Initiating the Yearly District Evaluation & Recognition Process as an ROE

Objective

This article walks through the process of launching the annual evaluation or recognition cycle for a school district, configuring data rollover options, and sending the required compliance assurance notification to the district superintendent.

Prerequisites

Before initiating this process, ensure that the target district's superintendent profile (name and email address) is accurate.

Step-by-Step Guide

Step 1: Select the District

1. Log into the compliance portal as an ROE user.

2. From your main dashboard, view your list of assigned districts.

3. Locate the district you wish to notify (the status for the current cycle will typically display as Not Yet Started).

4. Click directly on the name of the school district.

Step 2: Determine the Evaluation Scope

On the setup screen, you will see the compliance Assurance Statement that will be sent to the district. Scroll down to choose the scope of the cycle:

• Select Full Recognition or Evaluation to launch a complete review.

• Select Just the Recognition Section if the district only requires the recognition workflow for this cycle.

Step 3: Configure Data Rollover Options (Optional)

To save districts from entering repetitive information, you can choose to roll forward historical data from their previous evaluations. Select your preferences for the following prompts:

• Answers: Choose to either Copy answers forward from previous years or Start with nothing.

• Files: Choose to either Copy all files forward from previous evaluations or Start with nothing.

Step 4: Add Custom Notes and Send Request

1. Locate the Notes from the ROE text field. You can optionally type a custom message here that will be injected directly into the automated notification email.

2. Review the setup, then click the Request Review button at the bottom of the page.

Step 5: Confirm the Pending Status

Once clicked, the system will instantly dispatch an automated email to the district superintendent.

• The system will display a confirmation screen indicating that the ROE is now waiting on the district superintendent to accept the assurance terms.

• Click Go Home to return to your main dashboard.

Important Workflow Rule:

The evaluation portal will remain locked for the district until the superintendent manually logs in and accepts the electronic Assurance Statement. ROE reviewers will not be able to see or audit any district data for the new cycle until this step is completed by the district.

Need Help?

What if the Superintendent's name or email address is incorrect?

If the superintendent's contact details displayed on the screen are outdated, the automated invitation will fail to reach them.

• How to Fix: This information cannot be edited directly within the compliance portal. Instead, the school district must update their superintendent on record within the ISBE EPS (Electronic Profile System). Once the district updates this at the state level, the corrected contact details will sync over to this system.
  

Technical Portal Issues

For system errors, email delivery failures, or technical glitches encountered while attempting to launch an evaluation, please reach out to ComplianceHelpdesk@kaneroe.org for assistance.