altered 101 9999 BETA SCHOOL 1 0000000123 Ellen Ward ocs OCS NA ocs OCS ocs ocs NA NA NE Non Alterable Fields e School Code Numerical identifier for school where administrator is based School Name Identifier that will allow you to sort by school building where administrators are based Staff Member ID Number SMID Unique identifier for each staff member First Name First name of each staff member your district submitted Last Name Last name of each staff member your district submitted mSGP Score Converted evaluation rating for the educator based on the median SGP score provided by the Department on a 1 99 scale This score is not alterable but it is dynamic Evaluation Score Certification
22. her the County or District level login Login Select Login Level District DOE Administrator Please enter the District login data below then click Log on button County ID District ID Web User ID Password Log on Support email educatorevaluation doe state nj us Click on the Login button Successful login will take you to Welcome Page with instructions Evaluation Score Certification Tool Technical Manual 8 Welcome Screen Once you have reached the Welcome Screen confirm the county and district name at the top of your page You can see if your data is loaded by the message below this information If the data has been loaded for your district then read the introductory message in the center of the page review the linked broadcast memo and click open application Welcome to the Evaluation Score Certification Tool ESCT This tool will allow you to view evaluation scores submitted by your district to the State Department of Education through the NISMART Staff Evaluation Submission in June along with where applicable teacher and administrator mSGP scores that have been calculated by the Department The State has used this data to provide certified summative evaluation score for each of your staff members based off of the component score data your district submitted the accuracy of which your superintendent will be asked to certify Before Entering the E
23. ied NJDOE IMS 99 NJDOE OIT 9999 TEACHER PORTAL The data is locked read only because you have certified the Educator Evaluation data Select a school to list teachers 9999 BETA SCHOOL 1 101 vX smp gt FirstName gt Last Name DoB Mee ered vere am ted amaie Siama Me Ained Score B 00000001 John Lee 05 10 1980 40 30 3 NA 3 18 2 95 T v 000000010 Rose White 07 09 1965 31 3 0 32 NA 1 22 NE oO 00000002 Jane Phillips 03 12 1970 298 40 NA NA 3 19 3 13 T v 00000003 Mike Adair 02 11 1971 3 33 30 1 NA 3 28 2 58 T ml 00000004 Russell Bell 08 11 1968 3 04 3 0 NA NA 3 03 3 03 T 00000005 Kim Pelly 12 21 1965 3 05 30 NA NA 3 03 3 04 T 00000006 Justin Irwin 12 24 1966 3 10 3 0 NA NA 3 09 3 09 F m Support email educatorevalu oe state nj us School Drop Down List In order to begin reviewing teacher records you must first select the school building that those educators were assigned If for some reason an educator was not assigned to a school building during the submission they will be listed in the other or empty category If you discover that the school designation was incorrect or that other teachers are not listed at the right school it is not necessary to correct this information at this time as the focus of this data review is staff evaluation scores and not school assignments Non Alterable Fields Staff Member ID Number SMID Unique identifier for each staff member First Name
24. ification and ensure that all educators are aware of the correct and certified final score in their personnel file Once certified the Department will take the Certified Summative Score as the final and correct score for state records Why is the Score Altered box checked Whenever you alter a record the Score Altered box will mark this change with a check mark If you change the score back to what it was originally before saving the box will uncheck once the screen is refreshed The Evaluation Score Certification Tool Technical Manual 5 purpose of this function is to remind you which staff member scores you have altered and to serve as a tracker for the Department to identify where the district has provided new component level ratings and ultimately a new Certified Summative Score for a staff member If you alter more than 5 of scores the ESCT will ask you to provide a justification for these score changes when you certify your data Please be prepared to explain why alterations were necessary and to share any steps that were taken to ensure that there is evidence documenting that the new scores are indeed the final and correct scores that have been shared with the staff member The purpose of these explanations is for the Department to consider future guidance and supports to districts in implementing AchieveNJ and collecting data through NJ SMART How are Records in the Other Certificated Staff OCS Portal Calculated Th
25. ion for details on why individual records may be identified If this row is marked with a green check it means that you do not have any exceptions to resolve If it is marked with a red square it means that you must clear your exceptions before certifying your data Additionally if there is a red square you will find a number associated with this row indicating many exceptions you have to resolve e Total Teacher Numbers This row indicates how many teachers are captured in the teacher section of your data If this number does not match the number of evaluated teachers you have locally you should first see if these records are captured in Exceptions If they are not in Exceptions or in any other part of the application you should retrieve your original NJ SMART submission to compare that data with what is reflected If these numbers still do not match please contact the NJDOE at 609 7 77 3788 or educatorevaluation doe state nj us e Total Principal Numbers This row indicates how many Principals APs VPs are captured in the Principals APs VPs section of this tool If this number does not match the number of records you have locally you should first see if these records are captured in Exceptions If they are not in Exceptions or in any other part of the application you should retrieve your original NJ SMART submission to compare that data with what is reflected in the ESCT If these numbers still do not match please contact the NJDOE at 60
26. ith a green check Evaluation Score Certification Tool Technical Manual 12 Exceptions The Exceptions Page captures all staff member records that fall outside of the parameters provided by the Department in the NJ SMART Staff Evaluation Handbook These parameters allow the Department to identify if the staff member is being evaluated as a teacher a principal AP VP or as an other certificated staff member If a staff member record is located in the Exceptions category it is because something in their data is preventing the Department from discerning their specific role This might have happened if the district identified the staff member in one cell as a teacher for example by marking a T in the Administrator Goal field but then identified that same staff member as something else in another cell for example by marking OCS in the Evaluation Leadership field In order to resolve your exceptions and clear this page you must identify which category each listed staff member should have been evaluated as a teacher a principal AP VP or an other certificated staff member OCS Once you have identified which role each employee should have been evaluated as you can save the page and move on to each staff member grouping teacher principal AP VP or OCS A few things to keep in mind e You must resolve all exceptions before certifying your data e You can work in other areas before resolving all exceptions but you should remembe
27. o a new page be sure to press the save button in the bottom right corner of your window If you do not press this button your changes will be lost when you navigate away from the page or if you are away from your page too long Evaluation Score Certification Tool Technical Manual 15 Principals APs VPs The Principals APs VPs page displays all of the administrator ratings your district submitted all in one place along with any applicable mSGP scores provided by the Department This page displays fields listed below some are alterable and some are not If you are not familiar with the NJ SMART staff evaluation submission that is the basis for this data you may familiarize yourself with each field here If you would like to review how principal AP VP evaluation component scores were weighted in the 2013 14 school year you can do so here Departaientot Education EVALUATION SCORE CERTIFICATION TOOL oi Main Menu Logout Login User test 99 9999 Certified NJDOE IMS 99 NJDOE OIT 9999 ADMINISTRATOR PORTAL The data is locked read only because you have certified the Educator Evaluation data a Admin Submitted Certified Score Sch Sch Admin Admin Eval Calculated ih Role 5 SMID gt rst Name gt Last Name gt SGO Summative Summative Altered Code Name gt Practice Goal Sorte mSGP mSGP score Fl A 101 9999 BETA SCHOOL 1 000000011 G 1 22 NE 101 9999 BETA SCHOOL 1 00000009 Hagar 253 2 2 3 06 Yan
28. ortantly the February 3 release of the Evaluation Score Certification Tool also constitutes notification to districts of the final summative rating for educators whose 2013 14 evaluations include mSGP Districts should take this into consideration when planning to share any pertinent information with staff members We strongly encourage all district leaders to carefully review the information in this tool in order to complete the certification process by March 13 Evaluation Score Certification Tool Technical Manual 3 Overview and Broadcast Memo Before continuing with the Evaluation Score Certification Tool ESCT please review the Broadcast Memo released by the Department on February 3 2015 The memo offers an overview of this process along with the necessary background and context how this tool should be used Please keep in mind that while all districts must review and certify their data it is not expected that all districts will need to alter data elements If you complied with NJ SMART guidelines in the summer 2014 Staff Evaluation Submission and have not had any reviews or score modifications since that time your data should be correct and ready to certify If you have teachers that have received mSGP scores since that submission you may want to pay special attention to these records to ensure that the new certified summative evaluation scores of these staff members are correct All data in this application has been compiled by the
29. r to review the certified summative score of each staff member once their record is moved from the Exceptions section to the appropriate staff member grouping before certifying your data e Many districts will have zero exceptions and can move on to other parts of the application s Decetpertiof Education EVALUATION SCORE CERTIFICATION TOOL PEYE MainMenu Logout Login User test 99 9999 Certification Status Certified NJDOE IMS 99 NJDOE OIT Exceptions The data is locked read only because you have certified the Educator Evaluation data Submitted Sch sch Name SMID First Name Last Name DoB Summative Certified Code S Summative You have no records in Exceptions Evaluation Score Certification Tool Technical Manual 13 Teachers The Teachers Page displays all of the teacher evaluation component and summative ratings your district submitted by school along with any applicable mSGP scores provided by the Department This page displays fields listed below some are alterable and some are not If you are not familiar with the NJ SMART Staff Evaluation Submission that is the basis for this data you may familiarize yourself with each field here If you would like to review how teacher evaluation component scores were weighted in the 2013 14 school year you can do so here p s Dents ont oF Fd FTE EVALUATION SCORE CERTIFICATION TOOL abe Main Menu Logout Login User test 99 9999 Certif
30. r to confirm the data you must provide justification for this acting here You are seeing this message because you altered or turned off at least one mSGP score In oder to processed with this action two further actions are required I confirm that I have altered this score due to incorrect course or staff roster data submitted by my school district I based on new mSGP score calculation submitted on locally available and accurate course roster data that incorporates the required business rules outlined in Educator Effectiveness regulations The process taken to correct these involved the following steps To check the following finalization box and enter your name then click on the Certify the Evaluation button Finalized I erintendent certify that all data is being submiited through this web application is correct and matches the evaluation scores that are in school personnel files Certify the Evaluation Evaluation Score Certification Tool Technical Manual 23 Evaluation Score Certification Tool Technical Manual 24
31. rator Not Evaluated e Admin SGO Avg Student Growth Objective SGO Average component rating that the district submitted for each administrator This field should have a score between 1 00 4 00 or be marked ANE Administrator Not Evaluated e Calculated mSGP Median Student Growth Percentile mSGP Score provided by the Department for each administrator that the score applies to Please keep in mind that there are two kinds of SGP administrators those who have multiple SGP grades in their schools and those who have just one This score is based on individual student growth percentile scores who have been attributed to each individual teachers and administrator during the NJ SMART course roster submission This field should have a score between 1 0 99 0 or be labeled NA Not Available Evaluation Score Certification Tool Technical Manual 19 If applicable the score is automatically converted into a score on a scale from 1 00 4 00 using the Department s conversion chart If you believe that there is an error in the score reported here you should consult the Department s guidance on this topic here IF YOU ALTER ANY MSGP SCORES YOU WILL BE ASKED TO DOCUMENT HOW YOU DETERMINED THE CORRECT SCORE BEFORE CERTIFYING YOUR DATA e Certified Summative Score This column is the same as the submitted summative score in this case This is alterable and should be changed manually to match with the local calculation used to determine the summati
32. s for this might include reasons errors were made if any or will point to alterations that were necessary in light of reviews made since the Summer 2014 NJ SMART submission e mSGP Records Altered f you have altered any mMSGP records provided by the Department you will also be asked to explain and document the steps you took to identify the error and or how you calculated a more accurate mMSGP score This will be asked because mSGP scores are calculated by the Department and districts should only be altering these records in rare cases where they discovered an error they are able to document with evidence In cases where both mSGP scores are altered and more than 5 of records are altered Superintendents will be asked to share information regarding both actions Once you have completed the above actions and finally certified all data your district s records will be locked for the remainder of the period that the Evaluation Score Certification Tool is open If you believe that you have certified data in error or need to get back into your data please reach out to the Department directly at 609 777 3788 or at educatorevaluation doe state nj us ip ee EVALUATION SCORE CERTIFICATION TOOL _ tee Sy Main Menu Logout Login User test 999999 NJDOE IMS 99 NJDOE OIT 9999 CERTIFICATION You are seeing this message because you altered more than 5 of all records in the educator evaluation application In ode
33. shot is a basic explanation of each field Department of Education EVALUATION SCORE CERTIFICATION TOOL Main Menu Logout Login User test 99 9999 NJDOE IMS 99 NJDOE OIT 9999 BASIC DATA INFORMATION amp STATUS Data Information Action Operation Status Explanation 1 Working ESCT Data ready yes This data is ready for your review and certification Once certified the data will be finalized The NJDOE requires that all evaluation data is reviewed and certified in order to be considered Data Staff Score Certification required certified final and corre Exception Records resolve required I Before certifying the data you must resolve any and all exceptions 4 Total Teacher Count Verify 7 Number of teachers reported into box 5 Total Principal Count Verify 4 Number of principals reported into box 6 Total OCS Count Verify 1 Other Certified Staff OCS Data Altered A yes Staff evaluation records have been changed in this system 8 Data Altered Ratio 25 0 This is the records that have been altered e Working ESCT Data This row indicates that the data in the application is ready for your certification or editing as necessary If the status of this field is not a green check please contact the Office of Evaluation immediately at 609 7 7 7 3788 or educatorevaluation doe state nj us e Exception Records This row indicates if there are exceptions to be resolved in your data Please see the Exceptions explanat
34. unding Statement and Additional Funding Request AMAO AMAO Data Report Active Systems ARRA Quarterly Section 1512 ARRA Quarterly Section 1512 Reporting ADDL ASSA Application for State School Aid ASSA AudSum Audit Summary Online es Budget 2015 2016 Budget Statement Software pial Bilingual Bilingual Waiver Request Submission CAFR Repository CAFR Repository Application for the Electronic Upload of the CAFR Submission Package fecal cps CDS Information System STE peeps CRR Course Roster Reports DSDC Ch192 193 Report of Nonpublic Auxiliary and Handicapped Services BESS NCES Alocaiion Notes CHE Charter School Enrollment System Evans cssD CSSD Tuition System GEOY CTE Program Approvals CTE Program Approval Applications and Individual Program Performance Reports cone x pspc Debt Service Data Collection HIB ITP EE4NJ EE4NJ Summer 2012 Data Collection aam aids moi naore ToT onrece Evaluation Score Certification Tool Technical Manual 7 Log in Log in to the application using the 2 digit county code 4 digit district code user ID and password If you do not have an ID and password contact your district Homeroom Administrator formerly the web user administrator WUA They will have the ability to sign in to the portal or to assign the project to the appropriate staff member to do so a 4 Det cast ok Education EVALUATION SCORE CERTIFICATION TOOL Mer eg DOE Homeroom Download User Manual To access the EEWA the user must select eit
35. ve score for each staff member in this category THIS IS THE SCORE YOU WILL BE CERTIFYING AS CORRECT TO THE DEPARTMENT After altering records and before moving on to a new page be sure to press the save button in the bottom right corner of your window If you do not press this button your changes will be lost when you navigate away from the page or if you are away from your page too long Evaluation Score Certification Tool Technical Manual 20 Export Staff Records The Export Staff Records page allows you to download data from the ESCT into an Excel document This may be useful for districts who want to check data off line before making corrections in the web based application There are several ways to export this data e Teachers This export will give you an Excel document that matches the data that you will view on the teachers page of the ESCT e Principals APs VPs This export will give you an Excel document that matches the data that you will view on the principal AP VPs page of the ESCT e Other Certified Staff This export will give you an Excel document that matches the data that you will view on the Other Certified Staff page of the ESCT e All This export will give you an Excel document that incorporates all data applicable to the district s staff evaluation file PLEASE NOTE The Department recommends Google Chrome for this action If the export does not work initially try right clicking the link and saving it
36. you have altered more than 5 of total records Evaluation Score Certification Tool Technical Manual 4 Anticipated Questions Why are My Records Separated into Three Groups The Summer 2014 NJ SMART submission had all users submit data in one spreadsheet simply indicating in data fields whether the staff member was a T Teacher P Principal AP VP or an OCS Other Certificated Staff Member In the ESCT the Department has separated these role groups to apply the proper formulas to provide clarity and for ease of use In some cases it is not clear which group the staff member falls into because there was conflicting data inputted for that individual In these cases the Department was unable to determine which summative formula to apply in order to calculate a Certified Summative Score and therefore placed this record in Exceptions for additional district clarification What is the Submitted Summative Score The Submitted Summative Score is the summative final evaluation score submitted by the district at the time of the NJ SMART submission in the summer of 2014 This field is not alterable and will not change it is intended as a point of comparison with the certified summative score to show where there are differences between what the district submitted and what score has been calculated by the Department What is the Certified Summative Score The Certified Summative Score is the summative evaluation score calculated
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