← All articles

Assign Evaluations

The Assign Evaluations page allows administrators and preceptors to create evaluation and skills checkoff assignments for students, preceptors, and locations.

Overview

This page provides a streamlined interface for creating two types of assignments:

  • Evaluations: Traditional evaluation forms for assessing students, preceptors, or locations
  • Skills Checkoffs: Video-based skills demonstrations with AI-assisted grading

Both assignment types support bulk assignment to multiple students and can be linked to specific classrooms.

Access and Permissions

Who Can Assign

  • Institution Administrators: Can assign to any classroom in their institution
  • Preceptors: Can only assign to classrooms where they are members
  • Role-Based Filtering: Preceptors see a limited set of classrooms and students

Data Filtering

  • All data is filtered by institution (data siloing)
  • Only non-archived templates, classrooms, and users are shown
  • Preceptors see only their assigned classrooms

Evaluations Tab

Step 1: Select Evaluation Template

Required Field

  1. Click the "Evaluation Template" dropdown
  2. Browse available evaluation templates
  3. Templates show their target type in parentheses:
    • (student): For evaluating students
    • (preceptor): For evaluating preceptors
    • (location): For evaluating locations
  4. Select a template

What Happens Next:

  • The form updates based on the template's target type
  • Target selection options appear
  • Evaluator type may auto-adjust based on target type

Step 2: Select Classroom

Required for: Student and Preceptor evaluations
Optional for: Location evaluations

  1. Click the "Classroom" dropdown
  2. Search for classrooms by name (if needed)
  3. Select a classroom

Note:

  • For student/preceptor evaluations, classroom selection is required
  • For location evaluations, classroom selection is optional
  • Selecting a classroom filters available targets and evaluators
  • Location evaluations can use all locations or filter by classroom's location

Step 3: Select Targets (Who to Evaluate)

Required Field

The available targets depend on the template's target type:

For Student Templates:

  • Shows students in the selected classroom
  • Table displays: Name, Email
  • Search and sort by name
  • Bulk selection with checkboxes

For Preceptor Templates:

  • Shows preceptors in the selected classroom
  • Table displays: Name, Email
  • Search and sort by name
  • Bulk selection with checkboxes

For Location Templates:

  • Shows locations (filtered by classroom if selected)
  • Table displays: Name
  • Search and sort by name
  • Bulk selection with checkboxes

Target Selection Features:

  • Search: Type to filter targets by name or email
  • Sort: Click "Name" header to sort A-Z or Z-A
  • Select All: Checkbox in header selects/deselects all visible targets
  • Individual Selection: Click rows or checkboxes to select
  • Bulk Selection: Select multiple targets at once

Requirements:

  • At least one target must be selected
  • Targets are filtered by selected classroom (for student/preceptor)
  • Location targets may be filtered by classroom's location

Step 4: Select Evaluators (Who Performs the Evaluation)

Required Field (unless using self-assessment)

Choose who will complete the evaluations:

Evaluator Types:

  1. Students:

    • Students in the selected classroom
    • Used for: Preceptor evaluations, Location evaluations
    • Table displays: Name, Email
    • Search and sort available

  2. Preceptors:

    • Preceptors in the selected classroom (or all preceptors if no classroom)
    • Includes institution administrators
    • Used for: Student evaluations, Location evaluations
    • Table displays: Name, Email
    • Search and sort available

  3. Self Assessment:

    • Targets evaluate themselves
    • No evaluator selection needed
    • Used for: Student self-assessments, Preceptor self-assessments
    • Creates assignments where target = evaluator

Evaluator Selection Features:

  • Search: Type to filter evaluators by name or email
  • Sort: Click "Name" header to sort A-Z or Z-A
  • Select All: Checkbox in header selects/deselects all visible evaluators
  • Individual Selection: Click rows or checkboxes to select
  • Auto-Filtering: Evaluators matching selected targets are filtered out (prevents self-evaluations)

Self-Evaluation Prevention:

  • System automatically prevents evaluators from evaluating themselves
  • Exception: Self-assessment mode allows self-evaluation
  • For student templates with student evaluators: Selected students are filtered out
  • For preceptor templates with preceptor evaluators: Selected preceptors are filtered out

Default Evaluator Type:

  • Automatically set based on template target type:
    • Student template → Preceptor evaluators (default)
    • Preceptor template → Student evaluators (default)
    • Location template → Preceptor evaluators (default)
  • Can be changed manually

Step 5: Set Due Date

Required Field

  1. Click the date field
  2. Select a due date
  3. Date must be today or in the future
  4. Default: 7 days from today

Due Date Behavior:

  • Minimum date: Today
  • Cannot select past dates
  • Used for tracking and notifications
  • Appears in "My Evaluations" with status badges

Creating Evaluation Assignments

Assignment Matrix:

  • Each evaluator × target combination creates one assignment
  • Example: 3 evaluators × 5 targets = 15 assignments
  • Self-assessment: 1 assignment per target

Validation:

  • All required fields must be filled
  • At least one target selected
  • At least one evaluator selected (unless self-assessment)
  • Valid due date
  • Classroom selected (for student/preceptor templates)

Submission:

  1. Click "Create Evaluation Assignments"
  2. System creates:
    • Evaluation assignments in evaluation_assignments table
    • Evaluation records in evaluations table
  3. Success message shows number of assignments created
  4. Form resets with default values

What Gets Created:

  • Assignment records with template, target, evaluator, classroom, due date
  • Evaluation records with status "pending"
  • Links between assignments and evaluations

Skills Checkoffs Tab

Step 1: Select Skills Checkoff Templates

Required Field (can select multiple)

  1. Click the "Skills Checkoff Template" dropdown
  2. Search templates by name or description (optional)
  3. Select one or more templates:
    • Click templates to toggle selection
    • Checkbox shows selected state
    • Selected count displayed in button
  4. Use "Select All" to select all filtered templates
  5. Use "Clear All" to deselect all

Template Selection Features:

  • Search: Filter templates by name or description
  • Multi-Select: Select multiple templates at once
  • Visual Indicators: Checkboxes show selected state
  • Template Info: Shows name and description

Assignment Behavior:

  • Each selected template × student combination creates one assignment
  • Example: 3 templates × 5 students = 15 assignments

Step 2: Select Classroom

Required Field

  1. Click the "Classroom" dropdown
  2. Search for classrooms by name (if needed)
  3. Select a classroom

Note:

  • Classroom selection is always required for skills checkoffs
  • Determines which students are available
  • Students must be members of the selected classroom

Step 3: Select Students

Required Field

  1. Students table appears after classroom selection
  2. Shows all students in the selected classroom
  3. Table displays: Name, Email
  4. Select students using:
    • Individual checkboxes
    • Row clicks
    • "Select All" checkbox in header

Student Selection Features:

  • Search: Type to filter students by name or email
  • Sort: Click "Name" header to sort A-Z or Z-A
  • Select All: Checkbox in header selects/deselects all visible students
  • Individual Selection: Click rows or checkboxes to select
  • Bulk Selection: Select multiple students at once

Requirements:

  • At least one student must be selected
  • Only students in the selected classroom are shown
  • Students must be active (not archived)

Step 4: Set Due Date

Required Field

  1. Click the date field
  2. Select a due date
  3. Date must be today or in the future
  4. Default: 7 days from today

Due Date Behavior:

  • Minimum date: Today
  • Cannot select past dates
  • Used for tracking and notifications
  • Appears in "My Evaluations" with status badges

Creating Skills Checkoff Assignments

Assignment Matrix:

  • Each template × student combination creates one assignment
  • Example: 3 templates × 5 students = 15 assignments

Validation:

  • At least one template selected
  • Classroom selected
  • At least one student selected
  • Valid due date

Submission:

  1. Click "Create Skills Checkoff Assignments"
  2. System creates assignments in skills_checkoff_assignments table
  3. Success message confirms creation
  4. Form resets with default values

What Gets Created:

  • Assignment records with template, student, classroom, due date
  • Status: "pending" (awaiting student video submission)
  • Links to classroom and template

Common Features

Search Functionality

Available For:

  • Templates (skills checkoffs)
  • Classrooms
  • Targets (students, preceptors, locations)
  • Evaluators (students, preceptors)

How It Works:

  • Real-time filtering as you type
  • Searches name, email, and description fields
  • Case-insensitive
  • Multi-word search supported
  • Debounced for performance (300ms delay)

Sorting

Available For:

  • Targets table
  • Evaluators table
  • Students table (skills checkoffs)

How It Works:

  • Click column header to sort
  • Toggles between ascending (A-Z) and descending (Z-A)
  • Visual indicator shows sort direction
  • Applies to currently displayed items

Bulk Selection

Select All:

  • Checkbox in table header
  • Selects/deselects all currently visible items
  • Respects search filters
  • Updates selection state immediately

Individual Selection:

  • Click rows to toggle selection
  • Click checkboxes directly
  • Selection persists through sorting
  • Search filters affect available items

Form Validation

Required Fields:

  • Evaluation Template (evaluations)
  • Skills Checkoff Templates (skills checkoffs)
  • Classroom (varies by template type)
  • Targets (at least one)
  • Evaluators (at least one, unless self-assessment)
  • Due Date

Validation Messages:

  • Error toasts for missing required fields
  • Clear indication of what's needed
  • Submit button disabled until valid

Form Reset

After Successful Submission:

  • Template selection cleared
  • Classroom selection cleared
  • Target selection cleared
  • Evaluator selection cleared
  • Due date reset to 7 days from today
  • Search fields cleared

Assignment Workflow

Evaluation Assignments

  1. Assignment Created: Record in evaluation_assignments table
  2. Evaluation Record: Record in evaluations table with status "pending"
  3. Student/Evaluator Notification: Assignment appears in "My Evaluations"
  4. Completion: Evaluator completes evaluation form
  5. Submission: Evaluation status changes to "submitted" or "pending_review"
  6. Review (if needed): Administrator reviews self-assessments
  7. Finalization: Status becomes "approved" or "rejected"

Skills Checkoff Assignments

  1. Assignment Created: Record in skills_checkoff_assignments table
  2. Student Notification: Assignment appears in "My Evaluations" → Skills Checkoffs
  3. Video Submission: Student uploads video demonstration
  4. AI Processing: System analyzes video and generates initial grades
  5. Educator Review: Educator reviews and finalizes grades
  6. Completion: Status becomes "finalized"

Best Practices

For Evaluations

  1. Template Selection: Choose templates that match your assessment goals
  2. Classroom Organization: Use classrooms to group related assignments
  3. Bulk Assignment: Select multiple targets/evaluators for efficiency
  4. Due Dates: Set realistic due dates (default 7 days)
  5. Self-Assessments: Use self-assessment mode for student reflection
  6. Prevent Self-Evaluation: System handles this automatically

For Skills Checkoffs

  1. Multiple Templates: Assign multiple templates to students efficiently
  2. Classroom-Based: Always assign within a classroom context
  3. Bulk Student Selection: Select multiple students for batch assignments
  4. Due Dates: Allow adequate time for video recording and submission
  5. Template Organization: Use descriptive template names

General Tips

  1. Search First: Use search to find specific items quickly
  2. Sort for Clarity: Sort tables to organize selections
  3. Verify Selections: Check selected counts before submitting
  4. Classroom Context: Understand how classroom selection affects available options
  5. Template Types: Know the difference between target types
  6. Due Date Planning: Set due dates that align with curriculum schedule

Troubleshooting

No Templates Available

Possible Causes:

  • All templates are archived
  • No templates created yet
  • Institution filtering issue

Solutions:

  • Create new templates
  • Unarchive templates if needed
  • Check template creation page

No Classrooms Available

Possible Causes:

  • All classrooms archived
  • Preceptor role (limited to assigned classrooms)
  • No classrooms created

Solutions:

  • Create new classrooms
  • Unarchive classrooms
  • Check classroom assignment (for preceptors)
  • Contact administrator

No Targets/Evaluators Showing

Possible Causes:

  • Classroom not selected (for student/preceptor)
  • No members in classroom
  • Search filter too restrictive
  • All users archived

Solutions:

  • Select a classroom first
  • Check classroom membership
  • Clear search filters
  • Verify users are active

Can't Submit Form

Possible Causes:

  • Missing required fields
  • No targets selected
  • No evaluators selected (unless self-assessment)
  • Invalid due date

Solutions:

  • Check all required fields
  • Select at least one target
  • Select evaluators or choose self-assessment
  • Verify due date is in the future

Self-Evaluation Not Working

Possible Causes:

  • Wrong evaluator type selected
  • Self-assessment mode not selected

Solutions:

  • Select "Self Assessment" as evaluator type
  • Verify template supports self-assessment

Location Evaluations

Special Considerations:

  • Classroom selection is optional
  • If classroom selected, only that classroom's location shown
  • If no classroom, all locations available
  • Location targets don't require classroom membership

Related Features

  • My Evaluations: Where assignments appear for completion
  • Evaluation Templates: Create and manage evaluation templates
  • Skills Checkoff Templates: Create and manage skills checkoff templates
  • Classrooms: Manage classroom membership
  • Users: Manage students, preceptors, and administrators
  • Review Logs: Review submitted evaluations