How Notta Boosted Teacher Evaluations: Greater Albany Public Schools Case Study

Executive Summary

Greater Albany Public Schools (GAPS) reduced their teacher evaluation cycle from 2-3 weeks to same-day feedback using Notta's AI-powered transcription software. The Oregon school district, serving 9,000 students with 1,600 staff members, chose Notta because it offers high accuracy and Student Data Privacy Agreement, a critical requirement for protecting student information during classroom observations. The solution achieved 100% adoption across administrators and transformed the district's formative assessment process.

What Challenges Did Greater Albany Public Schools (GAPS) Face with Teacher Evaluations?

The district adopted CEL 5D, a comprehensive teacher evaluation framework requiring principals to conduct more frequent classroom visits against a detailed 30-point rubric. However, with fewer administrative staff, the traditional evaluation cycle created significant delays in providing formative feedback to teachers.

Key Challenges:

• Evaluation cycles took 2-3 weeks from classroom observation to feedback delivery – far too long for effective formative assessment

• Manual documentation was time-consuming – principals spent 45+ minutes typing notes after each 20-minute observation

• Student data privacy requirements – any transcription tool must comply with FERPA and sign Student Data Privacy Agreements

• Integration needs – the solution needed to work seamlessly with MagicSchool AI for rubric-based evaluation

• Ease of adoption – administrators with varying technical skill levels needed to use the tool successfully

The district needed a transcription solution that could streamline documentation while maintaining strict compliance with educational data privacy laws.

Why Did GAPS Choose Notta Over Competitors?

GAPS evaluated multiple transcription services. Notta emerged as the only solution to offer accurate transcriptions and sign Student Data Privacy Agreement, decisive factors that eliminated all competitors from consideration.

"We tried several, but Notta is the only one that would sign a Student Data Privacy Agreement, which is super important, especially when we're talking to students and evaluations."

— Kathi Etchemendy, Director of Technology

The privacy compliance gap between Notta and competitors proved insurmountable for school districts

How Did GAPS Implement Notta?

GAPS deployed Notta across multiple use cases, starting with teacher evaluations and expanding to other administrative functions. The implementation leveraged Notta's flexibility in deployment methods and integration capabilities.

Implementation Approach

• Teacher evaluations: Principals use Notta via web app, phone app, or Notta Memo (digital voice recorders) to transcribe classroom observations in real-time

• Union meetings: Providing neutral, trusted documentation that all parties can reference

• Executive leadership meetings: Using Notta's template tools and AI summary features for structured note-taking

• AI-powered workflow: Transcriptions feed into MagicSchool AI, which evaluates observations against the district's CEL 5D rubric

The multi-platform approach allowed administrators to choose their preferred recording method. Some principals record observations on their phones during classroom visits, while others use dedicated voice recorders. All recordings sync automatically to provide immediate transcription access.

How Long Does Notta Implementation Take?

GAPS achieved full deployment within 2 weeks from contract signing to district-wide adoption. The rapid implementation timeline included account setup, administrator training, and integration with MagicSchool AI. The intuitive interface required minimal training, most administrators began using Notta successfully after a single 30-minute orientation session.

What Results Can Schools Achieve with Notta?

Notta delivered transformative improvements across four key dimensions. The transcription solution reduced evaluation cycles from 2-3 weeks to same-day feedback, achieved 100% adoption across administrators with varying technical skills, increased trust in documentation accuracy, and enhanced formative assessment through timely feedback. These results transformed how principals conduct classroom observations and provide professional development support.

Quantified Impact

• 85% reduction in evaluation turnaround time: From 2-3 weeks to same-day feedback

• 100% administrator adoption: All principals and assistant principals actively use Notta, regardless of technical skill level

• Improved formative assessment: Timely feedback enables teachers to adjust instruction while lessons remain fresh

• Time savings for principals: Previously spent 45 minutes typing notes after each 20-minute visit—now transcription completes in 2 minutes

The combination of speed and accuracy transformed the district's approach to teacher development. 

"It literally has turned teacher evaluation turnaround from weeks to the same day... Going from weeks to within the same day or the next day evaluation cycles is such a game changer."

— Kathi Etchemendy, Director of Technology

Is Notta Recommended for Schools?

The director of technology, Kathi Etchemendy, confirmed she would absolutely recommend Notta to other educational institutions. The need for streamlined evaluation processes is universal across US school districts, and Notta's advanced features and privacy compliance solutions provide a competitive edge that eliminates other options from consideration.

For districts implementing new evaluation frameworks like CEL 5D Notta enables the increased observation frequency these systems require without overwhelming administrative staff.

Looking Ahead

GAPS continues to explore expanded applications for Notta, including IEP meetings and deeper integration with their existing educational tools. The district's success demonstrates how the right technology partner can transform critical processes and improve outcomes for both educators and students.

Frequently Asked Questions About Notta for Schools