Annual (EOY) LPAC Quick Start Guide

🔐 Account type(s) with default permissions to manage this: Administrator (Specialist permissions may vary)

💻 Tier(s) this is available for: Foundation, Essential, Pro

Annual Reviews are one of the most important compliance milestones of the school year for Texas EB program teams. This guide walks Administrators through all six steps to set up, launch, and complete End-of-Year Annual Review Forms in Ellevation, from reviewing templates to generating parent letters after meetings are done.

ℹ️ Note

New to Ellevation Forms? Before following these steps, review the Forms Rollout Toolkit for templated emails, training videos, Ellevation Academy eLearning courses, and more. If you have questions along the way, reach out to our Support Team at [e-mail].

Step 1: Review Annual Review Form Templates﹀

Ellevation includes pre-built form templates aligned to best practices for Annual Review workflows. Before creating any cycles, review these templates to confirm they fit your district's needs.

1. Navigate to ⚙️ Admin Settings > Forms Settings > Templates.

2. Click a template name to preview it. The following templates are available for Texas districts:
   • Subjective Teacher Evaluation- EB Reclassification Rubric - Updated Mar '25 (TEXAS TEMPLATE)
   • ALT Subjective Teacher Evaluation - EB Reclassification Rubric - Updated Mar '25 (TEXAS TEMPLATE)
   • LPAC Annual Review (EOY) - (TEXAS TEMPLATE)
   • LPAC Annual Review ALTERNATE (EOY) - (TEXAS TEMPLATE)
   • LPAC Monitoring of Reclassified Student (EOY) (TEXAS TEMPLATE)
   • EOY LPAC Addendum (TEXAS TEMPLATE)
3. If the templates look good as-is, you're done with this step. Make a note of the template names, you'll need them in Step 3.
4. Optionally, add, configure, or remove sections using the Forms builder. Click Save when your template is ready.

💡 Quick Tip

You can configure templates at any time before launching your cycles. Changes made after a cycle is live will not retroactively apply to forms already assigned.

Additional Resources for Step 1

• ▶️ Review and Choose a Template (video, 5:53 min), includes how to configure templates
• 📘 Configure Form Templates (Help Center article)

Step 2: Set Up Student and Teacher Criteria﹀

Before creating cycles, confirm that permissions are configured correctly, courses are tagged to the right subject areas, and the right students are included. This step has three parts.

Ensure Correct Permissions by Role

Adjust Forms permissions so that teachers, EL Specialists, principals, and other site leaders can access and complete their assigned forms.

1. Navigate to ⚙️ Admin Settings > User Management > Permissions.
2. Scroll to find Form Assignments and edit permissions so each account type has the appropriate access level.

📝 Scroll to Form Assignments in the Permissions panel to set access by account type.

3. As needed, review and adjust other Form permissions, including Form Cycles, Form Templates, Contributor Management, and Course Tagging, based on who else in your district will manage or support these workflows.

💡 Quick Tip

Typically, teachers have permission to View Form Assignments, allowing them to access and complete only their assigned forms.

Ensure Course Names Are Tagged to the Right Subject Areas

Each course in a cycle must be assigned to a subject area so the right teachers are matched to the right forms. Complete this step before creating cycles.

1. Navigate to ⚙️ Admin Settings > Form Settings > Course Tagging.
2. Tag courses individually, or use the Search bar to find groups of similar courses (for example: ELA, English, Band, Algebra, US Hist, Chem) and bulk tag them:
   • Check the box to the left of Course Name.
   • Select Bulk tag > choose a Content Area > Tag Courses.

📝 Use the Search bar to filter courses, then select all and click Bulk Tag to assign a Content Area at once.

Ensure the Correct Students Are Selected

Create a Student List View so each cycle knows which students to include. If you already have a saved view with the right students, you can skip this step.

1. Navigate to Students > Student List.

📝 Navigate to Students > Student List to create or find a saved view.

2. Use the filters on the left to narrow your list to the target student group.
3. Click Save As to name and save your view.

💡 Quick Tip

Name your views so they're easy to find later, for example, "EB Students with Adv or AH on TELPAS." You can also add students to a cycle in multiple ways after cycle creation.

The table below shows recommended Student List View names for common EOY cycle types, with example filters from Ellevation. Your district's approach may vary.

Example View Name	Example Filter	Purpose / Notes
EB Students (EOY)		Use for the Annual Review cycle. Some districts break this up by grade level by adding a grade filter.
EB Students Excluding Alt Testers (EOY)		Excludes students who have taken ALT TELPAS in the past. Use Add Students to include any students who no longer qualify for Alt tests.
EB Students Who May Qualify for Reclassification Based on Most Recent TELPAS Scores (EOY)		Use to identify students who may reclassify pending state test results and require a Teacher Subjective Feedback Form. If your district prefers teacher forms for all EL students, use the "EB Students (EOY)" view instead.
Monitored Year 1 and Year 2 Students (EOY)		Use for the Annual Review LPAC for monitored students.
Students to Reclassify Pending State Test Results (EOY)		Use for the Addendum LPAC cycle, if that is your district's process.

Additional Resources for Step 2

• ▶️ Course Tagging in Ellevation (video, 2:39 min)
• 📘 Configure Course Tags (Help Center article)
• ▶️ Student List Overview (video, 1:08 min)
• ▶️ Create a Student List View for Forms (video, 3:08 min)

Step 3: Create Cycles and Assign Contributors﹀

Create a New Cycle

1. Select Forms from the main Ellevation navigation.

📝 Select Forms from the main Ellevation navigation to access cycles.

2. Click New Cycle at the top right.
3. Fill in all cycle fields, selecting the matching Form Template and Student List View from the earlier steps. Click Save.
4. Repeat for each required cycle. Use the table below as a reference.

Example Cycle Name	Template	Example Student List View
SY Subjective Teacher Evaluation Form	Subjective Teacher Evaluation- EB Reclassification Rubric - Updated Mar '25 (TEXAS TEMPLATE)	EB Students (EOY) or EB Students Excluding Alt Testers (EOY) or EB Students Who May Qualify for Reclassification Based on Most Recent TELPAS Scores (EOY)
SY Annual Review	LPAC Annual Review (EOY) - (TEXAS TEMPLATE)	EB Students (EOY) or EB Students Excluding Alt Testers (EOY)
SY Subjective Teacher Evaluation Form ALT	ALT Subjective Teacher Evaluation - EB Reclassification Rubric - Updated Mar '25 (TEXAS TEMPLATE)	How you identify Alt testers may vary by district. You can leave the student list blank during cycle creation and add students afterward.
SY Annual Review Alt	LPAC Annual Review ALTERNATE (EOY) - (TEXAS TEMPLATE)	(See Alt testers note above)
SY M1 and M2 Students Annual Review	LPAC Monitoring of Reclassified Student (EOY) (TEXAS TEMPLATE)	Monitored Year 1 and Year 2 Students (EOY)
SY Addendum LPAC	EOY LPAC Addendum (TEXAS TEMPLATE)	Students to Reclassify Pending State Test Results (EOY)

💡 Quick Tip

Name each cycle in a way that distinguishes it from future years, for example, "SY26 Subjective Teacher Evaluation Form." For subjective teacher evaluation forms, we recommend using standard signatures. Determine how many forms per student you need based on the teachers providing feedback (for example, separate ELA and Math teacher forms would require two forms per student). For annual review forms, use one form per student with multiple contributors assigned using strict signatures to ensure all contributors are present for the meeting.

Match Forms to Teachers (Subjective Teacher Evaluation Cycles)

After creating a Subjective Teacher Evaluation cycle, use the match process to assign teachers to student forms based on course schedule data. This is best completed before launching your cycle to ensure accuracy.

⚠️ Warning

Complete the match process before launching your cycle (Step 4). Matching after a cycle is live may result in inaccurate course schedule data being used for assignments.

1. From the cycle page, click Match.
2. Select Create a separate form for each contributor and click Yes, Match.
3. Review the matched results in the Contributors column.

4. As needed, manually adjust contributors by checking one or more forms and selecting Manage Contributors from the Actions menu. Then add, edit, or remove contributors.

   

   📝 Use Manage Contributors from the Actions menu to add, edit, or remove contributors.

Assign Contributors to Annual Review Cycles

If your district manages contributors at the district level (rather than delegating to campuses), manually assign contributors to Annual Review cycles after creation.

1. From the cycle page, check one or more forms.
2. Select Manage Contributors from the Actions menu.
3. Add, edit, or remove contributors as needed.

Additional Resources for Step 3

• ▶️ Create a Cycle (video, 7:41 min)
• 📘 Create Form Cycles (Help Center article)
• 📘 Generate Matches and Assign Forms (Help Center article)
• 📘 Manage Contributors (Help Center article)

Step 4: Launch and Monitor Teacher Cycles﹀

Set Teacher Cycles to Live

1. From the cycle page, click the status button (set to Draft by default).
2. From the dropdown, select Live.

📝 Click the status button and select Live from the dropdown.

3. Repeat for both teacher evaluation cycles:
   • Subjective Teacher Evaluation- EB Reclassification Rubric - Updated Mar '25 (TEXAS TEMPLATE)
   • ALT Subjective Teacher Evaluation - EB Reclassification Rubric - Updated Mar '25 (TEXAS TEMPLATE)

ℹ️ Note

Once a cycle is live, forms are viewable to all educators who are assigned or permissioned to view them. If you set a cycle live by mistake, set it back to Closed until you are ready, then set it to Live again.

Send Reminders to Teachers

1. On the cycle page, check one or more forms. To select all, check the box next to Student and click Select all students that meet this search across pages.
2. Click Actions > Notify/Remind. This sends an email to each assigned teacher directing them to complete their forms in Ellevation.

📝 Select all forms, then choose Notify/Remind from the Actions menu.

💡 Quick Tip

Educators assigned to more than one form will receive only one email per notification. Educators do not need the link from the email to access their forms, anyone with forms assigned can navigate directly to Forms from the main menu in Ellevation.

Monitor Forms Progress

Use the clickable status buckets on the cycle page, Not Started, In Progress, Done, and Submitted, to track completion. Re-send reminders as needed to help teachers stay on track.

📝 Click a status bucket to filter forms by completion stage.

Additional Resources for Step 4

• ▶️ Launch and Monitor a Cycle (video, 6:15 min)
• 📘 Generate Matches and Assign Forms (Help Center article)
• ▶️ Complete Forms in Ellevation (video, 2:31 min), share with teachers
• 📘 Complete Forms (Help Center article), share with teachers

Step 5: Run Annual Review Meetings﹀

Close Teacher Evaluation Cycles

Before starting Annual Review meetings, close the teacher evaluation cycles so their data is finalized.

1. From each teacher cycle page, click the status button and select Closed.

📝 Click the status button and select Closed to finalize the cycle.

2. Close both teacher evaluation cycles:
   • Subjective Teacher Evaluation- EB Reclassification Rubric - Updated Mar '25 (TEXAS TEMPLATE)
   • ALT Subjective Teacher Evaluation - EB Reclassification Rubric - Updated Mar '25 (TEXAS TEMPLATE)

Launch Annual Review Cycles

Once teacher cycles are closed, set the Annual Review cycles to Live (refer to Step 4 for a refresher).

• LPAC Annual Review (EOY) - (TEXAS TEMPLATE)
• LPAC Annual Review ALTERNATE (EOY) - (TEXAS TEMPLATE)
• LPAC Monitoring of Reclassified Student (EOY) (TEXAS TEMPLATE)
• EOY LPAC Addendum (TEXAS TEMPLATE)

Conduct Meetings and Monitor Progress

Contributors complete Annual Review meetings using teacher feedback and student data. Use the status buckets on the cycle page to track which forms are not started, in progress, done, or submitted.

📝 Click a status bucket to filter forms by completion stage.

ℹ️ Note

Share the Specialist-facing resources below with your EL Specialists and other contributors before meetings begin so they know how to complete their assigned forms in Ellevation.

Additional Resources for Step 5

• ▶️ Complete Annual LPAC Meetings for Specialists, share with Specialists
• ▶️ 4 Steps to Meetings with Ellevation Forms for Specialists, share with Specialists
• ▶️ Complete Forms in Ellevation (video, 2:31 min), share with contributors
• 📘 Complete Forms (Help Center article), share with contributors

Step 6: After Annual Reviews Are Complete﹀

Once Annual Review meetings are finished, three follow-up actions help you close out the EOY cycle and set up for next steps.

Generating Parent Letters

Use the Generating Parent Letters feature to produce letters for families after Annual Reviews are complete. See the resource below to get started.

• 📘 Generating Parent Letters (Help Center article)

Use Forms Data in Dashboards

After meetings are complete, you can aggregate Forms data in the Student List or using Data Dashboards to identify trends and take action across your EL program.

• ▶️ Use Forms Data in Dashboards (video, 4:46 min)
• ▶️ Taking Action on Forms in the Student List (video, 1:57 min)

Finalize LPAC Next Steps

If your district conducts Addendum LPACs, review the EOY LPAC Addendum (TEXAS TEMPLATE) and refer to Step 2 of this guide for instructions on creating the Addendum cycle.

📝 Filter by Next Year's Placement to find pending students for the Addendum cycle.

💡 Quick Tip

If you used the Next Year's Placement field in your Annual Review LPAC, you can filter for pending students in the Student List to build your Addendum cycle quickly.