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Managing Observations

Learn how administrators create, manage, and finalize formal and informal observations with Lebra Ascend.

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Written by Kevin Sun

Observations allow administrators to document performance, provide feedback, and support professional growth. Lebra Ascend supports formal and informal observations, giving you flexibility to capture detailed evaluations or quick coaching notes in a structured, organized system.

Understanding Observation Types

Lebra offers two types of observations, each serving a different purpose:

  • Formal Observations:

    Used for structured evaluations tied to Growth Plans (PDPs). Formal observations align to domains and standards, require employee reflection and signature, and generate downloadable PDF reports.

  • Informal Observations:

    Used for quick notes, walkthrough feedback, or casual documentation. Informal observations are simple, flexible, and may optionally be shared with the employee.

Related record types: Lebra also supports Walkthroughs (structured look-for observations) and In-Person Meetings (documented conversations that can be attached to a summative as evidence). Both live in their own tabs on the employee's page.

Learn About Walkthroughs

Creating a Formal Observation

Formal observations provide comprehensive feedback aligned to professional standards and are a required part of many evaluation workflows.

Step 1: Start the Observation

  1. Navigate to the employee's profile.

  2. Go to the Observations section.

  3. Select + Add formal observation.

Step 2: Enter Observation Details

  1. Select the observation date.

    • This can only be changed while the observation is in Draft status.

  2. In the General Feedback section, describe what you observed.

    Focus on:

    • Instructional Practices

    • Strengths

    • Areas for growth

  3. (Optional) Use Generate based on Observation feedback to have AI expand your general notes into domain-level comments.

    • You may also use the domain dropdown menu to select which domains you'd like AI to generate notes for; by default, all domains are included.

    • AI helps structure feedback, but all content remains fully editable.

  4. Expand each domain to add comments and ratings for specific components or standards.

  5. In the Action Steps section, outline the next steps for growth and development.

Scoring Against the Rubric

When scoring is enabled for your organization, selecting a rating opens the Select Rating window instead of a simple dropdown. Each rating level is listed with its full rubric description, so you can score against the actual language of your district's rubric rather than choosing a number from a list.

Steps

  1. Next to a component or standard, select the rating field.

  2. In the Select Rating window, read the description for each level.

  3. Choose the rating that matches what you observed.

  4. To remove a rating you've already set, choose Clear Rating.

Tip: The same Select Rating window is used when scoring summative evaluations and self-evaluations, so the rubric language stays consistent across every record.

Seeing the Growth Plan While You Observe

If the employee has an active Growth Plan (PDP), you can generate a short summary of it directly inside the observation, so their goals and focus standards are in front of you while you write.

  1. In the observation, find the Growth Plan summary section.

  2. Select the option to generate the summary. Lebra produces a brief, factual overview of the employee's goals, focus standards, and action steps.

  3. Select Regenerate if you'd like a fresh summary.

Note: The summary is generated on demand, so it reflects the Growth Plan as it stands when you select it.

Capturing Transcription from the Teacher

When transcription is enabled for your organization, you can capture the teacher's own words as evidence in the Transcription from Teacher section — useful for post-observation conversations and reflective coaching.

Steps

  1. Scroll to Transcription from Teacher. The section prompts you to record the teacher's verbal evidence and reflections during the observation.

  2. Select Start Recording and allow microphone access if your browser asks.

  3. As the teacher speaks, their words appear in the field. A Recording indicator shows while capture is active.

  4. Select Stop Recording when finished.

  5. Edit the text as needed, or type into the field manually instead of recording.

Why this matters: When a transcription is present, AI-generated domain comments weave direct quotes from the teacher into your feedback, grounding your write-up in the teacher's own words.

Note: If you don't see this section, transcription is not enabled for your organization. Contact Lebra support to have it turned on.

Attaching Artifacts

You can attach supporting evidence — lesson plans, student work, photos, documents — directly in the observation window using the Artifacts section.

  1. In the Artifacts section, select Attach files.

  2. Choose the files you want to add. They appear under New attachments until the observation is saved.

  3. To remove one, select the delete icon and confirm.

Note: Each file must be under 10 MB. If you close the window with unsaved attachments, Lebra warns you before discarding them — save as a draft first to keep them.

You can include links to resources and artifacts in your comments. Paste a URL into any comment, feedback, or action-steps field and it renders as a clickable link when the observation is viewed, opening in a new tab.

This works throughout the evaluation record — domain and standard comments, strengths, action steps, employee reflections, and summative comments — including in the versions employees see and in previews.

Step 3: Review the Observation

  1. Select Continue to open the review screen.

  2. Confirm feedback is clear, accurate, and complete.

Step 4: Save or Request Signature

Choose one of the following:

  • Save as Draft - Keeps the observation private and editable.

  • Request employee reflection and signature - Sends the observation to the employee by email with a secure link.

Step 5: Complete Observation

Once a teacher has submitted their reflection and signature, you may review their submission and complete the finalized observation.

  1. Navigate to the signed evaluation you wish to complete.

  2. Select Complete observation from the action menu

Note: If the employee declines to sign, select Record Signature Declined from the action menu. You can still complete the observation.

Creating an Informal Observation

Informal Observations are ideal for capturing quick feedback, walkthrough notes, or brief interactions.

Step 1: Start the Observation

  1. Navigate to the employee's profile.

  2. In the Observations section, select + Add informal observation.

Step 2: Complete the Form

  1. Enter the date of the observation.

  2. Add Observation Notes (up to 1,000 characters).

  3. (Optional) Use Compose with AI to draft or refine your notes — see below.

  4. (Optional) Upload attachments such as images or documents.

    • Supported file types include PDFs, images, spreadsheets, and text files.

    • Each file must be under 10 MB.

  5. Toggle Share with the employee if you want the employee to see the observation.

Using Compose with AI

Compose with AI helps you turn rough notes into a clear write-up. It's available on informal observations and walkthroughs, alongside the AI tools in formal observations.

Steps

  1. In the notes field, select Compose with AI (or Edit with AI if you've already written something).

  2. Describe what you want to write — for example, "Draft feedback on questioning technique based on what I saw."

  3. Select Generate. A draft appears, and you can keep editing it directly.

  4. Refine it if needed:

    • Make shorter or Make longer for quick adjustments

    • Custom instructions to steer the rewrite in your own words

    • Edit prompt to change your original request and try again

  5. Select Accept to keep the draft, or Reject to discard it.

Note: AI drafts appear as formatted text — headings, lists, and bold all render as you'd expect while you edit, rather than showing raw formatting characters.

Step 3: Review and Submit

  1. Select Continue to review.

  2. Choose Save as Draft or Submit.

  3. If shared, the employee will receive an email notification.

Managing Observations

Viewing Observations

All observations appear in the Observations section of the employee profile:

  • Formal Observations show status badges (Draft, Teacher Feedback Requested, Signed by Employee (or Signature Declined), Completed).

  • Informal Observations display the five most recent entries, with a Show More option.

Understanding Statuses

  • Draft - Saved but not shared

  • Teacher Feedback Requested - Employee has been asked to review and sign

  • Signed by Employee - Employee has signed; ready for finalization

  • Signature Declined - Employee declined to sign; you can still complete the observation

  • Completed - Finalized and locked

  • Shared (informal only) - Visible to employee

Editing an Observation

  • Draft observations can be fully edited.

  • Requested or Signed observations allow limited edits.

  • Completed observations cannot be edited.

To edit, open the observation and select Edit from the action menu.

Downloading an Observation

For completed formal observations:

  1. Select the action menu on the observation card.

  2. Select Download PDF to save a formatted copy.

Note: PDFs download as files to your device rather than opening a print dialog.

Deleting an Observation

  1. Select the action menu on the observation card.

  2. Click Delete and confirm.

Note: Deleted observations cannot be recovered.

Frequently Asked Questions

Why can't I add a formal observation?

Formal observations require the employee to have an active PDP/IPLP.

How long does the employee have to sign?

The secure link is valid for 60 days. You can resend the request if it expires.

Can employees see attachments on informal observations?

Yes, when the observation is shared with them. Employees can view and download attachments from a shared informal observation in the Staff Portal.

What happens after I finalize an observation?

The observation is locked, marked complete, and available for PDF download.

Can I add scores to observations?

Yes, if scoring is enabled for your organization. Selecting a rating opens the Select Rating window, which shows the full rubric description for each level so you can score against your district's rubric language. Use Clear Rating to remove a score.

Can I include a link in my comments?

Yes. Paste a URL into a comment and it becomes a clickable link when the observation is viewed, opening in a new tab.

Why don't I see the Transcription from Teacher section?

Transcription is enabled per organization. Contact Lebra support if you'd like it turned on.

Need More Help?

Contact your organization administrator or reach out to the Lebra support team for assistance.

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