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
Network 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.
Add Conference Details
On the Details page, enter the basic information for the 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.Set the Due Date.
Add the date the conference should be completed by. This helps teachers and observers stay on schedule.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.
Select Who Will Be Assigned the Conference
Use the assignment criteria to determine which educators should receive the conference. Participants can be selected based on:
Site: The school site where the educators are assigned.
Tenure: A tenure group, such as Probationary or Tenured.
Badge: A label or status assigned to a user, such as Mentor for teachers who coach others or Program Complete for teachers who have completed a program.
Cohort: A group of users participating in the same program or experience, such as a Fall 2025 Cohort or Spring 2026 Cohort.
Role: A user role, such as Standard Teacher or Coach.
These options make it possible to assign a conference broadly or to a more specific group.
Once the conference is created, it will appear on the profiles of the educators who meet the selected criteria.
Set Access and Permissions
Access and permissions determine who can actively participate in and edit the conference and who can only view it.
Under Who Can Complete This, select the roles that should have edit access to the conference. Users included here can make changes within the conference, including interacting with any enabled conference components such as rubrics, forms, notes, goals, and other activities.
Under Who Can View This, select any additional roles that should have read-only access to the conference.
Note: “Self” refers to the individual the conference is assigned to. If you want that person to be able to edit or complete any part of the conference, make sure Self is included under Who Can Complete This.
If a role is not included under Who Can Complete This or Who Can View This, users with that role will not be able to open the conference or view its details.
For example, a teacher and their principal may need to actively participate in and edit the conference, while the teacher’s coach only needs permission to view it. In this case, Self and the applicable administrator role would be selected under Who Can Complete This, while Coach would be given view-only access.
Choose the Enabled Modules
The Enabled Modules section allows individual conference features to be turned on or off. Enable only the modules needed for the conference so participants have a clear, focused workspace.
Reflections: Adds a space where participants can enter reflection comments.
Notes: Adds a shared notes space that participants can update.
Files & Links: Allows participants to upload files and add links to supporting resources or shared documents.
Goals: Allows goals to be created or connected to the conference.
Custom Forms: Allows participants to add forms beyond those already attached to the conference.
Custom Rubrics: Allows participants to add rubrics beyond those already attached to the conference.
Self Assessment: Allows participants to complete self-evaluations using the assigned forms and rubrics.
Private Mode: Allows forms, rubrics, and reflections to remain private until they are ready to be released.
Observations: Allows one or more observations to be connected to the conference.
For example, a goal-setting conference may only need Goals, Reflections, and Forms enabled. An end-of-year evaluation conference may include Observations, Rubrics, Forms, Files & Links, and Private Mode.
Create the Conference
Review the conference details, assignment criteria, permissions, and enabled modules. When everything is correct, select Create.
The conference will then appear in the conference list and on the profiles of all applicable participants.
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.