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State Reporting

Generate and export state-required evaluation data using your district's evaluation framework.

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)

Your organization can use:

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

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

Before You Begin

  • State Reporting must be enabled for your organization

  • You must have Admin access

  • Your framework must include:

    • At least one role

    • Domains with standards

    • Rubrics with score ranges

All setup is completed in the Framework settings.

Set Up State Reporting

Step 1: Configure Roles

  1. Go to Settings > Ascend > Framework > Roles

  2. Click Add Role
    ​

  3. Enter a role name (e.g., Teacher)

  4. Select an Evaluation type (if required by your state)

  5. Click Add Role
    ​

Step 2: Configure Rubrics

  1. Go to Framework > Rubrics

  2. Click Edit on a rating or create a new one
    ​

  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.

Step 3: Configure Student Achievement Ranges

  1. Go to Framework > Rubrics

  2. Click Edit on a rating
    ​

  3. Under SAI Percentage Range, enter:

    • SAI Min %

    • SAI Max %

  4. Click Save changes
    ​

  5. Repeat for all rating levels

Important: SAI ranges must not overlap.

Step 4: Configure Scoring (Weights)

  1. Go to Framework > Scoring

  2. Select a role
    ​

  3. Enter weight percentages for each domain

  4. Enter the SAI Weightage (%)

  5. Confirm the total equals 100%

If the total does not equal 100%, a validation message will appear

Step 5: (Optional) Configure Rule-Based Scoring

If your district/state requires Rule-Based Scoring:

  1. Go to Framework > Scoring

  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.

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.

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

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

  4. Review the fields in each section:

    • School Information

    • Staff Information

    • Evaluation

    • Performance Ratings

    • Leadership

    • Student Achievement Indicators

    • Student Success Indicators

  5. Use the Sections sidebar to jump between sections.

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

  7. 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.

  • 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 Evaluatees tab to view employees
    ​

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

  4. 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.

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. Apply any filters to narrow down the employee list
    ​

  3. 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

  • 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

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.

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