Central Staff: Communication Plan

If you are an admin organizing staff evaluations, this communication plan provides you with ready-to-use email templates to help guide staff members through the SuperEval process. Each email template below encourages engagement and outlines the specific steps users need to take at each stage of their evaluation. Check out any of our email templates below:

Welcome & Getting Started
Evaluation Kick-Off
In-Progress Reminder
Deadline Approaching
Consolidated Evaluation Overview
Final Review & Digital Signatures

1. Welcome & Getting Started

When to Send: At the beginning of the SuperEval process
Subject: Welcome to Your SuperEval Journey!

Hi team!

We’re excited to kick off this year’s SuperEval journey! This is a chance to collaborate on setting goals, reflect on achievements, and focus on growth together. Here’s how to get started:

Next Steps:

Central Staff Members: Set your annual goals and select competencies that align with your growth priorities and district objectives. After Step 1, start your self-evaluation in Step 2, which you can continuously update throughout the year. Refer to this Help Article for a step-by-step guide.

Evaluators: Partner with your staff member to finalize goals and competencies. Once they finalize Step 1, move on to evaluations in Step 2, continuously supporting their progress and adding evidence throughout the year. Refer to this Help Article for a step-by-step guide.

Getting Started:

Log in at [Platform URL]. If you haven’t received a password yet, click “Reset Password” to create one and log in.

Key Dates:

Step 1 Deadline: [Insert Due Date]

Step 2 Deadline: This isn’t due until [Insert Due Date], but you should be continuously working on this throughout the year.

If you have any questions, please let me know!

2. Evaluation Kick-Off

When to Send: Approaching the Step 1 due date
Subject: It’s Time to Start Your SuperEval Self-Evaluation!

Hi team,

We’re approaching the first checkpoint! If you haven’t already, now’s the time to log into SuperEval at [Platform URL] and complete Step 1 by [insert due date]. After Step 1, central staff members and evaluators will begin Step 2, reflecting on growth throughout the year.

Next Steps:

Central Staff Members: Start building your self-evaluation, reflecting on your goals and adding evidence to showcase achievements. The Help Article will guide you through each step.

Evaluators: Start reviewing the staff member’s selected goals and competencies, providing feedback and making adjustments as needed. Access the Help Article for step-by-step support.

Feel free to reach out with any questions.

3. In-Progress Reminder

When to Send: Midway through the evaluation period
Subject: Keep Your SuperEval Evaluation Moving Forward!

Hi team,

This is a friendly reminder to keep your SuperEval evaluation moving forward! Continuous reflection helps you stay aligned with goals and objectives, leading to more meaningful growth rather than waiting until the end of the evaluation period. You can continue to work on your evaluation at [Platform URL].

Next Steps:

Central Staff Members: Keep updating your self-assessment by adding reflections and supporting documents as you go. The Help Article is here for guidance if you need it.

Evaluators: Continue reviewing the staff member’s progress and adding feedback. Remember, the Help Article is here for support.

Let’s keep up the momentum - feel free to reach out with any questions!

4. Deadline Approaching

When to Send: A couple weeks before the evaluation deadline
Subject: SuperEval Deadline Reminder – Finalize Your Evaluations!

Hi team,

We’re approaching the [insert due date] deadline for evaluations, so this is a quick reminder to continue working on your SuperEval entries at [Platform URL].

Next Steps:

Central Staff Members: Finish your self-evaluation by finalizing reflections and uploading any remaining documents. Use the Help Article for any needed guidance.

Evaluators: Complete your assessments and feedback in time for a smooth review. If needed, refer to the Help Article for guidance.

Please reach out if you need support.

5. Consolidated Evaluation Overview

When to Send: After the evaluation process is completed
Subject: SuperEval Evaluation Summary – Next Steps!

Hi team,

Thank you all for completing Step 2! The consolidated evaluations, including both self-assessments and evaluator insights, are now ready.

Next Steps:

Central Staff Members: No action needed at this stage; you’ll be notified once the final review and signature process begins.

Evaluators: Please log in to review the consolidated evaluation, make any final edits, and mark complete by [insert due date]. This will trigger the final review step for your staff member. Don't forget to use the Help Article as needed.

Thanks for all the hard work as we approach the final steps!

6. Final Review & Digital Signatures

When to Send: After Step 2 and before the end-of-year wrap-up
Subject: SuperEval Evaluation Complete – Final Steps & Signature

Hi team!

We’re at the final stage of the SuperEval process! Please complete your review and add your digital signatures by [insert due date].

Next Steps:

Central Staff Members: Log in to review the final evaluation and add your digital signature.

Evaluators: After the staff member signs, please log in to add your signature and finalize the evaluation.

Thank you for all your work on your evaluations this year!

If you require further assistance, please contact the Help Desk or call 1-844-312-3825.

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