How to complete a Video or File Observation

Video/File Observations are observations that give users the ability to provide summative feedback on a mentee’s performance via the video they upload and share with their coach. Video/File Observations are tied to the specific video or file you perform them for and cannot be separated from them.

Much like an In-Person Observation, users can attach videos, documents, images, audio, or exemplars to the observation and give feedback using informal notes or a rubric. Coaches completing the observation can schedule a meeting, add new goals, adjust the mentee’s current goals, and keep a record of private notes.

You can complete an video/file observation by navigating to the Quick Actions menu, Coaching Corner, or by navigating directly to the video/file to perform the observation from there!

Quick Actions Menu

To start an in-person observation from the Quick Actions menu, hover over the 'lightning bolt icon' in the top, right-hand corner of your navigation bar. In the dropdown list, select either 'New Video Observation' or 'New File Observation.'

This will load a pop-up window asking for you to choose the user for whom you are completing the observation for. Click on the dropdown arrow and enter the name of the user in the text box provided.

Choose the user's name from the dropdown list, and you will then be prompted to select the video or file you are observing. Be sure to select 'Shared With Me' to display the videos and files shared with you, as you most often you will be performing observations using an artifact uploaded by another user.

Next, click on the video or file you would like to observe, and then click 'Start Observation.'

Coaching Corner

To start a new video/file observation from Coaching Corner, click on 'Coaching Corner' in your top navigation bar. Then select the 'Observations' tab. On your Observations page, click the 'New Observation' button and select either 'Video' or 'File' from the dropdown list.

This will load a pop-up window asking for you to choose the user for whom you are completing the observation for. Click on the dropdown arrow and enter the name of the user in the text box provided.

Choose the user's name from the dropdown list, and you will then be prompted to select the video or file you are observing. Be sure to select 'Shared With Me' to display the videos and files shared with you, as you most often you will be performing observations using an artifact uploaded by another user.

Next, click on the video or file you would like to observe, and then click 'Start Observation.'

Videos & Files

Lastly, you can start the observation directly from the video or file you would like to observe. First navigate to the artifact from your Videos & Files page. Once you have opened the artifact, select ‘Start Observation' in the top, right-hand corner.

Completing a Video/File Observation Rubric

You will then be brought to a default rubric template to complete an observation from. To choose your rubric, click on the dropdown list for 'Select a Data Form' on the right side of the page, underneath the artifact and select your rubric template from the list of data forms. The webpage will automatically update with the new rubric applied.

To fill out your rubric, click any of the '+' icons to display different sections of your rubric and fill in the necessary information the rubric asks for. 

Most rubrics will display a Rubric Grid Component that requires you to select a specific Answer Choice along a Criteria Grading Scale. To enter your answer, click on any of the cells along the row of your specified criteria.

Timestamped Comments

You can then fill out the rubric while watching the video and add any evidence/comments that are directly linked to the video. To leave a Timestamp within your Rubric Grid, simply click in the text box of your specified Criteria and then click the 'camera icon.' This will create a clickable timestamp link to the exact moment in the video observed when you clicked the camera icon. You can then add your comment beside this timestamp link to clarify further!

Rubric Scoring

Depending on the settings of the rubric template used, you may see an Overall Score displayed at the top of your rubric.

You may also see Section Scores specific to combined total criteria answered within specific Rubric Grid Components.

Saving Your Progress

As you complete your rubric, the information entered will automatically save to our servers! When you have completed your rubric, scroll up to the top of the Data Forms section of your video/file. In the top, right-hand corner, you can choose to 'Save as Private' if you would like to save the observation without others seeing the final results yet. Or you can select 'Publish' to publish your finalized observation and automatically share it with the user you were completing it for.

You can also keep Private Notes about the user by selecting ‘Private Notes.’ These
notes will only be visible to you and will carry over from observation to
observation.

Other Video/File Rubric Sections
There are other aspects included in an observation including the Overview,
Attachments, Notes, Goals and Meetings tabs.

Overview - On this tab, you can edit the title of the observation and add a
description. You can even specify the Cycle and the Type (informal or formal). You can also add any Observation Tags.

Attachments - On this tab, you can attach helpful documents for the mentee or
have the mentee attach documents. If you click on the attachment, you will be able
to easily view the attachment as you work on the observation.

Notes - If you do not wish to perform a formal observation on a rubric, you can also
keep notes here to publish as feedback for the other user.

Goals - While performing an observation, you can manage the active goals for a user,
including adding a new goal or managing the progress of another goal.

Meetings - To schedule a meeting for a debrief of the observation, choose
'Meetings.' You can click 'Add a Meeting' to create a new meeting or filter the meetings listed in this view.