UC Department of Information Technology

Educan: Forms Submitted by External Reviewers

School of Education

Form Listings on Your Homepage:

The Option 6 Forms card, Shared Forms card, and Pillar Rubric Forms card are located on your user homepage.

• Option 6 Forms
  • View Timesheets - See the mentoring timesheets of your assigned candidates.
• Shared Forms
  • Course Embedded Rubric - Score a course assignment against its rubric
  • Disposition - Complete a disposition survey about a candidate
  • IPR - Internship Performance Record
  • Unit Rubric - Score an interdisciplinary instructional unit
  • SCPR - Student Clinical Performance Record
  • PPR - PSEL Principal Performance Record
• Pillar Rubric Forms
  • Pillar I Interview Rubric - Score a candidate's Pillar I interview
  • Pillar I Rubric - Pillar I Evaluation
  • Pillar II Rubric - Pillar II Evaluation
  • Pillar III Rubric - Pillar III Evaluation

Controls on Portal Forms:

Controls on portal forms behave identically across all forms.

• Filling in a Candidate by ID 
  • Most evaluation forms open with a Candidate Information section. 
    • Type the candidate's 9-digit student ID into the Candidate ID field, then click or tab out of it. 
  • The portal looks up the student and fills in their first name, last name, and the Course dropdown for you. 
  • The field goes by slightly different names depending on the screen — all of them want the same 9-digit student ID number:
    
    • Evaluation forms (rubrics, disposition, IPR, SCPR, PPR) = Candidate ID or Candidate ID Number
    • Create Timesheet = Student UC ID Number
    • Impersonate a user = Student/Employee ID
    • Submission lists = Shown as the Student ID Column
  • If the name fields stay empty, the ID was not found. 
    • Re-check the digits. 
    • Student IDs are nine digits including any leading zeros. 
      • If you were given a shorter number, the portal pads it for you, but typing the full nine digits is safest. 
        
• Choosing Your Course
  • The Course dropdown only lists courses the system has on record for that candidate. 
    • If the course you want is missing, the candidate may not be enrolled in it for the term you are working in.
  • Entries read YEAR-TERM-SESSION-COURSE , for example 2024-FA-A-ED520 — year, term, session, then course number. 
    NOTE: If the course you need is missing, the system has no record of you in it for that term. Check with your instructor before filing the work elsewhere.
• Scoring a Rubric
  • Every rubric form scores the same way. Each row has a dropdown:
    
  • As you choose scores, a running total updates at the bottom of the form. You do not have to add anything yourself — if the total looks wrong, a row is still unscored.
    
• Comment Boxes
  • Comment fields hold up to 1,000 characters and show a live count of how many you have left. 
    Once you reach zero, further typing is ignored, so if the end of a comment seems to vanish, you have hit the limit.
• Required Fields
  • Required fields are marked with a red asterisk (*). If you submit with any of them blank, the page returns with a summary of what is missing at the top. Nothing you already typed will be lost.
• Saving a Form
  • Forms save only when you press the submit button at the bottom. There is no autosave and no draft — if you close the tab midway, the entry is gone. 
  • For long forms, set aside enough time to finish in one sitting. 
  • After a successful submission, you will get a confirmation, and in most cases, the relevant faculty member or supervisor is emailed automatically.

Completing an Evaluation Form:

All forms follow the same three stages: identify the candidate, score, and submit.

1. Identify the candidate 
   • Type the candidate's 9-digit student ID into the Candidate ID field and tab out. Their name and the Course dropdown fill in automatically.
   • If nothing fills in, the ID is wrong or the candidate is not enrolled for that term. 
     • Correct the ID rather than typing the name by hand — the ID is what files the evaluation against the right person.
2. Complete the body of the form 
   1. Rubrics (Course Embedded, Unit, and all Pillar rubrics) score every row on the same scale.
      
   2. A running total updates as you score. If it reads low, a row is still unset.
      
3. Comments & Submit
   • Comment boxes hold 1,000 characters and count down as you type. 
   • Then submit at the bottom of the form. There is no draft and no autosave. Closing the tab loses the form. On the longer rubrics, start only when you can finish.
   • After a successful submission, the relevant faculty member or supervisor is emailed automatically. You do not need to tell anyone separately.

Viewing Your Candidates' Option 6 Timesheets:

Option 6 candidates only. If you are not a district-based mentor for an Option 6 candidate, this section will be empty for you. 

• From your home page, select View Timesheets.
• Pick the term and select View Timesheets. 
  
• The portal lists the Option 6 candidates assigned to you for that term.
  
• Select a candidate's Student ID to open their timesheet and see the mentoring time recorded so far. 
  • If the list comes back empty, either no candidates are assigned to you for that term or you have picked the wrong term. Try the adjacent term before reporting a problem.

View Form Submissions:

Every user type has a View Submissions card, which opens a grid of form types with a count beside each one.

• Select any card to see that type as a sortable, paged list. 
  • The counts reflect your own work: what you submitted.
• Every list allows the user to: 
  • Sort by clicking a column heading. 
  • Page through results, and change the page size, using the controls at the bottom. 
  • View a single record with the button in the Actions column.

Your screens and processes may vary slightly from this document.