VSET Technical Assistance Guide 2017-18

VSET Technical Assistance Guide
2017 - 2018

Start the Plan
Managing Access (Instructional Personnel) .................................................................Page 2

Deliberate Practice Plan
Overview of Deliberate Practice Plan............................................................................Page 3
Professional Learning Activity (Instructional Personnel) .............................................Page 4
Reviewing the Deliberate Practice Plan (Evaluator) ....................................................Page 6

Walk Throughs
Overview of the Walk Through .....................................................................................Page 7
Completing the Walk Through (Evaluator) ...................................................................Page 8
Completing the Walk Through (Instructional Personnel)..............................................Page 9

Announced Observation (Required and Optional)
Overview of Announced Observation ........................................................................Page 10
Pre-Observation Conference Form (Instructional Personnel) ....................................Page 11
Pre-Observation Conference Form (Evaluator)..........................................................Page 12
Observation (Evaluator) .............................................................................................Page 13
Self-Assessment (Instructional Personnel).................................................................Page 15
Post-Observation Conference (Evaluator)..................................................................Page 17
Closing Observation Cycle (Evaluator and Instructional Personnel) ........................Page 18

Unannounced Observation (Required and Optional)
Overview of Unannounced Observation ....................................................................Page 19
Observation (Evaluator) .............................................................................................Page 20
Self-Assessment (Instructional Personnel).................................................................Page 22
Post-Observation Conference (Evaluator)..................................................................Page 24
Closing Observation Cycle (Evaluator and Instructional Personnel) ........................Page 25

Mid-Year Review
Mid-Year Review (Evaluator) ....................................................................................Page 26

Year End
Overview of Year End Conference ............................................................................Page 27
Evaluation Not Completed (Evaluator) ......................................................................Page 28
Professional Learning Activities (Instructional Personnel)........................................Page 29
Final Self-Assessment (Instructional Personnel) .......................................................Page 30
Rating Deliberate Practice Plan (Evaluator)...............................................................Page 31
Final Rubric Score (Evaluator)...................................................................................Page 32
Year End Conference (Evaluator) ..............................................................................Page 33
Teacher Acknowledgement (Instructional Personnel) ...............................................Page 34
Completing the Year End Containers (Evaluator)......................................................Page 35

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Revised 9/5/17

MANAGING ACCESS FOR EVALUATORS
Instructional Personnel

1. To log on the MyPGS website,
a. Go to VCS homepage at http://myvolusiaschools.org
b. Select the Staff Icon

2. Select MyPGS (Employees)

3. If needed, use your regular VCS computer sign in to get in MyPGS. You may need to use your entire VCS email
address ([email protected])

4. If your sign in doesn’t work, please contact extension 20000

5. Open My Evaluation tab.

6. Click 2017-2018 VSET.

7. If you are school-based, your evaluators will already be listed under the Manage Accesstab.

8. If you are district based and/or have a district based evaluator, you will need to addthem:
a. Click on the Manage Access tab
b. Click on Evaluator Access
c. Click on New User
d. Enter first and last name and click Search
e. Find your Evaluator
f. Put a checkmark by their name
g. Click Add Selected User

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Revised 9/5/17

Teacher Workflow for Deliberate Practice Plan
Teacher Teachers and Evaluators
Evaluator
Complete the Professional Learning Activity
• Strategy
• Impact
• Personal Learning

Share Professional Learning Activity
Review Professional Learning Cycles

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DELIBERATE PRACTICE PLAN
Professional Learning Activity
Instructional Personnel

The Deliberate Practice Plan (DPP) consists of Professional Learning Cycles. A professional learning cycle for the
DPP includes: engaging in professional learning, implementing a classroom strategy for 4-6 weeks, identifying the
impact and implications of the strategy on teaching practice.

1. Click the Staff icon on the VCS home page, select MyPGS (Employees), sign in and open My Evaluation tab.

2. Click 2017-2018 VSET.

3. Select the DPP tab.

4. Select Professional Learning Activity 1

5. Click Edit

6. Select Professional Learning Activity
For this purpose, professional learning may include but is not limited to ERPL, PDD, accredited coursework
(online or face to face), book study, or Other (requires approval).

7. Enter Date of Activity

8. Enter title of PD course, accredited coursework or book study

9. If Other (requires approval) is selected, please specify. Remember administrative approval is required.

10. Enter Topic

11. Select Domain

12. Select Sub Category

13. Enter Start Date

14. Enter End Date

15. Answer the Strategy questions
For this purpose, strategy may include but is not limited to teaching methods, procedures, professional practice.
Strategies, may be implemented concurrently or one at a time (4-6 weeks in duration). Each cycle must address
a different strategy.
a. What was the strategy you learned? How was it implemented?
b. Use 4-6 sentences

16. Answer the Impact questions
a. What was the impact/result of the strategy you implemented? How do youknow?
b. Use 4-6 sentences

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DELIBERATE PRACTICE PLAN – PAGE 2
Professional Learning Activity

17. Answer the Personal Learning questions
a. What was the impact the implementation had on your professional practice and personal learning?
What are your next steps?
b. Use 4-6 sentences

18. Attachments are optional. If used, maximum is one attachment.
a. Click on Attach File button and upload your attachment.

19. Answer the question I acknowledge this is my own work with a yes or no answer.

20. Select Save & Exit.

21. Select Share button if you have completed the activity. This will allow your learning activity to be shared with
your evaluator. The Share button will only be available if all questions are answered and you select Save &Exit.

22. Select Finalize button. Once you select the Finalize button you will be unable to edit the learning activity. The
Finalize button will only be available if you select the Share button. You will notice the word Shared at the top of
the container.

23. You have now completed one activity.

24. Select Send Email in the drop-down Action Menu at the top of the screen. You must notify your evaluator when
you have completed the activity. DO NOT CHANGE OR DELETE ANYTHING IN THIS EMAIL. Select your
evaluator and click on Send Email(s).

25. If you are going to complete more Professional Learning Activities, please select additional Professional Learning
Activity containers.

26. You can check on the “review” or “approval” of your Professional Learning Activity by opening the Review
container that corresponds to your activity.

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DELIBERATE PRACTICE PLAN
Professional Learning Activity
Evaluator

You will receive an email from the instructional personnel when the Professional Learning Activity has been shared
and completed.

1. Sign in to MyPGS and open evaluation by selecting the My Staff tab or the Evaluation Participation tab

2. Select the instructional personnel you are reviewing

3. Select the DPP tab

4. Open the appropriate Professional Learning Activitycontainer

5. Review the Professional Learning Activity

6. If you cannot see all items in the Professional Learning Activity, it has not been shared.

7. Click New

8. Select Yes or No once the activity has been reviewed.
9. Enter Comments

10. Enter Date of Review

11. Click Save and Exit

12. Select Mark Complete at top of screen, if complete. Email will be sent to your instructional personnel that review
has been completed.

13. You can open Overall Professional Learning Activity Review to track the progress of allactivities.

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Revised 9/5/17

Evaluator Workflow for Walk-Throughs
Teacher Teachers and Evaluators

Complete the walk-through
• Share observation(s) and comment(s)

Review observation(s) and respond to comment if
needed

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COMPLETING A WALK-THROUGH
Evaluator

1. Sign in to MyPGS and open evaluation by selecting the My Staff tab or the Evaluation Participation tab

2. Select the instructional personnel you are reviewing

3. Select the VSET tab

4. Open the Walk Throughs container

5. Click Start New button

6. If you are collecting evidence in a Word document and copying/pasting directly in the component evidence
textboxes, scroll to the evidence area and begin pasting in each component textbox.

7. If you are collecting evidence directly in the component textboxes, you can scroll to each component and enter the
evidence.

8. If you are collecting evidence in the Notes Library-Walk Throughs, use the directions in theannounced
observation evidence collection for the noteslibrary.

9. After the evidence has been gathered, use Observed as the rating and click Save Changes.

10. To share a comment, click on Edit in the Comment(s) (e.g. Something I appreciated)section

11. Write comment and click Save

12. Click Share and click Share again in the small message window
a. Email will be sent to your instructional personnel that evidence has beenshared

13. Click Save and Exit

14. If you need to edit the walk through, click Continue the drop-down ActionMenu.

15. Click Finalize Assessment on the drop-down Action Menu if you are done.

16. Please do not Mark Complete since you may be completingadditional walk throughs.

17. You should have Complete under the Status column and a Green Check under the Shared Activity within 48 hours
of the walk through.

18. The teacher can respond to the Comment Section to the evaluator throughOutlook.

*Walk-throughs may be used to collect evidence for any components, including components 4(b)-4(f) in Domain 4.

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Revised 9/5/17

COMPLETING A WALK-THROUGH
Instructional Personnel

You will receive an email from MyPGS when your evaluator has shared a walk through

1. Click the Staff icon on the VCS home page, select MyPGS (Employees), sign in and open My Evaluation tab.

2. Click 2017-2018 VSET.

3. Select the VSET tab

4. Select Walk Throughs

5. To view feedback:
a. Click View All Feedback or
b. Select the drop-down Action Menu by walk through and click Feedback or
c. Click View Feedback by each observed component
d. Click on the PDF icon if you would like to print thefeedback

6. Comments are located in the top right corner of the feedbackscreen.

7. Close the window by clicking on the small “x” in the upper right side of thewindow.

8. Comments are also located on the event column under Comments.

9. You can respond to comments or questions either through your Outlook webmail or by uploading a document to
your walk through. Remember this attachment is strictly for a response to your comment.

10. To upload an item to your walk through:
a. On the drop-down Action Menu next to the walk through, select Manage Files
b. Click on the Attach File button
c. Find your file
d. Click Open
e. If you need to delete, select the trash can icon
f. To close this window, click on the small “x” on the right side of the screen

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Revised 9/5/17

Workflow for Announced Observation Cycle
Teachers and Evaluators

Teacher Complete the Pre-Observation Conference questions
24 hours prior to pre-observation conference
• Do NOT mark complete
Teacher/Evaluator Meet for Pre-Observation Conference

Evaluator Complete the observation
• Use Auto Create function to upload evidence
from the Pre-Observation form
Evaluator Mark “observed” as rating for each component for
which evidence was collected and share evidence
with teacher
Teacher Review evidence

Teacher Complete the Self-Assessment form - be sure to
include reflection for 4a. Additional evidence for any
component may be added
Teacher/Evaluator Meet for Post-Observation conference and complete
the Post-Observation conference container
COMPLETE THE NEXT STEPS IN THIS ORDER
Teacher Complete the Teacher Acknowledgement

Teacher During conference, mark complete for the following
containers:

• Pre-observation conference form
• Self-assessment
Evaluator After Teacher Acknowledgement completed,
• Mark complete on Pre-Observation Conference
Form
• Mark complete on Observation Evidence and
Rating

• Mark complete on Post-Observation
Conference

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Revised 9/5/17

ANNOUNCED OBSERVATION – PRE-OBSERVATION FORM
Instructional Personnel

You will get notification from your evaluator of your observation and conference dates

Your Pre-Observation Conference form must be completed 24 hours prior to your Pre-Observation conference

1. Click Staff icon on VCS home page, select MyPGS (Employees), sign in and click MyEvaluation

2. Click on 2017-2018 VSET

3. Select the VSET tab

4. Open the section Announced Observation by clicking on the words Contains 4 activities or the magnifying glass
on the right side of the screen

5. Select Announced Teacher Pre-Observation Conference to answer the Guiding Questions

6. Click New button in the Guiding Questions section

7. Answer questions for Domain 1. Evidence for 4(a) is to be provided AFTER the lesson is taught as part of the
teacher’s self-assessment. However, teachers may use this opportunity to provide evidence for 4(b) – 4(f) which
does NOT have to be specific to the observed lesson. Providing evidence for 4(b) – 4(f) is OPTIONAL as part of
the pre-observation conference, but evidence for these components must be provided and rated by the mid-year
evaluation (Category 1 teachers only) or by the Final End of Year Evaluation (allteachers)

8. Click Save & Exit if you are ready to share with your evaluator. Only click Save if you are not ready to share.

9. DO NOT MARK COMPLETE

10. If you need to add to this form, click the Edit button

11. You will wait until after the observation before completing the nextstep

**THIS IS A LONG FORM. YOU ARE ENCOURAGED TO SAVE OFTEN WHILE COMPLETING THE FORM.

**YOU CAN ALSO COMPLETE THE FORM IN A WORD DOCUMENT AND PASTE THE RESPONSES IN
THE GUIDING QUESTIONS TEXTBOXES. THE WORK SHEET CAN BE FOUND ON THE VSET HELP TAB.

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Revised 9/5/17

ANNOUNCED OBSERVATION - PRE-OBSERVATION
Evaluator

1. When you are ready to begin your announced observation, schedule the conference and observation dates in your
Outlook calendar. The teacher can accept these dates. These will NOT auto load inMyPGS.

2. Sign in to MyPGS and open evaluation by selecting the My Staff tab or the Evaluation Participation tab and select
the teacher you are reviewing.

3. Select the VSET tab.

4. Open the section Announced Observation container by clicking on the words Contains 6 activities or the
magnifying glass on the right side of the screen.

5. Select Announced Evaluator Pre-Observation Conference to review the responses to the Guiding Questions.

6. You can automatically load the answers to the pre-observation conference questions in your Evidence and Rating
form for the pre-observation. These are the responses provided by the teacher for evidence in Domain 1 and 4
(adding evidence for domain 4 is optional as part of the pre-observation). Click on the Auto Create Notes button
at the top of the screen to automatically load this evidence in the Observation Evidence and Ratings notes
library. You will NOT be clicking on “View Notes” at this time.

7. Click OK for Auto Tagging Complete window

8. Click Back button

9. Click on Announced Observation Evidence and Ratings

10. Click Start New

11. Load the evidence to Observation Evidence and Ratings from the Pre-Observation Conference Form:
a. The answers from the Pre-Observation form are in the Tagged Notes. Go to each component
evidence collection textbox and click Tagged Notes under the evidence textbox, then select AddNote
for the evidence to be added to theobservation.
b. Click on “x” on the right side to close the box
c. You can add notes to this evidence by typing “E” for evaluator and make notations or questions for
discussion in the Pre-Observation conference
d. Click Save Changes

12. Click Save & Exit

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Revised 9/5/17

ANNOUNCED OBSERVATION - OBSERVATION
Evaluator

1. Sign in to MyPGS and open evaluation by selecting the My Staff tab or the Evaluation Participation tab and select
the instructional personnel you are reviewing.

2. Select the VSET tab

3. Open the Announced Observation section

4. If you have not already done so, Auto Create the notes from the Pre-Observation conference form. (See page 12
for instructions.)

5. Select the observation event by clicking on Continue on the drop-down Action Menu next to the observation
event.

6. For the observation, you can collect evidence:
a. In a Word document and copy/paste directly to the component evidence textboxOR
b. Scripting directly in the component textboxes in MyPGS OR
c. In a Word document and copy/paste to the notes library OR
d. Scripting directly in the Notes Library in MyPGS

7. If you are collecting evidence in a Word document and copying/pasting directly in the component evidence
textboxes, scroll to the scoring area of the evidence and begin pasting in each component textbox. Skip directly
to item #22

8. If you are collecting evidence directly in the component textboxes, you can scroll to each component and enter the
evidence. Skip directly to item #22

9. For all others, click Enter Notes Library

10. Click New Note

11. Begin entering evidence here.
a. If you are using a word document, paste your evidence in thetextbox
b. If you are scripting in the Notes Library, begin in the textbox and press enter at the end ofeach
statement

12. Click Done – please note the save date and time to confirmsaving

13. Select the Split tab on the right side of the screen

14. Click blue Split button on the left side of the screen

15. Click blue Split button on the right side of the screen for each note.

16. Click Done button

17. Select the Tag tab on the right side of the screen

18. Find the correct component on the left side of the screen. Click ‘+’ and dragto the correct component.

19. If you need to delete the component, simply click on the small “x” in the tagbox

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THIS DOCUMENT IS CONTINUED ON THE NEXT PAGE
ANNOUNCED OBSERVATION – OBSERVATION – Page 2

Evaluator

20. Click Exit Notes

21. To place the tagged evidence in the correct component textbox
a. Select Tagged Notes under the component textbox
b. Click Add Note to add your evidence
c. Click small ‘x’ to close the window
d. Mark rating as Observed

22. After the evidence has been gathered and tagged, use Observed as the rating for each component that contains
evidence and click Save Changes.

23. Click Share and click Share again in the small message window if you are ready to share observation with the
teacher
a. Email will be sent to your teacher that evidence has been shared

24. DO NOT CLICK FINALIZE AT THIS TIME

25. Click Save and Exit

26. Your instructional personnel will complete their self-assessment prior to the post-observation conference. You
will be notified by email when this has beencompleted.

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Revised 9/5/17

ANNOUNCED OBSERVATION – SELF-ASSESSMENT
Instructional Personnel

You will receive an email from MyPGS when your evaluator has shared the observation evidence

1. Click Staff icon on VCS home page, select MyPGS (Employees), sign in and click on MyEvaluation

2. Click on 2017-2018 VSET

3. Select the VSET tab

4. Open Announced Observation container

5. Select View Observations to view your evaluator’s evidence
a. Click the View All Feedback button OR
b. Click the drop-down Action Menu by the observation and select Feedback
c. Click on View Feedback by the observed component
d. If you’d like to print the evidence, select Download PDF icon

6. Click Back

7. Select the Announced Self-Assessment

8. Click on Start New

9. In the evidencesection, rate yourself on the components for which your evaluator gathered evidence.
a. Add your reflection for 4a in the textbox and rate yourself
b. Add any evidence you wish to include for components 4(b)-4(f) and rateyourself
c. If domain 4 evidence was added in pre-observation, you do not need to add itagain

10. Click Save Changes

11. Click Share and select Share in the small message window

12. DO NOT CLICK FINALIZE

13. Click Save and Exit button

14. If you need to edit your self-assessment, click the drop-down Action Menu and selectContinue

15. You can upload documents to this area.
a. Remember only five (5) documents can be uploaded to the observations duringthe year.
b. Please limit the file name to less than 20 characters
c. Do not use .jpg files or videos as these files are too large

THIS DOCUMENT IS CONTINUED ON THE NEXT PAGE

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ANNOUNCED OBSERVATION – SELF-ASSESSMENT – PAGE 2
Instructional Personnel

16. To upload files to this container:
a. Select Manage Files
b. Click Attach File
c. Find your file
d. Click Open
e. If you need to delete a file, click on trash can icon
f. Click the small “x” to close this window

17. You will notice a small paperclip in the menu field. Your evaluator will see the same paperclip.

18. DO NOT CLICK FINALIZE IN THE MENU FIELD

19. Click on the Back button

20. DO NOT MARK COMPLETE

21. Email will be sent to your evaluator to notify them of the completion of your self-assessment. You will wait until
the Post-Observation conference before completing the next step.

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Revised 9/5/17

ANNOUNCED OBSERVATION – POST-OBSERVATION CONFERENCE
Evaluator

You will receive an email when the teacher has completed the self-assessment. You are now ready to rate your
evidence for your post-observation conference.

1. Sign in to MyPGS and open evaluation by selecting the My Staff tab or the Evaluation Participation tab and select
the instructional personnel you are reviewing.

2. Select the VSET tab

3. Open the Announced Observation section

4. Select Announced Observation Evidence and Rating to view the teacher’s self-assessment evidence and ratings

5. Click on the View Feedback button to see the response for the teacher’s reflection. You can highlight and copy to
place in your observation or use “See Teacher Self-Assessment for reflection.”

6. Select your observation event by clicking on Continue on the drop-down Action Menu next to the observation
event.

7. Click Unshare – select DO NOT SHARE in the small message window. This will disable the view for the
teacher.

8. You will rate the evidence collected in each of the components. You do not have to gather evidence in all 22
components. However, you will need evidence for all 22 components for the mid-year evaluation of Category 1
teachers. Additionally, you will need evidence for all 22 components for the end-of-year ratings for all teachers.
You are encouraged to gather evidence for as many componentsas possible.

9. Change the rating from Observed to Distinguished, Proficient, Basic or Unsatisfactory.

10. Click Save Changes

11. DO NOT CLICK FINALIZE AT THIS TIME

12. Click Save & Exit and then click Back

13. Conduct your Post-Observation conference and discuss all components where there were differences in the
ratings.

14. Open the Announced Post-Observation Conference container:
a. Click Edit
b. Enter comments, if needed
c. Enter Observation dates and time
d. Click Save & Exit
e. Do NOT mark complete
f. Click Back

15. At or after your post-conference, open the observation event again.

16. Click Share – select SHARE in the small message window.

17. DO NOT CLICK FINALIZE AT THIS TIME

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Revised 9/5/17

ANNOUNCED OBSERVATION – CLOSING OBSERVATION CYCLE
Evaluator AND Instructional Personnel

Please complete these items in order so that the observation cycle can be completed correctly.

1. Instructional Personnel – complete the Announced TeacherAcknowledgment
a. Click Edit
b. Enter date, note the wording “By entering the date, the teacher acknowledges that the observation
cycle occurred.”
c. Enter comments, if appropriate
d. Click Save & Exit
e. In the Sign Off Status, place a check mark by “My acknowledgement does not signify agreement. It
denotes that the observation cycle has taken place.”
f. Click Accept

2. Instructional Personnel – mark complete on the Pre-Observation Conference Form using the check mark
on the right side of the container

3. Instructional Personnel – Open Self-Assessment, using the drop-down Action Menu, select Finalize. Click
blue Mark Complete button at the top of the page.

4. Evaluator – mark complete on the Pre-Observation Conference Form using the Mark Complete button at
the top of the page.

5. Evaluator – Open Observation Evidence & Rating, using the drop-down Action Menu, selectFinalize.

6. Evaluator – mark complete on the Post-Observation Conference container using the check mark on the
right side of the container

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Workflow for Unannounced Observation Cycle
Teachers and Evaluators

Evaluator Complete the observation
• Evidence collected during observation
Evaluator Mark “observed” as rating for each component for
which evidence was collected and share evidence
with teacher
Teacher Review evidence
Teacher Complete the Self-Assessment form

Teacher/Evaluator Meet for Post-Observation conference and evaluator
complete the Post-Observation conference container
COMPLETE THE NEXT STEPS IN THIS ORDER
Teacher Complete the Teacher Acknowledgement
Teacher Mark complete for Self-Assessment form

Evaluator After Teacher Acknowledgement completed,
• Mark complete on Observation Evidence and
Rating
• Mark complete on Post-Observation
Conference

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UNANNOUNCED OBSERVATION - OBSERVATION
Evaluator

1. Sign in to MyPGS and open evaluation by selecting the My Staff tab or the Evaluation Participation tab and select
the instructional personnel you are reviewing.

2. Select the VSET tab

3. Open the Unannounced Observation section by clicking on the words Contains 5 activities or the magnifying
glass on the right side of the screen

4. Select the Unannounced Observation Evidence and Ratingcontainer

5. Click Start New

6. For the observation, you can collect evidence:
a. In a Word document and copy/paste directly to the component evidence textboxOR
b. Scripting directly in the component textboxes in MyPGS OR
c. In a Word document and copy/paste to the notes library OR
d. Scripting directly in the Notes Library inMyPGS

7. If you are collecting evidence in a Word document and copying/pasting directly in the component evidence
textboxes, scroll to the gray scoring area of the evidence and begin pasting in each component textbox. Skip
directly to item #22

8. If you are collecting evidence directly in the component textboxes, you can scroll to each component and enter the
evidence. Skip directly to item #22

9. For all others, click Enter Notes Library

10. Click New Note

11. Begin entering evidence here.
a. If you are using a word document, paste your evidence in the textbox
b. If you are scripting in the Notes Library, begin in the textbox and press enter at the end of each
statement

12. Click Done – please note the save date and time to confirmsaving

13. Select the Split tab on the right side of the screen

14. Click blue Split button on the left side of the screen

15. Click blue Split button on the right side of the screen for each note.

16. Click Done button

17. Select the Tag tab on the right side of the screen

18. Find the correct component on the left side of the screen. Click ‘+’ and drag component tothe note

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UNANNOUNCED OBSERVATION – OBSERVATION – Page 2
Evaluator

19. If you need to delete the component, simply click on the small “x” in the tagbox

20. Click Exit Notes

21. To place the tagged evidence in the correct componenttextbox
a. Select Tagged Notes under the component textbox
b. Click Add Note to add your evidence
c. Click small ‘x’ to close the window
d. Mark rating as Observed

22. After the evidence has been gathered and tagged, use Observed as the rating and click Save Changes.

23. Click Share and click Share again in the small message window
e. Email will be sent to your teacher that evidence has been shared

24. DO NOT CLICK FINALIZE AT THIS TIME

25. Click Save and Exit

26. Your instructional personnel will complete their self-assessment prior to the post-observation conference.
You will be notified by email when this has beencompleted.

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UNANNOUNCED OBSERVATION – SELF-ASSESSMENT
Instructional Personnel

You will receive an email from MyPGS when your evaluator has shared an unannounced observation

1. Click Staff icon on VCS home page, select MyPGS (Employees), sign in and click on MyEvaluation

2. Click on 2017-2018 VSET

3. Select the VSET tab

4. Open Unannounced Observation container by clicking on Contains 3 Activities

5. Select View Observations to view your evaluator’s evidence
a. Click the View All Feedback button OR
b. Click the drop-down Action Menu and select Feedback
c. Click View Feedback by the observed component
d. If you’d like to print the evidence, select Download PDF icon

6. Click Back

7. Select the Unannounced Self-Assessment

8. Click on Start New

9. In the evidence section, rate yourself on the components on which yourevaluator gathered evidence.

10. Click Save Changes

11. Click Share and select Share in the small message window

12. DO NOT CLICK FINALIZE

13. Click on the Save and Exit button

14. If you need to edit your self-assessment, click the drop-down Action Menu and select Continue

15. You can upload documents to this area.
a. Remember only five (5) documents can be uploaded to the observations duringthe year.
b. Please limit the file name to less than 20characters
c. Do not use .jpg files or videos as these files are too large

16. To upload an item to your self-assessment:
a. Select Manage Files
b. Click on Attach File
c. Find your file
d. Click Open
e. If you need to delete a file, click on the trash can icon
f. Click on the small “x” to close this window

THIS DOCUMENT IS CONTINUED ON THE NEXT PAGE
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UNANNOUNCED OBSERVATION – SELF-ASSESSMENT – Page 2
Instructional Personnel

17. You will notice a small paperclip by your Self-Assessment. Your evaluator will see the same paperclip.

18. DO NOT CLICK FINALIZE ON THE MENU FIELD

19. Click on the Back button

20. DO NOT MARK COMPLETE

21. Email will be sent to your evaluator to notify them of the completion of your self-assessment. You will wait until
the Post-Observation conference before completing the nextstep.

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UNANNOUNCED OBSERVATION – POST-OBSERVATION CONFERENCE
Evaluator

You will receive an email from MyPGS when the teacher has completed the self-assessment. You are now ready to
rate your evidence for your post-observation conference.

1. Sign in to MyPGS and open their evaluation by selecting the My Staff tab or the Evaluation Participation tab and
select the instructional personnel you are reviewing.

2. Select the VSET tab

3. Open the Unannounced Observation section

4. Select Unannounced Observation Evidence and Rating to view the teacher’s self-assessment evidence and
ratings.

5. Select your observation event by clicking on Continue on the drop-down Action Menu next to the observation
event.

6. You will rate the evidence collected in each of the components. You do not have to gather evidence in all 22
components.

7. Click Unshare – select DO NOT SHARE in the small message window. This will disable the view for the
teacher.

8. Change the rating from Observed to Distinguished, Proficient, Basic or Unsatisfactory.

9. Click Save Changes

10. DO NOT CLICK FINALIZE AT THIS TIME

11. Click Save & Exit

12. Click Back

13. Conduct your Post-Observation conference and discuss all components where there were differences in the
ratings.

14. Open the Unannounced Post-Observation Conference container:
a. Click New
b. Enter comments, if needed
c. Enter Observation dates and time
d. Click Save & Exit
e. Do NOT mark complete
f. Click Back

15. At or after your post-conference, open the observation event again.

16. Click Share – select SHARE in the small message window.

17. DO NOT CLICK FINALIZE AT THIS TIME

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Revised 9/5/17

UNANNOUNCED OBSERVATION – CLOSING OBSERVATION CYCLE
Evaluator AND Instructional Personnel

Please complete these items in order so that the observation cycle can be completed correctly.

7. Instructional Personnel – complete the Unannounced TeacherAcknowledgment
a. Click Edit
b. Enter date, note the wording “By entering the date, the teacher acknowledges that the observation
cycle occurred.”
c. Enter comments, if appropriate
d. Click Save & Exit
e. In the Sign Off Status, place a check mark by “My acknowledgement does not signify agreement. It
denotes that the observation cycle has taken place.”
f. Click Accept

8. Instructional Personnel – Open Self-Assessment, using the drop-down Action Menu, select Finalize. Click
blue Mark Complete button at the top of the page.

9. Evaluator – Open Observation Evidence & Rating, using the drop-down Action Menu, selectFinalize.
Click blue Mark Complete button at the top of the page.

10. Evaluator – mark complete on the Post-Observation Conference container using the check mark on the
right side of the container

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Revised 9/5/17

MID - YEAR REVIEW
Evaluator

1. The Mid-Year Review is ONLY for Category 1 teachers. This is due on December 20, 2017.

2. Sign in to MyPGS and open evaluation by selecting the My Staff tab or the Evaluation Participation tab and select
the instructional personnel you are reviewing.

3. Select the VSET tab

4. Use the second quarter announced observation ratings as the mid-year ratings. To view/print the ratings:
a. Open the Announced Observation container
b. Click on View Observation container
c. Click on View All Feedback button
d. You can print these ratings by selecting the PDF icon at the top right of the page

5. Click Back

6. Open the container Mid-Year Evaluator Rubric Score by clicking on the words Contains 1 Activity or the
magnifying glass on the right side of the screen.

7. Select Mid-Year Evaluator Rubric Score

8. Click Start New or click Continue if you have already started the form.

9. Rate all of the 22 components in the evidence section

10. Click Save Changes

11. Since these ratings have already been shared, you will not need to share theMid-Year ratings.

12. Click Finalize

13. Click Exit

14. Click Mark Complete button

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Revised 9/5/17

Workflow for Year End Conference
Teachers and Evaluators

Teacher Complete by April 20, 2018 at 5:00 pm:
• All Professional Learning Activities
Evaluator • No DPP Self-Rating required
Teacher/Evaluator • Final Self-Assessment
Teacher
Evaluator Complete Final Evaluator Rubric Score

Meet for Year End Conference
• Between April 23 and May 16

Complete the Teacher Acknowledgement

After Teacher Acknowledgement completed,
• Mark complete on Evaluator Deliberate
Practice Rating
• Final Evaluator Rubric Score

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Revised 9/5/17

YEAR END – EVALUATION NOT COMPLETED
Evaluator

We encourage you to complete this section as you receive a Notice of Employment Termination (NET) for any
instructional staff throughout the school year or if a Leave of Absence (LOA) means that an evaluation will not be
completed.

IT IS ENCOURAGED THAT YOU CONTACT EXTENSION 50830 IF YOU HAVE QUESTIONS ABOUT
THE COMPLETION OF THE EVALUATION

1. Sign in to MyPGS and open the evaluation by selecting the My Staff tab or the Evaluation Participationtab

2. Select the instructional personnel you are reviewing.

3. Select the VSET tab

4. Select the Year End Evaluation container

5. Open the Evaluation Not Completed section if you did not or are not going to complete anevaluation.

6. Click New

7. In the section, Final Evaluation was not completed for the following reason: use the drop-down Action Menu
to select the option for you.

8. Enter the Effective Date

9. Enter comments, if appropriate.

10. Click Save & Exit

11. You will need to Mark Complete by:
a. Click the Action button at the top and select Mark Complete OR
b. Select the check mark on the right side of the Evaluation Not Completedcontainer

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Revised 9/5/17

YEAR END – PROFESSIONAL LEARNING ACTIVITES
Instructional Personnel

The Professional Learning Activities must be completed by April 20, 2018 at 5:00 pm
1. Click the Staff icon on the VCS home page, select MyPGS (Employees), sign in and open MyEvaluation
2. Select 2017-2017 VSET
3. Select the DPP tab
4. Make sure the Professional Learning Activities are finalizedand marked complete.

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Revised 9/5/17

YEAR END – FINAL SELF-ASSESSMENT
Instructional Personnel

The Final Self-Assessment must be completed by April 20, 2018 at 5:00 p.m.

1. Click the Staff icon on the VCS home page, select MyPGS (Employees), sign in and open MyEvaluation

2. Select the VSET tab

3. Select the Year End Evaluation container

4. Select View Walk Throughs, Announced, Unannounced and Self-Assessments to view the evidence gathered
throughout the school year
a. If you’d like to refer to the evidence, you can print the evidence by selecting the View All Feedback
button and click the Download PDF icon on the left side of the screen
b. Click small “x” to close window
c. Click the back button

5. Select Final Self-Assessment

6. Click Start New button

7. In the evidence section, rate yourself on all 22 components. You may add additional evidence for components
4(b)-4(f) as part of your self-assessment.

8. Click Save Changes

9. Click Share and click Share in the little window by April 20 2018

10. Click Finalize if you have completed your Self-Assessment. Remember, it must be finalized by April 20, 2018 at
5:00 p.m.

11. Click Exit

12. Remember, five (5) artifacts can be uploaded for your evaluation. To upload artifacts for your evaluation:
a. You must save the artifacts in either pdf format or word format. Do not upload jpg files, videos or large
picture files. File size is limited. Please use less than 20 characters in the file name.
b. On the drop-down Action Menu, select Manage Files
c. Click on the Attach File button
d. Find your file and click Open
e. If you need to delete, select the trash can icon
f. If you need to attach other files, select the Attach File and repeat
g. To close this window, click on the small “x” on the right side of the screen

13. You will need to Mark Complete by April 20, 2018 by 5:00 pm
a. Click the Action button at the top and select Mark Complete OR
b. Select the check mark on the right side of the Final Self-Assessment container

14. Your evaluator will receive an email to notifythem of the completion of your Final Self-Assessment.

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YEAR END – RATING DELIBERATE PRACTICE PLAN
Evaluator

1. Sign in to MyPGS and open their evaluation by selecting the My Staff tab or the Evaluation Participation tab
2. Select the instructional personnel you are reviewing.
3. Select the VSET tab
4. Select the Year End Evaluation container
5. Select Evaluator Deliberate Practice Rating
6. You will be able to view all professional learning activities for this teacher
7. Do NOT complete the DPP rating at this time. This rating will be completed at the year-endconference

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Revised 9/5/17

YEAR END – FINAL RUBRIC SCORE
Evaluator

You will receive an email from the instructional personnel when the Final Self-Assessment has been shared and
completed.

1. Sign in to MyPGS and open their evaluation by selecting the My Staff tab or the Evaluation Participation tab and
select the instructional personnel you are reviewing.

2. Select the VSET tab

3. Select the Year End Evaluation container

4. Select View Walk Throughs, Observations and Self-Assessment to view the evidence gathered during the school
year.

5. Click the Back button

6. Select Final Evaluator Rubric Score – you will be able to see the Teacher Final Assessment in this container

7. Click Start New

8. Rate all of the 22 components in the evidence section

9. Click Save Changes

10. Do NOT share at this time.

11. Do NOT finalize at this time.

12. Click Save & Exit

13. The final ratings will be shared and finalized at the year-endconference.

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Revised 9/5/17

YEAR END – FINAL CONFERENCE
Evaluator

1. Sign in to MyPGS and open their evaluation by selecting the My Staff tab or the Evaluation Participation tab
2. Select the instructional personnel you are reviewing.
3. Select the VSET tab
4. Select the Year End Evaluation container
5. Select Evaluator Deliberate Practice Rating
6. Scroll to the bottom of the screen for the rating section
7. Click New in the Rate the Deliberate Practice
8. Review the rating criteria
9. Select the rating in the Deliberate Practice Rating
10. Enter the Date of the conference
11. Enter the Time of the conference
12. Click Save & Exit
13. DO NOT FINALIZE DPP RATING AT THIS TIME

14. Click Back
15. Select Final Evaluator Rubric Score
16. Open the final score by clicking on continue in the drop-down Action Menu
17. Review the ratings together

a. Click Share
b. Click Save & Exit
18. DO NOT FINALIZE FINAL RUBRIC SCORE AT THIS TIME

19. If instructional personnel would like to have the DPP ratings reviewed, please see the VSET manual for
directions.

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Revised 9/5/17

YEAR END – TEACHER ACKNOWLEDGEMENT
Instructional Personnel

You must acknowledge the completion of the DPP Rating and the Final Evaluator Rubric Score Ratings.

1. Your evaluator will conference with you and share their ratings from the DPP and the Final Rubric Score

2. This acknowledgement step needs to be completed either at the conference or within 24 hours of the conference

3. Click the Staff icon on the VCS home page, select MyPGS (Employees), sign in and open My Evaluation

4. Click on 2017-2018 VSET

5. Select the VSET tab

6. Select the Year End Evaluation container

7. Select Teacher Acknowledgement

8. To acknowledge your DPP rating and Final Rubric Score:
a. Click Edit button
b. Enter the Date
c. Enter Comments if appropriate
d. Click in small box “By checking this box, I verify my 2017-2018 Deliberate Practice and Final
Rubric Score has been shared with me”
e. Click Save & Exit

9. In the Sign Off Status, place a check mark by “My acknowledgement does not signify agreement. It denotes that
the observation cycle has taken place.”

10. Click Accept

11. Mark complete for the Teacher Acknowledgement container using the check mark on the right side of the
container

12. After your evaluator has marked complete on their container, you canview:
a. DPP rating in the Evaluator Deliberate Practice Ratingcontainer
b. Component ratings in your Final Rubric Score container

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Revised 9/5/17

YEAR END – COMPLETING THE YEAR END CONTAINER
Evaluator

1. Complete the following activities AFTER the end of year conference and the teacher has completed the Teacher
Acknowledgement.

2. Open the Evaluator Deliberate Practice Rating container
3. Click Finalize button

4. Click OK. Finalizing this answer set will prevent everyone from editing any of its fields.
5. Click on Share. This will allow your teacher to see the DPPrating.

6. Click OK. Sharing this answer set will share all of its fields with everybody with access to it.
7. Mark complete on the Evaluator Deliberate Practice Rating at the top of the page.

8. Open the Final Evaluator Rubric Score container
9. Select Finalize on the drop-down Action Menu

10. Click Mark Complete button at the top of the screen.

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Revised 9/5/17