Observations

Observations Overview

What Is an Observation? An observation is a structured classroom visit where a coach uses a form to evaluate and provide feedback on a teacher's instructional practices. Every observation in Aprenta connects three things: 1. An Observer -- The person conducting the observation, typically an instructional coach or administrator 2. An Observee -- The teacher being observed in their classroom 3. A Form -- The structured set of questions and criteria used to guide and record the observation During the visit, the observer fills out the form on their device while watching the lesson unfold. The completed observation becomes a permanent record that can be reviewed, exported, and used in reporting. Observation Statuses Every observation has one of two statuses: | Status | Indicator | Meaning | |--------|-----------|---------| | Open | Red badge | The observation is in progress and can still be edited | | Closed | Green badge | The observation is complete and read-only | A new observation starts as Open. When the observer finishes filling out the form and clicks Done, the status changes to Closed. You can reopen a closed observation by clicking the status dropdown and selecting Mark as Open. Observation Lifecycle Observations follow a straightforward lifecycle: 1. Schedule (optional) -- A scheduler or administrator can schedule an observation in advance using the Scheduler 2. Start -- A coach clicks Start Observation in the navigation bar, selects a form, then selects a teacher 3. Conduct -- The coach fills out the form during the classroom visit, adding notes, categories, and tags 4. Complete -- The coach clicks Done to close the observation, making it read-only Who Can Access Observations Different roles interact with observations in different ways: - Coaches (Observer role) can start, conduct, and manage their own observations. They see their observations on the Home page. - Teachers (Observee role) can view observations conducted on them under the My Observations tab on the Home page. - Principals and assistant principals (Organization Manager or Observation Manager role) can access the Observations page in the navigation bar, which shows a comprehensive list of all observations across the school. They can view, edit, change status, export, and delete any observation. - Account owners (Owner role) have full access to observations across all schools. The Observations page in the main navigation is only visible to principals, assistant principals, and account owners -- roles with school-wide observation management permissions. Coaches manage their own observations from the Home page and the observation detail page. The Observations Page The Observations page showing a list of observations with status, date, and observee columns The Observations page displays a table with the following columns: - Teacher -- The name of the observee - Form -- The observation form used - Observed By -- The name of the observer - Observed Date -- When the observation took place (formatted as MM/DD/YYYY) - Status -- Open or Closed, shown as a clickable dropdown to change status - Actions -- Download PDF and delete buttons Above the table you will find a date range picker with preset options, a search bar, and an Export dropdown for bulk exports. A filter panel on the right side of the page lets you narrow the list by school, teacher, observer, form, category, and tags. Related Articles - Starting an Observation -- How to begin a new observation - Conducting an Observation -- How to fill out the form during a classroom visit - Managing Observations -- How to view, filter, and manage observation records - Exporting Observations -- How to export as PDF or CSV

Starting an Observation

Who Can Start Observations Coaches, principals, and assistant principals can start observations (Observer, Organization Manager, or Observation Manager role). The Start Observation button appears in the top navigation bar for anyone with observation creation permissions. If you do not see the button, ask your administrator to verify your role includes the Observer permission. Starting an Observation from the Navigation Bar The primary way to start an observation is from the Start Observation button in the top-right area of the navigation bar. This button has a play icon and is always available regardless of which page you are on. The Create Observation page showing the teacher selection step with a searchable dropdown 1. Click Start Observation in the navigation bar 2. A dropdown menu appears showing your published observation forms. You can type in the search field to filter forms by name. 3. Select a form from the list. You will be taken to the New Observation page. 4. On the New Observation page, you will see the form name displayed at the top and a prompt that says "Please select a teacher to continue." 5. In the Teacher dropdown, start typing a teacher's name to search. Select an existing teacher from the list. - If the teacher has not been added yet, type their full name. An + Add Teacher option will appear at the bottom of the dropdown. Click it to create the teacher and select them in one step. 6. Click Continue to create the observation and begin filling out the form. 7. You will be taken to the observation page where the form is loaded and ready to fill out. The observation starts with an Open status. If you change your mind, click Cancel to return to the Observations page without creating anything. Starting an Observation from the Scheduler If an observation has been scheduled in advance, you can start it directly from the Scheduler: 1. Navigate to the Scheduler page 2. Find the scheduled observation on the calendar 3. Click on the scheduled event to begin the observation This pre-populates the form and teacher based on what was scheduled. Tips - Choose the right form before starting. The form determines the questions, sections, and element types available during the observation. If you are unsure which form to use, check with your instructional leadership team. - Verify the teacher selection. The observee is set when you create the observation and can be updated later from the sidebar, but it is best to select the correct teacher upfront. - Make sure you have connectivity. Observation responses are saved as you go, so a stable internet connection ensures nothing is lost. - Start from anywhere. Because the Start Observation button lives in the navigation bar, you can begin an observation from any page in Aprenta -- you do not need to navigate to a specific section first.

Conducting an Observation

The Observation Page Layout When you open an observation, the page is divided into two main areas: - Left panel (8 columns) -- Contains the section tabs at the top and the questionnaire content below. This is where you fill out the form. - Right panel (4 columns) -- The sidebar with three sections: Details (categories), Tags, and a text editor for notes. The form name is displayed in the header bar at the top of the page. If the observation is open, you will see Delete and Done buttons in the top-right corner. If the observation is closed, you will see a Close button that returns you to the Observations page. Navigating Between Sections Observation forms are organized into sections. Each section appears as a tab along the top of the left panel. The active section tab is highlighted in blue with a blue underline, while inactive sections appear in gray. Click any section tab to switch to that section. The questionnaire area below updates to show the elements (questions) belonging to that section. When you first open an observation, the first section is selected automatically. If a section has not been given a name, it will display as "Untitled Section." Filling Out the Questionnaire The questionnaire area shows all elements for the currently selected section. Each element has a label and an input area. Aprenta supports 18 element types that cover a wide range of data collection needs during classroom observations: Text Elements | Element | How to Use | Example Use Case | |---------|-----------|-----------------| | Text Input | Type a short text response in the field | Recording the lesson topic or learning objective | | Text Area | Type a longer response in the multi-line field | Writing narrative feedback about classroom management | | Static Text | Read-only content displayed for reference -- no input needed | Displaying rubric criteria or instructions for the observer | Choice Elements | Element | How to Use | Example Use Case | |---------|-----------|-----------------| | Multiple Choice | Select one option from the available radio buttons | Rating a teaching standard as Proficient, Developing, or Unsatisfactory | | Multiple Selection | Check one or more options from the available checkboxes | Selecting all instructional strategies observed during the lesson | Scale Elements | Element | How to Use | Example Use Case | |---------|-----------|-----------------| | Rating Scale | Select a numeric rating value from the scale | Rating student engagement on a 1-5 scale | | Likert Scale | Choose your level of agreement from the scale options | Indicating agreement with statements like "Students were actively engaged" | | Matrix Scale | Rate multiple items across the same set of criteria in a grid | Evaluating several teaching domains using the same performance levels | | Slider | Drag the slider handle to select a value within the defined range | Estimating the percentage of students on task | Counting and Numeric Elements | Element | How to Use | Example Use Case | |---------|-----------|-----------------| | Counter | Use the increment (+) and decrement (-) buttons to adjust the count | Tallying the number of higher-order questions asked during instruction | | Number Input | Type a numeric value into the field | Recording the number of students present in the classroom | Ordering Elements | Element | How to Use | Example Use Case | |---------|-----------|-----------------| | Ranking | Drag items to arrange them in your preferred order | Prioritizing areas for teacher growth based on observation evidence | Date and Time Elements | Element | How to Use | Example Use Case | |---------|-----------|-----------------| | Date Input | Select a date from the date picker | Recording a follow-up meeting date | | Timer | Start and stop the timer to record durations | Measuring how long a transition between activities takes | Media Elements | Element | How to Use | Example Use Case | |---------|-----------|-----------------| | File Upload | Click to upload a document from your device | Attaching a lesson plan or student work sample | | Image Upload | Click to upload an image from your device | Capturing a photo of a classroom anchor chart or bulletin board | | Video Upload | Click to upload a video file | Recording a short clip of a teaching moment for post-observation review | Toggle Element | Element | How to Use | Example Use Case | |---------|-----------|-----------------| | Toggle | Switch between two states (e.g., True/False or custom labels) | Indicating whether a posted learning objective was visible | Using the Sidebar The sidebar on the right side of the observation page contains three cards that let you add context and metadata to the observation. Details (Categories) The Details card displays category dropdowns that were attached to the form. Categories let you classify the observation by attributes like Subject Area, Grade Level, or Class Period. For each category shown: 1. Click the dropdown (labeled "Choose an option or add a new item...") 2. Select an existing item from the list 3. Or type a new item name and select it to create and apply it in one step To add a category that is not already shown: 1. Click the + icon next to the "Details" heading 2. A search dropdown appears showing unused categories 3. Select an existing category or type a new name to create one 4. The category appears in the Details card with its own dropdown for selecting an item To remove a category from the observation, hover over the category name and click the x icon that appears. You will be asked to confirm before it is removed. Categories are only editable when the observation is Open. When closed, the dropdowns are disabled. Tags The Tags card lets you add free-form labels to the observation for easy filtering later. 1. Type a tag name in the input field (placeholder: "Type name and hit enter to add new tag") 2. Press Enter to add the tag 3. Tags appear as badges below the input field 4. Click the x on any badge to remove it Tags are useful for tracking observation context that does not fit into structured categories -- for example, "PD follow-up," "informal visit," or "co-teaching." Text Editor Below the Tags section, a rich text editor (placeholder: "Type here...") provides space for free-form notes about the observation. Use this for qualitative feedback, context about the classroom environment, or anything that does not fit into the form's structured elements. Read-Only Mode When an observation has a Closed status, the entire observation page switches to read-only mode: - All questionnaire elements are disabled and cannot be edited - Category dropdowns in the sidebar are disabled - The category + and x controls are hidden - The header shows a Close button instead of Delete and Done This prevents accidental changes to completed observations. To make edits, you must first reopen the observation by changing its status to Open from the Observations list page. Completing the Observation When you have finished filling out all sections of the form: 1. Review your responses by clicking through the section tabs 2. Verify the sidebar details -- categories, tags, and notes 3. Click Done in the top-right corner of the header The observation status changes to Closed and the page switches to read-only mode. You are navigated back to the Observations page. If you need to make changes later, a principal or observation manager can reopen the observation from the Observations list by clicking the status dropdown and selecting Mark as Open. Deleting an Observation If you need to discard an observation while it is still open: 1. Click Delete in the top-right corner of the header 2. A confirmation dialog appears: "Are you sure you want to delete this observation?" 3. Confirm to permanently delete the observation This action cannot be undone. Once deleted, the observation and all its responses are removed.

Managing Observations

Who Can Manage Observations The Observations page in the main navigation is available to principals (Organization Manager role), assistant principals (Observation Manager role), and account owners (Owner role). These roles can view and manage all observations across their school or schools. Coaches (Observer role) can manage their own observations from the Home page and the individual observation page, but do not have access to the Observations list page. The Observations List The observations list page showing a table of all observations with filters on the right The Observations page displays a table with all observations. The table includes the following columns: | Column | Description | |--------|-------------| | Teacher | The name of the observee | | Form | The observation form used | | Observed By | The name of the observer | | Observed Date | When the observation took place (MM/DD/YYYY) | | Status | A clickable dropdown showing Open (red) or Closed (green) | | Actions | PDF download and delete buttons | The table supports sorting by clicking any column header. Click a column header once to sort ascending, again to sort descending. Filtering Observations A filter panel on the right side of the page lets you narrow the observations list. Available filters are organized as collapsible accordion sections: - School -- Filter by school. Appears only if you belong to multiple schools. Your current school is pre-selected by default. Click Clear to remove the selection. - Teacher -- Search and select one or more teachers (observees) - Observer -- Search and select one or more observers - Form -- Search and select one or more observation forms - Category -- Filter by category items assigned to observations - Tags -- Filter by tags Date Range and Search Above the table, you will find two additional controls: - Date Range Picker -- Select a custom date range or choose from preset options: - This Month - Year to Date - Fall Semester (for the current school year) - Spring Semester (for the current school year) - Current Academic Year - Previous Academic Year Click Clear in the date picker to remove the date filter. - Search -- Type in the search field (placeholder: "Search here...") to filter observations by keyword. The search is debounced to avoid excessive requests as you type. Viewing an Observation Click on any row in the observations table to open the observation in a sliding detail panel on the right side of the page. The panel shows: - The form name as the panel title - Observation metadata: status, ID, observed user, observed by, observed on (date and time), and school - Click Show more to expand and see category selections - The completed form with all responses displayed in read-only format The sliding detail panel showing an open observation with metadata and form responses Detail Panel Actions At the bottom of the detail panel, you will find three buttons: - Export -- Download the observation as a PDF - Delete -- Remove the observation (with confirmation) - View or Edit -- Navigate to the full observation page. The button text changes based on status: it shows "View" for closed observations and "Edit" for open ones. Changing Observation Status You can change an observation's status directly from the table without opening it: 1. Click the status dropdown on the observation row (the colored badge showing "Open" or "Closed") 2. Select Mark as Open or Mark as Closed 3. A confirmation dialog appears: "Are you sure you want to mark this observation as Open/Closed?" 4. Click Yes to confirm or No to cancel Reopening a closed observation makes it editable again -- the observer (or anyone with edit permissions) can modify responses, categories, tags, and notes. Closing an open observation marks it as complete and switches it to read-only mode. Deleting Observations To delete an observation from the table: 1. Click the trash icon in the Actions column of the observation row 2. A confirmation dialog appears: "Are you sure you want to delete this observation? This action cannot be undone." 3. Click Yes to confirm the deletion You can also delete an observation from the sliding detail panel by clicking the Delete button. Deletion is permanent. The observation and all associated responses, categorizations, and tags are removed.

Exporting Observations

Who Can Export Coaches (Observer role), principals (Organization Manager role), assistant principals (Observation Manager role), and account owners (Owner role) can export observations. Reporters (Reporter role) can also export observation data. Exporting a Single Observation as PDF The Observations page showing the PDF icon in the Actions column and Export dropdown in the header From the Observations list page: 1. Find the observation you want to export 2. Click the PDF icon in the Actions column of that row (tooltip: "Download PDF") 3. A notification appears ("Preparing PDF download...") and the PDF downloads to your device You can also export a single observation from the sliding detail panel by clicking the Export button at the bottom. Bulk Export To export multiple observations at once: 1. Navigate to the Observations page 2. Use the filters and date range picker to narrow down the observations you want to export 3. Click the Export dropdown button in the top-right area of the table header 4. Choose your format: - Export as PDF -- Downloads all matching observations as a ZIP file containing individual PDFs - Export as CSV -- Downloads a single CSV file with data from all matching observations If you export without any active filters, Aprenta will display a warning: "This will export all observations for the current organization." The export will still proceed. What Is Included in Exports PDF exports include the full observation record: observer and observee names, observation date, status, form name, all sections with their elements and responses, categories, and tags. Each observation is generated as its own PDF document. CSV exports include observation data in a tabular format with one row per observation, including observer and observee information, observation date, status, and form responses in structured columns. CSV files can be opened in Excel, Google Sheets, or other spreadsheet tools for further analysis. Tips - Use the date range presets (Fall Semester, Spring Semester, Current Academic Year) to quickly export observations for a specific time period - CSV exports are especially useful for importing data into district-level reporting tools or sharing aggregate data with stakeholders - For visualizations and analytics within Aprenta, see Results & Reporting instead of exporting raw data