IN THIS ARTICLE:
Learn about options to view and evaluate Skills in the Staff Portal.

• Evaluating Classes
  • Staff Permissions
  • Performing Simple Evaluations
• Viewing Skill Photos, Videos, and Descriptions
• Evaluating and Viewing Skills from Student Details
  • "Grid" View
• Quick Evaluations
  • Editing/Removing evaluations from the Student details
  • Editing/Removing evaluations from the Skills grid view

Evaluating Classes

Along with taking Attendance, using the Staff Portal to evaluate your students is the easiest way to track skills.  You can access the Skill Tracking feature through either the Attendance module, or by directly launching it from the Main Menu.

Staff Permissions

To use Skill Tracking from the Staff Portal, the staff member will need the permissions below:

• Application Access:
  • Staff Portal as "full" to log in to the staff portal with a username and password
• Tasks:
  • Families/Students:
    • "View" permission for read-only access to student information
    • "Full" permission to enable editing/creating notes for the student
  • Evaluations (Skill Tracking):
    • "View" permission for read-only access to skill evaluations
    • "Full" permission to enable editing/creating new skill evaluations
      

Performing Simple Evaluations

After selecting the "Skill Tracking" option from the main Staff Portal dashboard, the system will display all classes, camps, and appointments scheduled to meet on the selected date. (NOTE: if the current/selected date is not within the date range of any Session/Rolling Session attached to a class, that class will not be shown.)

Filtering options are available to help limit the class/camp results. These filters include:

• Event Type
  • All (default option)
  • Classes - limits results only to classes.
  • Camps - limits results only to camps.
• All Start Times - allows you to limit results only to classes/camps starting at the selected time(s).
• All Locations -  allows you to limit results only to classes/camps at the selected Location(s).  By default, instructors can only see the classes/camps to which they are assigned (if needed, staff permissions can be granted to allow them to view all classes/camps).
• All Instructors - allows you to limit results only to classes/camps to which the selected Instructor(s) are assigned.  By default, instructors can only see the classes/camps to which they are assigned (if needed, staff permissions can be granted to allow them to view all classes/camps).
• Advanced Options
  • Show if no enrollments - if enabled, classes/camps with no enrollments will be displayed on the results list (these are hidden by default).
  • Students with critical notes - if enabled, only shows classes/camps with students enrolled who have open student notes with a status of "Critical" assigned.
  • Students not evaluated - if enabled, the system will display an identifier (shown below) to indicate students enrolled who do not have any skills evaluated within the number of days defined by the "Within the past 'X' days" value.
    • Within the past 'X' days - defines the number of days since the last recorded skill evaluation for the student (defaults to '30').
      

Tap on any class or camp to begin evaluating.  A window appears prompting you to select which skill you want to evaluate the class on. Select the appropriate skill.

You are now viewing the students within that class or camp.

To quickly evaluate all students within the class, use the Mass Select option.  This will apply the rating to all students within the class.  You can then adjust any ratings necessary.

You can add comments to the skills evaluations if your settings allow.  The ability to add comments to skills evaluations is set system-wide under SETTINGS>SETUP>GENERAL SETTINGS>SKILL TRACKING.

Simply tap on the students name to add comments or view past evaluations.

Once you are happy with the ratings, hit Submit!

Viewing Skill Photos, Videos, and Descriptions

If you added photos, videos, or descriptions to your skills within the Skill Bank, you can access them via the Staff Portal. Simply click the eye icon to view them!
 

Evaluating and Viewing Skills from Student Details

You can evaluate, view, and edit skills from the student details by tapping on the star icon from the student dropdown.

Navigate to any area of the skill tree to evaluate or view ratings.

You can also Pass students from this view by simply toggling to green.
 

"Grid" View

In addition to this skill evaluation view, iClassPro offers a "grid" view similar to that seen within the Office Portal. This view can be launched at the discipline/level/event and will display all skills within that section of the skill tree on one screen. (Note: due to screen size limitations, this view is probably best used on a tablet.)

To launch this view, click the "grid" icon next to the discipline/level/event:

There are a number of filters available to limit the list of students who are shown in the grid. Click the “Skill Filters” option in the upper right-hand corner of the screen to apply these filters.

Available filters are:

• Rating (Note: this filter may vary from the screenshot shown above based on your skill setup under SETTINGS>SKILLS>SKILL RATINGS.)
  • Unevaluated
  • 1 Star
  • 2 Star
  • 3 Star
    • NOTE: Star rating options will be adjusted based on your individual skills setup.
  • Not Evaluated Within the Past 'X' Days
    • If enabled, you will be able to define the number of days since the last evaluation (defaults to '30').
• Duration
  • Current and Future – shows only students with a current or future enrollment in the selected class/camp.
  • Current – shows only students with a current enrollment in the selected class/camp.
  • Past – shows only students with past enrollment in the selected class/camp.
  • Future – shows only students with a future enrollment in the selected class/camp.
  • All – shows students with any enrollment in the selected class/camp.
• Attendance
  • Hide Student(s) Absent Today – enabling this filter will hide any students who have been marked Absent from the selected class/camp on the current date.
• Display Options
  • Show Start Date – displays the student’s assigned start date for the selected Level or Event (see the “Quick Evaluations (Levels/Skills)” section below).
  • Show Due Date – displays the student’s assigned due date for the selected Level or Event (see the “Quick Evaluations (Levels/Skills)” section below).
  • Show Passed Date – displays the date that the student was marked “Passed” for the selected Level or Event.

To leave an evaluation for a single student, locate the star associated with the student and skill needing evaluation. This pulls up the evaluation screen where you can select a star rating and leave optional comments.

NOTE: If the option to "Enable URLs on evaluations" is enabled under SETTINGS>SETUP>GENERAL SETTINGS>SKILL TRACKING, there will also be an option to enter a URL.

Once you have completed the evaluation, click the “Submit Evaluation” button to save.

Quick Evaluations

From the class/camp grid view, select the name of the Level or Event needing to be evaluated.  This will bring up a list of all students enrolled in the class/camp with several options.

Within this view, you can navigate/limit the view to specific Levels or Events using the drop-down menus at the top of the window.

Pro Tip!: Clicking on the Level will show all Events attached to that Level in the window that launches; clicking on an Event will only show that one Event.  If you need to perform tasks related to all Events, it may be best to click on the Level and set the options from there.

From this view, you can perform a number of tasks related to skill evaluations for Levels/Events:

• Set a start/due date for all students by adding it to the Level or Event itself.
• Set or edit individual start/due dates for skill evaluations on a per-student basis if needed.
• Mark a student passed (or revoke the pass) by using the switch on the right-hand side of the screen.
• Mark all students passed (or revoke the pass) by toggling this switch for the Level or Event.

NOTE: if you mark all Events passed by toggling the Level switch, toggling the Level switch back only removes the “Passed” status for the Level itself. You will need to manually remove the “Passed” status for each Event.

Editing/Removing evaluations

Only the original staff member who created an existing evaluation has permission to edit that evaluation. However, any staff members who have been granted the "Delete Evaluations (Skill Tracking)" permission will be allowed to remove an existing evaluation.

Editing/Removing evaluations from the Student details

1. Locate the student for whom you wish to edit/remove an evaluation by using the Search box at the top of the Staff Portal landing screen.
   
   
2. Click on the student name in the results list to launch the Student details screen. Click the Skills icon (star) at the bottom of the screen to launch the Skills screen:
   
   
   
3. On the Skills screen, click on the evaluation you wish to edit or remove. (Note that skills that have not yet been evaluated are grayed out; only skills with previous evaluations will have a star level and date indicated.)
   
   
4. 
5. This will expand the Evaluation section. The area at the top is to record a new evaluation.  To edit or remove an existing evaluation, click on the evaluation at the bottom of the window.
   
6. The Edit Evaluation window will be launched.  If you are the staff member who created the evaluation, you can make edits by changing the star rating.
   
   To remove the evaluation completely, click "Remove." 
   
7. If you have chosen to update the evaluation, the changes will be saved automatically when you select the new star rating.
   
   If you have chosen to remove the evaluation, you will be prompted to confirm this action:
   

Editing/Removing evaluations from the Skills grid view

1. Open the Grid View for the Discipline/Level/Event for which you wish to edit or remove an evaluation.
2. On the Skills screen, click on the evaluation you wish to edit or remove. (Note that skills that have not yet been evaluated are grayed out; only skills with previous evaluations will have a star level indicated.)
   
3. This will launch the Evaluation screen. The area at the top of the window is to record a new evaluation.  To edit or remove an existing evaluation, click on the evaluation at the bottom of the window.
   
4. The Edit Evaluation window will be launched.  If you are the staff member who created the evaluation, you can make edits by changing the star rating or adding a comment, then clicking "Apply Changes".
   
   To remove the evaluation completely, click "Remove." 
   
5. If you have chosen to update the evaluation, the changes will be saved automatically when you click "Apply Changes."
   
   If you have chosen to remove the evaluation, you will be prompted to confirm this action: