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Resources for Current Users of the Colorado Performance Management System

System Resources

These resources may assist users of the Colorado Performance Management System (COPMS or RANDA) with implementing the State Model Evaluation Process. This page is organized as an example timeline of common activities within COPMS to use as organizations implement their evaluation processes. Districts using the State Model Evaluation System may also utilize the Educator Effectiveness Best Practices Timeline for a full timeline of all activities to consider.

Training and Support

To access tutorials outlining each of the activities as a part of the State Model Evaluation System, please visit the Colorado State Model Performance Management System online videos catalog. You may also contact your Regional Specialist for additional support.


Reviewing the Colorado Performance Management System (COPMS or RANDA) Activities

Review a list of activities to be completed in order to maximize use of COPMS. Each activity has the role(s) that may complete the task within the system along with a resource outlining how to do so.


Starting the New School Year

To begin the new year in the Colorado Performance Management System (RANDA), there is required setup. Users will not be able to access the new year until the following steps are completed.

  1. Update Roster using CDE Identity Management (only Local Access Managers or LAMs may complete this step). LAMs should disable all accounts for users that have left the organization, update roles and buildings as needed, and add new users (they can add throughout the year).
  2. As early as July 18, enable the new year.* NOTE: Users will not be displayed in the actual system until one day after the new year is enabled.

* Only a user with the SI (superintendent) or AS (Executive Director) role is able to perform this step.


Disable Accounts for Educators No Longer Employed

As the new school year begins and districts add new educators in Access Management (Identity Management) some districts have experienced that these new educators are not always displaying within the performance management system. The most common reason for this is because the educator's previous district has not disabled their account. Please ensure all employees no longer in your district have their accounts disabled within Access Management.


Review Error List

To review the list of accounts that may be experiencing issues, and to see if any employees may need to be disabled, users with an SI/AS/HR roles can log into RANDA and click on Administration-->IdM Import Status to review "errors". The most common error is because a new employee is still associated with their previous district. If this is the case, please contact copms@cde.state.co.us for assistance.


Enable the New Year

To better support districts and BOCES with the Colorado Performance Management System (RANDA), all districts/BOCES planning to use the system need to enable the new year no later October 31st. Enabling the school year by October 31st will ensure educators to have a clear understanding of evaluation requirements for your local system and allow for educators to complete their self-assessment and professional goal-setting. Find out more information about enabling the new year.


Bulk Updating Grade/Content/Status

Users with the SI/AS/HR role can upload a file within RANDA to update grade/content/status for the entire district and those with the P role can update their school. To do this, click on Administration-->User Information Import. Once on that page, you can click on Download Excel Template, which can give you all the users you have in the system, depending on how you ran the file. Then, you can update all the columns if you’d like based on your district information. For Status, N is nonprobationary, P is probationary, and O is other (typically at-will employees). If you’d like to update grades/contents, you can do so by updating the field to 1 if they teach it. Doing so can also help with filtering options when using reports.


Setting Educator Quality Standard Weights

All districts/BOCES/charter schools using the Colorado Performance Management System (RANDA) will need to set their professional practice weights no later than December 1. This required weight setting will ensure rating calculations are correct and that all educators know and understand how they will be evaluated under the requirements specified in the State Board of Education Rule.

To finalize these settings, users with the superintendent or executive director role will need to log into their accounts, click on Administration-->LEA Settings-->Professional Practice Standard.


Developing Measures of Student Learning/Outcomes

The Colorado Performance Management System (RANDA) has a video library to assist organizations as they input Measures of Student Learning/Outcomes (MSL/Os) which will be used for 50 percent of an educator's evaluation. Districts/BOCES may also review local examples of sample MSLs used around the state as they engage in this process.

As a reminder, per HB 15-1323, state assessment data used in MSL/Os may only be incorporated into an evaluation if it is received prior to the end of this school year. If state assessment data is not available by this time, it should be the first point of data in an educator's evaluation the following year. Keep in mind, all educators should receive their final effectiveness rating two weeks prior to the end of the school year.

The Educator Effectiveness team also created three separate webinars outlining the process of creating MSL/Os within the system, each outlining a different way to approach releasing the template.


Observations

COPMS has multiple ways in which evaluators may use the system to complete observations. Watch the video that outlines the observation features of the system.


HR Collection Export

There is an export to assist with the Human Resources Snapshot that allows an organization to have all evaluation data for educators evaluated for the prior school generated directly from COPMS and put into the file format for the Staff Profile. To run the export, someone with the SI/AS/HR role for RANDA can click on Reports, ensure the prior academic year is checked, and that the Report Type is Exports. Then, in the Report dropdown, they may select HR Collection Template. Running this export will allow a district/BOCES/charter school to connect the data with the other information required to complete this collection.

NOTE: RANDA does not connect directly to Data Pipeline or push information to CDE. The Human Resources timeline is posted at: https://www.cde.state.co.us/datapipeline/snap_hr as well as the file layouts, business rules, templates and guidance for completing the Human Resources submission.


Mid-Year Review

The mid-year review in the system includes optional fields where the educator and/or evaluator can add information not only for professional goals but also for the rubric and progress toward measures of student learning/outcomes. Additionally, the educator can indicate which of these three activities has been discussed during this connection. This is to promote conversations around professional practice, measures of student learning/outcomes, and professional growth goals are part of the mid-year conversation between the educator and their evaluator. View the mid-year review.


Creating a Snapshot

COPMS allows for a "snapshot" to be taken of the Evaluator Assessment at any point during the evaluation cycle so that an evaluator may compare the progress of the educator on the rubric throughout the year.

Why use this feature? Many evaluators have expressed interest in celebrating the progress the educator has made from their mid-year review to the end-of-year review. This feature allows for the comparison of what changes have been made to the rubric from the time the snapshot was created. Review more information on how to use this feature.


Tracking Evaluation Activities

Administrators and evaluators can browse the list of staff by clicking on the Evaluations tab. Watch this video that outlines the features of this tab.


Email Educators from Within the System

COPMS allows emails to be sent in bulk based on the filtering charts on the Evaluations page. This can be helpful to "nudge" educators and/or evaluators to complete a specific step of the process. All users (primarily evaluators) with an "Evaluations" tab will be able to utilize this feature. See instructions for using this tool.


Rating Measures of Student Learning/Outcomes

To ensure educators receive their overall ratings at least two weeks prior to the last day of school, all MSL/Os will need to be rated. Each MSL/O is set up either as an individual measure or a collective measure. Depending upon which type of measure it is, there are different ways in which to rate it. Watch a video for rating an individual measureWatch a video for rating a collective measure.


Final Effectiveness Ratings

There are five things that need to be complete in order for final effectiveness ratings to be generated:

  • The weights need to be set at the district level (which are now locked on December 15).
  • The required number of observations set at the district level need to be completed and signed by both parties.
  • The End-of-Year Review need to be completed and signed by both parties.
  • The Evaluator Assessment needs to be completed and signed by the primary evaluator.
  • The MSL/O Worksheet needs to be completed and signed by the primary evaluator.

Without all five of these items being completed, the Final Effectiveness ratings will not be calculated. As a reminder, all educators should receive their final effectiveness rating two weeks prior to the end of the school year.


Final Effectiveness Supervisor Approval

Written evaluation reports are required to be reviewed and signed by a supervisor of the evaluator that conducted the evaluation. The COPMS is designed to allow supervisors of evaluators to review and sign written evaluation reports within the system by clicking the “Final Effectiveness Approval” function. Each Final Effectiveness Report (FER), upon completion, will be listed in the “ready for approval” tab. Supervisors may review and approve (sign) the FERs completed by the evaluators that they supervise within COPMS for the using this feature. Watch a video highlighting the features of this function.


Bulk Printing Final Effectiveness Ratings

COPMS has the ability to create a "bulk PDF" of Final Effectiveness Ratings by rubric type. This is helpful for districts wishing to upload the Final Effectiveness Rating PDF for each educator into their HR system. It may also be helpful for districts who prefer to have a hard signature on file for each evaluation. Find out how to use the bulk PDF feature.


Annual Transition Process

Local Access Managers (LAMs) are responsible for maintaining the users and their roles for the Colorado State Model Performance Management System (RANDA) in CDE's Identity Management System (IdM). For more information on the Annual Transition Process, visit the LAM webpage.


Using data to inform professional development

June is a great time to review the information collected using charts and reports within the Colorado Performance Management System (RANDA) for the year that just ended. This information may be helpful when planning professional development for the next year as well as outlining timelines, resources and support for the next evaluation cycle. A video outlining this functionality can be found here.


Updating User Information

As user information information in identity management is updated by LAMs, please be sure to always update the original account rather than create a new one.

For instance, if an employee leaves and returns to your district, then you will need to find the disabled account (be sure to uncheck the box when searching indicating active users). Then, click on edit profile. If they have an end date, you will need to remove the end date, click on save, then click on re-enable and then save again.

As another example, if an educator changes their name, the LAM should locate the initial account, click on edit and then update the name and email. If they add a new account with the new name but same EDID, it will cause an error in the system.