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State Reporting

Generate and export state-required evaluation data using your district's evaluation framework, for any school year.

Written by Maxwell Bass

State Reporting helps administrators and evaluators calculate and export teacher evaluation data required for state submission. It combines Professional Practice and Student Achievement scores into a final evaluation rating. This article walks you through how to set up State Reporting, complete evaluations, and export results.

How State Reporting Works

State reporting combines two scoring areas into one final evaluation score:

  • Professional Practice (Domains) - Ratings based on standards grouped into domains (e.g., Planning, Instruction), scored on a 1-4 scale

  • Student Achievement Indicator (SAI) - A percentage (0-100%) that is mapped to a rubric rating

  • Overall Evaluation Score - A weighted combination of Professional Practice and SAI that produces a final rating (Unsatisfactory, Basic, Proficient, Distinguished)

Note: When enabled for your organization, an optional third scoring component, the District Determined Measure (DDM), can also be included in the final evaluation score.

Your organization can use:

  • Math-based scoring - Weighted averages across domains and SAI

  • Rule-based scoring - Ratings determined by conditions you define

Note: Reporting is per framework role. An employee who holds two framework roles is reported once per role — each role has its own row, its own evaluation data, and its own evaluator. See Staff Who Hold Two Framework Roles.

Choosing a School Year

State reporting data is kept separately for each school year, so last year's submission stays intact as a record while you work on the current one.

  1. Go to Ascend > State Reporting.

  2. Use the School Year dropdown to choose the year you want to work with.

  3. The employee list, data, and exports all reflect the year you've selected.

Note: The years available depend on the state reporting templates configured for your district. If a year you expect is missing, contact Lebra support.

Tip: At the start of a new school year, check this dropdown first. If your numbers look empty or unfamiliar, you're probably viewing a different year than you intended.

Before You Begin

  • State Reporting must be turned on for your district by Lebra — it isn't a setting district admins can switch on in Settings. If you don't see Ascend > State Reporting in the sidebar, contact Lebra to have it enabled.

  • You must have Admin access

  • Your framework must include:

    • At least one role

    • Domains with standards

    • A rating scale with score ranges (the rating scale is shared by all roles)

All setup is completed in Settings > Ascend > Framework. That page is organized by role: pick a role in the left sidebar and its rubric and scoring settings appear on the right. The shared Rating scale sits above the role list, under Shared settings.

Tip: A warning triangle next to a role in the sidebar means something in that role's setup would stop it from producing a rating — for example, weights that don't total 100%, a domain with no components, or a missing evaluation type. Hover over the triangle to read the reason. When no roles show a triangle and the Rating scale page shows no warning banner, your scoring setup is complete.

Set Up State Reporting

Step 1: Configure Roles

  1. Go to Settings > Ascend > Framework

  2. In the left sidebar, under Framework roles, click Add role

  3. Enter a role name (e.g., Teacher) and click Create role & open. The new role opens in the main area

  4. At the top of the role's page, click Edit role

  5. Select an Evaluation type (if required by your state). Choose Does not apply for roles your state doesn't require you to report — their staff are left out of State Reporting and its export

  6. Click Save changes

Note: Until an evaluation type is set, the role's page reads Evaluation type: Not set with a warning triangle, and the same triangle appears next to the role in the sidebar. State Reporting can't save entries for staff in a role with no evaluation type.

Step 2: Configure Score Ranges on the Rating Scale

  1. Go to Settings > Ascend > Framework and select Rating scale under Shared settings in the left sidebar

  2. Click Edit on a rating

  3. Enter:

    • Rating number (e.g., 1-4)

    • Rating Name (e.g., Proficient)

  4. Under Score Range (1-4 scale), enter:

    • Min Score

    • Max Score

  5. Click Save changes
    ​

  6. Repeat for all rating levels

Important: Score ranges must not overlap, and they must not leave gaps. The Rating scale page shows a warning banner listing any gaps or overlaps between your ranges; it disappears once every possible score maps to exactly one rating. Because the rating scale is shared, a change here affects every framework role.

Step 3: Configure Student Achievement Ranges

  1. On the same Rating scale page, click Edit on a rating

  2. Under SAI Percentage Range, enter:

    • SAI Min %

    • SAI Max %

  3. Click Save changes
    ​

  4. Repeat for all rating levels

Important: SAI ranges must not overlap. If a role gives SAI any weight but no rating level has an SAI range, SAI counts as 0 on every evaluation — the role's readiness check (Step 4) will flag this.

Step 4: Configure Scoring (Weights)

  1. Go to Settings > Ascend > Framework and select a role in the left sidebar

  2. Expand the Scoring & weights section, below the role's Rubric

  3. Check the Scoring readiness panel at the top of the section. It lists anything that stops this role from producing a rating (red) or needs attention (amber), including problems on the shared rating scale that affect this role. Click Check again after you make changes

  4. In the Weights table, enter weight percentages for each domain

  5. Enter the SAI Weightage (%)

  6. Confirm the total equals 100%. Weights save when you click out of the field

  7. Repeat for each framework role

If the total does not equal 100%, the Total row turns red with Must equal 100%, and the role keeps its warning triangle in the sidebar until the weights are fixed.

Step 5: (Optional) Configure Rule-Based Scoring

If your district/state requires Rule-Based Scoring:

  1. Select the role in the left sidebar and expand Scoring & weights

  2. Scroll to Domain Scoring Rules

  3. Click Add Rule

  4. Select a result rating

  5. Add conditions:

    • Choose rating level

    • Select operator (≤, ≥, =, or ≥%)

    • Enter value

  6. Add additional conditions if needed

  7. Repeat for all rating levels

  8. Click Save Rules
    ​

Repeat this process for Professional Rating Rules.

Rules are evaluated top-to-bottom. The first matching rule determines the rating. If either rule set is empty, the readiness check flags the role and no rating can compute.

Summative Reporting

Employee Summative Reports are crucial to providing the needed information for state reporting. To learn more about Summative Reporting, review this article:

Summative Reporting

Viewing and Understanding Results

Evaluation Score Summary

The Evaluation Score Summary table is displayed during and after completing a summative evaluation. It includes:

Component

Domain name, Professional Practice, or SAI

Score

Numeric score (1-4 scale for domains, % for SAI)

Weight

Configure weight percentage (math-based only)

Contribution

Weighted contribution to the final score (math-based only)

Rating

Rubric label (e.g., Proficient)

The footer row shows the Overall Evaluation Score and its corresponding rating.

Note: The same Evaluation Score Summary table appears on self-evaluations, so employees see how their self-ratings roll up using your district's scoring approach.

Add State Reporting Data for Employees

While summative evaluations populate many state reporting fields automatically, some fields (such as Leadership indicators and Student Achievement/Success indicators) must be entered manually for each employee.

  1. Go to Ascend > State Reporting.

  2. Confirm the School Year dropdown shows the year you're reporting on.

  3. On the Evaluatees tab, find the employee you want to update.

  4. Click Add Data next to their name. The Add State Reporting Data form opens

  5. Review the fields in each section:

    • School Information

    • Staff Information

    • Evaluation

    • Performance Ratings

    • Leadership

    • Student Achievement Indicators

    • Student Success Indicators

  6. Use the Sections sidebar to jump between sections.

  7. Fill in any remaining required fields. Hover over the info icon next to a field label for a description and format hint.

  8. Save your work using one of the following options:

    • Save Progress - Saves your changes as a draft so you can return later. The employee's status will show as In Progress.

    • Mark as Complete - Finalizes the data for this employee. The status changes to Completed, and the submission is recorded with your name and the current date.
      ​

Tips for Adding Data

  • Auto-populated fields are read-only. Fields such as Evaluation Result, Number of Unsatisfactory, Number of Basic, and Distinguished Domain indicators are automatically populated from the most recent finalized summative evaluation. To change these values, update the underlying summative evaluation

  • Some fields only appear when relevant. For example, Leadership fields and Student Achievement Indicators are only required when the evaluation type is Instructional/Pupil Service or when the evaluation type is Principal/Administrator, and Aligned with State Framework is set to Yes.

  • Employees with two framework roles have one record per role. Each role's record is filled in, completed, and exported separately, using that role's evaluation type, its own summative results, and its own evaluator

  • Progress is shown per employee. On the State Reporting Data tab, each row displays the percentage of required fields completed next to the employee's name.

  • You can edit completed submissions. Click Add Data again on a completed record to update values, then click Mark as completed to resave.

Who Can Add Data

  • Admins can add data for any employee in the organization

  • Group Admins can add data for employees in their assigned groups.

  • Evaluators can add data only for employees assigned to them.

State Reporting Page

  1. Navigate to Ascend > State Reporting

  2. Use the School Year dropdown to select the reporting year

  3. Use the Evaluatees tab to view employees
    ​

  4. Use the State Reporting Data tab for a full data table

  5. Click Add Data to review or edit an employee's report
    ​

Status indicators:

  • Completed - Evaluation finalized

  • In Progress - Evaluation started

  • Not Started - No evaluation data

Use filters to search by name, role, evaluator, group, or status.

Note: An employee with two framework roles appears once per role, and each row tracks its own status and completion percentage. The Role filter matches the role on each row.

Export State Reports

State reporting data can be exported as a CSV file for submission to the state.

Steps

  1. Go to Ascend > State Reporting

  2. Confirm the School Year dropdown shows the year you want to export

  3. Apply any filters to narrow down the employee list
    ​

  4. Choose an export option:

    • Export Filtered Employees - Exports employees matching your current filters

    • Export N Selected - Exports only the rows you have selected (available when rows are checked)

    • Export All - Exports all employees in the organization regardless of filters (Admin only)
      ​

The CSV file includes:

  • School Information - School ID, school year

  • Staff Information - Name, staff ID

  • Evaluation - Evaluation type, date, result, evaluator staff ID (the staff ID of the evaluator assigned to that row's framework role)

  • Performance Ratings - Number of unsatisfactory and basic ratings, student achievement percentage, distinguished domain indicators

  • Leadership - Framework alignment, mentorship, committee membership

  • Student Achievement Indicators - Assessment-specific fields

  • Student Success Indicators - IEP, BIP, and other fields

An employee with two framework roles exports as one row per role, each carrying that role's evaluation data and evaluator staff ID.

The exported file is named state-reporting-export-YYYY-MM-DD.csv (or state-reporting-full-export-YYYY-MM-DD.csv for the Export All option).

Note: Exports are limited to 1,000 employees at a time. If you need to export more, apply filters to create smaller batches.

Permissions and Access

Access to State Reporting depends on your role in the system:

Capability

Admin

Group Admin

Evaluator

Access State Reporting page

✅

✅

✅

View assigned evaluatees

✅

✅

✅

View group/building employees

✅

✅

❌

View all employees

✅

❌

❌

Add/edit data for assigned employees

✅

✅

✅

Export Filtered Employees

✅

✅

✅

Export All

✅

❌

❌

Configure framework and scoring

✅

❌

❌

View modes (available to Admins and Group Admins):

  • View assigned - Shows only employees assigned to you as an evaluator

  • View group/building - Shows employees in your assigned groups or buildings

  • View all employees - Shows every employee in the organization (Admin only)

Evaluators who are not Admins or Group Admins can only see employees assigned to them through evaluator-evaluatee relationships. Because evaluators are assigned per framework role, an evaluator sees the rows for the roles they cover.

Note for admins of multiple schools: on the Ascend > Analytics page, the School filter includes an All My Schools option that aggregates every group you administer, so you're not limited to viewing one building at a time.

Frequently Asked Questions

How do I turn on State Reporting?

State Reporting is turned on for your district by Lebra — there's no toggle for it in Settings. Until it's on, Ascend > State Reporting doesn't appear in the sidebar and the Scoring & weights section doesn't appear on any role's page in Framework settings. Contact Lebra to have it enabled.

A role on the Framework page has a warning triangle. What do I do?

Hover over the triangle to read the reason, then select the role. The section that needs the fix — Rubric, Scoring & weights, or the evaluation type in the header — shows the same warning, and the Scoring readiness panel spells out exactly what's missing. Work through Steps 1–5 above for that role; the triangle disappears once the role can produce a rating.

My State Reporting page looks empty. What's wrong?

Check the School Year dropdown first — you may be viewing a year with no data yet. Data is stored separately per school year.

Can I still access last year's state reporting data?

Yes. Switch the School Year dropdown to the previous year. Prior years remain available as a record, and you can export them again if needed.

Why does an employee appear twice in the list?

They hold two framework roles. Each role is reported separately — one row and one submission per role, each with its own evaluation type, results, and evaluator staff ID. This is expected; complete and export both rows.

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