Edit an Observation Template

Existing observation templates can be modified using the following instructions.

Once an observation template has been selected for an observation, indicated by a lock icon next to its name, most settings no longer can be modified. These restrictions will be pointed out in this topic.

1. From the Observation tab, select Observation Designer.
   

   

2. From the Groups tab, click the name of the group to which the template belongs. Use the search box to find the desired group, if needed.
   

   

3. Click the name of the observation template you want to review/modify.
   

   

4. The pop-up window will close and the Observation Designer Edit Mode wizard will appear.

General Settings

On the General Settings tab, update the template name or description if necessary. Then click Next.

Details

On the Details tab, form fields are created for use by the Observer. You have the following editing options.

Add a Field

*If the template has been selected for an observation, only non-required fields can be added.*

1. Click Add Field.
   

   

2. In the pop-up window, complete all information about the field. See Observation Template Form Fields for a description of each field type available to you.
   

   

3. Once a field has been added, you have the following options:

   

   • Change Display Order
   • Add Field
   • Edit Field
   • Copy Field
   • Delete Field

Edit Existing Field

*If the template has been selected for an observation, only the following changes can be made to a field:*

• change field to non-required (cannot be reversed).
• change field title.
• change field description.
• change field order.
• add options.
• change option titles.
• change option order.

To edit a field, click on the pencil icon.

When finished editing fields, click Next.

Customize

On the Customize tab, the selected framework is displayed.

*This option is not available if the template has been selected for an observation.*

Use the checkboxes to show or hide certain parts of the framework for this observation template. When framework customizations are complete, click Next.

Fields

On the Fields tab, you can determine whether or not ratings and/or evidence are required and designate competencies as focus areas.

*These options are limited if the template has been selected for an observation.*

1. For each rated competency/element, determine the following:
   • Whether or not it is a focus area; if so, select the checkbox.
     

     

   • How rating scales will be displayed and if required.
     

     

   • Whether or not evidence is required; if so, make the Evidence field required.
     

     

   • Whether or not you want additional fields (considered as additional evidence); if so click Add Field. See Observation Template Form Fields for a description of each field type available to you.
     

     

2. Click Global Settings to determine scale settings for the entire template. Global settings will override any individual field settings. Click Apply Settings when done.
   

   

3. When settings for all competencies are complete, click Next.

Scoring

On the Scoring tab, select the method of scoring for the observation (will apply to this observation only). Based on the method you choose, additional scoring fields will appear for you to set.
*If the template has been selected for an observation, see Scoring Updates With Live Instances.*

Scoring method choices are as follows. A score is assigned when the observation is finalized by the Observer.

• Average - adds up all of the contributing scores, and then divides by the number of contributing scores.

  Example: (4 + 4 + 3 + 2 + 3 + 2 + 4) / 7 = 3.14

• Average (weighted) - if the weight and the rating are at the same tier, adds up all contributing scores multiplied by their associated weight, and then divides by the sum of the weights.

  Example: (4 x .3) + (4 x .2) + (2 x .1) + (3 x .1) + (2 x .1) + (4 x .2) / (.3 + .2 + .1 + .1 + .1 + .2) = 3.5

  • Weights do not have to add up to 100.
  • If the weight is at a tier hierarchically greater, then the system must calculate the average of all the ratings within the specified weighted-tier (up to 16 decimal places) and then apply the weighted average calculation.

• Summative - adds up all of the contributing scores.

  Example: 4 + 4 + 3 + 2 + 3 + 2 +4 = 22

• Summative (weighted) - adds the weight to the contributing score, and then adds up the weighted scores.

  Example: ([w]+S..) = ({[4]+3}+{[2]+5}) where w is the additional weight added to the score, and s is the score generated from the observation.

• Custom - a custom scoring algorithm may have been created for your organization; in this case, you will be unable to select any other scoring options or settings.

When scoring settings are complete, click Next.

Overall Score

On the Overall Score tab, determine how the multiple ratings will be calculated into one observation score.
*If the template has been selected for an observation, see Scoring Updates With Live Instances.*

1. Select the rating scale to use. The scale associated with the template's framework is selected by default.
   

   

2. Select one or more rating values to display on the observation.
   

   

3. Based on the rating values selected, configure the rating scores.
   

   

4. When overall score settings are complete, click Next.

Scoring Updates With Live Instances

If the observation template has observation instances associated with it, the template must be deactivated before changes can be made to its scoring settings.

1. From the Observation Designer screen, select the checkbox for the desired template, then click Deactivate.
2. Open the template. Make changes to the Scoring or Overall Score tabs as necessary.
3. Upon finishing, a warning message will summarize the observation instances affected by your changes. Click Yes, Delete and make this change to continue.
   

   

4. Return to the Observation Designer screen and activate the template once again. A prompt will provide you with two options for handling the existing observation instances.
   

   

   
   
   • Select Activate & reset to in-progress to allow the Observer to review and finalize (causing the scores to recalculate). The Observee must re-acknowledge.
   • Select Activate & recalculate scores to automatically recalculate finalized observation instances.

Discussion

On the Discussion tab, click the toggle button On to enable the Discussion tab in the observation for use by the Observer and Observee. When done, click Next.

Targeting

On the Targeting tab, select Evaluatees whose evaluation plan will include an observation activity using this template.

1. A targeting summary will display. Click Target to add users.
   

   

2. Use the desired options to define the demographics for the targeted list. The number of selected recipients will appear on the right. Click Show Recipient List to view the names. When satisfied with the target settings, click Finish.
   

   

3. When done, click Next.

Review

On the Review tab, review the template that has been defined. Click Prev to return to a screen to make changes. When the template appears correct, click Finish.

You will be returned to the Groups tab.