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  3. Step 1: Administering and Scoring the EYE-DA

A Coordinator’s Guide to EYE‐DA Implementation Print or save as PDF

Three steps you will need to undertake to ensure your teachers receive their 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 – Direct Assessment (EYE-DA) administrations.

Step 2 – Provide the text and logo for the 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 used to setup 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-DA 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 contact 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 the following video that will help them to avoid the top 5 most common errors people make when populating the excel files.

To further guide you on how to fill out, please review this ticket 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-DA implementation:

Prior to EYE-DA start-up:

  • Make sure you have received your EYE‐DA kits, Child Response Booklets, and Scoring Protocol Sheets. If you would like to check the status of your order or order more items, please reach out to your Client Success Manager, or email us at eye-support@thelearningbar.com.
  • 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-DA. As such, please take this time to access the app.earlyyearsevaluation.com 25284.svg website to familiarize yourself with the EYE-DA using the following username and password (eyeDA and DA1117) 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-DA to multiple stakeholders (principals, teachers, families, etc.). Helpful resources, pamphlets, and PowerPoints can be found in the Knowledge Base.
  • If you are training new evaluators or simply offering refresher training, please consider using our suite of recorded EYE‐Direct Assessment Videos as an aid to your training session.

Two-three weeks before teachers begin collecting data:

  • Distribute the EYE‐DA Kits, Child Response Booklets, Scoring Protocol Sheets, and Online Data Entry Guide.
  • Consider providing evaluators with links to the following video:
    • Demonstration of an EYE‐DA Evaluation ‐ At the bottom of the video, evaluators can also access an example of an evaluator's Scoring Protocol Sheet and the Child Response Booklet used during an evaluation. 

Beginning of the data entry period:

  • You will be notified via email that usernames and passwords have just 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 app.earlyyearsevaluation.com 25284.svg
  • 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. You can also direct them to the Account Information section of the Knowledge Base.
  • 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.

After the evaluation period ends:

  • Our Client Success Manager (CSM) will confirm that you are ready to close your online EYE-DA data entry session.
  • Once the session is closed, no new data can be entered, however reports will remain accessible to coordinators and designated personnel up until your next EYE‐DA session (either a Post EYE‐DA session or new EYE‐DA session).
  • 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 evaluators 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 and the accompanying PDF document: A Guide for Teachers to Engage Families.
  • 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).