Conferences provide a structured way for educators and their observers to connect around goals, observations, and professional growth. As a Site Admin, you can create, assign, and monitor conferences for teachers at your school. Conferences may include reflection forms, rubrics, and notes that document progress across the school year.
Creating a Conference
Site Admins can create new conferences from the District Portal of the platform.
To create a conference:
Go to Manage → Conferences, then select Create New Conference.
Enter a Conference Title.
Choose a clear, descriptive name that aligns with your district’s timeline.
Example: First Round Observation.Add Conference Instructions.
Include short directions or reminders for staff.
Example: “Please fill out the pre- and post-observation conference form prior to your meetings with your observer.”Set the School Year.
Choose the academic year this conference applies to.Select Applicable Tenures.
Choose which teachers this conference applies to, such as Probationary or Tenured.Select Applicable Roles.
Choose which user types will participate, for example, Standard Teacher or Coach.Set the Due Date.
Add the date the conference should be completed by. This helps teachers and observers stay on schedule.Define Who May Complete It.
Select whether teachers, coaches, or admins can mark the conference as complete.Add Rubric(s).
A rubric is a tool used to guide performance evaluation.
Click + Add Rubric to attach one or more rubrics used during the conference.
Example: Round 1 & Summative Classroom – Educator Profile.Add Form(s).
A form collects written reflections or survey responses from educators.
Click + Add Form to attach any required forms, such as pre- or post-observation reflections.
Example: Pre Observation Survey and Post Observation Survey.Click Create to save the conference.
It will now appear in the list for all applicable users.
Monitoring Conference Progress
Once a conference is created, you can view and monitor progress in Coaching → Conferences.
From this view, you can:
Filter by Status: Switch between All, Overdue, Complete, or In Progress.
Adjust Date Range: View conferences by Last 30 Days, This School Year, or a custom range.
Search and Filter: Find specific teachers or conference titles.
Review Progress Bar: See total completion progress (for example, 213/714 completed).
View Columns:
Words: Number of written reflections or notes
Rubrics: Rubric evaluations completed
Forms: Surveys or reflection forms submitted
Observations: Linked observation records
Status: Current state of each conference (Complete, In Progress, Overdue)
This dashboard helps Site Admins quickly identify where follow-up or support is needed.
Educator View of a Conference
When a teacher opens their assigned conference, they can see important details such as due dates, instructions, and attached materials.
Educators can review the guidance provided by their Site Admin, complete reflection forms, and view attached rubrics once their observer has submitted feedback.
Conference details include:
Conference Title and Status: Shows meeting name and whether it’s Not Started, In Progress, or Complete.
Due Date: Indicates when the conference is due.
Instructions: Displays notes from the Site Admin.
Notes Section: A space to record reflections or attach relevant files.
Rubrics and Forms: Lists all attached items for easy access.
Goals and Observations: Allows connections to other parts of the teacher’s professional record.
Completing Reflection Forms
Forms let teachers reflect before and after their observations. Site Admins often include a Pre Observation Survey to help educators prepare for the conversation.
Example: Pre Observation Survey (Teacher View)
Title: Pre Observation Survey
Date Completed: October 29, 2025
Sample Responses:
What do you want your observer to look for in this lesson?
“Students will work in small groups with paraprofessionals to meet their learning goals.”What standards or objectives guide this lesson?
“Students will continue to develop number sense, including one-to-one correspondence.”How has student voice influenced this lesson?
“Instruction has evolved to increase student voice and responsiveness.”
The completed form becomes part of the conference record and is visible to both the teacher and the observer.
Evaluator (Coach or Admin) Rubric View
Observers or coaches can complete attached rubrics directly within the conference. A rubric contains multiple performance indicators that describe levels of practice.
Each section is expandable and includes descriptors for each rating level (for example, Transformational, Accomplished, Developing, Unacceptable).
Example: Rubric Evaluation View
Section: Curious – Teacher Facilitation and Student Collaboration
Rating: Developing
Comment: “The educator is developing strategies to encourage student collaboration and discussion.”Section: Critically Reflective – Culturally Responsive Practices
Rating: Accomplished
Comment: “The educator incorporates diverse perspectives and affirms student identities.”Section: Humble & Empathetic – Restorative Practices
Rating: Developing
Comment: “The educator is building community using restorative and empathetic communication.”
Rubric results are stored within the conference and can be reviewed by both the Site Admin and the teacher during their meeting.
Tips for Site Admins
Plan ahead: Create conferences early in the school year to match your district’s evaluation calendar.
Be clear: Add specific instructions so educators know what’s expected.
Encourage reflection: Include both pre- and post-observation forms to capture growth.
Monitor regularly: Check the Conferences dashboard weekly to follow up on overdue items.
Keep it consistent: Use district-approved rubrics and forms across all conferences to ensure fairness.