Comprehensive SuperEval User Guide for Board Members

This guide walks the school board through each step of evaluating the superintendent's performance in SuperEval. Follow these steps to collaborate with the superintendent to align district goals and objectives, review performance, and provide feedback. For help with the new AI-enhanced features, look for the sections with the light blue background that include the AI Feature graphic. Let's get started.

In This Guide

• Step 1: Annual Goals and Competency Selection
• Step 2: Superintendent Self-Evaluation
• The Mid-Year Review (Optional)
• Step 3: Board Review and Evaluation of the Superintendent
• Step 4: Consolidate Evaluation Data from the Board
• Step 5: Proposed Board Evaluation: Final Review and Sign Off
• Accessing Final Evaluation Documents
• Our Observed Best Practices

If you're a superintendent seeking guidance on your self-evaluation, be sure to check out that step-by-step guide.

Step 1: Annual Goals and Competency Selection

In this initial step, the superintendent and school board work together to set annual goals tailored to district growth and improvement.

• The superintendent may seek mutual agreement with the board on the goals and components; no action is needed from board members during this step

Step 2: Superintendent Self-Evaluation

The superintendent conducts a self-evaluation, reflecting on their performance and compiling supporting evidence throughout the year.

• No action is needed from board members during this step

The Mid-Year Review (Optional)

The only board member that needs to perform an action in SuperEval during this step is the Board President (or their designated Trusted Agent).

Once the evaluatee has submitted their self-evaluation for board review, the Trusted Agent (typically the Board President) at the district can submit mid-year document(s) on behalf of the entire board. To attach your mid-year document(s):

1. Navigate to the evaluation using the Select Evaluation dropdown menu on your Dashboard.
2. Click into Step 2: Superintendent Self-Evaluation, which you will now notice is Locked for Mid-Year Review.
3. Click on the Overall Evaluation tab on the far-right side of the Evaluation Progress section.
4. Scroll down to the Shared Documents
5. Upload your Mid-Year Review document via the file uploader (click to select a file, or drag and drop one onto this part of the webpage)
6. Once both the Superintendent and Trusted Agent have uploaded their files, the board president can return to their Dashboard and click Mid-Year Review Complete to close out the mid-year phase
7. This will return the Self-Evaluation back to the Superintendent, who will now be able to submit it to a year-end evaluation.

Step 3: Board Review and Evaluation of the Superintendent

Now, the school board reviews the superintendent's self-evaluation and conducts an independent evaluation.

1. Navigate to your Dashboard
2. Click on Board Review and Evaluation of the Superintendent
3. Click START EVALUATION to begin your evaluation of the superintendent
4. You can choose to start your evaluation from a blank form or have it automatically pre-populated with the superintendent's responses, select the appropriate option on the modal that pops up.
5. Assess each individual competency and annual goal
   • Provide a Rating
   • Submit text evidence in My Feedback and Comments
   • Submit tangible evidence (documents, images, websites, etc.) in Supporting Evidence
   • Click on [Superintendent's Name] - Reflections and Evidence to view the superintendent's responses

The new AI feature set enables board members with two tools to assist with filling out their evaluations.

GENERATE NARRATIVE uses the feedback provided, as well as evidence files to draft a reflective narrative for the competency you are rating.

1. Input your Feedback and Comments. An abbreviated form is fine here, as you are simply providing information for the AI tool to use in crafting the narrative.
2. Attach your Supporting Evidence files with the +ADD button.

3. Press GENERATE NARRATIVE

   

4. Select the sources you want to be used in your reflective narrative, as well as the target word count for your narrative and press GENERATE NARRATIVE
5. Review the generated narrative for any inaccuracies or necessary manual changes and to make sure that it properly reflects the desired narrative. Press USE THIS NARRATIVE when you are satisfied (further editing is also possible after using the initial narrative).
   • VIEW WARNINGS will give you insight into any issues with your provided evidence files or provided feedback and comments
   • SHOW VALIDATIONS will provide confirmation or specific feedback as to whether the desired feedback and evidence files were rich enough in detail to yield a high quality narrative.
   • CHECK SUBJECTIVITY allows you to run a check on your own written Comments and Feedback for any subjective statements or comments that show bias.  This is only available for your own written Comments and Feedback, anything generated will be absent of any subjective or biased statements.

6. Once you fully complete your evaluation, SuperEval will automatically mark it as complete. To mark it complete before reaching 100%, click Mark Evaluation Complete in the top right corner of the screen
7. At this point, no further action is needed from individual board members except for the Board President (or Trusted Agent) for the remainder of the evaluation process.
8. Once every board member is finished working on their evaluation, the Board President (or Trusted Agent) should click Mark Complete to advance to Step 4 and compile all evaluations.

Step 4: Consolidate Evaluation Data from the Board

SuperEval automatically combines evaluations from all board members into one consolidated evaluation with the superintendent's evaluation, while allowing the Board President to make necessary changes to the final evaluation.

1. As the Board President (or Trusted Agent), navigate to your Dashboard
2. Click on Consolidated Evaluation Data from the Board
3. Click View Consolidated Evaluation Feedback to edit the consolidated evaluation
4. Select the Edit dropdown and click Edit Evaluation to make changes to the consolidated evaluation
   • Click Remove Names to automatically remove board member names from comments

Three new AI features are available in this step to assist the Board President with consolidating the individual board members’ evaluations and coalescing them all into a single, thoughtful and reflective evaluation.

• The Unified Board Voice will coalesce all the individual board members’ feedback and comments into one unified narrative for the final deliverable evaluation, rather than listing all the individual feedback separately.
• In the top right corner, select EDIT EVALUATION and choose Create Unified Board Voice. This can take a few minutes as it must process every response for every comment on the evaluation.
• Once the Unified Board Voice is finished, each Feedback and Comments field will be updated with the generated join-feedback, and will also include the Superintendent’s feedback from their Self-Evaluation.  You will also have a UNIFIED BOARD VOICE ACTIONS button that will allow you to View Validation Summary, Compare with Original or Restore Original Feedback as desired for each individual field.  You may also make manual edits to the generated feedback as needed.
• The Executive Summary feature enables the Board President to create an actionable overview of the assessment by marrying the rubric’s established methodologies with the findings of the evaluators.  This is a standalone section that will allow readers who did not participate in the evaluation process to comprehend the process, as well as its findings.
  1. Click Executive Summary on the right side of the Evaluation Progress section
  2. Click Generate Executive Summary

• After the Executive Summary is generated, you may then GENERATE YEAR END EVALUATOR GUIDE.  This is a Microsoft Word document derived from the Executive Summary that is meant to serve as an outline for an in-person review of the evaluation process and it’s results. 

5. Return to the Dashboard and click Mark Complete to finalize the proposed evaluation and trigger the superintendent to review and sign

Step 5: Proposed Board Evaluation: Final Review and Sign Off

The superintendent and Board President conduct a final review, and both parties provide digital signatures to complete the evaluation. The evaluation is stored in a digital archive that can be accessed at any time.  The Trusted Agent may not sign in place of the Board President.

1. As the Board President, navigate to your Dashboard
2. Once the superintendent has signed, click on Proposed Board Evaluation: Final Review and Sign Off
3. Scroll the bottom of the page and click Sign to electronically sign the evaluation

Accessing Final Evaluation Documents

Once the evaluation is complete, the superintendent and all board members will see three buttons at the bottom of their Dashboard: VIEW EVALUATION FEEDBACK, VIEW FINAL EVALUATION and EXPORT FINAL EVALUATION.

1. Click VIEW EVALUATION FEEDBACK to see the final evaluation in its online format
2. Click VIEW FINAL EVALUATION to see the final evaluation document as a PDF
3. Click EXPORT FINAL EVALUATION to download a ZIP file containing the FOIL Document, Final Evaluation and all attachments (Board President and superintendent only)

Our Observed Best Practices

In our experience, the districts that report the most success using SuperEval for their evaluations tend to adhere to the following guidelines: 

1. Make SuperEval usage a recurring, year-long task.
   • For most users, this means a weekly check-in to potentially add any new files that can be later used as evidence for when the time comes to fill out their evaluation. Users find this helps them remain mindful of their goals and evaluation, present more comprehensive and complete information, and save them time when compared to hunting down their evidence files at the end of the school year.
2. Ensure your due dates are accurate
   • SuperEval’s reports and email notifications are based, in part, on the defined due dates in the system for your evaluation. Email reminders are much more effective at driving progress and ensuring timely completion of your evaluations when based on an accurate timeline of expectations. Additionally, reporting will be more accurate if the due dates are properly maintained. The Trusted Agent is able to edit the due dates for the Superintendent’s evaluation.

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