eDoctrina "How To" Guide

eDoctrina "How To" Guide
The new, online version of "How to Guide" is here!
Table of Contents
00. How to Use This Guide ................................................................................................................................. 3
01. How to Navigate Within eDoctrina ............................................................................................................... 5
02. How to Identify Common Action Buttons ..................................................................................................... 6
03. How to Create a Unit Plan ............................................................................................................................ 7
04. How to Unwrap Learning Standards ............................................................................................................ 9
05. How to View and Print the Unit Plan Report .............................................................................................. 10
06. How to Create a Lesson Plan ...................................................................................................................... 11
07. How to Utilize Lesson Planning's “Calendar View” .................................................................................... 13
08. How to Create an Assessment Answer Key ................................................................................................ 14
09. How to Create a Full Assessment w/ Questions ......................................................................................... 17
10. How to Create a Passage-Based Question .................................................................................................. 20
11. How to Use the Flex Rubric Tool ................................................................................................................ 22
12. How to Select a Grade Conversion Table ................................................................................................... 24
13. How to Use the Question Bank ................................................................................................................... 25
14. How to Use the Question Bank's Advanced Search Feature ...................................................................... 26
15. How to Add/Edit Question Bank Items ....................................................................................................... 28
16. How to Print an Assessment ....................................................................................................................... 30
17. How to Print Answer (Bubble) Sheets ........................................................................................................ 32
18. How to Assign, Take Online Assessments .................................................................................................. 34
19. How to Use Answer Entry/Verification ....................................................................................................... 37
20. How to Use the Individual Student Report ................................................................................................. 39
21. How to Use the Class Summary Report ..................................................................................................... 41
22. How to Use the Item Analysis Report ......................................................................................................... 43
23. How to Use the Class Comparison Report .................................................................................................. 44
24. How to Use the Student-Standards Report ................................................................................................ 46
25. How to Use the RTI Monitoring Report ...................................................................................................... 48
26. How to Create an SLO ................................................................................................................................ 50
27. How to Set Up an Observation Rubric ....................................................................................................... 55
28. How to Exclude Students and/or Assessment Question from an SLO ........................................................ 58
29. SLO Goal Setting Options ........................................................................................................................... 60
30. SLO Workflow Options ............................................................................................................................... 62
31. How to Import Assessment Data When the Test Already Exists in eDoctrina ............................................ 63
32. How to Import Assessment Data When the Test Has to Be Created .......................................................... 65
33. FLeX Scheduler .......................................................................................................................................... 67
How to Use This Guide
Welcome to our new, online "How to Guide." This page will walk you through the process of using the guide.
(Yes, we see the irony in creating a "How to" page on using the "How to Guide"!)
Each page of our previous "How to Guide" has been made into a separate doc. Each has at least one image at
the top with the explanation of each particular process below it. A few features:
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"Save as PDF." Located at the top of the screen, this option allows you to print a hard copy of an individual
doc, a few, or all of the docs.
The "Theme" option at the top right allows you to change the look of the docs. Experiment with the themes
that are available and locate the one you prefer. The theme in the image above is called "Spacelab."
If there is a gray box on an image, that means there are notes available. When you hover over the box with
your mouse, its edge becomes a red, dashed line and the notes become viewable. In the example above, the
"Menu Bar" is being highlighted on the "Navigation" doc. Note that there is another section of the image that
contains notes atop the individual tool buttons.
When the "Image Notes" button at the top of the screen is clicked, it will cause all of the hover-over notes to
be listed immediately below that image. This allows for viewing without having to use the mouse (see below).
In the example below, the notes "Menu Bar" and "Navigation Buttons" can be seen without hovering over
them.
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If, after reviewing all of the docs, you have any suggestions for processes that could be added to the "How to
Guide" contact us at [email protected]
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How to Navigate Within eDoctrina
There are two basic ways to navigate within eDoctrina:
1. A menu bar is located at the top of the home screen and can be found on nearly every page. Please note that
not all the menu options are available to all user types. For example, teachers do not have access to some of
the school/district setup options under the “Settings” menu.
2. The second method of getting around is via navigation buttons. The two most notable locations in which
navigation buttons exist are the “Home” (shown above) and “Teacher Dashboard” screens.
After just a little experimentation, you can see that the menu options are easy to find!
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How to Identify Common Action Buttons
One of the reasons eDoctrina is so user-friendly is that it relies on repetition. That is, many of the screens
resemble each other. In fact, most of its pages feature Common Action Buttons, icons that, when clicked, carry
out the same function on every page.
The most frequently used Common Action Buttons are identified and explained above
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How to Create a Unit Plan
1.Click the “Insert” button located on the left of the “Unit Planning” screen
2.The “Create Unit Plan” screen (see below) will open. Users enter general unit information, including: Unit
Name, Description, Course, Year, Grade and Subject. Fields marked with a red star are mandatory.
The right side of that screen includes sets of learning standards (see below). Manipulate the filters to locate
the standards to be used in this unit. Drag-and-drop desired standards to the box on the left of the screen. If
users make a mistake, unwanted standards can be deleted by clicking the grey “X” box.
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3.Click the “Additional” tab (see below). Fill in the unit’s start and end dates at the top of the screen. Beneath
the start/ end dates are categories that describe the unit being created. Shown in the picture is “Essential
Questions.” These labels are 100% customizable by the school/district in order to reflect its unique
terminology. Below the category name is a white text block in which users can enter the appropriate
information. The Microsoft Word-inspired interface gives users the ability to add things like text formatting
(bold, italics), bullet points, links and even images to their unit plans.
No other steps are required to create new units. The next tab, “Unwrap Standards,” gives users the ability to
scaffold or re-write learning standards. This process is optional.
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How to Unwrap Learning Standards
In many cases, state standards are either vague or compound (they include multiple skills embedded within a
single standard). The “Unwrap Standards” tab allows users to re-write standards into clearer or studentfriendly language and break a single standard down into multiple components.
The benefits of this process are: (1) Re-written standards build student engagement and demystify the learning
process for youths and (2) Broken-down standards allow for more accurate assessment data reports.
To re-write standards in eDoctrina:
1. Users simply type into the white text boxes located to the right of each learning standard. If more than one
scaffolded step is required, clicking the gold “plus” button will cause a new text box to appear.
2. To delete a rewritten standard, the red “X” can be clicked.
3. Click “Save” when the work has been completed.
The standards re-written/scaffolded on this screen will be accessible throughout eDoctrina. They will be able
to be used with unit/lesson plans, assessments and data reports.
While powerful, the process of unwrapping standards is optional.
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How to View and Print the Unit Plan Report
The Unit Plan Report is a handy tool that can be printed and used by classroom teachers, administrators,
substitute teachers and event student teachers. It summarizes all of the information that has been inputted
into a particular unit.
To print the report:
1.Locate the printer icon on the “Unit Planning” screen (see below) and click it.
2.When the report is visible, click the "Print" button located at the top right of the screen and follow the
instructions on the familiar printing prompt.
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How to Create a Lesson Plan
The Lesson Planning "List View" (see above) is accessible by either clicking the "Lesson Plans" button on the
home screen or by navigating to Planning>Lesson Plans>List View from the Menu Bar.
1.Begin creating a new lesson plan by clicking the “Insert” button located to the left of the screen.
2.The "Create Lesson" screen (see below) opens. Here, enter the lesson's general information: Lesson Name,
Description, Course, Year, Subject and Grade. Note that these six are mandatory fields (they have red
asterisks), but “Classes” and “Units” are not. Users have the ability to link classes and units to particular
lessons, although this is optional.
3.Learning standards can be linked to lessons at the bottom of this tab. Use the filters to locate the desired
standards and drag-and-drop them from right to left. Unwanted standards that were dragged by accident can
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be removed by clicking the “X.”
4.Click the “Additional” tab at the top of the screen (see below) and enter the date the lesson is to be taught.
Specific lesson categories are 100% customizable and defined by a user’s school/ district. Below the category
name is a white text block in which users can enter the appropriate information. The Microsoft Word-inspired
interface gives users the ability to add things like text formatting (bold, italics), bullet points, links and even
images to their unit plans.
5.This tab also includes a Google search bar that allows users to find internet resources such as worksheets or
activities
6.Attachments can be added to a lesson plan on the “Attachments” tab.
7.Don't forget to click "Save" routinely and "Save & Close" when finished setting up the lesson plan.
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How to Utilize Lesson Planning's “Calendar View”
The Lesson Planning tool’s “Calendar View” resembles a traditional calendar. The current month is always
displayed with additional months and years viewable by clicking the arrows at the top left of the screen.
Appearing on every date that contains at least one lesson plan are up to three icons: two pieces of paper
(Copy), a compass rose (Move), and a printer (Print). These icons allow users to: copy a lesson and add it to
any future day (or week), move a lesson to another day (or week), or print the lesson out.
To add a new lesson plan from this view:
1. Double-click the numbered box that contains the date on which you wish to add a lesson.
2. The “Create Lesson” screen opens. Users then follow the lesson-creation process that is included on the
“How to Create a Lesson Plan” sheet.
To view an existing lesson plan, click anywhere on the text of that lesson and a pop-up screen will appear (see
below) that has filters at its top. Here, users can also view any/all lessons on this particular date and even
export them to PDF or Microsoft Excel formats.
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How to Create an Assessment Answer Key
There are two main options when creating an assessment in eDoctrina. Users can build it from scratch -- that
is, writing questions or selecting them from an existing question bank -- or they can create an answer key,
matching up question types and choosing the correct responses. This would occur if an educator already has
an assessment they would like to continue to use. In this case, all that is necessary is an answer key.
1.Click the “Insert” (plus) button from the “Assessments” screen
2.Enter the assessment’s general information on the “Create Assessment” screen (see above). Mandatory
fields are denoted with a red star. “Description” would be the name of the assessment. The bottom of this
screen includes a number of options for those schools/ districts that use eDoctrina’s online assessments and
standards-based report card tools.
3.Courses and units can be linked to a particular assessment by selecting them from within the boxes located
to the right of the screen. To choose one, simply click it. Multiple courses/units can be selected if desired using
the "Shift" or "Control" keys. When completed, click “Save.”
4.A number of new tabs are now viewable at the top of the page. Click the first, “Questions.”
5.Click the “Add Questions” (plus) icon located at the screen’s upper left. This will produce a pop-up menu
labeled “Add Questions” (see below). Here, users enter the number of questions on their assessment as well as
the most-commonly used question type, the most common number of choices for each question as well as the
default point value of each question. Click “Add.”
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6.Once the screen refreshes (see below), users can scroll back up to question one and begin entering the
correct answers. Note that the option to change the question type, number of choices and point values exists
here as well.
7.Questions can be re-ordered by clicking the arrow buttons.
8.Each question should be linked to one or more learning standards. To do so, filter through the standards
located at the right of the screen. Once the appropriate standards are found, simply drag-and-drop them from
right to left, into the “Standards” box. Note: If the assessment was linked to a particular unit (or units), those
standards found within those units show up on the screen; no filtering is required.
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9.Once completed, click “Save.”
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How to Create a Full Assessment w/Questions
Creating an assessment completely in eDoctrina — including writing new questions — is a straight-forward
process.
1.Click the “Insert” (plus) button from the “Assessments” screen
2.Enter the assessment’s general information on the “Create Assessment” screen (see above). Mandatory
fields are denoted with a red star. “Description” would be the name of the assessment. The bottom of this
screen includes a number of options for those schools/districts that use eDoctrina’s online assessments and
standards-based report cards tools.
3.Courses and units can be linked to a particular assessment by selecting them from within the boxes located
to the right of the screen. To choose one, simply click it. Multiple courses/units can be selected if desired using
the "Shift" and/or "Ctrl" keys. When completed, click “Save.”
4.A number of new tabs are now viewable at the top of the page. Click the first, “Questions.”
5.Click the “Add Questions” (plus) icon located at the screen’s upper left. This will produce a pop-up menu
labeled “Add Questions” (see below). Here, users enter the number of questions on their assessment as well as
the most-commonly used question type, the most common number of choices for each question, as well as the
default point value of each question. Click “Add.”
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6.Once the screen refreshes, users can scroll back up to question one and start to write that question. To do
so, click the gold “plus” button located to the right of the white “Standards” box. This opens the “Create
Question” screen (see below).
7.At the top, fill out the fields that describe the question, including the five mandatory fields (marked with a
red star) — Subject, Points (value), Type, Correct Answer and Grade(s).
8.Users have the option of linking the question to standard(s) next or can scroll down to the “Question”
interface to begin writing the question before managing standards. Learning standards can be located by
manipulating the filters located within the gold box and simply dragging-and-dropping them from right to left
(to the white box labeled “Standards”).
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9.The “Question” interface (see below) offers users the flexibility to utilize different colors, font styles (bold,
italics) and even import images. A powerful equation editor (“square root” icon) also exists here. Each answer
(the number of interfaces corresponds to the number of responses that are needed) also uses the same
interface, and, thus, can have similar properties.
Please note that if you are cutting/copying text or images into the "Question" interface, be sure to use the
"Eraser" icon to remove unwanted formatting script that may come with the pasted item. To do so, simply
highlight the item brought in and click the icon.
10.Once done linking standards and entering the question/answers, click the “Save & Close” button. The
“Create Assessment” screen will refresh and the new question — including the correct answer and any linked
standards — will show up.
11.This process should be repeated until all of the questions are written
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How to Create a Passage-Based Question
eDoctrina gives users the ability to create assessment questions that consist of diagrams and/or writing
passages with multiple questions linked to them. To do so:
1.The Passage Editor tool can be accessed either of two ways. First, while building assessments, users can
click the "Add Passage" link at the top right of the screen. Or they can navigate to Assessments > Passage
Editor from the menu bar at the top of most eDoctrina screens. Either way, the "Passages" page comes up and
includes a list of the passages in the system (if any exist).
2.Click the gold "Insert" (plus) button and the “Create Passage” pop-up screen appears (see below).
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3.This screen will look familiar to those who have already created a question in eDoctrina. Users first fill out
the top portion of the screen paying particular attention to those prompts that include a red asterisk (they are
mandatory fields). Please note that the "Above/Below" option gives users the ability to decide if the
instructions "Use the information in this passage to answer questions X to X" is printed above or below the
actual passage.
4.The passage (or graph, chart, map, etc.) can be entered by either typing it in, uploading an image from a
desktop (use the "Upload images" button), or cutting/pasting from another source. If cutting/pasting, using the
"Eraser" icon to delete unwanted formatting data is highly recommended. Just highlight the pasted item and
click the icon.
The "Tags" text block can be used to enter key words that will help users locate this particular passage at a
later date.
5.The lower portion of the "Create Passage" screen (see below) includes the ability to add an attachment and
linked questions. To do the latter, click the gold "Insert" (plus) button and the "Create Question" screen will
appear. For information on how to create a question, check out page "09. How to Create a Full Assessment w/
Questions" in this guide. Once those steps -- that include filling out mandatory fields, linking standards and
writing the questions and responses -- have been completed, clicking the "Save & Close" button will take users
back to the lower half of the "Create Passage" screen and the recently created question is now viewable.
Additional questions can be added by clicking "Insert."
6.When the passage has been entered and all of the linked questions written, complete the process by clicking
"Save & Close."
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How to Use the Flex Rubric Tool
The process of creating a Flex Rubric answer sheet actually begins when an assessment is built. To do that,
we’ll click on the “Assessments” button on the home screen.
1. To create a new rubric, click on the “Insert” button on the “Assessments” screen. Many of these steps are
covered on pages 08 and 09.
2. The “General” tab opens automatically and prompts users to enter general information about the
assessment and click “Save.”
3. The screen refreshes and four tabs appear at the top of the “Create Assessment” screen – General,
Questions, Grade Conversion Table and Attachments. Click the “Questions” tab.
4. To add questions to the rubric, click “Add Questions.” Doing so will cause a pop-up menu to appear. Before
continuing, users should think about the final product and how it will appear on the answer sheet. For
example, to create a writing rubric that has five “categories” students will be assessed on (Ideas & Content,
Organization, Voice, Word Choice and Conventions), five questions need to be added. Note: for this process,
“Questions” are “Categories.”
5. Set the default answer type to “Teacher Scored.” The default point value for each question can be between
one and five points per question. Enter that and click “Add.”
6. After the screen refreshes, the “Edit Assessment” page opens. Scroll up to the first question and select
“Add/Edit Rubric.” A new pop-up menu will appear (see top this page).
7. Here, enter the name and/or description of this particular category in the “Category Description” text block.
Then add the rubric’s criteria that aligns to each point value. For example, in the category “Ideas &
Content,” a score of one point may have the following traits: “Limited information. Vague details. Random
Thoughts.” If a question/category’s point value is less than five, leave those boxes empty. Repeat this step
for all categories and, when finished, click “Save.”
8. Continue to setup the assessment as you would any other — link standards and setup a grade conversion
table (if applicable). When finished, click “Save” or “Save and Close.”
9. To print the Flex Rubric answer sheets, click on the “Answer Sheets” button from the home screen or
navigate to Assessments > Answer Sheets from the menu bar at the top of the screen. See page 15 for more
information on printing answer sheets. Be sure to select “Flex Rubric” at the appropriate location.
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One note about Flex Rubric sheets: The teacher will bubble in the score for each rubric category. If a student
receives zero points in a category, it is left blank.
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How to Select a Grade Conversion Table
The last step in creating an assessment is assigning it a Grade Conversion Table.
When users click the “Grade Conversion” tab, this screen (see above) allows users to assign various grade
names based on the number of points students earned on the assessment.
Two grade tables come pre-loaded in the system. The first is a four-level system that assigns grades of 01-04.
The other assigns grades 0-100%. To view them, toggle the filter bar. If one of the defaults is desired, simply
click the “Create from Selected Default Grade Table” button. Additional default grade tables can be added if
requested at the district level.
Please note that grade tables are 100% customizable. To add a new grade range, select the “Insert” (plus) and
choose the various point ranges and colors you desire.
To edit an existing grade, click the "Edit" (pencil) icon. Here, users can choose a range, color scheme and font
style.
Users can also add an "RTI Target" to an assessment. Doing so will produce a target score that can be viewed
for each assessment on eDoctrina's RTI Monitoring Report.
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How to Use the Question Bank
Most eDoctrina users enjoy access to a Question Bank that contains sets of questions from which users can
pull when creating assessments. Using it is quite easy.
1. From the “Questions” tab on either the “Create” or “Edit Assessment” screens, click the “Questions Bank”
(safe) icon.
2. The “Questions Bank” screen (see above) opens.
3. Manipulate the filters at the top of the page to locate particular questions. Please note there may be several
sets of questions that appear in the “Question District/Set” pull-down. Among them may be regional and/or
district-specific banks or even add-on banks such as “Examgen” or "NWEA Formative Assessment Item
Bank." There is also a keyword search option in which particular words or phrases that a teacher wishes to
assess can be entered.
4. When a desired question is located, users simply drag it from right to left into the white bars that
correspond to each assessment question. For example, if a teacher wants the question shown above to be
Question #3 on the assessment he/she is building, he/she would drag it into the white bar numered three.
Dragging mistakes can be corrected by clicking the grey “X”.
5. This screen automatically saves its changes, so, when finished, simply close the "Question Bank" window.
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How to Use the Question Bank's Advanced Search
Feature
eDoctrina has an enhanced search feature on its Question Bank that allows users to perform more complex
searches. This allows them to quickly locate individual questions or passages. A number of dfferent searches
can be performed:
Search without operators
If you have multiple words in a search, it will look for content that contains any of those words. For example, if
you search for: red apple
The following items would be found:
"I would like to have a red apple"
"He likes red shoes"
"Mother makes the best apple pie"
Search with " operator
Using " " at the beginning and end of a search will allow you to look for an exact word. For example, if you
search for: "apple pie"
The following items would be found.
"I like apple pie"
"Apple pie is great"
That search would NOT find:
"I would like an apple and a piece of pie"
"apple and pear pie"
Search with + operator
If you only want content that contains both the words red AND apple, you must use a + symbol before each
word. For example, if you search for: +red +apple
The following items would be found:
"I would like to have a red apple"
"The red dog ate an apple"
"apples are often red"
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That search would NOT find:
"The red pear is juicy"
"I would like a yellow apple"
Search with * operator
If you wanted to search for a portion of a word only, use an * at the end of the word. For example, if you search
for: appl*
The following items would be found:
"I like apples"
"Applesauce"
"I need new appliances"
Search with - operator
Using a - will exclude selected words from a search. For example, if you search for: -apple pie
The following items would be found.
"I like cherry pie"
"Pear pie is great"
That search would NOT find:
"I would like an apple and a piece of pie"
"apple and pear pie"
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How to Add/Edit Question Bank Items
Users have the ability to create and/or edit items that reside within eDoctrina’s Question Bank. Question sets
can be accessed through the menu bar located on every screen. Navigate to Assessments > Questions Bank.
The “Questions” page (see above) comes up.
To create a new question:
1.Click the gold “Insert” (plus) button located at the top-left of the screen.
2.From here, the “Create Question” page (see below) appears. This screen will look familiar to those who have
already created a question. The top contains general information, with those fields with a red asterisk being
mandatory and, thus, needing to be filled.
3.Locate and link learning standards to the question by manipulating the filters and dragging-and-dropping
from right to left.
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4.Write the question in the next white text block labeled “Question.” An image can be added via the “Upload
Images” button. Users can also paste content into these boxes by pressing CTRL+C (or “Apple”+C). If pasting
items in, be sure to use the "Eraser" icon to delete unwanted formatting data. To do so, highlight the
information that was pasted in and click the icon.
5.Depending on the number of responses to the question that was entered at the top of the screen, a
corresponding number of “Answer” text blocks will be found. For example, if this is a “Letter (a,b,c)” question
with two responses (“A” and “B”), then two “Answer” blocks will be editable here.
6.When done, click “Save” to continue work on this question or “Save & Close” to move on.
To edit an existing question:
1. Locate the appropriate question by utilizing the filters at the top of the page. Please note that the first pulldown menu relates to the particular bank in which the question is located, while the second correlates to
the particular set of state standards used by each bank.
2. To make changes, click the “Edit” (pencil) icon located to the left of each question. If this question is being
used within an assessment already, a WARNING pop-up menu presents three choices: Continue with the
editing, Make a copy of this question to allow for editing without affecting the current assessment, and
Cancel.
3. The “Question” screen will then come up (see above) and will be populated with all of the question’s general
information, standards, and responses. Changes can be made to any of these options.
4. Click “Save” to continue work on this question, “Save & Close” to move on.
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How to Print an Assessment
To print an assessment to give to students or an assessment map for your use:
1.From the "Assessments" screen (see above), click the printer icon.
2.A pop-up menu (see below) appears with a number of options. One box must be checked in each of the two
categories, “Report format” and “Reports to include," to proceed. The first set has four options relating to the
format in which the assessment will print. They include: HTML (viewable on the screen), DOC (viewable and
editable in Word), PDF - One Column and PDF - Two Columns. The last two are viewable/printable in an Adobe
PDF file. Select one.
The second set includes three options: Assessment questions (click this to print the assessment for student
use), Assessment map (a printable answer key-like report that includes questions, answers and standards), and
Assessment grades (a report on the grade formats and colors selected within the Grade Conversion table).
Select at least one.
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3.The last two options, "Font size" and "Multiple choice format" allow users to override the assessment's
formatting and print out using a single font size and multiple choice format (numerical or alphabetical).
4.Once the appopriate selections have been made, click “Print."
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Print Answer (Bubble) Sheets
Once an assessment has been created, educators will want to print out accompanying answer sheets. This
process is simple and allows users to print sheets for one student, all students in one class, or all those
enrolled in a particular course.
To begin printing answer sheets:
1. Get to the "Teacher Dashboard" screen by either clicking the "Reports" button on the home screen or
navigating to Reports > Teacher Dashboard from the menu bar located at the top of most screens.
2. Once at the dashboard” (see above), use the first row of filters to select the students for which you'll be
printing answer sheets. Please note that "Course" and "Class" are mandatory drop-downs. The "Select
Students" option allows you to select individual students.By manipulating the second row of filters, you are
locating a particular assessment (or assessments) to print answer sheets for. "District" and "Assessment"
are the mandatory fields here. Remember you have the option of selecting multiple assessments from the
last drop-down.
3. When done filtering, click "Print" and the "Print Answer Sheets" pop-screen appears (see below).
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4. Across the top of this menu are a number of different answer sheets that are pre-loaded within eDoctrina.
The list that shows here is district-dependent, so some sheets will not be viewable by some users. The first
three sheets are those that are most common. They are: “FASTeST Small Bubbles,” “FASTeST Big Bubbles,”
(larger bubbles for younger students) and "Flex Rubric (customizable rubric-based sheet)." Choose one and
click it.
5. Immediately below, users have the ability to edit the list of students whose answer sheets will be printed if
necessary.
6. If all looks good, click "Print" to generate an Adobe PDF file that includes the answer sheets.Note: Users
are reminded to use a black and white laser printer to print bubble sheets
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How to Assign, Take Online Assessments
Assigning an online assessment begins when that assessment is built. The options that pertain to online
assessments can be found at the bottom of the "General" tab within the "Create" or "Edit Assessment" screen
(see above). Here, users can choose to make results visible, set a time limit, lock students to the test, scramble
questions, etc.
To assign this assessment to specific students so they can take it online, go to the "Teacher Dashboard" by
either clicking the "Reports" button on the home screen or navigating to Reports>Teacher Dashboard using
the menu bar at the top of most eDoctrina screens.
1.Once at the dashboard (see below), use filters to select the students and the assessment you wish to assign.
2.Click the "Assign" button and a pop-up menu will appear (see below).
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3.From here, click the "Assign Online Assessments to Selected Students" icon located at the top of the menu.
4.Check (or uncheck) the student(s) you wish to assign the assessment to in the left column. Please note: the *
indicates a student already has data for a particular assessment. Assigning the assessment again will clear this
data and the student will start the test over.
If a student has started an assessment, but closed it before finishing, select the "Re-assign online assessment"
icon to allow him/her to open the test again and see their previous answers.
5.When finished, click the gold "Assign" button.
Taking an Online Assessment (for Students)
Teachers can manage students' accounts/password resets by going to Settings>SIS Data>Classes. Just click
on the "Person" icon to pull open the class roster, switch the “Show” filter (see below) to "Enrolled Students
Only" and passwords can be created and/or reset.
To take an online assessment, students:
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1. Log into eDoctrina with their username and password.
2. Select the assessment from the appropriate list and then click "Start Test.
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How to Use Answer Entry/Verification
The Answer Entry tool can be used in a variety of ways. Two of the most common are when entering
assessment results directly into eDoctrina (without scanning) and when verifying/editing students scans.
1. Get to the "Teacher Dashboard" screen (see below) by either clicking the "Reports" button on the home
screen or navigating to Reports > Teacher Dashboard from the menu bar located at the top of most screens.
2. Once at the dashboard (see above), use the first row of filters to select the students for which you'll be
verifying/editing responses. Please note that "Course" and "Class" are mandatory drop-downs. The "Select
Students" option allows you to select individual students. By manipulating the second row of filters, you are
locating a particular assessment.
3. When the appropriate students and assessment have been located, click the "Check" button and the
"Answer Entry" screen (see top of page) appears.
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4. Here, student responses will appear a different color depending on status:
Gray: Indicates a student has not taken the assessment yet.
Green: A student got the question correct.
Red: A student got the question incorrect.
Yellow: No data was recorded for a student. There was a scanning issue.
Yellow w/ Star: A student chose multiple responses for one question and the teacher needs to review the
selection.
Note that teacher-scored questions will not display correct/incorrect responses, but, rather, the number of
points earned on the question.
5. To enter scores, users click the appropriate box and a drop-down menu will display the options available.
Click the appropriate response from the drop-down and it will show in the box (which is now color-coded).If
a user needs to review a student's answer sheet and it resides within eDoctrina, an icon will display in the
"Ans Sht" column to the right of the student's name. Clicking it will display a PDF version of his/her answer
sheet for review.Student responses can be deleted by clicking the "trash" icon at the far right of the screen.
6. When finished, click "Save & Close" at the top of the screen.
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How to Use the Individual Student Report
The Individual Student Report is available in three formats: Standard, Condensed and Learning. The mostoften used form is the “Standard” version (see above).
To print it, click the “Individual Student” button on the “Teacher Dashboard” screen (see below).
A pop-up menu prompts users to select which version of the report they wish to view/print.
This report, which is designed to be printed and given to students, includes the standards linked to each
question, the student’s responses, the correct responses and the student’s overall score.
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The Condensed Version prints the same information as the Standard report, but condenses it so that multiple
students’ data prints onto a single page, saving paper. The teacher can then cut the report up and give one
strip to each student.
The Learning Version provides information on the specific standards each question relates to and includes
areas for students to reflect and self-identify those skills they understand and those they struggled with. This
report (purposely) does not list the student’s assessment score to prevent those that may have done poorly
from “shutting down.”
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How to Use the Class Summary Report
The Class Summary Report is designed to provide teachers with a quick, visual summary of how their class(es)
did on a particular assessment.
Accessible from the "Teacher Dashboard," (see below), this report lists all students in a class and indicates
how many points each earned out of the total points available, along with a percentage grade. The mark that
was earned by each student will also be displayed and the students’ names will be color-coded accordingly.
Bold and italics can be used when educators do not have access to a color printer for their data reports. This
document can also be run for several different classes.
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In addition, the Class Summary report includes a wide range of helpful statistical information at its bottom.
Among this data is a handy “Goal Setting Table” that allows users to set more informed student achievement
goals.
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How to Use the Item Analysis Report
The Item Analysis report, available via the "Teacher Dashboard" (see below), presents educators with a
detailed summary of how students performed on each question of a particular assessment. This report can be
run for: (1) a single class, (2) all of the classes a selected teacher teaches, or (3) all classes within a selected
course.
Student responses on each question are depicted graphically, allowing users to quickly identify areas of
concern. Perhaps a question that caused problems for students was written poorly? Maybe the standard/skill
needs to be re-taught? This report helps target issues such as these.
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How to Use the Class Comparison Report
The Class Comparison Report (see above) is actually a series of three reports, all shown in separate tabs
within one Microsoft Excel file.
After selecting this report from the “Teacher Dashboard" (see below), a pop-up prompts users to select a color
scheme. A number of pre-loaded schemes can be selected. If a district-specific scheme is desired (perhaps
unique benchmarks are being targeted), an eDoctrina representative should be contacted. The scheme used in
the sample above is based on tracking two such data points -- red for scores of 0-60, yellow for scores 61-75.
This report gives educators the ability to compare class results on common assessments — whether the
comparison is of different teachers or one teacher who is teaching multiple sections of the same course. The
report comes in three versions, one that splices data by question, one that does so by standard and another
that uses scaffolded or rewritten skills/standards (if that work was done).
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The intent of this report is to facilitate positive discussions between teachers about what is working/not
working in their classrooms.
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How to Use the Student-Standards Report
The Student-Standards Report (see above) allows users to view those specific skills individual students are
mastering and which they are struggling with. This report can be run for a single assessment or multiple
assessments.
Accessible via the "Teacher Dashboard" (see below), this report is quite interactive. By clicking on each
standard's "shuffle arrow," the data is re-ordered so that those students who scored below a particular
threshold appear at the top of the column. The report also gives users the ability to choose from different color
schemes, intended to highlight particular benchmarks.
Users can also click on the student results in each column for additional information on those questions.
This report is particularly handy for intervention teachers who can quickly identify which students need to be
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pulled and which skills/standards they had a hard time with.
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How to Use the RTI Monitoring Report
The RTI Progress Monitoring report (see above) allows educators to really pin-point student achievement on
the individual level. It can be run for one assessment or multiple assessments. The example above includes
data from five different assessments.
Accessible via the "Teacher Dashboard" (see below) the upper section of the RTI Progress Monitoring report
displays student results and then compares them to district averages and a specified "RTI Target." This data is
shown in a table as well as within a bar graph. Please note that the colors used here are drawn from the
district-chosen Grade Summary tables.
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The lower part of the report breaks down student progress by standard. Educators can get a quick look at how
each student performed on the standards assessed. Colorful bar graphs allows for easy identification of areas
of strength/weakness.
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How to Create an SLO
Like many state mandates, the inner workings of Student Learning Objectives are quite complex. That said,
creating them within eDoctrina is not. To do so:
1.Navigate to the SLO tool either by clicking the "SLOs" button on the home screen or by navigating to
Planning > Student Learning Objectives from the menu bar located at the top of most screens.
2.The “Student Learning Objectives” screen (see above) comes up. To create a new SLO, click the “Insert”
(plus) button.
3.The next screen to appear (see below) has six tabs across the top of it. The first, “General,” is opened
automatically and ready for the input of basic information. Fill in the fields, paying special attention to those
with red stars next to them (mandatory fields). At the bottom-right of the screen, a list of teachers appears.
Drag and drop (from right to left) those who will be affected by this paricular SLO. Also, be sure to indicate the
percentage this SLO counts for each teacher. For example, if Joe Jones has 3 SLOs, percentages could be 40%,
40% and 20%. If the "Calculate" box is checked, the system will automatically determine the weighting based
on the number of students linked to each teacher's SLO. When the tab is completed, click the “Save” button
and the next tab.
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4.The “Learning Content” tab consists of a text block in which a description of the SLO’s educational content
can be entered. Further down the page (on the right) can be found the filters that allow users to locate the
standards linked to the SLO. Simply manipulate them to find the skills that need to be included and drag and
drop them from right to left. When finished, click “Save” and the next tab.
5.The “Assessments” tab (see below) is broken up into two halves: “SLO Baseline” and “SLO Evidence.”
Starting at the top, users enter a description of the baseline data being used in the SLO. Then, if the
assessment(s) being used for this data is housed within eDoctrina, it will show up in the right-hand column.
Users can drag- and-drop any/all assessments from right to left (into the “Linked Assessments” field). The
same process is repeated for the bottom half, “SLO Evidence.” When completed, click “Save” and the next tab.
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6.The “Population” tab (see below) refers to those students involved within this particular SLO. Enter the
description of the population at the top of the screen (ex. “4th graders” or “Joe Jones’ 4th-grade class”). The
“Target Type” allows users to select which method of student growth will be measured. There are several
options here including: Common Growth (“everyone grows a set percentage”), Growth to Mastery (“everyone
grows to a set level”), and Differentiated Growth (“each student has a different target”). “Target Percentage”
is a time saver in that it automatically fills in all students’ target-score data. Note that target scores (as well as
pre- and post-assessment data) can be manually entered as well if desired. To select students, use the “Class”
drop-down menu to select a particular class. Once done, all of the students in that class will have their names
appear in the white box at right. Users just drag-and-drop individual students (or the "DRAG ALL STUDENTS"
option) into the box to the left. When completed, click “Save” and the next tab.
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7.The “HEDI Scoring” tab (see below) is blank when creating a new SLO. To make the desired table of HEDI
scores appear, users can either: (1) Click “Add Row” to input their own table (scores will be entered row-b-row until completed) or (2) Click the “Copy from” button which is next to the “Default Table” pull-down menu.
Doing so will make the school/district’s default HEDI Scoring table appear. When a table has been chosen
(whether built or default), hit “Save” and the HEDI table will appear. If you've made a mistake, you can click
the button to remove the HEDI table and choose another.
8.The “Attachments” tab (see below) is optional. On it, users can attach supporting documentation via the
“Upload file” button located below the white text block. When finished, click “Save and Close” to return to the
“Student Learning Objectives” screen.
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How to Set Up an Observation Rubric
Setting up a teacher observation rubric within eDoctrina is a task that can only be completed by a user at
"Administrator” level (school or district).
To do so:
1. Use the home screen’s menu bar and navigate to Settings > Observation Rubrics.
2. Click “Insert” (plus) located on the left side of the “Observation Rubrics” screen (see top).
3. Enter the rubric's name and click “Save” or “Save & Close.” Use the “Save & New” button if you will be
creating multiple rubrics.
4. To enter a rubric’s specifics, use the menu bar at the top of the screen and navigate to Settings > Teacher
Expectations. The “Teacher Expectations” screen (see below) appears.
5.Be sure to select the rubric you will be editing from the “Observation Type” filter.
6.When “Insert” (plus button) is clicked, a pop-up menu will prompt you to enter the number of teacher
expectations, or components of the rubric, you wish to add. Enter a number and click “OK.”
In eDoctrina, teacher expectations are organized in a “parent-child” format that is similar to an outline (ex. I.
Math, A. Fractions, 1. Simple Fractions, a. Numerator, etc.). In the case of this example, “Math” is the parent.
“Fractions” is a child of “Math.” “Simple Fractions” is a child of “Fractions,” etc.
7.The “Parent” drop-down links a teacher expectation to the category above it. For example, if a rubric was
organized like this:
1. Domain 1: Within Classroom Expectations
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1. Classroom management
1. Students engaged
2. Rules and procedures posted
1. Rules posted
2. Classroom setup
Then “Domain 1: Within Classroom Expectations” would not have a parent itself (choose “--None--” in the dropdown), “1.A. Classroom management” would have a parent of “Domain 1: Within Classroom Expectations,” etc.
Please note that users must save an expectation before it will appear in the drop-down and, thus, become able
to be selected as a parent for other expectations. It is advisable to enter all expectations that share a parent
before moving on to the next level. For example, enter all Domains first, then click “Save.” Then, move on to
1.A. and 1.B. (they share the parent expectation “Domain 1.”). Then, on to 1.A.1 and 1.A.2 (they share the
parent “1.A. Classroom management”).
If you accidentally added too many expectations, you can delete one by clicking the gold “X” button located
within the last column to the right of that expectation.
8.Enter the expectation in the “Description” text box. eDoctrina lists expectations alphabetically, so if the
rubric being entered doesn’t contain numbered or lettered expectations, a sorting system should be added. For
example, in order for “Students Engaged” to come before “Rules and Procedures,” either a letter or number
must be added (ex. “A. Students Engaged” and “B. Rules and Procedures”).
9.Next, enter the specific ratings that will be used for each observation directly into the text box labeled
“rating name.” These are customizable by your school/district and may include “Proficient,” “Exemplary,” etc.
It is recom- mended that the first item in the list be “Not Observed,” as this will be the default option. Once a
rating is entered, a new text box, labeled “rating name” will appear below it, allowing for the next rating to be
added.
Please note that not all expectations require ratings. In the example used above, “Domain 1. Within Classroom
Expectations” and even the next level, “1.A. Classroom management” are just headings. It’s not until the next
level down, “1.A.1. Students engaged” and “1.A.2. Rules and procedures posted” that ratings are necessary.
Knowing which skills will be rated/not rated is much easier if users have a good, working knowledge of the
rubric prior to entering it.
10.You must click “Save” when the ratings have been added to move to the next step.
11.Immediately below the “rating” box is the “description” text box. Here, users can enter narrative
information that clarifies what the particular rating looks like. These details help the observer select the most
appropriate rating. For example, for an expectation of “Content,” the rating of “Distinguished” is described as
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“Teacher displays extensive knowledge of the discipline and how it relates to others.” The last text box in the
“Ratings” section, “Points,” is optional. If your school/district is assigning point values to particular ratings,
those figures would be inputted here. If points aren’t being used, these fields can be left empty.
12.Another optional step is manipulating the “Type” drop-down menu (see below). Most expectations can be
left with the default “.” Other options include: “Observation Type.” This option allows users to weigh different
types of observations. For example, a district uses calculations to weigh both their formal (70%) and informal
(30%) observations. In this case, a user would make the first teacher expectation in each category
“Observation Type” in the “Type” drop- down and then insert two ratings in the “Ratings” column at left:
“Formal” with points equal to 70 and “Informal” with points equal to 30. “Final.” Select this option if you’d like
each teacher’s final, summative rating score to appear within the area of the screen occupied by the teacher
expectation. In this case, only one rating (from the “Ratings” column at left) should be entered and named
“Final Rating.”
13.Keep an eye on the number of records being displayed which can be found on the right-hand side of the
screen (see above, over the gold headings bar). As you enter more and more expectations in, the page will
start to fill up. Once you reach 31, that last expectation pushes to a new page. Unaware of this, users may
think some of their work is disappearing. You can adjust the number of records displayed on each page.
14.Once finished, click “Save.”
Please note that observation rubrics can be complicated, especially if point values and weighted scores are
required. In these cases, don’t hesitate to contact eDoctrina’s Technical Support team at 1 (888) 537-3348 or
[email protected]
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How to Exclude Students and/or Assessment
Questions from an SLO
Excluding a Student from an SLO
In some cases, there may be students who have taken the SLO Evidence Assessment and their data needs to
be excluded from the SLO. Please note: if the student does not have data for the Evidence Assessment the
student's score will not be included in the SLO calculations- an administrator does not need to exclude the
student.
1. Locate the SLO using the filter pane and click the edit pencil to modify the SLO.
2. Click on the Population Tab and check the "Excl" box located to the right of the student's name. Once
checked this student's score will not impact the final HEDI rating. Ple
Excluding a Question from an SLO
After an SLO Baseline or Evidence Assessment is given, there may be instances where excluding a question
within an assessments is appropriate. Once a question is excluded, the students' answers for this question will
no longer impact their score relating to the SLO.
1. Locate the SLO using the filter pane and click on the edit pencil to modify the SLO.
2. Click on the Assessment Tab and click the Q Button next to the assessment name in the linked assessments
box. A pop-up will open allowing one or more questions to be excluded. When finished, click OK. If this
assessment is linked to multiple SLOs then this process will need to be done within each SLO.
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SLO Goal Setting Options
Score Type
Percent
Selecting this will set goals based on the student's percentage shown in the Baseline Score Column (Ex. 5/10
would be 50%). If scores are hand-entered in the Baseline Score column, edoctrina will treat them as
percentages.
Points
Selecting this will set goals based on the student's raw score shown in the Baseline Score column (Ex. 5/10
would be 5). If scores are hand-entered in the Baseline Score column, edoctrina will treat them as points, not
percentages.
Grade Table
Selecting this will set goals based on the student's grade-table score shown in the Baseline Score column. This
option does not apply to hand-entered scores.
Target Type
Common Growth
The same percentage or point value will be added to all selected students baseline score. Select this option
and enter the amount you want each student to grow by in the Target Score cell and then select the "Apply to
Selected Students Button".
If using the Grade Table Score Type, enter the number of levels on the grade table you want the student to
grow. So if you have 5 levels in the Grade Table and you want each student to "move up" 2 levels, enter 2 in
the Target Score. Note that the value eDoctrina places in the Target Score column will be the minimum raw
score needed to reach that target level.
Growth to Mastery
The same target will be set for all selected students, regardless of baseline score. Select this option and enter
the amount you want each student to achieve in the Target Score cell and then select the "Apply to Selected
Students Button".
If using the Grade Table Score Type, enter the relative number of the level on the Grade Table you want the
student to achieve. For example, if you had a Grade Table that contains 7 separate leves ("grades") and you
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wanted all students to achieve at least the 4th level, you would enter a 4 in the Target Score cell. Note that the
value eDoctrina places in the Target Score column will be the minimum raw score needed to reach that target
level.
Differentiated Growth
The user must manually enter a target for each student.
Note the Grade Table score type option should NOT be used with Differentiated Growth. If you want to base
targets on a grade table, select the Points option and use the minimum scores required to reach a particular
level in the grade table as the targets.
Other (Explain in SLO Evidence Description)
Same as differentiated growth.
Gap Closing
Only used with Percent values. This will close a certain percentage of the gap between the selected students’
baseline scores and 100%. For example, if you select Gap Closing and enter a value of 40% and a student had
a baseline score of 20%, the target will be set at 52%, calculated as shown:
●
●
●
Gap = 100% - baseline score = 100% - 20% = 80%
Percent of Gap = Percent Increase x Gap = 40% x 80% = 32%
Target = Baseline + Percent of Gap = 20% + 32% = 52%
Percent Growth
This will increase the selected students’ baseline scores by a certain percentage. For example, if a student had
a baseline score of 50% and you selected Percentage Growth with a value of 25%, the target would be 62.5%,
calculated as follows:
Note the Grade Table score type option should NOT be used with the Percent Growth option.
●
●
Increase = Baseline Score x Percentage Growth = 50% X 25% = 12.5%
Target = Baseline + Increase = 50% + 12.5% = 62.5%
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SLO Workflow Options
SLO Workflow options allow a district to customize the approval process for SLO's within their district. Below
is a summary of the available options.
Available for Teachers
Check this option for workflow states you want teachers to be able to select.
Notify Teacher
Check this option if you want the Teacher(s) to be emailed when this state has been applied.
Notify Evaluator
Check this option if you want the Evaluator to be emailed when this state has been applied.
Locked
Check this option if you want the SLO to be locked from further editing.
Unlock options: only apply if Locked is checked
Unlock Baseline: Check this option to allow teachers to edit the baseline score
column while the rest of the SLO is locked.
Unlock Target: Check this option to allow teachers to edit the target score column
while the rest of the SLO is locked.
Unlock Final: Check this option to allow teachers to edit the final score column
while the rest of the SLO is locked.
Unlock Attachments: Check this option to allow teachers to upload attachments while
the rest of the SLO is locked.
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How to Import Assessment Data Into an Existing
Assessment
eDoctrina's import tool allows you to import student answers for an assessment that already exists in
eDoctrina.
1.To begin, go to the "Assessments" screen either by clicking the "Assessments" button on the home screen.
2.Locate the assessment you wish to import data for and click on the "Import Answers" icon.
3.You will be prompted to upload the file containing the student answers (see above). Click on the "Upload
File" button, located at the top-right part of the screen and then browse your files. When the document to be
uploaded is found, click "Open."
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4.Use the selection boxes to map the columns to the assessment questions. When completed, click the "Begin
Import" button at the screen's top right.
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How to Import Assessment Data -- When the Test
Needs to Be Created
eDoctrina's Import tool allows you to import assessment results for a test that has not been created in the
system yet. The tool will build the assessment from information in the file you are importing OR will prompt
you for information about the test as you are importing it.
1.To begin, navigate to Assessment>Assessments Import from the menu bar located at the top of most
eDoctrina screens. Please note this task is one that can only be performed by users with "Admin" access. The
"Assessment Import" option will not be available to other user types.
2.Click the "Upload File" button on the top right of the screen (see above) and then browse your files to locate
the file you would like to import. Click "Open."
3.Use the selection boxes to map the information from the file to the assessment (see above). Note that
"STUDENT ID" and "SCORE" are REQUIRED fields. All other information is optional. Once this step is
completed, click the "Analyze" button.
Also note that this tool only allows the user to import a single score, it does not allow importing of student
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answers for multiple questions.
4.The next step will allow you to see if any existing assessments in the system match the data in your file (see
above). If you click the checkbox to the left of an existing assessment, you can upload data into that
assessment. If you wish to upload data into a new assessment, simply fill in the boxes/drop-downs in the
shaded area at the bottom of the list.
If the imported data will be overwriting existing data, WARNING prompts (see below) will pop-up to prevent
accidental overwrites.
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FLeX Scheduler
The FLeX Scheduler is used to create flexible classes for situations like AIS, after-school intevention
programs,...
Assigning Students to Classes
To assign students, go to the classes editing screen, either by selecting Settings - SIS Data - Classes from the
menu OR by clicking on the Classes button on the home page.
Find the class you would like to assign students to and click on the students button.
Use filters to find the student and then click on the Assign Dates button next to their name.
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Select the date range, enter comments / assignments and save.
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