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

A Coordinator’s Step‐by‐Step Guide to Implementing the EYE‐DA Print or save as PDF

There are 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 Questionnaire

The Early Years Evaluation (EYE) Support Team will send you a link to a questionnaire that you will need to fill out. This Implementation Questionnaire 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 Child Report for verification. New clients will also be asked to provide a school/district 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:

a) If you know the names and dates of birth of the children you are assessing prior to the evaluation:

  • 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.

OR

b) If you do not know the names or dates of birth of the children you are assessing prior to the evaluation:

  • 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.
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.


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 that will help them to avoid the top 5 most common errors people make when populating the excel files.

  • 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.
  • 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.

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 videos:
    • Demonstration of an EYE‐DA Evaluation ‐ For a link to this video, as well as a copy of the evaluator’s Scoring Protocol Sheet and the Child Response Booklet used during the evaluation,  please see our Knowledge Base.

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.
  • 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:

  • Your Account Success Manager (ASM) 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. 
  • When sharing reports with families, consider also providing a copy of our family-friendly document Fun ways to play with your child to encourage learning (located in our Knowledge Base).