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How Do I Evaluate Skills in the Staff Portal?

IN BRIEF
The Staff Portal allows instructors to evaluate student skills directly from a mobile-friendly interface. Staff can perform simple evaluations, view skill media and descriptions, access student-specific skill trees, and use a grid-style view for broader assessment. Permissions determine which tasks a staff member can perform when evaluating skills. 

Overview

Skill evaluations completed through the Staff Portal help instructors track student progress during classes, camps, and appointments. Skill Tracking can be accessed through the Attendance module or directly from the Staff Portal dashboard. The feature supports simple evaluations, media viewing, grid-based evaluation, quick evaluations for Levels/Events, and editing or removing existing evaluations depending on permissions.

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Accessing the Feature

  1. Log in to the Staff Portal with a valid username and password.
  2. From the main dashboard, select Skill Tracking.
  3. The System displays all classes, camps, and appointments scheduled to meet on the selected date.
    • If the selected date does not fall within a class’s Session or Rolling Session dates, that class is not shown.
  4. Use available filters to limit results:
    • Event Type
      • All
      • Classes
      • Camps
    • All Start Times
    • All Locations
      • Staff members only see classes/camps they are assigned to unless permissions allow otherwise.
    • All Instructors
      • Limits classes/camps by selected instructor(s), following the same permission rules.

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Advanced Options

  • Show if no enrollments
    • Displays classes/camps with zero enrollments.
  • Students with critical notes
    • Displays only classes/camps with students who have open notes marked Critical.
  • Students not evaluated
    • Displays an indicator for students who have not had a skill evaluated within the defined timeframe.
  • Within the past ‘X’ days’
    • Defines the number of days since the last evaluation (defaults to 30).

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Step-by-Step Instructions

Performing Simple Evaluations

  1. From the classes/camps list, select the appropriate class or camp.
  2. Choose a skill from the “Select a Skill” list.
  3. The student list displays all enrolled students for that class/camp.
  4. Use Mass Select to apply the same rating to all students, then adjust individual ratings as needed.
  5. Select a student’s name to:
    • Apply and individual rating and comments (if enabled under SETTINGS>SETUP>GENERAL SETTINGS>SKILL TRACKING).
    • View previous evaluations.
  6. Select Submit when finished.

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Additional Notes

  • Comment visibility depends on whether administrators allow comments on evaluations.
  • The System saves evaluations immediately after submission.

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Viewing Skill Photos, Videos, and Descriptions

If media (photos/videos) or descriptions were added to skills in the Skill Bank, instructors can view them within the Staff Portal.

  1. Locate the displayed skill.
  2. Select the eye icon to view associated media.

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Evaluating and Viewing Skills from Student Details

  1. From the Staff Portal landing screen, open the student dropdown.
  2. Select the star icon to access Skills for that student.
  3. Navigate through the skill tree to view or evaluate skills.
  4. Toggle a skill’s status to Passed by switching to green.

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Using the “Grid” View

The grid view displays all skills within a discipline/level/event on a single screen and is best used on larger devices such as tablets.

  1. Select the grid icon at the discipline/level/event.
  2. Use Skill Filters to refine student visibility.

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Available Filters

  • Rating
    • Unevaluated
    • One Star
    • Two Star
    • Three Star
    • Star options adjust based on SETTINGS > SKILLS > SKILL RATINGS.
  • Not Evaluated Within the Past ‘X’ Days’
    • Define the number of days since the last evaluation (defaults to 30).
  • Duration
    • Current and Future
    • Current
    • Past
    • Future
    • All
  • Attendance
    • Hide Student(s) Absent Today
  • Display Options
    • Show Start Date
    • Show Due Date
    • Show Passed Date

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Quick Evaluations (Levels/Skills)

  1. In the class/camp grid view, select the Level or Event.
  2. View a list of all students with evaluation options.
  3. Use drop-down menus to limit or navigate Levels/Events.

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Available Quick Evaluation Actions

  • Set a start or due date for all students by applying it to the Level or Event itself.
  • Set or edit individual start/due dates.
  • Mark a student Passed or revoke the status.
  • Mark all students Passed or revoke the status for the entire Level or Event.
    • If all Events are passed via the Level toggle, reversing the toggle removes Passed only from the Level; Events must be manually updated. 

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Editing or Removing Evaluations

Only the staff member who created an evaluation may edit it. However, staff members with the Delete Evaluations (Skill Tracking) permission may completely remove evaluations created by others.

Deleted evaluations will be noted in the Audit Log.

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Editing/Removing Evaluations from Student Details

  1. Use the search bar on the Staff Portal landing screen to locate the student.
  2. Select the student name to open Student Details.
  3. Select the Skills tab (star icon).
  4. Select the evaluation to edit/remove (only evaluated skills show star/date information).
  5. In the expanded evaluation section:
    • To edit: change the star rating.
    • To remove: select Remove and confirm.

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Editing/Removing Evaluations from the Skills Grid View

  1. Open the Grid View for the desired discipline/level/event.
  2. Select the evaluation to edit/remove.
  3. In the evaluation window:
    • To edit: change the star rating or add a comment, then select Apply Changes.
    • To remove: select Remove and confirm.

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Troubleshooting & FAQs

  • Why do some classes not appear on the Skill Tracking list?
    • The selected date must fall within the class’s Session or Rolling Session date range.
  • Why can an instructor not see all classes?
    • Instructors only see assigned classes unless permissions allow broader visibility.
  • Why can a staff member not edit an evaluation they see?
    • Only the staff member who created the evaluation can edit it. Others may delete it only if they have the Delete Evaluations (Skill Tracking) permission.
  • Why are comments unavailable?
    • Commenting is enabled/disabled globally under SETTINGS > SETUP > GENERAL SETTINGS > SKILL TRACKING.

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Need more assistance?

Customer support is available at 1-877-554-6776 Mon - Fri, 9 am to 9 pm (CT) and Sat, 9 am to 6 pm (CT).