EE Record-Keeping Options

Local Record-Keeping Procedures

Districts and independent charter schools may want to consider the following questions to determine what local record-keeping is needed in addition to the required state documentation elements.

What to document and why? How does your data support:

• the EE processes by showing or demonstrating skills that cannot be observed, such as reasoning for planning or reflection
• a foundation for the facilitation of evidence-based professional growth conversations
• levels of performance data on a frequent, formative basis that can inform system-level processes, including district and school priorities
• human resources records
• evidence of state EE compliance

Who will complete which documentation? (Reminder: clearly communicate local expectations to appropriate staff.)

Will documentation requirements vary based on experience?

• new-to-the-profession educators – May have a stronger need to document to communicate their planning and reflection processes for targeted feedback without educator burden.
• veteran educators with demonstrated strong practices, focused on specific areas for growth - Which documentation tools will help them to self-guide and reflect on their professional growth?

Local File Management

When EE documentation tools are stored and managed locally (not through a vendor), local procedures should be developed for EE documentation file access, completion, and storage.

File Creation

• Will the administration create and distribute files for each staff member being evaluated using the EE System?
• Will each evaluated staff member download, store, and share their EE files?

File Access

• Will the administration/evaluator or the person evaluated be responsible for setting file sharing permissions (if applicable)?

File Storage

• What local file storage structure will be used for active documentation tools?
• How will files be finalized when completed?
• How will completed files be archived and maintained long term?
• Whose responsibility is it to finalize and maintain file archives?

For working files and storage suggestions (including the use of Google Classroom for Google format files): Suggestions for EE File Management

Record-Keeping Options

DPI EE Downloadable Files

DPI provides free, downloadable documentation options to support the continuous professional growth of the individual through meaningful conversations, reflection, and evidence-based information that can guide professional development choices.

Each file is a single spreadsheet with multiple sheets that are the documentation tools and EE process supports for one educator for an entire school year.

Resources for Downloadable Files Use

Alignment of EE Processes & Forms
Outlines the forms and their documentation elements that support the EE required processes.

How to Complete & Use DPI EE Forms (PDF) – video coming soon
Explains tips for using the spreadsheet format as well as the prompts and reported information on each sheet.

How to Customize DPI Downloadable EE Files (PDF) - video (coming soon)
Guidance on customizing the files to align with local processes while maintaining required documentation elements.

Suggestions for EE File Management
Possible options for downloading, storing, and managing EE files locally, including utilizing Google files in Google Classroom.

Deadline and Download from the Frontline Platform

State model districts and independent charters currently using the Frontline Education platform through DPI’s contract with the vendor who will not continue its use for 2025-26 through direct contract with the vendor:

• will lose access to the Frontline Education platform on June 30, 2025
• should download all records before June 15, 2025. Local administrations and individual users should download all forms that contain EE Documentation Elements for local and personal record-keeping. The Archived Forms Export tool can mass download PDF copies of forms.

Software Vendors with Educator Evaluation Platforms

State model districts and independent charters may contract directly Frontline Education for continued services or with another evaluation software platform vendor. Important considerations:

• The local administration is responsible for working with their chosen vendor.
• The local administration is responsible for ensuring that all required EE documentation elements are maintained. If required data elements are not supported or documented in the vendor’s platform, other local documentation practices should be put in place for those data elements.
• Permission to use the required rubrics
  • 2022 Danielson Framework for Teaching© - This rubric is copyrighted by the Danielson Group. They approve vendors for its electronic use. Contact DPIEducator.Effectiveness@dpi.wi.gov for a vendor list.
  • 2018 Wisconsin Framework for Principal Leadership© - This rubric is licensed under the Creative Common Copyright BY-NC-ND 4.0. Use not allowed by software vendors without DPI permission. Inquiries can be submitted to DPIEducator.Effectiveness@dpi.wi.gov.
  • Wisconsin Student/School Learning Objectives (SLO) Rubric© - This rubric is licensed under the Creative Common Copyright BY-NC-ND 4.0. Use not allowed by software vendors without DPI permission. Inquiries can be submitted to DPIEducator.Effectiveness@dpi.wi.gov.