Three steps to undertake to ensure your teachers receive usernames and passwords in a timely fashion:
Step 1 – Fill out the Implementation Form
The Early Years Evaluation (EYE) Support Team will send you a link to a form that you will need to fill out. This Implementation Form tells us a bit more about you, your team, and your needs in terms of planning the upcoming Early Years Evaluation – Teacher Assessment (EYE-TA) administrations.
Step 2 – Provide the text and logo for the EYE Child Report
Once we receive your populated implementation form, if you are a new client, we will send you a template of the EYE Child Report for verification. New clients will also be asked to provide a school/division logo and indicate any customizations to be made to the designated areas at the top and bottom sections of the template.
Step 3 – Populate the Data Excel file
In the final step, we will send you an excel file with two worksheets that will need to be populated:
Depending on the district’s information preference, you will receive one of two types of excel sheets to fill out.
First is the EYE Child Upload - the district or the school will provide the demographic information of the children to be assessed. This excel sheet needs to be accurately populated as this will be the one to be used to set up your EYE session.
The file includes the following information that you need to fill out:
- The first worksheet is the “Child Data” sheet. This is where you will enter information about: Children, school(s), and teacher(s).
- The second worksheet is the "Additional Personnel" sheet. The information you provide here will inform us about any other personnel who may need access and the level of access they should have to the reports.
Second is the EYE No-Child Upload - the demographic information of the children will not be initially provided to The Learning Bar. This means that the teacher or the evaluators will be the one to enter the child’s information into the system.
This file requires to provide the following information:
- The first worksheet is the “School Data” sheet. This is where you will enter information about the school(s) in your jurisdiction.
- The second worksheet is the "Additional Personnel" sheet. The information you provide here will inform us about any personnel who may need access and the level of access they should have to the reports.
Here's the video to guide you on how to fill out your EYE-TA Excel File.
You can also review our step-by-step guide for filling our the Excel File HERE.
Please note: This excel file will need to be populated and returned to the EYE Support Team at least three weeks before teachers are expected to start entering data into the system. You would have received a secure upload link to transfer the file back to the EYE Support Team. Should you require this link again, please get in touch with us at eye-support@thelearningbar.com.
This allows sufficient time for data verification and follow-up. This timeline is based on the assumption that the data we receive from your jurisdiction is in good shape for upload. Otherwise, the data follow-up and verification process may take considerably longer to complete. We encourage all clients to watch this quick video below that will help them to avoid the top 5 most common errors people make when populating excel files.
To further guide you on how to fill out, please review this article EYE Excel File Support.
- Please be sure to populate the 2nd sheet – “Additional Personnel”.
- Please double-check to ensure that the email addresses and data provided in the spreadsheet are accurate.
- Please populate the excel file that we provide (i.e., do not send in your own version) and double check to ensure all required variables are populated.
Tips for a successful EYE-TA implementation:
Prior to EYE-TA start-up:
- Become an expert in all things EYE! As the coordinator, you are the first person to whom your team coordinators / teachers will turn to for advice about the EYE-TA. As such, please take this time to access the www.earlyyearsevaluation.com
website to familiarize yourself with the EYE-TA using the following username and password (eyeTA and TA1353 *) and review the materials available on the Knowledge Base. However, if the questions you receive are too technical or if you cannot answer the questions, please do not hesitate to contact us for guidance.
- Distribute information about the EYE-TA to multiple stakeholders (principals, teachers, families, etc.). Helpful resources, pamphlets, and PowerPoints can be found in the Knowledge Base. If you would like to review the resources available to you with a member of our team, please reach out to your Client Success Manager, or email us at eye-support@thelearningbar.com.
Two-three weeks before teachers begin collecting data:
- Distribute paper and/or electronic versions of the Teacher Assessment Checklist to teachers and other supporting resources.
- Verify if there are teachers who require training to use the EYE-TA; if so, contact your CSM to discuss training options.
- Distribute electronic versions of the EYE-TA Teacher Implementation Guide.
- Consider distributing the link, EYE for Kindergarten Teachers: Hints and Tips of ran Easier Administration.
Beginning of the data entry period:
- You will be notified via email that usernames and passwords have been sent to all of the teachers and administrators in your jurisdiction. Once you have received your username and password, please access the data entry site https://earlyyearsevaluation.com/app/
- If evaluators indicate that they did not receive notification of their password, please double check to ensure we have received their correct email address and then ask teachers to check the ‘spam’ section of their email account. If someone forgets their password, advise them to click on the ‘Forgot Password’ button on the website and follow the steps on the screen.
- Trouble entering data online? Please email the EYE Support Team directly at
eye-support@thelearningbar.com
During the evaluation period:
- Monitor the progress of the implementation and encourage teachers to complete their data entry and generate reports. Please note that once a report has been generated, it is not possible to edit the child’s data. Requests to alter data are very unusual and should only be requested by the coordinator in the case of an error in data entry.
- Once teachers are close to completing data entry and generating their reports, consider distributing the link to the video, Understanding and Making the Most of Your EYE-TA Reports.
After the evaluation period ends:
- Your Account Success Manager (CSM) will confirm that you are ready to close your online EYE-TA data entry session (i.e., completion is at 100%). Once we receive your notification to close, we will aim to prepare your EYE-TA jurisdiction-level report(s) (when applicable) within 4 weeks.
- Teachers will be able to access their Pre EYE-TA reports during the Post EYE-TA by simply clicking on the ‘Download Pre-Session Reports’ button.
- As the EYE coordinator for your jurisdiction, you can also access prior years’ data by clicking on ‘View Archive’ under the ‘Results Viewing’ section of your home page.
- Meet with teachers to discuss the reports and suggestions for next steps. Include strategies to work with children experiencing difficulties, as well as how to communicate results to parents. For a helpful resource, please click on the link: Sharing Information and Engaging Families with the EYE.
- When sharing reports with families, consider also providing a copy of our family-friendly document Experiences that Can Strengthen your Child's Development and our Family Activity Cards (located in our Knowledge Base).