Overview
The purpose of this guide is for you as an Evaluator to feel prepared to work within Craft to support your learners through their Apprenticeship process. This guide will serve as a document you can reference at any point to understand what your role is and how to execute your responsibilities.
What is an Evaluator?
An Evaluator is a key partner in supporting learner development on the job. Evaluators are experienced professionals—such as journeyworkers, mentor teachers, or supervisors—who observe, assess, and validate a learner’s progress in real-world work settings.
Beyond evaluating performance, Evaluators play an important role in ensuring that learning is accurately documented and aligned with program expectations. This includes reviewing skill development, tracking time spent on tasks, and verifying demonstrated competencies as learners progress through their training.
What can an Evaluator do?
An Evaluator's responsibilities may include
- Observe and evaluate performance: Watch learners complete job-based tasks and assess their performance using structured rubrics or program criteria.
- Provide feedback and guidance: Offer clear, constructive feedback to help learners improve and build confidence in their skills.
- Approve or return submitted work: Review learner submissions and determine whether they meet expectations, or provide direction for improvement.
- Track and approve time spent on tasks: Verify that learners are accurately logging time toward required on-the-job training or work-based learning hours.
- Document and validate skill progression: Record observations of skill development through Skills Observation Tracking, ensuring competencies are properly captured over time.
- Collaborate with program stakeholders: Work with instructors, administrators, or sponsors to ensure learners are progressing appropriately and meeting program requirements.
What will this guide cover?
The following topics will be covered:
- How to Navigate the Program
- How to Approve and Return Activities
- How Update Due Dates and Time on an Activity
- How to Submit and Approve an Activity on behalf of a Learner
- How to Approve Learner Hours Submitted Via Time Tracking
- How to Perform Skills Observations
- How to View Learner Process (Reports)
- How to reach out to Support
How to Log in to Craft
You can log into Craft's OJL Tracker here. We recommend bookmarking the homepage for future use. Please note, you will need to log in using the email your invitation to Craft's OJL Tracker was sent to. If you have not received an invitation to Craft's OJL Tracker, please contact your system administrator.
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How to Navigate to an Activity
There are several ways to view the activities that are pending your approval. When logged into the OJL Tracker, you can utilize the search bar at the top of the page. You can also navigate to completed activities from the Learners page. Or, you can navigate to the Pending Approvals page through the Homepage or left hand side bar. Please see the video and interactive demos below for a visual walkthrough.
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How to Approve and Return Activities
As an evaluator, you are responsible for approving and/or returning Activities your learners have submitted. Craft makes this process easy to do in a few simple clicks.
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How Update Due Dates and Time on an Activity
During your evaluation, you may need to update the due dates for learner Activities, or adjust the time the learner reported spending on an activity.
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How to Submit and Approve an Activity on the behalf of a Learner
There may be occasions where you observe a learner completing an activity in person when they have not formally submitted the activity in the OJL Tracker. Craft has functionality for evaluators to Submit and Approve activities on behalf of learners in these instances.
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Approving Learner Time via Time Tracking
If enabled, Time Tracking allows evaluators to review and verify the hours learners spend on their apprenticeship. By approving logged time, evaluators help ensure that learners are meeting required on-the-job training hours and that their progress is accurately documented. This supports program compliance while giving a clearer picture of each learner’s real-world experience.
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Performing Skills Observations
Skills Observation Tracking allows evaluators to assess and document learner performance on specific skills in real-world work settings. If enabled, learners can request an evaluation, and evaluators can review the observed skill, provide structured feedback, and assign a score based on program-defined criteria. This ensures that skill development is consistently captured, measured, and validated as learners progress toward competency.
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How to View Learner Progress
Craft has a built in report to help you better understand your learners' process through the program. The Learner Progress Summary shows a comprehensive report card of each of your learners along with the time they have spent on the program, start date, end date, and activity statuses. For more information regarding this report, please see this help center article.
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FAQ
What questions should I be able to answer vs what questions should I send to Craft?
As an evaluator, your learners may reach out with questions regarding the program. The Craft team can assist with any technical issues users run into when using the OJL Tracker. A few examples are:
- I can’t log in
- When I try to evaluate an activity, it does not work
- I don’t know how to interpret the Dashboard
- I cannot link my work
- I am getting an error message
For these questions, please reach out to us at support@crafteducation.com. Our Support team is happy to help!
There may be additional questions that are specific to your program. In these instances, you or the program sponsor or administrator can guide the learner based on the requirements of your program. Below are questions commonly asked by learners that your program sponsor or administrator can address:
- How often do I need to log into the Craft Tracker?
- How often do I need to submit activities?
- Am I required to log time for each activity?
- What should I submit for each activity?
- Do I have to submit something for each activity?
- Do I need to meet with my mentor (evaluator)?
- How often should I meet with my mentor (evaluator)?
- Can I wait until the end of the semester to log everything?
- When do I need to complete this program?
Resources
- Craft Help Center
- Support Email: support@crafteducation.com