Sending an Evaluation to a Teacher

When an evaluation is complete, a principal or administrator can send it directly to the teacher. Sending makes the evaluation visible in the teacher's portal and, optionally, delivers an email notification.

Who can send

Only an admin or evaluator with edit access to the evaluation can send it. Teachers viewing their own evaluations do not see a Send option — sending is strictly an admin-initiated action.

How it works

1. From the evaluation detail page, the admin clicks Send.
2. A confirmation dialog opens with the teacher's name pre-filled.
3. The admin can add an optional cover message and choose sharing options:
   • Whether to email the teacher a notification
   • Whether to generate a shareable link
4. The admin confirms the send.
5. The evaluation is marked as shared with the teacher, and (if selected) an email notification goes out.

Once sent, the evaluation appears in the teacher's portal under their list of evaluations, and the admin sees a confirmation that the send succeeded.

What the teacher sees

• The evaluation appears in the teacher's own portal, where they can open and read it.
• If email notification was selected, the teacher receives an email letting them know an evaluation is ready to view. The email content is a standard notification template that includes the district name.
• A notification may also appear in the teacher's in-app notifications.

Re-sending

Sending the same evaluation to the same teacher again is safe. If a send is repeated within a short window, the system recognizes the evaluation has already been shared and avoids creating a duplicate share or sending a duplicate email. Sending again after that window logs a new share event without creating a second, separate record — the teacher is not emailed twice for the same evaluation by accident.

Share links

If the admin opts in, sending can also generate a link to the evaluation that can be shared outside the normal portal flow. By default, links require the recipient to be signed in to view the evaluation. An admin can choose to make a link accessible to anyone who has it, but that option must be turned on explicitly for each share and the link expires after 7 days. This default protects sensitive evaluation data from being viewed by anyone outside the district who might come across the link.

What can prevent a send

• Evaluation still generating: If the evaluation hasn't finished being generated, Send is blocked with a message explaining the evaluation isn't ready yet.
• Missing or invalid teacher email: If the teacher doesn't have a valid email on file and email notification is selected, the send is blocked with a clear error before anything is sent.
• Sharing fails: If the system can't mark the evaluation as shared, the dialog stays open with an error and the evaluation remains private — nothing is sent to the teacher.
• Email fails after sharing succeeds: In the rare case where the evaluation is successfully shared but the email notification fails to go out, the admin sees a warning that the evaluation was shared but the email didn't send, so they can retry the email portion.

What happens after sending

Once an evaluation has been sent:

• It shows up immediately in the teacher's portal evaluations list.
• The evaluation's status reflects that it has been shared with the teacher.
• The admin can confirm at a glance that the send went through via a success message in the interface.