How to setup a Rating Period

Step-by-Step Setup

1. Go to the Rating Periods Tab

• Click your avatar in the top-right corner and go to Admin Settings.
• Select the “Rating Periods” tab on the left-hand side.

New Account? You’ll be prompted to set up your first rating periods.
Existing Account? Click “+ Add New School Year” at the top right to begin setup for a new year.

 

2. Prepare your rating periods

Use the provided tutorials and templates to plan your settings and timeline before starting.

3. Select Rating Period Mode

Choose the mode that best fits your agency's structure:

A. DRDP State/Head Start Children Preferred

B. Class Rating Period Preferred

C. Manually Managed Mode

A. DRDP State/Head Start Children Preferred

Best for agencies following DRDP guidelines and state/Head Start funding requirements.

• The first rating period and late-enrolled children follow strict date rules.
• Each child's first rating period is auto-generated (60 days from enrollment date as long as it is before the cut-off date).
• You define the minimum assessment duration and cut-off dates for late enrollees.

Setup Steps:

• A1. Name the group/program
• A2. Set Date Range (alias, start/end dates)

• A3. Set Late Enrollment Policy

You will need to set the following:

• Minimum Required Duration for a Rating Period
  This is the shortest number of days teachers need to complete one assessment period. The system uses this value to calculate recommended cutoff dates for each period by working backwards from the final rating period’s end date in the school year.

 

• Cutoff Dates for Late Enrollees
  Each assessment period has a cutoff date that determines whether a newly enrolled child can be included. If a child enrolls after the cutoff date for a period, they will skip that assessment and begin with the next available one. Since this will be their first assessment, the system will generate a 60-day assessment window starting from their enrollment date.

Watch an example here:

Late Enrollment Policy

A4. Choose Classes

Select all classes that will be following this group’s rating period setting.

A5. Review the Setting before confirming

A6. Complete Setup or Continue with the next group

 

B. Class Rating Period Preferred

Ideal for Programs Starting in the Fall with Class-Wide Consistency

• All children follow the same preset assessment dates, instead of individual 60-day cycles.
  
  
• Late enrollees are included based on cutoff dates, but still follow the same class-wide schedule as everyone else.
  
  
• When an assessment period is locked, the system automatically moves children to the next one.
  
  

Setup Steps:

• B1. Name the group/program
• B2. Set Date Range

Set the assessment alias and the starting and ending dates for each period.

B3. Set Late Enrollment Policy 

The cutoff date determines when a child is too late to join the current assessment period.

• You can base this date on your minimum required duration for a rating period or your school’s policy.
  
  
• If a child enrolls after the cutoff date, they will skip the current assessment period, even if their start date overlaps with it.
  
  
• Instead, they will be assigned to the next assessment period, and their schedule will follow the class preset dates for that period.

B4. Choose Classes

Select all classes that will be following this group’s rating period setting.

B5. Review the Setting before confirming

B6. Complete Setup or Continue with the next group

 

C. Manually Managed Mode

Best for small year-round programs or classes without fixed start/end dates.

• No cut-off dates.
• Admins manage and set each child's assessment period individually.
• Children auto-roll to the next period once locked.

Setup Steps:

• C1. Confirm to proceed with Manually Managed Mode

C2. Select classes that will be manually managed

C3. In the Rating Period Spreadsheet,to view and edit children's periods

 

Please refer to our guide for additional guidance, linked below!

Rating Period Setup Guide