HealthStream Competency Center TM Administrator Guide

Transcription

1 HealthStream Competency Center TM Administrator Guide Copyright 2017, HealthStream, Inc. The information contained herein is the sole property of HealthStream and may not be reproduced without HealthStream s express written permission. Unauthorized use of these materials may result in violation of copyright, trademark, and other laws.

2 Contents Contents Employees/Students... 1 Adding an Employee/Student... 2 Selecting an Employee s/student s Supervisor/Manager... 4 Searching for an Employee/Student... 5 Viewing an Employee s/student s Assignments... 6 Editing an Employee/Student Record... 7 Inactivating and Reactivating an Employee/Student... 7 Managing Employee/Student Certifications... 9 Managing Employee/Student Discipline/License Information Student Groups Adding an Individual Student Group Adding Students to an Individual Student Group Deleting Students from an Individual Student Group Adding a Profile Student Group Excluding Students from a Profile Student Group Removing Exclusions from Students in a Profile Student Group Searching for a Student Group Viewing Student Group Assignments Editing Student Group Criteria Copying a Student Group Deleting a Student Group Administrators Adding an Administrator Promoting an Employee/Student to an Administrator Adding an Outside Administrator Searching for an Administrator Editing an Administrator Record Deleting an Administrator Record Categories Adding a Category Editing a Category Deleting a Category Rating Scales Rating Scale Libraries Copying a Rating Scale from a Subscribed Library Adding a Rating Scale Part 1: Entering the Rating Scale Properties Updated: February 27, 2017 i

3 Contents Part 2: Adding Rating Levels Part 3: Setting Rating Scale Sharing Options Part 4: Saving the Rating Scale Searching for a Rating Scale Editing a Rating Scale Copying a Rating Scale Deleting a Rating Scale Resources Adding a Resource Associating Resources with Statements Searching for a Resource Editing a Resource Copying a Resource Deleting a Resource Statements Statement Libraries Copying a Statement from a Subscribed Library Adding a Statement Part 1: Entering the Statement Properties Part 2: Selecting Categories and Resources Part 3: Setting Statement Sharing Options Part 4: Adding References Part 5: Saving the Statement Searching for a Statement Editing a Statement Copying a Statement Deleting a Statement Job Descriptions Adding a Job Description Assigning Job Descriptions to Employees Copying a Job Description Editing a Job Description Previewing a Job Description Printing a Job Description Searching for a Job Description Viewing an Employee s Job Description Averaging Peer Ratings Key Points Enabling the Average Peer Ratings Feature Assessment Templates Updated: February 27, 2017 ii

4 Contents Adding an Assessment Template Part1: Entering the Template Properties Part 2: Actor Settings Part 3: Enabling Approvals and Setting Up the Approval Workflow Part 4: Configure Assessment Printing Reports Part 5: Adding Sections Part 6: Setting Reflective Plan Options Part 7: Setting Template Sharing Options and Override Permissions Part 8: Saving the Template Assessment States Creating an Enterprise Level Dynamic Assessment Searching for an Assessment Template Editing an Assessment Template Adding Items in Bulk to Dynamic Sections Deleting a Statement from a Dynamic Statement Section Disabling and Enabling an Assessment Template for Assignment Copying an Assessment Template Deleting an Assessment Template Previewing an Assessment Template Publishing an Assessment Template Updating a Published Assessment Template Goals Adding a Group Goal Searching for a Group Goal Editing a Group Goal Deleting a Group Goal Employee Goal Management Adding Goals to an Employee s Goal Repository Updating the Progress of an Employee s Goal Group Assignments Adding a Group Assignment Part 1: Entering the Assignment Properties Part 2: Selecting the Courses and/or Assessments for the Assignment Part 3: Selecting the Students for the Assignment Part 4: Setting the Assignment Timing/Type Part 5: Saving the Assignment Searching for a Group Assignment Editing a Group Assignment Copying a Group Assignment Deleting a Group Assignment Changing the Due Date for a Group Assignment Preventing Failed Courses from Being Automatically Reassigned Updated: February 27, 2017 iii

5 Contents Individual Assignments Adding an Individual Assignment Part 1: Selecting the Student to Receive the Assignment Part 2: Entering the Assignment Properties Part 3: Selecting the Courses and/or Assessment Templates for the Assignment Part 4: Setting the Assignment Timing/Type Part 5: Saving the Assignment Searching for an Individual Assignment Editing an Individual Assignment Copying an Individual Assignment Deleting an Individual Assignment Searching for Students Changing the Due Date for an Individual Assignment Preventing Failed Courses from Being Automatically Reassigned When an Employee's Manager Changes Removing Assessments from an Employee s My Assessments Page Assigning Peer Reviewers for an Employee s Assessment Removing Peer Reviewers from an Employee s Assessment Bulk Assigning an Alternate Rater to an Employee s Self-Assessments Bulk Assigning Peers to an Employee s Self-Assessments Bulk Assigning an Alternate Rater to a Supervisor s Employee Assessments Bulk Assigning Peers to a Supervisor s Employee Assessments Completing Approvals HCC Education Approver HCC Human Resources Approver Reverting a Rated Assessment to the Evaluate State Reverting an Assessment from the Approval to the Evaluate State Reverting an Assessment from the Closed to the Review State Resetting Assessments Deleting Reflective Plans Document Management Uploading Documents Uploading a New Version of an Existing Document Deleting Documents Editing Document Information Viewing and Downloading Documents Updated: February 27, 2017 iv

6 Contents HCC Reports HCC Administrator Roles State and Rating Reports Copying HCC Library Reports Running HCC Library Reports Viewing and Exporting an HCC Library Report Editing an HCC Library Report Disabling/Enabling an HCC Library Report Deleting an HCC Library Report Assignment-related Reports Assignment Completion - Drill-Through Report Assignment Completion Schedulable Report Delinquent/Past Due Drill-Through Report Delinquent/Past Due Schedulable Report Student Assignment Completion Report Updated: February 27, 2017 v

7 Employees/Students Employees/Students There is only one role for HCC students: the HCC Employee/Student role. This role allows HCC employees full access to all employee functions, including: Completing self-assessments. Completing peer assessments within their designated department. Serve as an alternate rater within their designated department. Creating personal goals. Managing personal, departmental, developmental, and strategic goals. Manage notes. Additionally, any student identified in the system as a department manager (by being identified in the database as the manager of one or more students) can access all manager features via the HCC Employee/Student role. Manager features include: Rating employee assessments. Designating peers for the manager s direct reports to complete peer assessments. Designating alternate raters for the manager s direct reports to rate employee assessments. Review completed assessments with employees. Sign off on reviewed assessments. Manage notes. Manage personal, departmental, developmental, and strategic goals. Create reflective plans. Updated: February 27,

8 Employees/Students Adding an Employee/Student Employee/Students can be added to the HCC automatically via your regularly-scheduled data import or manually by an administrator. If you add employees/students via a routine data import, you should proceed cautiously when manually adding or editing student records, as your data import may overwrite any changes you make manually. If you have questions about data import, contact your HealthStream support service. To manually add an employee/student When you add an employee/student, enter the general information first, followed by the institution and role information. Adding the General Information. 1. On the People tab, click Add a Student. The Add a Student page appears. 2. In the Last Name, First Name, and Middle Name boxes, enter the employee s/student s last, first, and middle names. 3. In the User ID box, enter the employee s/student s user ID, following your institution s procedure for assigning user IDs. 4. In the Password box, enter the employee s/student s password, following your institution s procedure for password creation. Note: Passwords are case-sensitive. 5. In the Confirm Password box, retype the password exactly as you did in the Password box. 6. In the Password Reminder box, enter a phrase that will help the employee/student remember his or her password, if desired. 7. In the Gender list, select the gender of the employee/student. 8. In the Birth Date box, enter the employee s/student s birth date. Tip: You can also click to select the date. 9. In the box, enter the employee s/student's address if desired. 10. In the Time Zone list, select the time zone in which the employee/student works. This value defaults to the institution's time zone. Entering the employee s/student s time zone allows the system to synchronize times for classroom and virtual class activities that span more than one time zone. Note: Employees/Students will see class times adjusted to their time zone. However, assigned courses are always due at 11:59 PM Eastern Time, regardless of the employee s/student s time zone. 11. In the Position Status list, select the status of the employee s/student s position. 12. In the Years Experience box, enter the number of years of experience for this employee/student. 13. Leave the Allow this student to access the system check box selected for active employee/students. Updated: February 27,

9 Employees/Students Adding the Institution Information and Role Information 1. Select the employee s/student s supervisor by clicking Click here to select beside the Supervisor/Manager label. This allows you to select any other student in this institution as the student's supervisor. Employees/Students listed as a Supervisor/Manager for any employee/student record will have access to Manager Functionality. Refer to the HCC Manager User Guide for more information. Note: Your institution may request up to four custom fields be added for additional employee/student demographic data. If added, the custom fields will appear in the Manage a Student area below Supervisor/Manager. They may appear as lists (required field) or text fields (optional field). 2. In the Secondary Job Titles list, select a secondary job title for this employee/student. 3. In the Hire/Re-hire Date box, enter the employee s/student s hire or rehire date. Tip: You can also click to select the date. 4. In the Review Month/Day box, enter the month and day for employee/student review, if desired. Tip: You can also click to select the date. 5. In the Department list, select the employee s/student s department. Departments are sorted by department code (if used). 6. In the Job Title list, select the employee s/student s job title. Job titles are sorted by job code (if used). 7. The Job Category value is already selected and cannot be changed. 8. In the Active Date box, note that the active date defaults to the hire/re-hire date that you entered, but may be adjusted to denote state changes such as department transfers or return from leave of absence. Tip: You can also click to select the date. 9. In the Student Notes box, enter any notes to the employee/student, if desired. Notes can be edited at any time. 10. In the Roles box, note that the HCC Employee/Student role is selected by default. This role must be selected in order for the employee/student to access HCC functionality. Note: If your organization also utilizes the HLC platform, you may wish to check the HLC Student role in order to give this student access to HLC functionality. 11. Click Save to save the new employee/student to the system or click Save and Add Another if you wish to add another employee/student. Updated: February 27,

10 Employees/Students Selecting an Employee s/student s Supervisor/Manager A supervisor/manager must be identified for an employee/student in order for that employee/student to access assessment templates. From the employee/student general information page, you can specify a supervisor or manager. To select a employee/student supervisor/manager 1. On the employee s/student s General Information page, click Click here to select beside the Supervisor/Manager label. The Select Student Supervisor page appears. 2. Perform a search to identify the supervisor/manager. The system searches students within your database. 3. Click the name of the desired supervisor from the list of matching search results. The system returns to the Add a Student page with the previously selected supervisor now displayed next to the Supervisor/Manager label, as shown below. To change the selected supervisor/manager 1. On the employee s/student s General Information page, click the name link of the supervisor/manager. 2. Perform a search to identify the new supervisor/manager. 3. Click the name of the desired supervisor from the list of matching search results. The system returns to the Add a Student page with the previously selected supervisor now displayed next to the Supervisor/Manager label. To remove a supervisor/manager selection On the employee s/student s General Information page click Clear next to the name of the supervisor/manager. The previous supervisor/manager is now deleted and can be replaced at any time by selecting a new supervisor/manager. Updated: February 27,

11 Employees/Students Searching for an Employee/Student To search for a employee/student On the People tab, click Manage Students. The Manage Students page appears. The Manage Students page is divided into two sections. The top half of the page enables searching active and/or inactive employees/students by name or user ID. The bottom half of the page is made visible by clicking Advanced Search and is used to further define your employee/student search, as shown below. To perform a basic search 1. Enter the search criteria. You may search for employees/students by last, first, and middle names, user ID(s), and state. There is no minimum number of characters you must enter into a search field. To narrow search results, simply enter more characters in a search field. You may also enter more than one user ID by separating each with a comma. 2. Click Search. The page refreshes, displaying matching search results. 3. Click the name link of the desired employee/student. To perform an advanced search 1. Click Advanced Search to reveal the bottom half of the search page. This section of the search page contains additional filters, which enable you to further refine your search. You can search for employees/students within specific departments, job categories, job titles, and if available, custom filters. You can also search within specific date ranges. This page defaults to allow you to search through all departments, job categories, and job titles, and all custom filters, if available. If you want to search for a specific department, for example, simply clear the All Departments check box and select the desired check boxes within the Department box. 2. Click Search. The page refreshes, displaying matching search results. 3. Click the name link of the desired employee/student. Updated: February 27,

12 Employees/Students Viewing an Employee s/student s Assignments To view assignment information 1. Perform an employee/student search. See Searching for an Employee/Student for more details. 2. Click the name link of the desired employee/student from the list of matching search results. The Manage a Student page appears. 3. Click Assignments in the left-hand navigation tree. The View Student Assignments page appears. 4. This page is divided into four columns: Item Name, Item Type, Assignment Type, and Options. 5. To see details about an assignment, click the assignment name. 6. To exempt the student from an assignment, click Exempt under the Options column. For more information about exemptions, see the Assignment Exemptions topic in the HLC/HCC Help system. Viewing the Assignment Exemptions Topic in the HLC/HCC Help System 1. Click the Help button in the HCC. 2. Click Show Table of Contents. 3. Click the Assignments chapter to show sub-topics. 4. Click the Assignment Exemptions chapter to show sub-topics. 5. Click any topic name to view detail. Viewing an Employee s/student s Student Groups Student groups allow administrators to create, edit, and manage defined groups of students. These groups are given a name, and then stored in the system and can be retrieved for purposes of creating assignments, making assignment exemptions, adding statements to dynamic statement sections in bulk, and generating reports. Two types of student groups can be created in the HCC: Profile - A group of students created in the HCC in which students share common criteria. Students will auto-populate to a profile student group if they meet ALL group criteria, and will be auto-deleted if they no longer match every criterion of the profile. Individual - A group of students created in the HCC in which students have been selected for inclusion. Students must be added to or deleted from an individual student group by an administrator. For more information about creating and managing student groups, refer to the Student Groups chapter of the HLC/HCC Help System: 1. Click the Help button in the HCC. 2. Click Show Table of Contents. 3. Click the Student Groups chapter to show sub-topics. 4. Click any topic name to view detail. To view a student s student groups 1. Perform an employee/student search. See Searching for an Employee/Student for details. 2. Click the name link of the desired employee/student from the list of matching search results. The Manage a Student page appears. Updated: February 27,

13 Employees/Students 3. Click Student Groups from the left-hand navigation tree. The View Student Group Information page appears, listing student groups to which the employee/student belongs, including the student group name, type, state, and visibility. 4. To view student group details, click the name link of the student group. The Edit a Student Group page appears. Editing an Employee/Student Record As needed, you can edit information on the employee s/student s general information page. Note: If you add employees/students via a routine data import, you should proceed cautiously when manually adding or editing student records, as your data import may overwrite any changes you make manually. If you have questions about data import, contact your HealthStream support service. To edit an employee/student record 1. Perform an employee/student search. See Searching for an Employee/Student for details. 2. Click the name link of the desired employee/student from the list of matching search results. The Manage a Student page appears. 3. Make the desired changes. 4. Click Save to save the edits or click Save and Add Another if you wish to add another employee/student. Note: By default, you cannot edit the employee s/student s user ID. Also, passwords are always encrypted. You cannot view an employee s/student s password but can reset a new password. Inactivating and Reactivating an Employee/Student Employees/Students cannot be deleted from the HCC once a record is created. Employee/Students can, however, be inactivated in the system. Inactive employee/students cannot access the HCC and they will not appear on selected reports. They will also be removed from all student groups. To inactivate an employee/student 1. Perform an employee/student search. See Searching for an Employee/Student for details. 2. Click the name link of the desired employee/student from the list of matching search results. The Manage a Student page appears. 3. Clear the Allow this student to access the system check box. 4. Click Save. The employee/student is now inactive in the system. Note: If an employee/student is also an administrator, inactivating the employee/student record does not prevent administrator access to the system. To prevent administrator access, the administrator role must be deleted (see Deleting an Administrator Record). All access (including administrator access) can be disabled for all roles when inactivations are facilitated via the data import file instead of inactivated manually. Updated: February 27,

14 Employees/Students To reactivate an employee/student 1. Perform an employee/student search. See Searching for an Employee/Student for details. Tip: You can use Inactive as a student search criterion. 2. Click the name link of the desired employee/student from the list of matching search results. The Manage a Student page appears. 3. Select the Allow this student to access the system check box. 4. Click Save. The employee/student is now reactivated and can access the system. Once reactivated, the employee/student is returned to profile student groups for which criteria are met. The employee/student is not automatically returned to any individual student groups. Updated: February 27,

15 Managing Employee/Student Certifications Managing Employee/Student Certifications The HCC enables the recording of select professional certifications within the student record, including any ANCC-recognized professional certification as well as educational certification traditionally required in healthcare. This feature enables your organization to record and report on current certification status of nursing staff. This can assist you in providing data for certification differential pay or Magnet reporting. As an administrator, you can access or add certifications. Employees/Students can also add certifications to their own profile. To view certifications: 1. Perform an employee/student search. See Searching for an Employee/Student for details on conducting a student search. 2. Click the name link of the desired employee/student from the list of matching search results. The Manage a Student page appears. 3. Click Certification Information in the left-hand navigation tree. The View Certification Information page appears. Any certifications added to this employee/student record will appear on the page. To add certifications: 1. From the View Certification Information page, click Add Certification. 2. In the Country list, select the country in which the employee/student is certified. 3. In the State/Province list, select the state or province in which the employee/student is certified. 4. Select the Certifying Body from the list. 5. Select the Certification from the list. 6. Enter the Certification Number. 7. Enter the Expiration Date of the certification. 8. Click Save. A message confirms that the certification is saved. To edit certifications: 1. From the View Certification Information page, click the certification name. 2. Make the desired changes. 3. Click Save. A message confirms that the certification is saved. To delete certifications: 1. From the View Certification Information page, click the certification name. 2. Click Delete. A confirmation prompt appears. 3. Click OK. The certification is removed from the View Certification Information page. Updated: February 27,

16 Managing Employee/Student Discipline/License Information Managing Employee/Student Discipline/License Information The HCC enables the recording of select professional discipline/license information within the student record. This feature enables your organization to record and report on current license status of nursing staff. This can assist you in providing data for discipline/license differential pay or Magnet reporting. As an administrator, you can access or add discipline/license information. Employees/Students can also add this data to their own profile. To view license/discipline information: 1. Perform an employee/student search. See Searching for an Employee/Student for details on conducting a student search. 2. Click the name link of the desired employee/student from the list of matching search results. The Manage a Student page appears. 3. Click License Information in the left-hand navigation tree. The View Discipline/License Information page appears. Any discipline/license data added to this employee/student record will appear on the page. To add discipline/license information: 1. From the View Discipline/License Information page, click Add Discipline/License. 2. In the Country list, select the country in which the license was issued. 3. In the State/Province list, select the state or province in which the license was issued. 4. Select the Discipline from the list. 5. Type the license number in the License Number box. 6. Type the license expiration date in the Expiration Date box. 7. Click Save. A message confirms that the data is saved. To edit discipline/license information: 1. From the View Discipline/License Information page, click the discipline name. 2. Make the desired changes. 3. Click Save. A message confirms that the data is saved. To delete discipline/license information: 1. From the View Discipline/License Information page, click the certification name. 2. Click Delete. 3. When prompted to confirm the deletion, click OK. Updated: February 27,

17 Student Groups Student Groups Student groups allow administrators to create, edit, and manage defined groups of employees/students. These groups are given a name, and then stored in the system and can be retrieved for purposes of creating assignments and generating reports. Two types of student groups can be created in the HLC: Profile - A group of employees/students created in the HCC in which employee/students share common criteria. Employee/Students will auto-populate to a profile student group if they meet ALL group criteria, and will be auto-deleted if they no longer match every criterion of the profile. Individual - A group of employees/students created in the HLC in which employees/students have been selected for inclusion. Employees/students must be added to or deleted from an individual student group by an administrator. Note: Only active employees/students may belong to a student group. Adding an Individual Student Group To add an individual student group 1. On the People tab, click Add a Student Group. The Add a Student Group page appears. 2. In the Student Group Name box, enter the name of the new student group. 3. In Student Group Type, click Individual. 4. In the Notes text area, enter any notes regarding the new student group. 5. Select the Hide this student group from search results check box if you do not want the new student group to appear in your search of visible groups. 6. Click Continue. The Select Students to Include page appears. 7. Search for employees/students to include using basic or advanced search functionality. (See Searching for a Student for more information on conducting a student search.) 8. Select the check box to the left of the selected employee s/student s name and click Continue or click Check All Current Search Results to select all employees/students returned by your search. The View Students page appears listing employees/students who meet all student group criteria. Note: Additional employees/students can be added to the individual student group by clicking Add More Students and conducting a new search. Updated: February 27,

18 Student Groups Adding Students to an Individual Student Group To add students to an individual student group 1. Search for the individual student group to which you want to add students. See Searching for a Student Group for details on conducting a student group search. 2. In the Options column, click Students. The View Students page appears. 3. Click Add More Students. The Add More Students page appears. 4. Enter the search criteria. You may search for employees/students by last, first, and middle names, user ID(s), and state. There is no minimum number of characters you must enter into a search field. To narrow search results, simply enter more characters in a search field. You can enter more than one user ID by separating each with a comma. You may also click Advanced Search to display more search criteria. 5. Click Search. The employees/students that match the search criteria appear in the Search Results box. 6. In the Search Results box, select the check boxes next to the employees/students that you want to add or click Check All Current Search Results if you want to add all of the students. 7. Click Continue. You are returned to the View Students page. The employees/students that you selected appear on the page. Note: Employees/Students can be added to an individual student group at any time. Updated: February 27,

19 Student Groups Deleting Students from an Individual Student Group To delete students from an individual student group 1. Search for the individual student group from which you want to delete students. See Searching for a Student Group for details on conducting a student group search. 2. In the Options column, click Students. The View Students page appears. 3. Select the Delete check box to the right of the desired employee/student. 4. Click Save. Note: Employees/Students can be deleted from an individual student group at any time. Adding a Profile Student Group To add a profile student group 1. On the People tab, click Add a Student Group. The Add a Student Group page appears. 2. In the Student Group Name box, enter the name of the new student group. 3. In Student Group Type, click Profile. 4. In the Notes text area, enter any notes regarding the new student group. 5. Select the Hide this student group from search results check box if you do not want the new student group to appear in your search of visible groups. 6. Click Continue. The Select Students to Include page appears. 7. Select employee/student criteria based upon Departments, Job Titles, Job Categories, Date Ranges, or custom fields, if available. Note: The default for the selection check boxes is All. To make specific selections, clear the All check box and select the desired box(es) within the selection window. 8. Click Save. The system will begin processing the student group in the background. You can leave the page or close your browser without affecting the process. If you remain on the page, you can check the processing progress by clicking the Refresh button to update the percent complete display. When processing is complete, you can view the View Students page to see all students who fit the group s criteria. Updated: February 27,

20 Student Groups Excluding Students from a Profile Student Group To exclude students from a profile student group 1. Search for the profile student group from which you want to exclude students. See Searching for a Student Group for details on conducting a student group search. 2. In the Options column, click Students. The View Students page appears. 3. Select the Exclude check box to the right of the desired employee/student. 4. Click Save. Note: Employees/Students can be excluded from a profile student group at any time. Removing Exclusions from Students in a Profile Student Group To remove exclusions from students in a profile student group 1. Search for the profile student group from which you want to remove exclusions. See Searching for a Student Group for details on conducting a student group search. 2. In the Options column, click Students. The View Students page appears. 3. Clear the Exclude check box to the right of the desired employee/student. 4. Click Save. Note: Exclusions can be removed from employees/students in a profile student group at any time. Searching for a Student Group To search for a student group 1. On the People tab, click Manage Student Groups. The Search Student Groups page appears. 2. Enter search criteria as desired. Available criteria include student group name, visibility, group type, creation date range and administrator. You can also search alphabetically. 3. Click Search. A listing of student groups meeting your entered search criteria appear. Updated: February 27,

21 Student Groups Viewing Student Group Assignments If assignments have been made to the student group, assignments can be viewed from the student group search. To view assignments 1. Search for the student group for which you want to view assignments. See Searching for a Student Group for details on conducting a student group search. 2. From the search results, click View Assignments to the right of the desired student group name. Note: If no assignments have been made to the selected student group, View Assignments is disabled. 3. A listing of assignments made to that group appears, including assignment name, type, last updated date, and updated by (administrator). 4. Click the assignment name to access the assignment editor. Editing Student Group Criteria Note: Editing a student group may alter student assignments. For instance, if an employee/student who did not previously meet all criteria for a profile student group prior to the edits now meets all criteria, he or she will now be included in the group and will receive assignments made to that group. To edit student group criteria 1. Search for the student group that you want to edit. See Searching for a Student Group for details on conducting a student group search. 2. Click the name of the student group that you want to edit. The Edit a Student Group page appears. 3. Make the desired changes. 4. Click Save. The system will begin processing the assignment and associated student groups in the background. You can leave the page or close your browser without affecting the process. If you remain on the page, you can check the processing progress by clicking the Refresh button to update the percent complete display. Copying a Student Group Student groups can be copied and edited. This is helpful when you wish to use an existing student group as the basis for another group. To copy a student group 1. Search for the student group that you want to copy. See Searching for a Student Group for details on conducting a student group search. 2. From the search results, click Copy to the right of the desired student group name. A new student group appears on the Copy a Student Group page. Note that the word copy is appended to the original name. 3. Make edits to the new student group (including renaming if desired). 4. Click Save. You may add or delete employees/students if the copy is an individual student group. You may edit group criteria if the copy is a profile student group. Updated: February 27,

22 Student Groups Deleting a Student Group To delete a student group 1. Search for the student group that you want to delete. See Searching for a Student Group for details on conducting a student group search. 2. From the search results, click Delete to the right of the desired student group name. A confirmation prompt appears. 3. Click OK to delete the student group. Note: You cannot delete student groups to which assignments have been made. Updated: February 27,

23 Administrators Administrators HCC administrators have access to manage various elements of the HCC platform, depending on the administrator role. Below are key points related to administrator management: Several default administrator roles are available within the HCC. Each role has a pre-defined set of features access. Administrators can be given access to the entire institution, or to specified departments or subsidiary affiliations. Employees who have both employee/student and adminstrator access will have a single login. Once logged in, the Select Affiliation page is presented, allowing the user to choose the employee/student or administrator login. Administrators can be designated to have more than one administrator role. Multiple roles can be combined into a single administrator role accessed from one login, as long as all administrator roles have the same affiliation access. Administrators with only the Assessment - Multiple Depts (Peer/Alt Raters) cannot access assessment PDFs when logged on as an administrator. A complete description of each default administrator role is available by running the Roles Features report. Note: When determining who should administer the HCC, consider the level of access to sensitive student data each administrator role allows. IMPORTANT: HCC and HLC administrator roles will combine into a single role for administrators using both programs. It is important to consider the affiliation access for each type of role to ensure that limited access to student records is preserved as desired. Updated: February 27,

24 Administrators Adding an Administrator There are two ways to add an administrator to the HLC: Promote an employee/student, or add an outside administrator. If the person you wish to add as an administrator is already a employee/student in the system, then you can promote the individual to an administrator. Promoting an employee/student copies information from the employee/student record, and ensures that a single login can be used to access the HCC. Promoting an Employee/Student to an Administrator If the person you wish to add as an administrator is already an employee/student in the system, use the Promote to Administrator feature. Promoting an employee/student copies information from the employee/student record, and ensures that a single login can be used to access the HLC. To promote an employee/student to an administrator 1. Perform an employee/student search. See Searching for an Employee/Student for details on conducting a student search. The Manage a Student page appears. 2. Click Promote to Administrator. The Add an Administrator page appears. Data from the employee/student record, including the employee s/student s user ID and password, are populated to the administrator record. 3. In the box, enter an address if there is no from the employee/student record. 4. In the Roles box, select one or more administrator roles by selecting the desired check boxes. 5. In the Affiliation box, select the administrator affiliation; either Institution or Departments. If you select Departments, then select the check boxes next to the desired departments. 6. Do one of the following: Click Save. The navigation tree on the employee s/student s general information page expands to include access to administrator information. Click Save and Add Another if you wish to add an additional outside administrator. See Adding an Outside Administrator. 7. If desired, add the administrator s resume and/or business address information. Note that administrators can also manage their own resume and business address and phone from their administrator login. Note: Once an employee/student has been promoted to an administrator, upon login, the employee/student will be presented with the Select Affiliation page, and choose to log in as an employee/student or an administrator. Updated: February 27,

25 Administrators Adding an Outside Administrator To add an administrator who is not currently a student in the system When you add an administrator, enter the general information first, followed by the role information. Adding the General Information. 1. On the People tab, click Add an Administrator. The Add an Administrator page appears. (Due to the size of the page, only the General Information section is shown below.) 2. In the Last Name, First Name, and Middle Name boxes, enter the administrator s last, first, and middle names. 3. In the User ID box, enter the user ID that this administrator will use to log into the HCC. 4. In the Password box, enter the password that this administrator will use to log into the HCC. 5. In the Confirm Password box, reenter the password. 6. In the Password Reminder box, enter a password reminder. 7. In the Gender list, select the gender of the administrator. 8. In the Birth Date box, enter the administrator s birth date. Tip: You can also click to select the date. 9. In the box, enter an address. 10. In the Time Zone list, select the time zone in which the administrator works. This value defaults to the institution's time zone. Entering the administrator s time zone allows the system to synchronize times for classroom and virtual class activities that span more than one time zone. Note: Administrators will see class times adjusted to their time zone. However, assigned courses are always due at 11:59 PM Eastern Time, regardless of the administrator s time zone. 11. In the Position Status list, select the status of the administrator s position. 12. In the Education Level list, select the administrator s highest level of education. 13. In the Years Experience box, enter the number of years of experience for this administrator. Adding the Role Information The Role Information section is shown below. 1. In the Roles box, select one or more administrator roles by selecting the desired check boxes. Note: For more information about the available HCC administrator roles, refer to the HCC Roles Guide. 2. In the Affiliation box, select Institution or Departments. If you select Departments, then select the check boxes next to the desired departments. 3. Click Save to save the administrator record or click Save and Add Another if you wish to add another outside administrator. Note: An outside administrator can also be granted employee/student access by clicking Grant Student Access. Complete the employee/student record by making required selections such as job title and department and save the employee/student record. Once an employee/student record has been created, it cannot be deleted. The employee/student can only be inactivated to prevent access to the system. Updated: February 27,

26 Administrators Searching for an Administrator To search for an administrator 1. On the People tab, click Manage Administrators. The Manage Administrators page appears. 2. Enter search criteria, such as name, user ID or department affiliation. 3. Click Search. A listing of administrators matching the search criteria appears. 4. Click the administrator name link in the left-hand column to access the administrator record. Editing an Administrator Record To edit an administrator record 1. Perform an administrator search. See Searching for an Administrator above for details on conducting an administrator search. 2. Click the administrator name link. The Manage an Administrator page appears. 3. Make the desired edits. 4. Click Save to save the administrator record or click Save and Add Another if you wish to add an outside administrator. Deleting an Administrator Record To delete an administrator record 1. Perform an administrator search. See Searching for an Administrator above for details on conducting an administrator search. Note: An administrator cannot delete his or her own administrator role. 2. Click the administrator name link. The Manage an Administrator page appears. 3. Click Delete. A confirmation prompt appears. 4. Click OK to delete the administrator record. Note: If the administrator is also an employee/student, or if an outside administrator has been granted employee/student access, deleting the administrator role does not affect employee/student access. To prevent employee/student access to the HLC, the employee/student role must be inactivated. See Inactivating/Reactivating an Employee/Student. All access (including administrator access) can be disabled for all roles when employee/student inactivations are facilitated via the data import file instead of manual inactivation. Updated: February 27,

27 Categories Categories Categories are used to organize objects, including rating scales, resources, statements, and assessment templates. Objects may be affiliated with more than one category and categories can be shared to subsidiaries. There is no limit to the number of categories or subcategories that an organization can create. Adding a Category To add a category 1. On the Assessments tab, click Categories. The Find Categories page appears. A tree of existing categories appears on the left of the page, with the root category folder at the top of the tree. 2. Click the category to which you want to add a subcategory. If there are no categories in the tree, click the root folder name. The Edit Category page appears. 3. Click Add Category. The Add Category page appears. 4. In the Name box, enter the category/subcategory name. Tip: Click if you want to check the spelling of the name. 5. In the Description box, enter a description for the category/subcategory. Tip: Click if you want to check the spelling of the description. 6. Select the Allow subsidiary institutions to use this Category check box if you are creating the category at the enterprise level, and you want others in your organization to use this category. Tip: If you allow subsidiary institutions to use the parent category when you create it, subcategories are not automatically checked for subsidiaries to use. Each category and subcategory is shared individually and needs to be highlighted and checked individually for sharing. 7. Click Save to add the category to the system, or click Save & Add if you want to save the category and add another category. If you click Save, the page will refresh to show a green message bar indicating that the category has been saved successfully. All categories and subcategories appear on the left side of the page in alphabetical order. If you click Save & Add, the Add Category page appears. The page also indicates the owner of the category and by whom it was created and updated, including the date and time stamp. Tip: Click +/- at any level to expand or contract the categories. Updated: February 27,

28 Categories Editing a Category To edit a category 1. On the Assessments tab, click Categories. The Find Categories page appears. A tree of existing categories appears on the left of the page, with the root category folder at the top of the tree. 2. Click the category that you want to edit. The Edit Category page appears. Tip: Click +/- at any level to expand or contract the categories. 3. Edit the category properties to the right. Note: You will be able to edit only those categories that were created at your level of the hierarchy. 4. Click Save to save your changes, or click Save & Add if you want to save your changes and add another category. When you click Save & Add, the Add a Category page appears. Deleting a Category To delete a category 1. On the Assessments tab, click Categories. The Find Categories page appears. A tree of existing categories appears on the left of the page, with the root category folder at the top of the tree. 2. Click the category that you want to delete. The Edit Category page appears. Note: You will be able to delete only those categories that were created at your level of the hierarchy. If you access a category that was created and shared from the enterprise level, you will not be able to delete the category. 3. Click Delete. A confirmation prompt appears. 4. Click OK to delete the category. A green message bar indicates that the category has been deleted successfully. Note: You may not delete a category that contains subcategories or has associated HCC objects. Updated: February 27,

29 Rating Scales Rating Scales Rating scales are the foundation of HCC assessments scoring model. Each rating scale is comprised of separate rating levels with fully customizable names, descriptions, and numeric ranges to match your organization s process. Rating scales may be organized into categories to facilitate searching. Rating Scale Libraries Rating scale libraries are collections of ready-to-use rating scales. You can copy rating scales from subscribed libraries to your own system, where you can use them as-is or edit them to suit your needs. You must copy a library rating scale to your system before you can add it to an assessment template. Copying a Rating Scale from a Subscribed Library To copy a rating scale from a library: 1. From the Assessments tab, click Rating scales to open the Search Rating Scales page. 2. Select the Subscribed Rating Scale Libraries check box. 3. Search for a rating scale. You can search alphabetically, by category, or by keyword. 4. From the search results, click a rating scale name to open the Edit Rating Scale page. 5. Click the Copy link at the bottom of the page. 6. Make any desired edits. 7. Click the Save button to save the rating scale to your system, where it can now be used. Adding a Rating Scale Adding a rating scale consists of four parts: Part 1: Entering the Rating Scale Properties Part 2: Adding Rating Levels Part 3: Setting Rating Scale Sharing Options Part 4: Saving the Rating Scale Part 1: Entering the Rating Scale Properties To enter the rating scale properties 1. On the Assessments tab, click Rating Scales. The Search Rating Scales page appears. 2. Click Add Rating Scale. The Add Rating Scale page appears. 3. Select a status from the Development Status list. 4. In the Name box, enter a name for the rating scale. Note: Consider establishing a naming convention which allows you to differentiate rating scales added at the enterprise or institution level. Tip: Click if you want to check the spelling of the name. 5. In the Description box, enter a description for the rating scale. Tip: Click if you want to check the spelling of the description. Updated: February 27,

30 Rating Scales 6. In the Category box, click Select Categories to choose one or more associated categories. The Find Categories page appears. Note: Consider adding categories and/or subcategories that allow you to sort and search for rating scales added at the enterprise or institution level. 7. Select the check box(es) to the left of the category or categories that you wish to add to the rating scale. 8. Click Select to add the chosen categories to the rating scale. You are returned to the Add Rating Scale page, where the selected categories appear in the Category box. Updated: February 27,

31 Rating Scales Part 2: Adding Rating Levels To add rating levels 1. In the Rating Level section, clear the Allow Not Applicable check box if you wish not to include a rating of Not Applicable. If you allow the Not Applicable rating, the HCC will set the Range, Default Value, % Expected to Score, and Rating Translator columns to not applicable. You can still add other rating levels if you select the Allow Not Applicable check box. Note: Statements that are rated as Not Applicable are omitted from section and assessment scores. If statements have been weighted, the weighting for the omitted statement is redistributed to maintain the relative weightings of the remaining statements. 2. Click Add Rating Level to open the add rating window. 3. In the Name box, enter a name for the rating level. Tip: Click if you want to check the spelling of the name. 4. In the Description box, enter a description for the rating level. The level description will appear when you pass your mouse over the rating level name. Tip: Click if you want to check the spelling of the description. 5. In the Beginning Value box, enter the starting value that represents the lowest range of values that satisfy the rating level. Note: Rating level values must be sequential in the numeric range. The ending value of one rating level and the beginning value of the next rating level must be no greater than For example: Rating Level Unacceptable: Rating Level Partially Acceptable: Rating Level Acceptable: Rating Level Exceeds Expectations: In the Ending Value box, enter the ending value that represents the maximum range of values that satisfy the rating translator you selected in the previous step. 7. In the Default Value box, enter the default value. This value is the numeric value used by the system to calculate the section and total form score. 8. In the % Expected to Score box, enter the percentage of users that you believe will attain this level. 9. In the Rating Translator list, select the desired rating translator. 10. Select the Comment Required check box if you want to require that a user include a supporting comment when selecting this rating level. Note: You can clear this check box later on if you decide to remove the comment requirement from one or more of the rating levels. 11. Click Save to save the rating level. 12. Click Add Rating Level to add another rating level. Repeat steps 3 through 11 for each rating level you enter. Updated: February 27,

32 Rating Scales Part 3: Setting Rating Scale Sharing Options To set rating scale sharing options 1. In the Sharing section, there are three options: Click Do not share with subsidiaries if the rating scale is being developed at the enterprise level and you do not want to share this rating scale with subsidiary institutions. Click Allow subsidiaries to use as read-only if the rating scale is being developed at the enterprise level and you want subsidiary institutions to have access to use this rating scale as-is. Click Allow subsidiaries to use or copy if the rating scale is being developed at the enterprise level and you want to allow subsidiary institutions to use the rating scale as-is or copy and edit the rating scale as needed. 2. Clear the Allow this Rating Scale to be used in the system (Enabled) check box if you do not want the rating scale to be available to the system. Part 4: Saving the Rating Scale To save the rating scale Click Save to add the rating scale to the system or click Save & Add if you want to save the rating scale and add another rating scale. If you click Save, the page will refresh to show a green message bar indicating that the rating scale has been saved successfully. If you click Save & Add, the Add a Rating Scale page appears. The page also indicates the owner of the rating scale and by whom it was created and updated, including the date and time stamp. You may also click Copy to copy the rating scale and edit the properties that you wish to change. See Copying a Rating Scale in this document. Searching for a Rating Scale To search for a rating scale 1. On the Assessments tab, click Rating Scales. The Search Rating Scales page appears. 2. Enter the search criteria in the search text box and click. You can click Enabled, Disabled, or Both to search for enabled, disabled, or both types of rating scales before you click. (Disabled rating scales are rating scales that have been saved but not enabled.) You may also search alphabetically or by category by clicking Alphabetical or Category. Selecting one or more of the development status check boxes will restrict the search results to the selected status(es). Tip: If the rating scale was developed at the enterprise and shared to the institutions, but was mapped to an enterprise category that was not shared, you can access the rating scale by searching for it alphabetically or by name. 3. Click the name of the desired rating scale. Updated: February 27,

33 Rating Scales Editing a Rating Scale To edit a rating scale 1. Search for the rating scale you want to edit. See Searching for a Rating Scale in this document for details on conducting a rating scale search. The Edit Rating Scale page appears. Note: You will be able to edit only those rating scales that were created at your level of the hierarchy. If you access a rating scale from the institution level that was shared down from the enterprise level, the fields on the page will be disabled and you will not be able to change them. You may, however, have permission to copy enterprise rating scales, and can then edit the rating scale copy. 2. Make the desired changes. To edit a rating level, click the rating level name, make the changes, and click Save. To delete a rating level, click Delete to the right of the rating level. 3. Click Save when you are done. Note: You cannot edit a rating scale that is associated with a published assessment. Copying a Rating Scale To copy a rating scale 1. Search for the rating scale you want to copy. See Searching for a Rating Scale in this document for details on conducting a rating scale search. The Edit Rating Scale page appears. 2. Click Copy. The Add Rating Scale page appears with the word Copy appended to the rating scale name. 3. Make the desired changes to the rating scale. 4. Click Save when you are done or click Save & Add to save the copy and add another rating scale. Note: The system will not save more than one rating scale with the same name. The copied rating scale with the appended name (Copy) can be saved. Consider changing the name of the copied rating scale before saving. Deleting a Rating Scale To delete a rating scale 1. Search for the rating scale you want to delete. See Searching for a Rating Scale in this document for details on conducting a rating scale search. The Edit Rating Scale page appears. Note: You will be able to delete only those rating scales that were created at your level of the hierarchy. If you access a rating scale that was created and shared from the enterprise level, you will not be able to delete the rating scale. 2. Click Delete. A confirmation prompt appears. Note: You can also delete rating levels belonging to this rating scale. 3. Click OK to delete the rating scale. Note: You cannot delete a rating scale that is associated with a published assessment. Updated: February 27,

34 Resources Resources Resources may be files (Word, PowerPoint, Excel, image, or video) and links to Web sites (URLs) that provide added support to a statement. Resources can be linked to multiple statements when the statements are created or edited. In the case of files, the resource appears as an icon and may be printed for reference when a statement is opened for assessment. Resources may be organized into categories to facilitate searching. Adding a Resource To add a resource 1. On the Assessments tab, click Resources. The Search Resources page appears. 2. Click Add Resource. The Add Resource page appears. 3. Select a status from the Development Status list. 4. In the Name box, enter the resource name. Note: Consider establishing a naming convention which allows you to differentiate resources added at the enterprise or institution level. Tip: Click if you want to check the spelling of the name. 5. In the Description box, enter a description for the resource. Tip: Click if you want to check the spelling of the description. 6. In Resource, do one of the following: Click Online and enter the URL that contains the resource in the text box. Note: If linking to an online resource on your organization s intranet, be aware that HCC users may not be able to access the resource from outside your firewall. Click File and search for the desired document to use as a resource. Please see the table at the end of this procedure for acceptable resource files. Files cannot exceed 5 MB in size. 7. In the Category box, click Category to choose one or more associated categories. The Find Categories page appears. Note: Consider adding categories and/or subcategories that allow you to sort and search for resources added at the enterprise or institution level. 8. Select the check box(es) to the left of the category or categories that you wish to add to the resource. 9. Click Select to add the chosen categories to the resource. You are returned to the Add Resource page, where the selected categories appear in the Category box. Updated: February 27,

35 Resources 10. In the Sharing section, select how you would like to share this resource: Click Do not share with subsidiaries if the resource is being added at the enterprise level and you do not want to share this resource with subsidiary institutions. Click Allow subsidiaries to use as read-only if the resource is being added at the enterprise level and you want subsidiary institutions to access and use the resource as-is. Click Allow subsidiaries to use or copy if the resource is being added at the enterprise level and you want subsidiary institutions to use the resource as-is or copy and edit the resource as needed. 11. Clear the Allow this Resource to be used in the system check box if you do not want others in your organization to use this resource. 12. Click Save to save the new resource or click Save & Add to save the resource and another resource. If you click Save, the page will refresh to show a green message bar indicating that the resource has been saved successfully. If you click Save & Add, the Add a Resource page appears. The page also indicates the owner of the resource and by whom it was created and updated, including the date and time stamp. You may also click Copy to copy the resource and edit the properties that you wish to change. See Copying a Resource in this document. Updated: February 27,

36 Resources Acceptable Resource Files (Note: Uploaded Resource Files cannot exceed 5 MB in size.) Microsoft Word 2007 File Types File Extension.docx.docm.dotx.dotm Description XML file XML macro-enabled file XML template XML macro-enabled template Microsoft Excel 2007 File Types File Extension.xlsx.xlsm.xltx.xltm Description XML file XML macro-enabled workbook XML template XML macro-enabled template.xlsb Binary workbook(biff 12).xlam XML macro-enabled add-in Microsoft PowerPoint 2007 Files File Extension.pptx.pptm.potx.potm.ppam.ppsx.ppsm Description XML presentation XML macro-enabled presentation XML template XML macro-enabled template XML macro-enabled add-in XML show XML macro-enabled Show Other File Types File Extension.au.swf Description audio/basic application/x-shockwave flash Updated: February 27,

37 Resources Acceptable Resource Files (Note: Uploaded Resource Files cannot exceed 5 MB in size.) Other File Types File Extension.htm.html.gif.jpe.jpeg.jpg.flv.mp3.mp2.mpa.mpv2.mov.txt.css.xhtml.xml.xsd.pdf.rtf.zip.csv Description text/html text/html image/gif image/jpeg image/jpeg image/jpeg video/x-flv audio/mpeg video /mpeg video /mpeg video /mpeg Quicktime movie text/plain text/html text/html text/html text/hstml text/adobe Acrobat text/rich text format archive/data compression text/common separated values Updated: February 27,

38 Resources Associating Resources with Statements Use the statement editor to associate resources with statements. To associate resources with a statement: 1. From the Assessments tab, click the Statements link to open the Search Statements page. 2. Search for the statement with which you want to associate resources. 3. From the search results list, click the statement name to open the Edit Statement page. 4. Click the Select Resources link above the Resources box to open the Select Resources page. 5. Search for the resource(s) you want to associate with the statement. 6. From the search results list, select the check box next to the resource(s) you want to associate with the statement. 7. Click the Select button to select the resources and return to the statement editor. 8. Click Save. Updated: February 27,

39 Resources Searching for a Resource To search for a resource 1. On the Assessments tab, click Resource. The Search Resources page appears. 2. Enter the search criteria in the search text box and click. You may also click Enabled, Disabled, or Both to search for enabled, disabled, or both types of resources before you click. You may also search alphabetically or by category by clicking Alphabetical or Category. Selecting one or more of the development status check boxes will restrict the search results to the selected status(es). Note: Disabled resources are resources that have been saved but not enabled. Selecting one or more of the development status check boxes will restrict the search results to the selected status(es). Tip: If the resource was developed at the enterprise and shared to the institutions, but was mapped to an enterprise category that was not shared, you can access the resource by searching for it alphabetically or by name. 3. Click the name of the desired resource. Editing a Resource To edit a resource 1. Search for the resource you want to edit. See Searching for a Resource in this document for details on conducting a resource search. The Edit Resource page appears. Note: You will be able to edit only those resources that were created at your level of the hierarchy. If you access a resource at the institution level that was created at the enterprise level and shared, you cannot edit the resource. You may, however, copy the resource and edit the copy, if copy permission was granted by the enterprise. 2. Make the desired changes. 3. Click Save when you are done. Note: You cannot edit a resource that is used in a published assessment or has been added to a dynamic section in an assessment. If you need to update a resource that is currently in use, please contact your HealthStream Customer Support Service for assistance. Copying a Resource To copy a resource 1. Search for the resource you want to copy. See Searching for a Resource in this document for details on conducting a resource search. The Edit Resource page appears. 2. Click Copy. The Add Resource page appears with the word Copy appended to the resource name. 3. Make any additional changes to the resource. 4. Click Save to save your changes or click Save & Add to save your changes and add another resource. Note: The system will not save more than one resource with the same name. The copied resource with the appended name (Copy) can be saved. Consider changing the name of the copied resource before saving. Updated: February 27,

40 Resources Deleting a Resource To delete a resource 1. Search for the resource you want to delete. See Searching for a Resource in this document for details on conducting a resource search. The Edit Resource page appears. Note: You will be able to delete only those resources that were created at your level of the hierarchy. If you access a resource at the institution level that was shared down from the enterprise, you will not be able to delete the resource. 2. Click Delete. A confirmation prompt appears. 3. Click OK to delete the resource. Note: You cannot delete resources that are affiliated with statements. To delete the resource, you must first edit the statements to remove the affiliations. A resource may not be deleted if it is affiliated with a statement that is being used by a published assessment. To discontinue use of the resource, clear the Allow this Resource to be used in the system (Enabled) check box on the Edit Resource page. Updated: February 27,

41 Statements Statements Statements are the foundation of the HCC and define the collective skills, behavior, knowledge, and critical thinking by which a user will be evaluated. When an assessment template is created, sections are added and then statements are added to the sections. Each statement reflects desired outcomes and behaviors for the defined competency expectation. HealthStream provides a comprehensive library of statements called the HealthStream Statement Dictionary. There are over 1300 available statements within the dictionary, each with detailed behavioral criteria. Administrators can copy statements from the HealthStream Statement Dictionary to their own HCC environment at the enterprise level. From there, they can determine how the statements will be used within the organization (see Copying HealthStream Statement Dictionary Statements in this document). In addition to copying and using the Statement Dictionary statements, administrators can create their own statements in the HCC (see Adding a Statement in this document). Statements may be organized into categories to facilitate searching. Their use by subsidiary affiliations can also be determined when statements are managed from the enterprise level. Statement Libraries Statement libraries are collections of ready-to-use assessment statements. You can copy statements from subscribed libraries to your own system, where you can use them as-is or edit them to suit your needs. You must copy a library statement to your system before you can add it to an assessment template. Copying a Statement from a Subscribed Library To copy a statement from a library: 1. From the Assessments tab, click Statements to open the Search Statements page. 2. Select the Subscribed Statement Libraries check box. 3. Search for a statement. You can search alphabetically, by category, or by keyword. Click the binocular icon [ ] to see a preview of the statement. 4. From the search results, click a statement name to open the Edit Statement page. 5. Click the Copy link at the bottom of the page. The word Copy is appended to the statement name, which indicates that you are now working with a copy. 6. Make any desired edits. 7. Click the Save button to save the statement to your system, where it can now be used. Adding a Statement Adding a statement consists of four parts: Part 1: Entering the Statement Properties Part 2: Selecting Categories and Resources Part 3: Setting Statement Sharing Options Part 4: Adding References Part 5: Saving the Statement Updated: February 27,

42 Statements Part 1: Entering the Statement Properties To enter the statement properties 1. On the Assessments tab, click Statements. The Search Statements page appears. 2. Click Add Statement. The Add Statement page appears. (Due to the size of the page, only the Statement Properties section is shown below. 3. Select a status from the Development Status list. 4. In the Name box, enter a name for the statement. Note: Consider establishing a naming convention which allows you to differentiate statements added at the enterprise or institution level. Tip: Click if you want to check the spelling of the name. 5. In the Description box, enter a description for the statement. Tip: Click if you want to check the spelling of the description. 6. In the Behavioral Criteria box, enter the appropriate behavioral criteria. You can cut and paste information from other documents if you already have it formatted; formatting will be retained by the WYSIWYG editor. 7. In the Evidence of Achievement box, enter the appropriate evidence of achievement. You can cut and paste information from other documents if you already have it formatted; formatting will be retained by the WYSIWYG editor. Updated: February 27,

43 Statements Part 2: Selecting Categories and Resources To select the categories and resources 1. In the Category box, click Category to choose one or more associated categories. The Find Categories page appears. Note: Consider adding categories and/or subcategories that allow you to sort and search for resources added at the enterprise or institution level. 2. Select the check box(es) to the left of the category or categories that you wish to add to the statement. 3. Click Select to add the chosen categories to the statement. You are returned to the Add Statement page, where the selected categories appear in the Category box. 4. In the Resources box, click Select Resources to choose one or more associated resources. The Find Resources page appears. 5. Select the check box(es) to the left of the resource(s) that you wish to add to the statement. 6. Click Select to add the chosen resource(s) to the statement. You are returned to the Add Statement page, where the selected resources appear in the Resource box. Part 3: Setting Statement Sharing Options To set the statement sharing options In the Sharing section, there are three options: Click Do not share if the statement is being added at the enterprise level and you do not want to share this statement with subsidiary institutions. Click Allow subsidiaries to use as read-only if the statement is being added at the enterprise level and you want subsidiary institutions to access and use the statement as-is. Click Allow subsidiaries to use or copy if the statement is being created at the enterprise level and you want subsidiary institutions to use the statement as-is or copy and edit the statement as needed. Part 4: Adding References To add references to statements In the References box, enter any references for the statement. You can cut and paste information from other documents if you already have it formatted; formatting will be retained by the WYSIWYG editor. Updated: February 27,

44 Statements Part 5: Saving the Statement To save the statement Click Save to save the statement to the system or click Save & Add if you want to save the statement and add another statement. If you click Save, the page will refresh to show a green message bar indicating that the statement has been saved successfully. If you click Save & Add, the Add Statement page appears. The page also indicates the owner of the statement and by whom it was created and updated, including the date and time stamp. You may also click Copy to copy the statement and edit the properties that you wish to change. See Copying a Statement in this document. Searching for a Statement To search for a statement 1. On the Assessments tab, click Statements. The Search Statement page appears. 2. Enter the search criteria in the search text box and click. You may also click Enabled, Disabled, or Both to search for enabled, disabled, or both types of statements before you click. You may also search alphabetically or by category by clicking Alphabetical or Category. Selecting one or more of the development status check boxes will restrict the search results to the selected status(es). Note: Disabled statements are statements that have been saved but not enabled. Tip: If the statement was developed at the enterprise and shared to the institutions, but was mapped to an enterprise category that was not shared, you can access the statement by searching for it alphabetically or by name. 3. Select the desired statement. Editing a Statement To edit a statement 1. Search for the statement you want to edit. See Searching for a Statement in this document for details on conducting a statement search. The Edit Statement page appears. Note: You will be able to edit only those statements that were created at your level of the hierarchy. If you access a statement from the institution level that was created at the enterprise level, the fields on the page will be disabled and you will not be able to change them. You may, however, copy statements if copy permission was granted by the enterprise when sharing the statement. 2. Make the desired changes. 3. Click Save to save your changes or click Save & Add if you want to save your changes and add another statement. Note: After an assessment is published, all affiliated rating scales and statements are locked down and may no longer be edited. Users with access to the special statement editing administrator role are permitted to edit statements that exist on previously published assessment templates. Note however, that changes to the statement will cascade to any assessments that are in progress, including those assessments that are in the Evaluate, Review, and Approval (if enabled) states. Closed assessments are not affected by edits to associated statements. Updated: February 27,

45 Statements Copying a Statement To copy a statement 1. Search for the statement you want to copy. See Searching for a Statement in this document for details on conducting a statement search. The Edit Statement page appears. 2. Click Copy. The Add Statement page appears with the word Copy appended to the statement name. 3. Make any additional changes to the statement. 4. Click Save to save the copy or click Save & Add to save the copy and add another statement. Note: The system will not save more than one statement with the same name. The copied statement with the appended name (Copy) can be saved. Consider changing the name of the copied statement before saving. Deleting a Statement To delete a statement 1. Search for the statement you want to delete. See Searching for a Statement in this document for details on conducting a statement search. The Edit Statement page appears. Note: You will be able to delete only those statements that were created at your level of the hierarchy. If you access a statement from the institution level that was created at the enterprise level and shared, you will not be able to delete the statement. 2. Click Delete. A confirmation prompt appears. 3. Click OK to delete the statement. Note: You cannot delete statements that are in use by one or more assessments, regardless of whether the assessments have been published. You can prevent use of the statements in future assessments by clearing the Allow this Statement to be used in the system check box. Updated: February 27,

46 Job Descriptions Job Descriptions Adding a Job Description To add a job description: 1. From the Assessments tab, click the Job Descriptions link to open the Search Job Descriptions page. 2. Click the Add Job Description link to open the Job Description Builder. Required fields are marked with an asterisk (*). 3. Select a development status from the Development Status list. 4. Type a name for the job description in the Job Description Name box. 5. Type a summary in the Job Description Summary box. 6. Add job requirements, if desired Click the Add a new Job Requirement link to expand the Job Requirements panel Select a requirement type from the list Type a description in the Description box Click Add this Job Requirement or Add and Add Another Job Requirement. 7. Add functional demands, if desired Click the Add a new Functional Demand link to expand the Functional Demand panel Type a summary in the Summary box Type a description in the Description box Click Add this Functional Demand or Add and Add Another Functional Demand. 8. Add organizational expectations, if desired Click the Add a new Organizational Expectation link to open the Organizational Expectation panel Type a summary in the Summary box Type a description in the Description box Click Add this Organizational Expectation or Add and Add Another Organizational Expectation. 9. Add leadership capabilities, if desired. Updated: February 27,

47 Job Descriptions 9.1. Click the Add a new Leadership Capability link to open the Leadership Capabilities panel Type a summary in the Summary box Type a description in the Description box Click Add this Leadership Capability or Add and Add Another Leadership Capability. 10. Add essential functions, if necessary Click the Add a new Essential Function link to open the Essential Functions panel Type a summary in the Summary box Type a description in the Description box Click Add this Essential Function or Add and Add Another Essential Function. 11. Add non-essential functions, if desired Click the Add a new Non-Essential Function to open the Non-Essential Functions panel Type a summary in the Summary box Type a description in the Description box Click Add this Non-Essential Function or Add and Add Another Non-Essential Function. 12. Assign the job description to employees. Click the Select Student Groups link to search for existing groups to receive the job description. Click the Add New Student Group link to create a new student group to receive the job description. 13. Assign categories to the job description to make it easier to search for. Click the Select Categories link to search for categories. 14. Select permission options from the Job Descriptions Permissions panel. 15. Click the Save button. TIPS You can reorder sections (Job Requirements, Essential Functions, etc.) and the items inside them by clicking and holding the move button [ ], dragging the section or item to a new position, and releasing the button. You cannot move an item out of its section. Updated: February 27,

48 Job Descriptions To edit an individual job requirement, essential function, etc., click the edit button [ ] next to the item. To delete and individual job requirement, essential function, etc., click the delete button [ ] next to the item. Click the View button at the top of the page to see the job description as it would be displayed in the system. Click the Edit button to return to edit mode. Assigning Job Descriptions to Employees Job descriptions are assigned through student groups. To assign a job description 1. From the Assessments tab, click the Job Descriptions link to open the Search Job Descriptions page. 2. Type search criteria in the text box and click the search button [ ]. 3. From the search results list, click the name of the job description you want to assign. 4. From the Student Groups section of the Job Description Builder, select the student groups that will receive the job description. Click the Select Student Groups link to search for existing groups to receive the job description. Click the Add New Student Group link to create a new student group to receive the job description. 5. Click the Save button. Copying a Job Description To copy a job description: 1. From the Assessments tab, click the Job Descriptions link to open the Search Job Descriptions page. 2. Type search criteria in the text box and click the search button [ ]. 3. From the search results list, click the name of the job description you want to copy. 4. Click the Copy link at the bottom of the Job Description Builder. The word copy appears in the Job Description Name box to indicate that you are now working with a copy. 5. Make any necessary edits. Updated: February 27,

49 Job Descriptions 6. Click the Save button. Updated: February 27,

50 Job Descriptions Deleting a Job Description You cannot delete a job description that has been added to a published assessment template. To delete a job description: 1. From the Assessments tab, click the Job Descriptions link to open the Search Job Descriptions page. 2. Type search criteria in the text box and click the search button [ ]. 3. From the search results list, click the name of the job description you want to delete. 4. From the Job Description builder, click the Delete link at the bottom of the page. 5. When prompted to confirm the deletion, click OK. Editing a Job Description If you edit a job description that has been added to a published assessment template, any changes you make to the job description will be propagated to all non-closed assessments in the system. To edit a job description: 1. From the Assessments tab, click the Job Descriptions link to open the Search Job Descriptions page. 2. Type search criteria in the text box and click the search button [ ]. 3. From the search results list, click the name of the job description you want to edit. 4. Make any desired changes in the Job Description Builder. 5. Click the Save button. TIPS You can reorder sections (Job Requirements, Essential Functions, etc.) and the items inside them by clicking and holding the move button [ ], dragging the section or item to a new position, and releasing the button. You cannot move an item out of its section. To edit an individual job requirement, essential function, etc., click the edit button [ ] next to the item. To delete and individual job requirement, essential function, etc., click the delete button [ ] next to the item. Click the View button at the top of the page to see the job description as it would be displayed in the system. Click the Edit button to return to edit mode. Updated: February 27,

51 Job Descriptions Previewing a Job Description To preview a job description: 1. From the Assessments tab, click the Job Descriptions link to open the Search Job Descriptions page. 2. Type search criteria in the text box and click the search button [ ]. 3. From the search results list, click the name of the job description you want to preview. 4. Click the Preview link at the top of the Job Description Builder to open a preview in a new browser window. Printing a Job Description To print a job description: 1. From the Assessments tab, click the Job Descriptions link to open the Search Job Descriptions page. 2. Type search criteria in the text box and click the search button [ ]. 3. From the search results list, click the name of the job description you want to print. 4. Click the Preview link at the top of the Job Description Builder to open a preview in a new browser window. 5. Click the Print link at the top of the preview window. Searching for a Job Description To search for a job description: 1. From the Assessments tab, click the Job Descriptions link to open the Search Job Descriptions page. 2. Type search criteria in the text box and click the search button [ ]. Selecting one or more of the development status check boxes will restrict the search results to the selected status(es). Updated: February 27,

52 Job Descriptions Viewing an Employee s Job Description To view an employee s job description: 1. From the People tab, click the Manage Students link to open the Manage Students page. 2. Enter search criteria. 3. Click the Search button. 4. From the search results list, click the name of the student whose job description you want to view. 5. From the navigation pane on the left-hand side of the Manage a Student page, click Job Descriptions to open the Job Descriptions page. 6. Click the job description name link to open the full job description in a new browser window. To print the employee s job description, click the Print link at the top of the window. Updated: February 27,

53 Averaging Peer Ratings Averaging Peer Ratings The Average Peer Ratings feature enables managers, raters, and alternate raters to submit the average peer rating for each statement and job description on an assessment as their own rating for that statement or job description. There are special calculation rules to handle cases where peers do not submit or share a rating (Not Yet Rated appears on the assessment summary page), or submit/share a Not Applicable rating. Case Calculation All peers submit/share ratings The calculated rating is the sum of the submitted/shared ratings, divided by the number of peers. Some peers submit/share ratings, some submit/share Not Applicable, some peers do not share/submit a rating. Not Applicable and Not Yet Submitted are not included in the calculation: only ratings from peers who submitted a rating other than Not Applicable are averaged. Some peers submit/share ratings; the others submit/share Not Applicable. Not Applicable ratings are not included in the calculation: only ratings from peers who submitted a rating other than Not Applicable are averaged. Some peers submit/share ratings, some peers do not share/submit a rating. Only ratings from peers who submitted a rating are averaged. Not Yet Rated is ignored. Some peers have submitted/shared Not Applicable; none of the others have submitted or shared a rating. The calculated rating is Not Applicable. All peers have submitted/shared Not Applicable. The calculated rating is Not Applicable. Updated: February 27,

54 Averaging Peer Ratings No peers have submitted/shared a rating No rating is calculated. Key Points An administrator must enable the Average Peer Ratings feature on an assessment for it to be available to managers/raters/alternate raters. Even if it is enabled for an assessment, managers/raters/alternate raters cannot use the Average Peer Ratings feature until at least one peer has submitted or shared at least one rating. When a manager/rater/alternate rater uses the Average Peer Ratings feature, any of her previous ratings (whether by manual entry or prior use of the feature) will be overwritten by newlycalculated peer rating averages. If Risks/Outcomes were enabled for the item, the system will select all the options selected by the peer reviewers for the manager/rater/alternate Risks/Outcomes. If Methods of Validation were enabled for the item, the system will select Peer Review (and only Peer Review) for the manager/rater/alternate rater Methods of Validation. Enabling the Average Peer Ratings Feature The Average Peer Ratings feature is enabled from the Assessment Builder Actor Settings section. Select the Allow Rater to average Peer Ratings check box in the Rater/Alternate Rater Settings option group to enable the Average Peer Ratings feature. If you enable the feature for an assessment template that has already been published, you should republish the template. Updated: February 27,

55 Assessment Templates Assessment Templates Your facility may have numerous assessment forms (paper products) which are used during orientation, ongoing competency assessment, and annual appraisals. Using the HCC, you will create assessment templates that can be used for competency assessment and/or appraisal. Templates can require student self-assessment, and can require routing for approval based upon rating scores. Assessment visibilities by students, raters, and peers can be established. Assessments can then be assigned to specific students and their managers for completion with a designated due date. Adding an Assessment Template Adding an assessment template consists of eight parts: Part 1: Selecting a preconfigured template and entering the Template Properties Part 2: Enabling Actor Settings Part 3: Setting up the Approval Hierarchy Part 4: Configure Assessment Printing Reports Part 5: Adding Statement, Dynamic Statement, and Goal Sections Part 6: Setting Reflective Plan Options Part 7: Setting Template Sharing Options and Override Permissions Part 8: Saving the Template Part1: Entering the Template Properties To enter the template properties 1. On the Assessments tab, click Assessment Templates. The Search Assessment Templates page appears. 2. Click Add Assessment Template. The Add Assessment Template page appears. Select a preconfigured template from the Template Configuration list. Competency: this template's default settings and properties are configured for a competencyoriented assessment. Universal: this template has no preconfigured settings or properties; use it to create an assessment "from scratch". Once you select a template type, you will not be able to change it. When you have made a selection, the next page will open. 3. Select a status from the Development Status list. 4. In the Name box, enter a name for the assessment template. Tip: Click if you want to check the spelling of the template name. 5. In the Description box, enter a description for the assessment template. Tip: Click if you want to check the spelling of the template description. 6. In the Instructions box, enter the instructions to be followed for this template. 7. In the Category box, click Select Categories to choose one or more associated categories. The Find Categories page appears. Updated: February 27,

56 Assessment Templates 8. Select the check box(es) to the left of the category or categories that you wish to add to the template. 9. Click Select to add the chosen categories to the template. You are returned to the Add Assessment Template page, where the selected category or categories appear in the Category box. 10. In the Assessment Scoring section, click Select Rating Scale. The Find Rating Scales page appears. You will not be able to save the template if you do not select a rating scale. 11. Enter the search criteria in the search text box and click. You may also click Enabled, Disabled, or Both to search for enabled, disabled, or both types of rating scales before you click the magnifying glass icon. You may also search alphabetically or by category by clicking Alphabetical or Category. Note: Disabled rating scales are rating scales that have been saved but not enabled. Tip: If the rating scale was developed at the enterprise and shared to the institutions, but was mapped to an enterprise category that was not shared, you can access the rating scale by searching for it alphabetically or by name. 12. Click the name of the desired rating scale. You are returned to the Add Assessment Template page, where the selected rating scale appears in the Assessment Scoring section. 13. In the Assessment Scoring section, there are three options relating to the assessment: Click Average Sections if you want the assessment to average the scores of all sections. Click Weight Sections if you want to assign a weight to each section. If one section is weighted and rated then all sections must be weighted even if the weight is zero. You will be able to enter the weighted sections later on when you add statements and goals to the template. Click Average all Content if you want to average all section items to determine the overall assessment score independent of how the statements are distributed in the sections. 14. In the Assessment Scoring section, there are two methods for displaying the assessment score: Select the Display Numeric Scoring (Assessment, Section and Content Scores) check box if you want to display the scores that are achieved for the assessment, including the individual section and statement scores. Select the Round Assessment Score to a Whole Number if you want to round the total assessment score to the next highest number. Note: Selecting an overall rating scale determines the final score for each employee on that assessment. The rating scale you select here at the assessment level is used to translate the individual ratings for each section into a composite score for the assessment as a whole. To generate this composite score, the HCC takes the numeric values associated with each section, compiles them in accordance with any weighting you set up, and compares that number to the numerical representation of the overall rating scale. Updated: February 27,

57 Assessment Templates Part 2: Actor Settings Actor settings determine what assessment data and functionality are available to employees, raters/alternate raters, and peers. Select the checkbox next to the setting(s) you want to enable. Part 3: Enabling Approvals and Setting Up the Approval Workflow You can require that an assessment that receives a specific overall score be approved by one or more approvers. To enable approvals and set up the approval workflow 1. From the Approvals section, select the Enable Approvals check box to display the assessment rating scale levels. 2. Select the check box next to the rating scale levels that will require approval. 3. Add approvers by clicking the appropriate link (Add Manager Approver, Add Education Approver, Add Human Resources Approver). As you select approvers, they are added to a list on the assessment template. When an assessment requires approval, the workflow moves from the top of the list down. The first manager approver will be the manager of the manger of the employee being assessed, unless the initial rating was submitted by an alternate rater. In that case, the first manager approver will be the manager of the employee being assessed. Subsequent manger approvals, if any, will move up the management chain. Managers and alternate raters can revert an assessment from the Approval to the Evaluate state. You must select an overall rating scale for the assessment template before you can enable approvals. You can remove an approver from the workflow by clicking the Delete link next to the approver placeholder in the workflow list. Updated: February 27,

58 Assessment Templates Part 4: Configure Assessment Printing Reports The Assessment Printing section allows you to link desired assessment printing reports to the assessment template. Assessment printing reports that are enabled on thee assessment template can be viewed or printed from the PDF icon found on the My Assessments page. Assessment printing reports are enabled by user type. The configuration of the assessment printing report follows the actor settings enabled for this assessment. To enable assessment printing reports: 1. In the Assessment Printing section, select the check boxes next to the names of any users who should be able to view and print the assessment from the PDF icon on the My Assessments page. The Manager and Rater have access by default; de-select the check box to remove access to this report for these users. Part 5: Adding Sections In this part, you will be adding statement, goal, and job description sections to the assessment template. The section hierarchy is shown in the Assessment Template Outline section of the page. When you add statements, goals, and job descriptions to the assessment outline, each is identified by an icon, as shown below. The icons are described in the legend. You can add as many sections as needed, and each section can contain as many items as necessary. Note: You can use drag and drop to move the folders into the order you would like them to appear when the employee and rater complete the assessment. Updated: February 27,

59 Assessment Templates Adding a Statement Section Adding a statement section consists of four parts: Part 1: Entering the Section Properties Part 2: Selecting the Statement Part 3: Editing the Advanced Statement Options Part 4: Saving the Section Part 1: Entering the Section Properties 1. In the Assessment Template Outline section, click Add Section (Save Assessment Template). The assessment template is saved and the Add Section page appears. 2. In the Name box, enter a name for the section. Tip: Click if you want to check the spelling of the section name. 3. In the Description box, enter a description for the section. Tip: Click if you want to check the spelling of the section description. 4. In the Section Type section, the Statement option is already selected, so proceed to the next step. 5. Leave the Make Selection Dynamic check box cleared. To create a dynamic statement section, view Adding a Dynamic Statement in this document. Note: If you create a section, add statements, then enable the Make Section Dynamic check box and save the section, any statements you had previously associated with the section will be removed. 6. In the Section Scoring section, there are three options relating to the section: Click Average Scores if you want to average the scores of all statements across this section. Click Weight Scores if you want to assign a weight to each statement score. If one statement is weighted and rated then all statements must be weighted even if the weight is zero. The combined weight of all statements must equal 100%. Click Not Scored if you do not want to score the statements in this section. Note: You can change these options later after you add the statements. 7. In the Rating Scale section, click Select Rating Scale. The Select Rating Scales page appears (this step does not apply if you selected the Not Scored section scoring option). You can select a rating scale different from the one used for the overall assessment. 8. Enter the search criteria in the search text box and click. You may also click Enabled, Disabled, or Both to search for enabled, disabled, or both types of rating scales before you click. (Disabled rating scales are rating scales that have been saved but not enabled.) You may also search alphabetically or by category by clicking Alphabetical or Category. Tip: If categories have not been shared to users, then it is a best practice to search for rating scales alphabetically where rating scales can still be viewed. 9. Click the name of the desired rating scale. You are returned to the Add Section page, where the selected rating scale appears in the Rating Scale section. Note: Selecting a rating scale for the statement section determines how only this section will be scored. This score will then be combined with scores from any other statement sections you create, and the rating scale you selected at the assessment level will translate the ratings for each section into a composite score for the assessment as a whole. Updated: February 27,

60 Assessment Templates Part 2: Selecting the Statement To select the statement 1. In the Section Content section, click Select Statements. The Find Statement page appears. 2. Enter the search criteria in the search text box and click. You may also click Enabled, Disabled, or Both to search for enabled, disabled, or both types of statements before you click. You may also search alphabetically or by category by clicking Alphabetical or Category. Note: Disabled statements are statements that have been saved but not enabled. Tip: If the statement was developed at the enterprise and shared to the institutions, but was mapped to an enterprise category that was not shared, you can access the statement by searching for it alphabetically or by name. 3. Select the check box(es) next to the statement(s) that you want to add to the section. Note: Click to open the statement preview in a secondary window. 4. Click Select. You are returned to the Add Section page, where the selected statement appears in the Section Content section. The Statement Weight column shows the section scoring that you selected. You can also edit or delete the statement by clicking the links under the Advanced Options column. Note: You can go back to the Section Scoring section and change the scoring option at any time before you save the section. If you change the option to Weight Statement Scores, for example, the Statement Weight column will reflect the change. You can enter the statement weight in the box. If you change the option to Not Scored, then Not Scored appears in the Statement Weight column. Click Delete in the Advanced Options column if you want to delete the statement from the assessment. Updated: February 27,

61 Assessment Templates Part 3: Editing the Advanced Statement Options You use statement advanced options to control the Risk/Outcomes and Method of Validation sections that appear when a rater launches the assessment and rates this statement. These measures are used to add context and support to statement ratings. Risks/Outcomes indicate why the selected measure is important to the employee and to the organization. Methods of Validation document what information the rater used to verify or justify the employee s rating on a specific measure. If enabled, raters can select multiple Risks/Outcomes and/or Methods of Validation to provide support and context for the rating. As the administrator, you can choose to show or hide these two measures from any statement. Additionally, you can control pre-selections for each measure. To edit the advanced statement options 1. Click Edit. The Edit Advanced Statement Options page appears. 2. In the Risk/Outcome section, select the visibility of Risks/Outcomes in this statement. By default, the rater must select at least one Risk/Outcome before this statement can be saved. Select Hide All Risks/Outcomes to disable Risks/Outcomes for this statement. If you select this option, the Risk/Outcome Pre-selection section below is hidden; there is no need to specify pre-selection options if the measure is disabled for the statement. 3. If you will require at least one Risk/Outcome to be selected before the statement can be saved, select the Require at least one Risk/Outcome to be selected before this statement can be saved on assigned assessment option. Pre-selecting Risks/Outcomes provides guidance to raters when rating this statement. There are four options: No Risks/Outcomes pre-selected: Anyone rating this statement on the assessment can select any Risk/Outcome. All Risks/Outcomes are displayed for selection. This is the default selection. Display pre-selections but allow selections to be modified: Allows you to preselect Risks/Outcomes for the statement, but allows anyone rating the statement to select new Risks/Outcomes and/or remove pre-selections. Lock pre-selections, but allow selection of additional Risks/Outcomes: Allows anyone rating the statement to select additional Risks/Outcomes but prevents them from removing the pre-selections. Lock pre-selections, but do not allow selection of additional Risks/Outcomes: Displays only pre-selected Risks/Outcomes. Does not allow raters to choose additional selections or remove pre-selections. 4. Select the Risks/Outcomes you wish to pre-select for this statement using the check boxes below. If you selected No Risks/Outcomes pre-selected above, the check boxes will be disabled for pre-selection. 5. In the Method of Validation section, select the visibility of Methods of Validation in this statement. By default, the rater must select at least one Method of Validation before this statement can be saved. Select Hide All Methods of Validation to disable Methods of Validation for this statement. If you select this option, the Method of Validation Pre-selection section below is hidden; there is no need to specify pre-selection options if the measure is disabled for the statement. 6. If you will require at least one Method of Validation to be selected before the statement can be saved, select the Require at least one Method of Validation to be selected before this statement can be saved on assigned assessment option. Updated: February 27,

62 Assessment Templates 7. Pre-selecting Methods of Validation provides guidance to raters when rating this statement. There are four options: No Methods of Validation pre-selected: Anyone rating this statement on the assessment can select any Method of Validation. All Methods of Validation are displayed for selection. This is the default selection. Display pre-selections but allow selections to be modified: Allows you to preselect Methods of Validation for the statement, but allows anyone rating the statement to select new Methods of Validation and/or remove pre-selections. Lock pre-selections, but allow selection of additional Method of Validation: Allows anyone rating the statement to select additional Methods of Validation but prevents them from removing the pre-selections. Lock pre-selections, but do not allow selection of additional Method of Validation: Displays only pre-selected Methods of Validation. Does not allow raters to choose additional selections or remove pre-selections. 8. Select the Methods of Validation you wish to pre-select for this statement using the check boxes below. If you selected No Methods of Validation pre-selected above, the check boxes will be disabled for pre-selection. 9. Click Save to save the statement options or click Save/Apply to all Statements in Section if you want these selections to appear on all statements that you add to this section. The page will refresh to show a green message bar indicating that the statement options have been saved successfully. 10. Click Return to Section Editor to return to the Edit Section page. You are returned to the Edit Section page. Part 4: Saving the Section To save the section 1. Click Save to save the section. The page will refresh to show a green message bar indicating that the section has been saved successfully. 2. Click Return to Assessment Template. You are returned to the Edit Assessment Template page, where the section appears in the Assessment Template Outline section. Updated: February 27,

63 Assessment Templates Adding a Dynamic Statement Section A dynamic statement section allows you to create a section of the assessment template to which managers, alternate raters, employees, and/or peers may add statements at the time of assessment. You can control which actors can add or remove statements from this section, as well as the options for selecting Methods of Validation and Risk/Outcomes for the statement. Like statement sections, dynamic statement sections can be scored or not scored. If a dynamic statement section is scored but no statements are added during the evaluation period, the score value of the dynamic statement section is distributed proportionally across the other sections of the assessment based upon their original scoring weights. To add a dynamic statement section In the Assessment Template Outline section, click Add Section (Save Assessment Template). The assessment template is saved and the Add Section page appears. 2. In the Name box, enter a name for the section. Tip: Click if you want to check the spelling of the section name. 3. In the Description box, enter a description for the section. Tip: Click if you want to check the spelling of the section description. 4. In the Section Type section, the Statement option is already selected, so proceed to the next step. 5. Select the Make Section Dynamic check box. The page refreshes to display additional fields. 6. Indicate the actors that can add or remove statements from this dynamic section by selecting the desired check boxes. Options include: Manager: When checked, the manager can add statements when the assessment is in the Evaluate state. The manager can delete statements when the assessment is in the Evaluate state. The manager can delete statements created by any user, including those created by administrators. Rater: When checked, the alternate rater can add statements when the assessment is in the Evaluate state. The alternate rater can delete statements when the assessment is in the Evaluate state. The alternate rater can delete statements created by any user, including those created by administrators. Employee (Evaluate State): When checked, the employee can add or delete statements when the assessment is in the Evaluate state. The employee can only delete statements that he/she added. Peer (Evaluate State): When checked, the peer can add or delete statements when the assessment is in the Evaluate state. The peer can only delete statements that he/she added. 7. Indicate the visibility of Risks/Outcomes and Methods of Validation for this section. By default, users are required to select Risks/Outcomes and Methods of Validation when rating a dynamic section. Using the check boxes, the default can be altered. Options include: Hide All Risks/Outcomes: When checked, the Risks/Outcomes checkboxes are not presented to the user when rating this dynamic statement section in the assessment. Hide All Method of Validation: When checked, the Methods of Validation checkboxes are not presented to the user when rating this dynamic statement section in the assessment. 8. In the Section Scoring section, there are two options relating to the dynamic statement section: Click Average Scores if you want to average the scores of all statements across this section. Click Not Scored if you do not want to score the statements in this section. The Section Weight field is reset to zero. Updated: February 27,

64 Assessment Templates Note: Like statement sections, dynamic statement sections can be scored or not scored. If a dynamic statement section is scored but no statements are added during the evaluation period, the score value of the dynamic statement sections is distributed proportionally across the other sections of the assessment based upon their scoring weights. 9. In the Rating Scale section, click Select Rating Scale. The Select Rating Scales page appears (this step does not apply if you selected the Not Scored section scoring option). You can select a rating scale different from the one used for the overall assessment. 10. Enter the search criteria in the search text box and click. You may also click Enabled, Disabled, or Both to search for enabled, disabled, or both types of rating scales before you click. (Disabled rating scales are rating scales that have been saved but not enabled.) You may also search alphabetically or by category by clicking Alphabetical or Category. Tip: If categories have not been shared to users, then it is a best practice to search for rating scales alphabetically where rating scales can still be viewed. 11. Click the name of the desired rating scale. You are returned to the Add Section page, where the selected rating scale appears in the Rating Scale section. Note: Selecting a rating scale for the dynamic statement section determines how only this section will be scored. This score will then be combined with scores from any other statement sections you create, and the rating scale you selected at the assessment level will translate the ratings for each section into a composite score for the assessment as a whole. Note: If the advanced settings on the rating scale you select allows for a Not Applicable option, a Not Applicable check box will appear in the header of the dynamic statement section on the Summary page. Managers, alternate raters, employees, and/or peers can select this box if they elect not to add statements to the dynamic statement section. When a dynamic statement section is marked as Not Applicable, the section will not count towards the scoring of the assessment; any score weighting of that section will be applied proportionally across all other sections in the assessment. To submit an assessment that contains a dynamic statement section to the Review or Approval states, the rater must do one of the following Include rated statements in the dynamic statement section. Enable the Not Applicable checkbox for the dynamic statement section. 12. In the Section Weight field, enter the weight by which this dynamic statement section will influence the overall score of the assessment. Note that all sections in your assessment must equal 100%. 13. Click Save to save the section. The page will refresh to show a green message bar indicating that the section has been saved successfully. 14. Click Return to Assessment Template. You are returned to the Edit Assessment Template page, where the section appears in the Assessment Template Outline section. Updated: February 27,

65 Assessment Templates Adding a Goal Section A goal section allows you to create a section of the assessment template to which managers, alternate raters, and/or employees may add goals at the time of assessment. You can control which users can add or remove goals from this section, as well as the options for selecting Methods of Validation and Risk/Outcomes for the goal. Like statement sections, goal sections can be scored or not scored. If a goal section is scored but no goals are added during the evaluation period, the score value of the goal section is distributed proportionally across the other sections of the assessment based upon their original scoring weights. To add a goal section to the assessment 1. In the Assessment Template Outline section, click Add Section (Save Assessment Template). The assessment template is saved and the Add Section page appears. 2. In the Name box, enter a name for the section. Tip: Click if you want to check the spelling of the section name. 3. In the Description box, enter a description for the section. Tip: Click if you want to check the spelling of the section description. 4. In the Section Type section, click Goal. The page refreshes to show options specific to adding a goal section. 5. In the Section Scoring section, there are two options relating to the section: Click Average Scores if you want to average the scores of all goals across this section. Click Not Scored if you do not want to score the goals in this section. 6. In the Rating Scale section, click Select Rating Scale. The Select Rating Scales page appears. You can select a rating scale different from the one used for the overall assessment. 7. Enter the search criteria in the search text box and click. You may also click Enabled, Disabled, or Both to search for enabled, disabled, or both types of rating scales before you click. (Disabled rating scales are rating scales that have been saved but not enabled.) You may also search alphabetically or by category by clicking Alphabetical or Category. Tip: If the rating scale was developed at the enterprise and shared to the institutions, but was mapped to an enterprise category that was not shared, you can access the rating scale by searching for it alphabetically or by name. 8. Click the name of the desired rating scale. You are returned to the Add Section page, where the selected rating scale appears in the Rating Scale section. 9. Click Save to save the section. The page will refresh to show a green message bar indicating that the section has been saved successfully. 10. Click Return to Assessment Template. You are returned to the Edit Assessment Template page, where the section appears in the Assessment Template Outline section. Updated: February 27,

66 Assessment Templates Adding a Job Description Section Adding a job description section consists of four parts: Part 1: Entering the Section Properties Part 2: Selecting the Job Description Part 3: Saving the Section Part 1: Entering the Section Properties 1. In the Assessment Template Outline section, click Add Section (Save Assessment Template). The assessment template is saved and the Add Section page appears. 2. In the Name box, enter a name for the section. Tip: Click if you want to check the spelling of the section name. 3. In the Description box, enter a description for the section. Tip: Click if you want to check the spelling of the section description. 4. In the Section Type section, select the Job Description option. 5. Leave the Make Selection Dynamic check box cleared. To create a dynamic job description section, view Adding a Dynamic Job Description Section in this document. Note: If you create a section, add job descriptions, then enable the Make Section Dynamic check box and save the section, any job descriptions you had previously associated with the section will be removed. 6. In the Section Scoring section, there are three options relating to the section: Click Average Scores if you want to average the scores of all job descriptions across this section. Click Weight Scores if you want to assign a weight to each job description score. If one job description is weighted and rated, then all must be weighted even if the weight is zero. The combined weight of all job descriptions must equal 100%. Click Not Scored if you do not want to score the job descriptions in this section. Note: You can change these options later after you add the job descriptions. 7. In the Rating Scale section, click Select Rating Scale. The Select Rating Scales page appears (this step does not apply if you selected the Not Scored section scoring option). You can select a rating scale different from the one used for the overall assessment. 8. Enter the search criteria in the search text box and click. You may also search alphabetically or by category by clicking Alphabetical or Category. Tip: If categories have not been shared to users, then it is a best practice to search for rating scales alphabetically where rating scales can still be viewed. 9. Click the name of the desired rating scale. You are returned to the Add Section page, where the selected rating scale appears in the Rating Scale section. Note: Selecting a rating scale for the job description section determines how only this section will be scored. This score will then be combined with scores from any other sections you create, and the rating scale you selected at the assessment level will translate the ratings for each section into a composite score for the assessment as a whole. Updated: February 27,

67 Assessment Templates Part 2: Selecting the Job Description To select the job description 1. In the Section Content section, click Select Job Descriptions. The Select Job Descriptions page appears. 2. Enter the search criteria in the search text box and click. You may also search alphabetically or by category by clicking Alphabetical or Category. Tip: If the job description was developed at the enterprise and shared to the institutions, but was mapped to an enterprise category that was not shared, you can access the job description by searching for it alphabetically or by name. 3. Select the check box(es) next to the job description(s) that you want to add to the section. Note: Click to open the job description preview in a secondary window. 4. Click Select. You are returned to the Add Section page, where the selected job description appears in the Section Content section. The Job Description Weight column shows the section scoring that you selected. You can also delete the job description by clicking the Delete link. Note: You can go back to the Section Scoring section and change the scoring option at any time before you save the section. If you change the option to Weight Scores, for example, the Job Description Weight column will reflect the change. You can enter the job description weight in the box. If you change the option to Not Scored, then Not Scored appears in the Job Description Weight column. Part 3: Saving the Section To save the section 1. Click Save to save the section. The page will refresh to show a green message bar indicating that the section has been saved successfully. 2. Click Return to Assessment Template. You are returned to the Edit Assessment Template page, where the section appears in the Assessment Template Outline section. Updated: February 27,

68 Assessment Templates Adding a Dynamic Job Description Section A dynamic job description section allows you to create a section of the assessment template to which managers and raters may add job descriptions at the time of assessment. You can control which actors can add or remove job descriptions from this section. Like job description sections, dynamic job description sections can be scored or not scored. If a dynamic job description section is scored but no job descriptions are added during the evaluation period, the score value of the dynamic job description section is distributed proportionally across the other sections of the assessment based upon their original scoring weights. To add a dynamic job description section In the Assessment Template Outline section, click Add Section (Save Assessment Template). The assessment template is saved and the Add Section page appears. 2. In the Name box, enter a name for the section. Tip: Click if you want to check the spelling of the section name. 3. In the Description box, enter a description for the section. Tip: Click if you want to check the spelling of the section description. 4. In the Section Type section, select the Job Description option. 5. Select the Make Section Dynamic check box. The page refreshes to display additional fields. 6. Indicate the actors that can add or remove job descriptions from this dynamic section by selecting the desired check boxes. Options include: Manager: When checked, the manager can add job descriptions when the assessment is in the Evaluate state. The manager can delete job descriptions when the assessment is in the Evaluate state. The manager can delete job descriptions created by any user, including those created by administrators. Rater: When checked, the alternate rater can add job descriptions when the assessment is in the Evaluate state. The alternate rater can delete job descriptions when the assessment is in the Evaluate state. The alternate rater can delete job descriptions created by any user, including those created by administrators. 7. In the Section Scoring section, there are two options relating to the dynamic job description section: Click Average Scores if you want to average the scores of all job descriptions across this section. Click Not Scored if you do not want to score the job descriptions in this section. The Section Weight field is reset to zero. Note: Like job description sections, dynamic job description sections can be scored or not scored. If a dynamic job description section is scored but no job descriptions are added during the evaluation period, the score value of the dynamic job description sections is distributed proportionally across the other sections of the assessment based upon their scoring weights. 8. In the Rating Scale section, click Select Rating Scale. The Select Rating Scales page appears (this step does not apply if you selected the Not Scored section scoring option). You can select a rating scale different from the one used for the overall assessment. 9. Enter the search criteria in the search text box and click. You may also search alphabetically or by category by clicking Alphabetical or Category. Tip: If categories have not been shared to users, then it is a best practice to search for rating scales alphabetically where rating scales can still be viewed. Updated: February 27,

69 Assessment Templates 10. Click the name of the desired rating scale. You are returned to the Add Section page, where the selected rating scale appears in the Rating Scale section. Note: Selecting a rating scale for the dynamic job description section determines how only this section will be scored. This score will then be combined with scores from any other job description sections you create, and the rating scale you selected at the assessment level will translate the ratings for each section into a composite score for the assessment as a whole. Note: If the advanced settings on the rating scale you select allows for a Not Applicable option, a Not Applicable check box will appear in the header of the dynamic job description section on the Summary page. Managers, alternate raters, employees, and/or peers can select this box if they elect not to add job descriptions to the dynamic job description section. When a dynamic job description section is marked as Not Applicable, the section will not count towards the scoring of the assessment; any score weighting of that section will be applied proportionally across all other sections in the assessment. To submit an assessment that contains a dynamic job description section to the Review or Approval states, the rater must do one of the following Include rated job descriptions in the dynamic job description section. Enable the Not Applicable checkbox for the dynamic job description section. 11. Click Save to save the section. The page will refresh to show a green message bar indicating that the section has been saved successfully. 12. Click Return to Assessment Template. You are returned to the Edit Assessment Template page, where the section appears in the Assessment Template Outline section. Updated: February 27,

70 Assessment Templates Part 6: Setting Reflective Plan Options From the Reflective Plan Settings section, you can allow managers and alternate raters to add reflective plans to the assessment. You can also require reflective plans at the assessment and/or section levels. The Reflective Plan Settings section is not visible until you select a rating scale for the assessment. Allowing reflective plans to be added to the assessment If you want managers and alternate raters to be able to add reflective plans to the assessment, select the Enable Optional Reflective Plan for this Assessment Template check box. Requiring reflective plans to be added to the assessment You can require reflective plans for specific assessment scores, section scores, or both. To require a reflective plan based on the overall assessment score: 1. Click the Select Assessment Rating Levels link to open a select rating levels page. 2. Select the rating level or levels that will require a reflective plan. 3. Click Save. 4. Click Return to Assessment Template. To require a reflective plan based on a section score: 1. Click the Select Section Rating Levels link to open a select rating levels page. All assessment sections are listed. 2. For any applicable sections, select the rating level or levels that will require a reflective plan. 3. Click Save. 4. Click Return to Assessment Template. Updated: February 27,

71 Assessment Templates Part 7: Setting Template Sharing Options and Override Permissions These steps only apply if your organization has subsidiary affiliations. 1. Click the Permissions link at the top of the page to open the Assessment Builder Grant Permissions page. 2. Select one or more Template Permissions options, if desired: To view and edit (as defined by Template Overrides below) Select this check box if you want subsidiary affiliations to be able to view the template and edit those sections which you have designated as editable (from the Template Overrides section of the page). To copy Select this check box to allow subsidiary affiliations to make copies of this template to edit as they wish. To publish Select this check box if you want subsidiary affiliations to be able to publish the template. If you want to prevent subsidiary affiliations from publishing a modified version of the template until you have reviewed it, leave this check box cleared. Leave all check boxes cleared if you do not want subsidiary affiliations to have access to the template. 3. Select template override options, if desired. Selecting a check box from the Template Overrides section enables subsidiary affiliations to edit the corresponding section of the template. You can select or clear all check boxes at once by selecting or clearing the first check box in the Template Overrides section. 4. Click Save to save the settings and return to the Assessment Builder page. Part 8: Saving the Template Click Save to add the template to the system or click Save & Add if you want to save this template and add another one. The page will refresh to show a green message bar indicating that the template has been saved successfully. The page also indicates the owner of the template and by whom it was created and updated, including the date and time stamp. You may also click Copy to copy the template and edit the properties that you wish to change. See Copying an Assessment Template in this document. We suggest that you preview the template before you publish it. See Previewing an Assessment Template in this document. Assessment States Assessment templates and published assessments are given specific states depending upon the settings added to the template. Assessment states include: Un-published: Assessment is still in edit mode and cannot be used in the system. Published: Building of assessment is complete and the assessment is now available for assignment. Assigned: Assessment has been distributed to one or more employees with a specified due date. After an assessment is distributed, the assessment will typically move automatically into the Evaluate state; however, the Assigned state may appear to a user if: Updated: February 27,

72 Assessment Templates o The student had no supervisor/manager at the time the assignment was made. In this case, the student cannot access the assessment until a supervisor/manager is indicated on his or her profile. After the student supervisor/manager is indicated on the student s profile, both the student and manager can access the assessment, at which time it will automatically be moved into the Evaluate state. o o The assessment is deleted but an assignment still exists. A blank assessment is automatically created and appears in the Assigned state. The person who made the assignment does not have proper administrative role features assigned to them. Evaluate: Assessment is actively occurring. Raters, peers, employees, and/or approvers are entering assessment data. Approval: Assessment has been completed by raters, peers, and/or employees, but is awaiting nextlevel manager, HR, and/or Education approval. Review: All assessments (rater, peer, employee, and approver) have been submitted and the assessment is now ready for manager/employee review. Closed: Manager (or alternate rater) and employee, as well as a witness, if desired, have reviewed and signed off on the assessment. Updated: February 27,

73 Assessment Templates Creating an Enterprise Level Dynamic Assessment By utilizing a combination of sharing/override settings and the dynamic statement section feature, it is possible to create a single assessment template that is protected at the enterprise level, but allows for customization at the facility and unit levels. To do so, create an assessment template at the enterprise level of the hierarchy, and utilize the following guidelines: From the Assessment Builder s Permissions page, select the To view and edit (as defined by Template Overrides below) option to grant subsidiaries permission to view and edit the assessment template in the Assessment Builder. If desired, select the To copy option to grant subsidiaries permission to copy the assessment template in the Assessment Builder. If desired, select the To publish option to grant subsidiaries permission to publish the assessment template in the Assessment Builder. Add dynamic statement sections for unit-level control as needed. Use the Template Overrides options to grant or deny override permissions to subsidiary affiliations for individual assessment template items. Updated: February 27,

74 Assessment Templates Searching for an Assessment Template To search for an assessment template 1. On the Assessments tab, click Assessment Templates. The Search Assessment Templates page appears. 2. Enter the search criteria in the search text box and click. You may also click Enabled, Disabled, or Both to search for enabled, disabled, or both types of templates before you click. (Disabled templates are templates that have been saved but not enabled.) Development status filters (e.g., In Development, Approved) enable you to narrow your search further. You may also search alphabetically or by category by clicking Alphabetical or Category. Tip: If the assessment template was developed at the enterprise and shared to the institutions, but was mapped to an enterprise category that was not shared, you can access the assessment template by searching for it alphabetically or by name. 3. Click the name of the desired template. Updated: February 27,

75 Assessment Templates Editing an Assessment Template To edit an assessment template 1. Search for the template you want to edit. See Searching for an Assessment Template in this document for details on conducting a template search. The Edit Assessment Template page appears. 2. Make the desired changes. 3. Click Save. Note: You cannot edit an assessment template that has been published. You may only create a copy. Adding Items in Bulk to Dynamic Sections Administrators cannot add items (statements or job descriptions) to a dynamic section of an assessment template during the template creation process. After the template has been published and assigned, participants (managers, raters, employees, and peers) can add items to an employee's assessment. If you have the Assessment - Dynamic Assessments Manager role, you can add items to dynamic sections on an assessment for one or more employees. The assessments Must contain at least one dynamic section. Must be assigned to employees whose assessments you are allowed to manage (for example, if your administrator access is limited to the Radiology department, you can only add items to assessments assigned to members of that department). Must be started and in the Evaluate state. Only employees who are currently assigned the assessment will receive the items. To add items in bulk to a dynamic section: 1. From the Assessments tab, click the Dynamic Assessments link to open the Add to Dynamic Assessments page. 2. Select an assessment from the Select Dynamic Assessment list to display a template outline under the Select Dynamic Section heading. Dynamic section names are blue. Non-dynamic section names are gray. Once you have selected an assessment you can click the View Assessment Status Report link to open a report showing the status of all employees who have been assigned that assessment. This can help you determine the ultimate impact of any additional items that you add. 3. Click a blue dynamic section name to select it. A green check mark indicates that you have successfully selected the section. 4. Select the employees who will receive the items. You can add the items to the assessments of individual employees, or entire groups. While the system will allow you to select students who do not currently have the assessment assigned to them, the statement will only appear for those students who have the assessment assigned and in the Evaluate state. Therefore, it is important to add statements as early in the assessment process as possible (for example, immediately after the assignment has been made,) to assure all students have the additional statement(s) added uniformly across your department or student group. Updated: February 27,

76 Assessment Templates Select the Select Employees by Student Group option to search for, or create, student groups to receive the items. Click the Search Student Groups link to search for and select existing student groups. Click the Add New Student Group link to create a new profile or individual student group. If you add dynamic section items by student group, employees who are added to the group later and are assigned the assessment will NOT receive the items you are adding. Only employees who are currently members of the student group, and whose assessments are in the Evaluate state will have the items added to the dynamic section. Select the Select Individual Employee(s) option to search for and select employees to receive the items. Click the Search for Employee(s) link to search for and select specific employees. 5. Select the item(s) to add to the employees' assessment. 6. Click Save. a. Click the Select Statements link (or the Select Job Descriptions link, if the dynamic section is a job description section) to open the Select Statements (or Select Job Descriptions) page. b. Search for items to add. You can search by keyword, by category, or alphabetically. c. From the search results, select the item(s) you want to add to the dynamic section. d. Click Select to select the item(s) and return to the Add to Dynamic Assessments page. Updated: February 27,

77 Assessment Templates Deleting a Statement from a Dynamic Statement Section Once a statement has been added to a dynamic statement section, only the employee s/student s manager or assigned alternate rater can remove the statement from the section (if allowed by the assessment template settings). Refer to the HCC Manager User Guide or HCC Alternate Rater User Guide for more information. Disabling and Enabling an Assessment Template for Assignment Disabling an assessment template makes that assessment template unavailable for any future assignments to an employee. Assessment templates can be disabled when they are published or unpublished. To disable an assessment template for assignment 1. Search for the template you want to disable for Assignment. See Searching for an Assessment Template in this document for details on conducting a template search. The Edit Assessment Template page appears. 2. Click the Publish link at the top of the page to open the Publish page. 3. Clear the checkbox next to the hierarchy level at which you want to prevent future assignments of the assessment template. 4. Click Publish. 5. When prompted to confirm the action, click Yes! Publish my Assessment! To enable an assessment template for assignment 1. Search for the template you want to enable for Assignment. See Searching for an Assessment Template in this document for details on conducting a template search. The Edit Assessment Template page appears. 2. Click the Publish link at the top of the page to open the Publish page. 3. Select the checkbox next to the hierarchy level at which you want to allow assignments of the assessment template. 4. Click Publish. 5. When prompted to confirm the action, click Yes! Publish my Assessment! Copying an Assessment Template To copy an assessment template 1. Search for the template you want to copy. See Searching for an Assessment Template in this document for details on conducting a template search. The Edit Assessment Template page appears. 2. Click Copy. The Add Assessment Template page appears with the word Copy appended to the end of the template name. 3. You must change the name. Each assessment template name must be unique. 4. Make any additional changes to the template. 5. Click Save when you are done. Updated: February 27,

78 Assessment Templates Deleting an Assessment Template To delete an assessment template 1. Search for the template you want to delete. See Searching for an Assessment Template in this document for details on conducting a template search. The Edit Assessment Template page appears. 2. Click Delete. A confirmation prompt appears. 3. Click OK to delete the template. Note: You cannot delete an assessment template that has been published. You may only create a copy. Previewing an Assessment Template To preview an assessment template 1. Search for the template you want to preview. See Searching for an Assessment Template in this document for details on conducting a template search. The Edit Assessment Template page appears. 2. Click Preview. A secondary window appears containing the assessment template preview. Click the Print link if you wish to view a printed copy of your assessment template. Publishing an Assessment Template Templates must be published before they can be assigned. To publish an assessment template 1. Search for the template you want to publish. See Searching for an Assessment Template in this document for details on conducting a template search. The Edit Assessment Template page appears. 2. Click the Publish link at the top of the page to open the Publish page. 3. Select the check box next to the hierarchy level at which you want to publish the template. 4. Click Publish. 5. When prompted to confirm the action, click Yes! Publish my Assessment! Updated: February 27,

79 Assessment Templates Updating a Published Assessment Template After an assessment template has been published, you can make limited changes to the assessment and republish it. Once republished, the updates are reflected in any future assignments and in any currently assigned assessments that are not yet Closed. This feature is useful if, for example, you need to make urgent actor setting changes after an assessment template has been published and assigned. Once an assessment template is published, the following items cannot be edited: Rating scales Sections, Statements, and the Assessment Template Outline The Enable optional peer assessment of employee option under Peer Settings Sharing settings Approval settings All other settings can be altered as needed. To update a published assessment template 1. Search for the template you want to edit. See Searching for an Assessment Template in this document for details on conducting a template search. The Edit Assessment Template page appears. 2. Make the desired changes. 3. Click the Publish link at the top of the page to open the Publish page. 4. Select the checkbox next to the hierarchy level at which you want to publish the template. 5. Click Publish. 6. When prompted to confirm the action, click Yes! Publish my Assessment! Updated: February 27,

80 Goals Goals Goals are created to monitor employees progress toward high-level objectives. Goals are added to goal sections in assessment templates by managers, alternate raters, and employees at the time of assessment. As an administrator, you can also assign group goals to any group of users. There are four types of goals: Individual, Strategic, Departmental, and Developmental. When creating group goals, the following rules are observed: Goals show only the department or departments to which administrator is affiliated. When a goal is assigned to multiple departments and one student belongs to all more than one of those departments, the goal appears only once on that student s goal listing. When a new student enters a student group he or she receives all goals that were assigned to that group, except for goals for which the due date has passed or is empty. When a student leaves a student group, his or her goals are not deleted. The student can still manually set any goal s progress to Not Applicable if the goal is no longer applicable to him or her. Updates or edits that you make to goals will not affect goals that are associated with closed assessments. A goal does not have to be associated with an assessment; its progress can be tracked using goal management. A goal does not have to be completed to be rated on an assessment; it may be rated in any state. A goal section must be created on the assessment template for the goal to be applied as part of an assessment. Adding a Group Goal Administrators can create goals and assign them to employees. The goal appears in the employees goals repository. To add a group goal 1. From the Assessments tab, click the Goals link to open the Search Goals page. 2. Click the Add Goal link at the top of the page to open the Add Group Goal page. 3. Type a goal summary in the Summary box. 4. Describe the goal in the Detail box. 5. Select a goal type from the Type list. 6. Select the student groups that will receive the goal. Click the Select Student Groups link to search for existing student groups. Click the Add Student Group link to create a new student group. See the Adding an Individual Student Group and Adding a Profile Student Group topics for more information about adding student groups. 7. Type a start date for the goal in the Start Date box. You can click the calendar icon [ ] to use the date picker tool to select a date. Updated: February 27,

81 Goals 8. If necessary, type an end date for the goal in the End Date box. You can click the calendar icon [ ] to use the date picker tool to select a date. 9. If you need to add resources to the goal, click the Select Resources link to open the Select Resources page, from which you can search for and select resources. See the Resources section for more information about resources. 10. Click Save. Updated: February 27,

82 Goals Searching for a Group Goal To search for a group goal 1. On the Assessments tab, click Goals. The Search Goals page appears. 2. Enter the search criteria in the search text box and click. You may also search alphabetically by clicking Alphabetical. 3. Click the subject of the desired goal. Editing a Group Goal To edit a group goal 1. Search for the goal you want to edit. See Searching for a Goal in this document for details on conducting a goal search. The Edit Group Goal page appears. 2. Make the desired changes. 3. Click Save when you are done or click Save & Add to save the edited goal and add a new goal. Note: Edits made to goals are updated on all assessments to which the goal has been added, except for closed assessments. Deleting a Group Goal To delete a group goal 1. Search for the goal you want to delete. See Searching for a Goal in this document for details on conducting a goal search. The Edit Group Goal page appears. 2. Click Delete. A confirmation prompt appears. 3. Click OK to delete the goal. Note: You cannot delete any goals that are associated with active assessments (in the Evaluate, Approval, Review, or Closed states). Updated: February 27,

83 Goals Employee Goal Management Administrators can add goals to an employee s goal repository through the employee profile. Adding Goals to an Employee s Goal Repository To add a goal to an employee s goal repository 1. From the People tab, click the Manage Students link to open the Manage Students page. 2. Search for the employee for whom you want to add a goal. 3. From the search results, click the employee s name to open the Manage a Student page. 4. From the left-hand navigation pane, click the Goals link to open the View Goals page. 5. Click the Add Goal link at the top of the page to open the Add Goal page. 6. Type a goal summary in the Summary box. 7. Type a goal description in the Detail box. 8. Select a goal type from the Type list. 9. Type a start date for the goal in the Start Date box. You can click the calendar icon [ ] to use the date picker tool to select a date. 10. If necessary, type an end date for the goal in the End Date box. You can click the calendar icon [ ] to use the date picker tool to select a date. 11. If you need to add document to the goal, click the Select Documents link to open the employee s Select Documents page, from where you can select documents to add. 12. Click Save. Updated: February 27,

84 Goals Updating the Progress of an Employee s Goal To update the progress of an employee s goal 1. From the People tab, click the Manage Students link to open the Manage Students page. 2. Search for the employee for whose goal you want to update. 3. From the search results, click the employee s name to open the Manage a Student page. 4. From the left-hand navigation pane, click the Goals link to open the View Goals page. 5. Click a goal s name to open the Edit Goal (or Edit Group Goal) page. 6. If necessary, select a new status from the Status list in the Goal Progress section. 7. If necessary, type a comment in the Progress box. 8. If you need to add documents to the goal s progress record, click the Select Documents link to open the employee s Select Documents page, from where you can select documents to add. 9. Click the Add Progress button to record your changes. 10. Click Save. Updated: February 27,

85 Group Assignments Group Assignments Assessments are given to employees by way of assignments. Group assignments are used to assign an assessment to more than one employee at a time. Depending upon the assessment template being used, the assignment may trigger employee selfassessment, peer assessments and/or rater/alternate rater assessments. Assignments that include assessments cannot include other learning items. Assessment assignments can be created as one-time or recurring assignments, and follow the assignment rules of the HLC. Assessment assignments cannot, however, include an end date. Adding a Group Assignment Adding a group assignment consists of five parts: Part 1: Entering the Assignment Properties Part 2: Selecting the Courses and/or Assessments for the Assignment Part 3: Selecting the Students for the Assignment Part 4: Setting the Assignment Timing/Type Part 5: Saving the Assignment Part 1: Entering the Assignment Properties To enter the assignment properties 1. On the Assessments tab, click Group Assignments. The Select Group Assignments page appears. 2. Click Add Group Assignment. The Add a Group Assignment page appears. 3. In the Name box, enter the assignment name. Tip: Click if you want to check the spelling of the name. 4. In the Description box, enter a description for the assignment. Tip: Click if you want to check the spelling of the description. 5. Select the Hide this Assignment from search results check box if you want to hide this assignment from routine search results. Tip: You can hide or make assignments visible at any time. You may wish to hide assignments that are no longer active as a way of removing them from routine group assignment search results. The default group assignment search selection is visible, however hidden assignments can also be searched and assignments can be changed from visible to hidden at any time. Updated: February 27,

86 Group Assignments Part 2: Selecting the Courses and/or Assessments for the Assignment To select the courses and/or assessments for the assignment 1. In Courses, click Select. The Browse page appears. 2. Conduct a course search. You can search alphabetically, by category, or whole word or partial word + wildcard. 3. Select the check box to the left of the desired course name or click Check All Current Search Results to select all of the courses. To add more courses, continue to search for courses by keyword or browsing alphabetically or by category, even if the courses are found on separate pages. There is no need to repeat the search process. 4. Click Select to return to the Add a Group Assignment page. The course names that you selected appear in the Courses box, as shown below. 5. Clear the check box to the left of the course name to remove a course that you previously selected, if desired. 6. In Assessment Templates, click Select. The Search Assessment Templates page appears. 7. Click in the search bar to perform a search. You can search by title, keyword, alphabetically, or by category. A list of all assessment templates matching your search criteria appears. 8. Select the check box to the left of the desired assessment name or click Check All to select all of the assessments. To add more assessments, continue to search for assessments by keyword or browsing alphabetically or by category, even if the assessments are found on separate pages. There is no need to repeat the search process. 9. Click Select to return to the Add a Group Assignment page. The assessment template names that you selected appear in the Assessment Templates box. 10. Clear the check box to the left of the assessment name to remove an assessment that you previously selected, if desired. Note: You cannot include learning items in an assignment that contains assessments. Updated: February 27,

87 Group Assignments Part 3: Selecting the Students for the Assignment You can select students from an existing student group or create a new student group for this assignment. Using an Existing Student Group To select the students from an existing student group 1. In Student Groups, click Search Student Groups to select student groups to receive this assignment. The Search Student Groups page appears. 2. Perform a student group search to use an existing student group with this assignment. A listing of student groups matching your search criteria appears. 3. Click the check box(es) to the left of the desired student group name(s). To add more student groups, continue to search for student groups by keyword or browsing, even if the student groups are found on separate pages. There is no need to repeat the search process. 4. Click Select to return to the Add Group Assignment page. The student groups that you selected appear in the Student Groups box. 5. Clear the check box to the left of the student group name to remove a group that you previously selected, if desired. Creating a New Student Group You can create two types of student groups: Profile and Individual. Creating a profile student group 1. In Student Groups, click Add Student Group. 2. In the Student Group Name box, enter the name of the new student group. 3. In Student Group Type, click Profile. 4. Select the Hide this student group from search results check box if you do not want the new student group to appear in your search of visible groups. 5. In the Notes text area, enter any notes regarding the new student group. Tip: Click if you want to check the spelling of the notes. 6. Click Continue. The Select Students to Include page appears. 7. Select student criteria based upon Departments, Job Titles, Job Categories, Date Ranges, or custom fields, if available. Note: The default for the selection check boxes is All. To make specific selections, clear the All check box and select the desired box(es) within the selection window. 8. Click Save. The View Students page appears listing students who meet all student group criteria. 9. Click Save and Return to return to the Add a Group Assignment page. The profile student group that you created appears in the Student Groups box. Updated: February 27,

88 Group Assignments Creating an individual student group 1. In Student Groups, click Add Student Group. 2. In the Student Group Name box, enter the name of the new student group. 3. In Student Group Type, click Individual. 4. Select the Hide this student group from search results check box if you do not want the new student group to appear in your search of visible groups. 5. In the Notes text area, enter any notes regarding the new student group. Tip: Click if you want to check the spelling of the notes. 6. Click Continue. The Select Students to Include page appears. 7. Search for students to include using basic or advanced search functionality. See Searching for Students at the end of this document for details on conducting a student search. 8. Select the check box to the left of the selected student s name and click Continue or click Check All Current Search Results to select all students returned by your search. The View Students page appears listing students who meet all student group criteria. Note: Additional students can be added to the individual student group by clicking Add More Students and conducting a new search. 9. Click Save and Return to return to the Add a Group Assignment page. The individual student group that you created appears in the Student Groups box. Updated: February 27,

89 Group Assignments Part 4: Setting the Assignment Timing/Type To set the assignment timing/type 1. In the Effective Date box, change the effective date, if desired. The effective date is the date on which the assignment begins and from which the system begins looking for completions of the assigned learning items. The effective date defaults to the current date, but can be back-dated to accept prior completions to satisfy the assignment. 2. In the Start Date box, change the start date, if desired. The start date is the date on which assigned assessments will appear on a student s My Assessments page. The start date defaults to tomorrow s date, but can be back-dated, as long as it is set to on or after the effective date. 3. Enter an end date in the End Date box, if desired. After the assignment s end date has passed, the status of any incomplete assessments associated with the assignment will be changed to Not Assigned. 4. If you do not want the assignment to be automatically reassigned on failure, clear the Automatically reassign course if student fails check box. You can only edit this option for single- and multiple-course assignments: if the assignment contains assessments, curricula, or equivalents, you cannot change this setting. 5. Click One-Time Assignment or Recurring Assignment to set the assignment type. When you use a recurring assignment for an assessment, the assessment will disappear from the affected employee s/student s My Assessment page after the end date has passed. When creating assessment assignments, HealthStream recommends creating one-time assignments for more accurate control over the behavior of the assignment. If you select Recurring Assignment, the page will refresh and additional recurring assignment options are displayed. Select a recurrence interval by entering a numeric value and selecting the desired interval from the list (for example, recurs every 1 year). If you select Recurring Assignment based on Original Due Date, then you may enter add an optional grace period (in days) in the Grace Period box, if desired. The grace period selection is available for recurring assignments only for assessments. The recurrence date defaults to 180 days but can be changed if desired. The recurrence date is the date on which the next assignment instance will appear on a student's My Assessment page. 6. In the Due Date box, enter the date on which the assignment is due. The due date can be either a fixed calendar date or can set to a date relative to each assigned student s hire/re-hire or review date. Part 5: Saving the Assignment To save the assignment Click Save to save the assignment or click Save & Add Another to save the assignment and add another assignment. The system will begin processing the assignment and associated student groups in the background. You can leave the page or close your browser without affecting the process. If you remain on the page, you can check the processing progress by clicking the Refresh button to update the percent complete display. Updated: February 27,

90 Group Assignments Searching for a Group Assignment To search for a group assignment 1. On the Assessments tab, click Group Assignments. The Select Group Assignments page appears. 2. Enter the search criteria. The more search criteria that you add, the narrower the search return will be. 3. Click Search. A listing of all assignments matching the search criteria will appear at the bottom of the page. 4. Click the desired assignment name. Editing a Group Assignment To edit a group assignment 1. Search for the group assignment that you want to edit. See Searching for a Group Assignment in this document for details on conducting a group assignment search. The Edit Group Assignment page appears. 2. Make the desired changes. 3. Click Save. Note: You cannot edit the assignment timing or type after the assignment start date arrives. Copying a Group Assignment At times, you may wish to copy a group assignment. This will allow you to make edits while preserving the original assignment data. This feature can also be used to as a short-cut for replicating prior assignments, for instances when you wish to assign a modified version to another student group. You may also wish to copy an assignment if you need to edit assignment timing (which is not editable once the original assignment start date arrives). Copying an assignment does not copy student exemptions. To copy a group assignment 1. Search for the group assignment that you want to copy. See Searching for a Group Assignment in this document for details on conducting a group assignment search. The Edit Group Assignment page appears. 2. Click Copy. The Add a Group Assignment page appears with the word Copy appended to the group assignment name. 3. Make any changes to the group assignment. 4. Click Save to save the copy or click Save and Add Another to save the copy and add another group assignment. Updated: February 27,

91 Group Assignments Deleting a Group Assignment To delete a group assignment 1. Search for the group assignment that you want to delete. See Searching for a Group Assignment in this document for details on conducting a group assignment search. The Edit Group Assignment page appears. 2. Click Delete. A confirmation prompt appears. 3. Click OK. The Select Form State Deletion page appears. 4. Select the assessment states that will be deleted in the State of Assessment section. You can indicate which states will be included in the deletion; only those assessments in the assignment that are in the states selected will be deleted. The Assigned state is pre-selected and required. 5. Click Continue to complete the deletion. All assessments in this assignment that match the state(es) indicated in the previous step are deleted from the student s Assignments page, and the assessment data is deleted. Note: Deleting an assignment deletes all assignment-related report data and removes the assignment from all assessments in the Assigned state. For assessments that are in the Evaluate, Review, and Approval states, the assignment is flagged as deleted. Updated: February 27,

92 Group Assignments Changing the Due Date for a Group Assignment You may find that you need to change the due date for one or more assessment assignments after a group assignment has been made. If this situation arises, follow the best practices below to ensure that your students see the appropriate dates in the HCC. To change the due date for one student in the student group, exempt the student from the group assignment 1. Perform a student search. 2. Click the name link of the desired student. The Manage a Student page appears. 3. Click Assignments from the left-hand navigation tree. The Student Assignments page appears. 4. Click Exempt to the right of the assessment name for which you wish to create an exemption. The Edit Student Assignment Exemptions page appears. 5. Select the checkbox to the left the assignment instance for which you wish to create an exemption. 6. In the Exemption Date box, enter an exemption date. 7. Enter an optional exemption comment. Exemption comments are displayed on the Assignments page under each student profile. 8. Click Save. 9. Once the exemption is created, the due date for that student will appear as Assignment Deleted on the My Assessments page. 10. Create a new individual assignment for the student. See Adding an Individual Assignment in this document for more information. 11. Once the individual assignment is save, the due date for the new individual assignment will replace the Assignment Deleted due date notice on the student s My Assessments page. Note: The new due date may not appear to the student immediately, as the HCC must process the request first. Note: If a student has multiple assignments for the same assessment and those other assignments are NOT exempted, the student will see the earliest due date among these assignments listed as the due date for that assessment on the My Assessments page. Note: The assignment with the due date of Assignment Deleted will always appear in the administrator view of the My Assessments page. The HCC was designed to track each instance of the assignment in this view. Updated: February 27,

93 Group Assignments To change the due date for all students in the student group 1. Delete the group assignment. See Deleting a Group Assignment in this document for more information. 2. Once the assignment is deleted, the due date for all students in that assignment will appear as Assignment Deleted on the My Assessments page. 3. Create a new group assignment for the student group. See Adding a Group Assignment in this document for more information. 4. The due date for the new group assignment will replace the Assignment Deleted due date notice on the students My Assessments pages. Note: The new due date may not appear to the students immediately, as the HCC must process the request first. Note: If a student has multiple assignments for the same assessment and those other assignments are NOT exempted, the student will see the earliest due date among these assignments listed as the due date for that assessment on the My Assessments page. Note: The assignment with the due date of Assignment Deleted will always appear in the administrator view of the My Assessments page. The HCC was designed to track each instance of the assignment in this view. Updated: February 27,

94 Group Assignments Preventing Failed Courses from Being Automatically Reassigned When a student fails an assigned course, the default system behavior is to reassign it automatically. To prevent automatic course reassignment on failure, clear the Automatically reassign course if student fails check box on the add assignment or edit assignment page. The statistics on the Assignment Completion - Drill-Through, Assignment Completion - Schedulable, and Student Assignment Completion reports will reflect whether completed courses were passed or failed. If the Automatically reassign course if student fails check box is cleared, the assignment will be removed from the My Learning page of any student who fails the assignment. If an assignment is edited and the Automatically reassign course if student fails check box is selected (where it was previously cleared), the assignment may reappear on the My Learning page, and be past due or delinquent. If the assignment is recurring, the next due date will be based on the failure date, unless the student later re-enrolled and passed the course. In that case, the next due date will be based on the completion (passed) date. This feature only applies to single- and multiple-course assignments. If multiple courses are assigned and any one of those courses is failed, the assignment will not be automatically reassigned. You cannot edit the Automatically reassign course if student fails setting if the assignment contains assessments, curricula, or equivalents. Updated: February 27,

95 Individual Assignments Individual Assignments Assessments are given to employees by way of assignments. Individual assignments are used to assign an assessment to one employee at a time. Depending upon the assessment template being used, the assignment may trigger employee selfassessment, peer assessments and/or rater/alternate rater assessments. Assignments that include assessments cannot include other learning items. Assessment assignments can be created as one-time or recurring assignments, and follow the assignment rules of the HLC. Assessment assignments cannot, however, include an end date. Adding an Individual Assignment Adding an individual assignment consists of five parts: Part 1: Selecting the Student to Receive the Assignment Part 2: Entering the Assignment Properties Part 3: Selecting the Courses and/or Assessment Templates for the Assignment Part 4: Setting the Assignment Timing/Type Part 5: Saving the Assignment Part 1: Selecting the Student to Receive the Assignment To select the student to receive the assignment 1. On the Assessments tab, click Individual Assignments. The Select Student page appears. 2. Search for students to include using basic or advanced search functionality. See Searching for Students at the end of this document for details on conducting a student search. 3. Click the name of the student from the search results. The Add a Student Assignment page appears. Part 2: Entering the Assignment Properties To enter the assignment properties 1. In the Name box, enter the assignment name. Tip: Click if you want to check the spelling of the name. 2. In the Description box, enter a description for the assignment. Tip: Click if you want to check the spelling of the description. Updated: February 27,

96 Individual Assignments Part 3: Selecting the Courses and/or Assessment Templates for the Assignment To select the courses and/or assessment templates for the assignment 1. In Course, click Select. The Browse page appears. 2. Conduct a course search. You can search alphabetically, by category, or whole word or partial word + wildcard. 3. Select the check box to the left of the desired course name or click Check All Current Search Results to select all of the courses. To add more courses, continue to search for courses by keyword or browsing alphabetically or by category, even if the courses are found on separate pages. There is no need to repeat the search process. 4. Clear the check box(es) to the left of the assessment name(s) to remove any courses that you previously selected, if desired. 5. In Assessment Templates, click Select. The Search Assessment Templates page appears. 6. Click in the search bar to perform a search. You can search by title, keyword, alphabetically, or by category. A list of all assessment templates matching your search criteria appears. 7. Click the check box(es) to the left of the desired assessment name(s) or click Check All to select all of the assessments. To add more assessments, continue to search for assessments by keyword or browsing alphabetically or by category, even if the assessments are found on separate pages. There is no need to repeat the search process. When you are done, click Select. You are returned to the Add Student Assignment page where the assessment(s) you selected appear(s) in the Assessment Templates box. 8. Clear the check box(es) to the left of the assessment name(s) to remove any assessments that you previously selected, if desired. Note: You cannot add learning items (courses, curricula, and/or equivalents) to an assignment after an assessment has been added. Updated: February 27,

97 Individual Assignments Part 4: Setting the Assignment Timing/Type To set the assignment timing/type 1. In the Effective Date box, change the effective date, if desired. The effective date is the date on which the assignment begins and from which the system begins looking for completions of the assigned learning items. The effective date defaults to the current date, but can be back-dated to accept prior completions to satisfy the assignment. 2. In the Start Date box, change the start date, if desired. The start date is the date on which assigned assessments will appear on a student s My Assessments page. The start date defaults to tomorrow s date, but can be back-dated, as long as it is set to on or after the effective date. 3. Enter an end date in the End Date box, if desired. After the assignment s end date has passed, the status of any incomplete assessments associated with the assignment will be changed to Not Assigned. 4. If you do not want the assignment to be automatically reassigned on failure, clear the Automatically reassign course if student fails check box. You can only edit this option for single- and multiple-course assignments: if the assignment contains assessments, curricula, or equivalents, you cannot change this setting. 5. Click One-Time Assignment or Recurring Assignment to indicate the assignment type. When you use a recurring assignment for an assessment, the assessment will disappear from the affected employee s/student s My Assessment page after the end date has passed. When creating assessment assignments, HealthStream recommends creating one-time assignments for more accurate control over the behavior of the assignment. If you select Recurring Assignment, the page will refresh and additional recurring assignment options are displayed. Select a recurrence interval by entering a numeric value and selecting the desired interval from the list (for example, recurs every 1 year). If you select Recurring Assignment based on Original Due Date, then you may enter add an optional grace period (in days) in the Grace Period box, if desired. The grace period selection is available for recurring assignments only for assessments. The recurrence date defaults to 180 days but can be changed if desired. The recurrence date is the date on which the next assignment instance will appear on a student's My Assessment page. 6. In the Due Date box, enter the date on which the assignment is due. The due date can be either a fixed calendar date or can set to a date relative to each assigned student s hire/re-hire or review date. Updated: February 27,

98 Individual Assignments Part 5: Saving the Assignment To save the assignment Click Save when you are done. Searching for an Individual Assignment To search for an individual assignment 1. On the Assessments tab, click Individual Assignments. The Select Student page appears. 2. Search for the desired student. 3. Click the name of the student from the search results. The Add a Student Assignment page appears. 4. From the folder tree on the left, click Assignments. The View Student Assignments page appears. 5. Click the desired assignment name. Editing an Individual Assignment To edit an individual assignment 1. Search for the assignment you want to edit. See Searching for an Individual Assignment in this document for details on conducting an individual assignment search. The Edit Student Assignment page appears. 2. Make the desired changes. Note: You cannot edit the assignment timing or type once the assignment start date arrives. 3. Click Save. Copying an Individual Assignment To copy an individual assignment 1. Search for the assignment you want to copy. See Searching for an Individual Assignment in this document for details on conducting an individual assignment search. The Edit Student Assignment page appears. 2. Click Copy. The Add a Student Assignment page appears with the word Copy appended to the assignment name. 3. Make any changes to the individual assignment. 4. Click Save when you are done. Updated: February 27,

99 Individual Assignments Deleting an Individual Assignment To delete an individual assignment 1. Search for the assignment you want to delete. See Searching for an Individual Assignment in this document for details on conducting an individual assignment search. The Edit Student Assignment page appears. 2. Click Delete. A confirmation prompt appears. 3. Click OK to delete the assignment. Note: Deleting an assignment deletes all assignment-related report data and removes the assignment from all assessments in the Assigned state. For assessments that are in the Evaluate, Review, and Approval states, the assignment is flagged as deleted. Updated: February 27,

100 Individual Assignments Searching for Students Basic Search 1. Enter the search criteria. You may search for students by last, first, and middle names, user ID(s), and state. There is no minimum number of characters you must enter into a search field. To narrow search results, simply enter more characters in a search field. You may also enter more than one user ID by separating each with a comma. 2. Click Search. The page refreshes, displaying matching search results. 3. Click the name link of the desired student. Advanced Search 1. Click Advanced Search to reveal the bottom half of the search page. This section of the search page contains additional filters, which enable you to further refine your search. You can search for students within specific departments, job categories, job titles, and if available, custom filters. You can also search within specific date ranges. This page defaults to allow you to search through all departments, job categories, and job titles, and all custom filters, if available. If you want to search for a specific department, for example, simply clear the All Departments check box and select the desired check boxes within the Department box. 2. Click Search. The page refreshes, displaying matching search results. 3. Click the name link of the desired student. Updated: February 27,

101 Individual Assignments Changing the Due Date for an Individual Assignment You may find that you need to change the due date for an assessment assignment after an individual assignment has been made. If this situation arises, follow the best practices below to ensure that your students see the appropriate dates in the HCC. 1. Copy the individual assignment. See Copying an Individual Assignment in this document for more information. In the copied assignment, edit the due date as needed. 2. Delete the original individual assignment. See Deleting an Individual Assignment in this document for more information. After the assignment is deleted, the due date for the student will appear as Assignment Deleted on the My Assessments page. Note: The new due date may not appear to the student immediately, as the HCC must process the request first. Note: If a student has multiple assignments for the same assessment and those other assignments are NOT exempted, the student will see the earliest due date among these assignments listed as the due date for that assessment on the My Assessments page. Note: The assignment with the due date of Assignment Deleted will always appear in the administrator view of the My Assessments page. The HCC was designed to track each instance of the assignment in this view. Preventing Failed Courses from Being Automatically Reassigned When a student fails an assigned course, the default system behavior is to reassign it automatically. To prevent automatic course reassignment on failure, clear the Automatically reassign course if student fails check box on the add assignment or edit assignment page. The statistics on the Assignment Completion - Drill-Through, Assignment Completion - Schedulable, and Student Assignment Completion reports will reflect whether completed courses were passed or failed. If the Automatically reassign course if student fails check box is cleared, the assignment will be removed from the My Learning page of any student who fails the assignment. If an assignment is edited and the Automatically reassign course if student fails check box is selected (where it was previously cleared), the assignment may reappear on the My Learning page, and be past due or delinquent. If the assignment is recurring, the next due date will be based on the failure date, unless the student later re-enrolled and passed the course. In that case, the next due date will be based on the completion (passed) date. This feature only applies to single- and multiple-course assignments. If multiple courses are assigned and any one of those courses is failed, the assignment will not be automatically reassigned. You cannot edit the Automatically reassign course if student fails setting if the assignment contains assessments, curricula, or equivalents. Updated: February 27,

102 When an Employee's Manager Changes When an Employee's Manager Changes When an employee's manager is changed in the system, if employee has assessments in the Evaluate state, they appear on both the original and new managers' My Assessments page. However, the new manager is not able to rate the assessments. In such cases, decide whether you want the original or the new manager to complete the assessment and, if you want the new manger to complete the assessment, whether you want to preserve the original manager's ratings and comments. Who will complete the assessment? Action Effect on original ratings/comments The original manager Do nothing. None. The new manager Assign the new manager as the assessment rater. See the instructions below. The original manager's ratings and comments will be lost. The new manager Make the original manager a peer and make the new manager the rater. See the instructions below. You cannot do this for assessments that do not allow peer raters. The original manager's ratings and comments will be preserved, but as peer's ratings and comments. To assign the new manager as the assessment rater (the original manager's ratings and comments will be lost): 1. Search for the student whose manager has changed Click the People tab to open the People page Click the Manage Students link to open the Manage Students page Enter search criteria. You can type more than one user id in the User ID(s) box. Separate them with commas. You can click the Advanced Search link to display additional search criteria Click the Search button From the search results, click a name to open the Manage a Student page. If the student for whom you are looking does not appear in the search results, he or she might be inactive. Search again, and be sure to select the Inactive or the Both Active and Inactive Status option. 2. Click the Assessments link in the left-hand navigation pane to open the View Assessments page. Updated: February 27,

103 When an Employee's Manager Changes 3. Click one of the Peers/Alternate Rater icons [ ] to open the Assessment Edit page, which displays all of the employee's assessments that are in the Evaluate state. 4. Select the check box next to each assessment that you want to reassign to the new manager. 5. Click the Select Rater link to open the Select Rater page Enter search criteria You can type more than one user id in the User ID(s) box. Separate them with commas You can click the Advanced Search link to display additional criteria Click the Search button From the search results, click a name to select it and return to the Assessment Edit page. 6. Click the Save button. To make the original manager a peer and make the new manager the rater (if all the employee's assessments in the Evaluate state allow peers): 1. Search for the student whose manager has changed Click the People tab to open the People page Click the Manage Students link to open the Manage Students page Enter search criteria. You can type more than one user id in the User ID(s) box. Separate them with commas. You can click the Advanced Search link to display additional search criteria Click the Search button From the search results, click a name to open the Manage a Student page. If the student for whom you are looking does not appear in the search results, he or she might be inactive. Search again, and be sure to select the Inactive or the Both Active and Inactive Status option. 2. Click the Assessments link in the left-hand navigation pane to open the View Assessments page. 3. Click one of the Peers/Alternate Rater icons [ ] to open the Assessment Edit page, which displays all of the employee's assessments that are in the Evaluate state. 4. Select the check box next to each assessment for which you want to make the original manager a peer and make the new manager the rater. 5. Reassign the assessment to the new manager Click the Select Rater link to open the Select Rater page. Updated: February 27,

104 When an Employee's Manager Changes 5.2. Enter search criteria. You can type more than one user id in the User ID(s) box. Separate them with commas. You can click the Advanced Search link to display additional criteria Click the Search button From the search results, click a name to select it and return to the Assessment Edit page. 6. Click the Select Peers link to open the Select Peers page. 7. Search for the original manager Enter search criteria. You can type more than one user id in the User ID(s) box. Separate them with commas. You can click the Advanced Search link to display additional criteria Click the Search button From the search results, select the check box next to the original manager's name Click the Continue button to return to the Assessment Edit page. 8. Click the Save button. To make the original manager a peer and make the new manager the rater (if not all the employee's assessments in the Evaluate state allow peers): 1. Search for the student whose manager has changed Click the People tab to open the People page Click the Manage Students link to open the Manage Students page Enter search criteria. You can type more than one user id in the User ID(s) box. Separate them with commas. You can click the Advanced Search link to display additional search criteria Click the Search button From the search results, click a name to open the Manage a Student page. If the student for whom you are looking does not appear in the search results, he or she might be inactive. Search again, and be sure to select the Inactive or the Both Active and Inactive Status option. 2. Click the Assessments link in the left-hand navigation pane to open the View Assessments page. Updated: February 27,

105 When an Employee's Manager Changes 3. Click one of the Peers/Alternate Rater icons [ ] to open the Assessment Edit page, which displays all of the employee's assessments that are in the Evaluate state. 4. Click an assessment's Edit link to open the Assessment Edit page. 5. Reassign the assessment to the new manager Click the Change Rater link to open the Select Rater page Enter search criteria You can type more than one user id in the User ID(s) box. Separate them with commas You can click the Advanced Search link to display additional criteria Click the Search button From the search results, click a name to select it and return to the Assessment Edit page. 6. Click the Select Peers link to open the Select Peers page. 7. Search for the original manager Enter search criteria. You can type more than one user id in the User ID(s) box. Separate them with commas. You can click the Advanced Search link to display additional criteria Click the Search button From the search results, select the check box next to the original manager's name Click the Continue button to return to the Assessment Edit page. 8. Click the Save button. 9. Repeat these steps for any other assessments that need to be reassigned. Updated: February 27,

106 Removing Assessments from an Employee s My Assessments Page Removing Assessments from an Employee s My Assessments Page The method for removing an assessment varies with the assessment s status and how it was assigned. Assessments in Not Assigned status can be deleted from the View Assessments page. Other assessments can be removed by deleting an individual assignment or exempting an employee from a group assignment. An assessment s status is Not Assigned when the individual assignment is deleted, but the assessment associated with it is not; the employee is exempted from a group assignment, but the assessment associated with it is not deleted; the assignment s end date has passed. To remove an assessment whose status is Not Assigned: 1. Search for the employee. 2. Click the employee s name in the search results to open the Manage a Student page. 3. From the left-hand navigation pane, click the Assessments link to open the View Assessments page. 4. Click the delete button [ ]. 5. When prompted to confirm the deletion, click OK. To remove an assessment that was assigned to an employee though an individual assignment: 1. Search for the employee. 2. Click the employee s name in the search results to open the Manage a Student page. 3. From the left-hand navigation pane, click the Assignments link to open the View Student Assignments page. 4. From the View Student Assignments page, click the name of the individual assignment whose associated assessment you want to remove. 5. Click the Delete button at the bottom of the Edit Student Assignment page. 6. When prompted to confirm the deletion, click OK to open the Select Assessment Deletions page. 7. Select the status(es) for which you want to delete assigned assessments. 8. Click the Delete button. To remove an assessment that was assigned to an employee through a group assignment: 1. Search for the employee. 2. Click the employee s name in the search results to open the Manage a Student page. 3. From the left-hand navigation pane, click the Assignments link to open the View Student Assignments page. 4. Click the Exempt link next to the group assignment whose associated assessment you want to remove. 5. Select the Exempt? check box. Updated: February 27,

107 Removing Assessments from an Employee s My Assessments Page 6. Click Delete. 7. On the Select Assessment Deletions page, select the status(es) for which you want to delete assigned assessments. 8. Click the Save button. Updated: February 27,

108 Assigning Peer Reviewers for an Employee s Assessment Assigning Peer Reviewers for an Employee s Assessment 1. Search for the employee. 2. Click the employee s name in the search results to open the Manage a Student page. 3. From the left-hand navigation pane, click the Assessments link to open the View Assessments page. 4. Click the peers/alternate rater icon [ ] to open the Alternate Rater and Peers page. If you are currently assigned as a peer reviewer for an assessment, the peers/alternate rater icon will not be available. To restore the icon, you must have another administrator remove you as a peer for that assessment. 5. Click the Select Peers link to open the Select Peers page. 6. Search for the employees you want to assign as peer reviewers. 7. From the search results list, select the check box next to the employees you want to assign as peer reviewers. 8. Click the Continue button to return to the Alternate Rater and Peers page. 9. Click Save. Updated: February 27,

109 Removing Peer Reviewers from an Employee s Assessment Removing Peer Reviewers from an Employee s Assessment 1. Search for the employee. 2. Click the employee s name in the search results to open the Manage a Student page. 3. From the left-hand navigation pane, click the Assessments link to open the View Assessments page. 4. Click the peers/alternate rater icon [ ] to open the Alternate Rater and Peers page. If you are currently assigned as a peer reviewer for an assessment, the peers/alternate rater icon will not be available. To restore the icon, you must have another administrator remove you as a peer for that assessment. 5. From the Peers box, clear the check box next to the peer reviewer you want to remove. 6. Click Save. Updated: February 27,

110 Bulk Assigning an Alternate Rater to an Employee s Self-Assessments Bulk Assigning an Alternate Rater to an Employee s Self-Assessments If an employee has several self-assessments in the Evaluate state, you can bulk assign an alternate rater to some or all of that employee s assessments at once. If you bulk assign an alternate rater to a large number of assessments, the system will process them in the background. You will see a message at the top of the page informing you of this. You can leave the page or close your browser without affecting the process. If you remain on the page, you can check the processing progress by clicking the Refresh button. To bulk assign an alternate rater to an employee s assessments: 1. Click the People tab to open the People page. 2. Click the Manage Students link to open the Manage Students page. 3. Search for the employee to whose assessments you want to bulk assign an alternate rater. 4. From the search results, click a name to open the Manage a Student page. 5. From the left-hand navigation pane, click the Assessments link to open the View Assessments page. 6. Click a self-assessment s Peers/Alternate Rater icon [ ] to open the Alternate Rater and Peers page, which displays all of the employee s self-assessments that are in the Evaluate state, as well as the rater and peers currently assigned to each assessment. 7. Select the check box next to the assessments to which you want to assign an alternate rater. 8. Click the Select Rater link to open the Select Rater page. 9. Search for the person who will serve as the alternate rater. 10. From the search results, click a name to select that person as the alternate rater and return to the Alternate Rater and Peers page. 11. Click the Save button to apply the changes. Updated: February 27,

111 Bulk Assigning Peers to an Employee s Self-Assessments Bulk Assigning Peers to an Employee s Self-Assessments If an employee has several self-assessments in the Evaluate state, you can bulk assign peers to some or all of that employee s assessments at once. If there were peers assigned to an assessment before you performed the bulk assignment, they will remain assigned as peers after you click the Save button. If you bulk assign peers to a large number of assessments, the system will process them in the background. You will see a message at the top of the page informing you of this. You can leave the page or close your browser without affecting the process. If you remain on the page, you can check the processing progress by clicking the Refresh button. To bulk assign peer raters to an employee s assessments: 1. Click the People tab to open the People page. 2. Click the Manage Students link to open the Manage Students page. 3. Search for the employee to whose assessments you want to bulk assign peers. 4. From the search results, click a name to open the Manage a Student page. 5. From the left-hand navigation pane, click the Assessments link to open the View Assessments page. 6. Click a self-assessment s Peers/Alternate Rater icon [ ] to open the Alternate Rater and Peers page, which will display all of the employee s self-assessments that are in the Evaluate state as well as the rater and peers currently assigned to each assessment. 7. Select the check box next to the assessments to which you want to assign peers. 8. Click the Select Peers link to open the Select Peers page. 9. Search for the people who will serve as peers. 10. From the search results, select the check box next to the people who will serve as the employee s peer raters. 11. Click the Continue button to select the peers and return to the Alternate Rater and Peers page. 12. Click the Save button to apply the changes. Updated: February 27,

112 Bulk Assigning an Alternate Rater to a Supervisor s Employee Assessments Bulk Assigning an Alternate Rater to a Supervisor s Employee Assessments Supervisors can have a very large number of employee assessments assigned to them for which they do not actually participate in the assessment. You can assign an alternate rater to several assessments at once. If you bulk assign an alternate rater to a large number of assessments, the system will process them in the background. You will see a message at the top of the page informing you of this. You can leave the page or close your browser without affecting the process. If you remain on the page, you can check the processing progress by clicking the Refresh button. To bulk assign alternate raters to a supervisor s employee assessments: 1. Click the People tab to open the People page. 2. Click the Manage Students link to open the Manage Students page. 3. Search for the supervisor whose employee assessments you need to reassign. 4. From the search results, click a name to open the Manage a Student page. 5. From the left-hand navigation pane, click the Assessments link to open the View Assessments page. 6. Click an employee assessment s Peers/Alternate Rater icon [ ] to open the Alternate Rater and Peers page, which displays all instances of that assessment that have been assigned to the supervisor. 7. Select the check box next to the employees whose assessment you want to assign to an alternate rater. 8. Click the Select Rater link to open the Select Rater page. 9. Search for the person who will serve as the alternate rater. 10. From the search results, click a name to select that person as the alternate rater and return to the Alternate Rater page. 11. Click the Save button to apply the changes. Updated: February 27,

113 Bulk Assigning Peers to a Supervisor s Employee Assessments Bulk Assigning Peers to a Supervisor s Employee Assessments Supervisors can have a very large number of employee assessments assigned to them for which they do not actually participate in the assessment. You can assign peer raters to several assessments at once. If there were peers assigned to an assessment before you performed the bulk assignment, they will remain assigned as peers after you click the Save button. If you bulk assign peers to a large number of assessments, the system will process them in the background. You will see a message at the top of the page informing you of this. You can leave the page or close your browser without affecting the process. If you remain on the page, you can check the processing progress by clicking the Refresh button. To bulk assign peer raters to a supervisor s employee assessments: 1. Click the People tab to open the People page. 2. Click the Manage Students link to open the Manage Students page. 3. Search for the supervisor whose employee assessments you need to reassign. 4. From the search results, click a name to open the Manage a Student page. 5. From the left-hand navigation pane, click the Assessments link to open the View Assessments page. 6. Click an employee assessment s Peers/Alternate Rater icon [ ] to open the Alternate Rater and Peers page, which displays all instances of that assessment that have been assigned to the supervisor. 7. Select the check box next to the employees to whose assessment you want to assign peer raters. 8. Click the Select Peers link to open the Select Peers page. 9. Search for the people who will serve as peers. 10. From the search results, select the check box next to the people who will serve as the employee s peer raters. 11. Click the Continue button to select the peers and return to the Alternate Rater and Peers page. 12. Click the Save button to apply the changes. Updated: February 27,

114 Completing Approvals Completing Approvals When an assessment is completed and signed off on, it needs to be approved by the approval hierarchy created in the assessment template. This hierarchy includes at least one manager, but may also include up to two more managers, one education approver, and one human resources approver. HCC Education Approver The HCC Education Approver will receive all assessments that were designed to require education approval for specific ratings. This requirement is designated within the assessment template. HCC Education Approvers may be affiliated with the entire institution or specific departments. To view assessments awaiting approval, the HCC Education Approver must: 1. Log in as an administrator. 2. Click the Assessments tab. 3. Click the Approvals link. 4. Click the name link of the assessment awaiting approval. 5. Review the assessment. 6. Click Approve to move the assessment forward in the routing process, or click Reject to return the assessment to the rater s My Assessment page in the Evaluate state. Note: Multiple users may serve as an HCC Education Approver for a single department. Each will receive a copy of the assessment, but only one approval is required. HCC Human Resources Approver The HCC Human Resources Approver will receive all assessments that were designed to require HR approval for specific ratings. This requirement is designated within the assessment template. HCC Human Resources Approvers may be affiliated with the entire institution or specific departments. To view assessments awaiting approval, the HCC Human Resources Approver must: 1. Log in as an administrator. 2. Click the Assessments tab. 3. Click the Approvals link. 4. Click the name link of the assessment awaiting approval. 5. Review the assessment. 6. Click Approve to move the assessment forward in the routing process, or click Reject to return the assessment to the rater s My Assessment page in the Evaluate state. Note: Multiple users may serve as an HCC Human Resources Approver for a single department. Each will receive a copy of the assessment, but only one approval is required. Updated: February 27,

115 Reverting a Rated Assessment to the Evaluate State Reverting a Rated Assessment to the Evaluate State Once an assessment is rated and submitted by the manager or designated alternate rater, it is moved to the Review state. At this point all users participating in the assessment are prevented from making further changes to the assessment or assessment ratings. However, the assessment can be reverted back to the Review state if edits to the assessment are necessary, or if the assessment was moved to Review prior to the submission of all ratings. The assessment s manager, alternate rater (if applicable), or an administrator can revert an assessment from Review to Evaluate. The Revert to Evaluate feature is only available if the feature is enabled for your role. Some organizations may choose to turn off this feature. If you have questions about the availability of this feature in your organization, contact your primary HCC administrator. When an assessment is reverted to Evaluate: All assessments ratings remain saved and unchanged. Any submissions also remain. Employees and/or peers are prohibited from making changes unless they never submitted their assessment ratings, or unless the assessment is changed by the rater in the Evaluate state. Any Reflective Plans created based upon this assessment will be deleted. The Reflective Plan configuration settings will remain unchanged within the assessment. These settings can be adjusted as needed by the rater, and a new Reflective Plan is created when the assessment is submitted to Review again. Any Approvals and comments related to the Approval process will be deleted, if applicable. The Approval process must be completed again in full. Any Review sign-offs and sign-off comments will be deleted. Sign-off must be completed again. If, after the assessment is reverted to the Evaluate state, changes are made to the assessment that will impact the assessment score (for example, adding or removing statements or goals), any rating submissions are removed. At this time, the employee and/or peers must make changes to their ratings and re-submit the assessment. To revert an assessment to the Evaluate state: 1. On the People tab, click Manage Students and search for the employee who owns the assessment you with to revert. 2. On the Manage a Student page, click My Assessments in the navigation tree. The My Assessments page appears and lists all assessments assigned to this employee. 3. In the Type filer, select All. 4. In the State filter, select Review from the drop-down menu to view only assessments in the Review state. The arrow icon appears in line with any assessment in the Review state. 5. Click the arrow icon associated with the assessment you wish to revert. A confirmation message appears. 6. Read the confirmation message and assure your agreement with the impact of reverting the assessment. Click OK. The assessment moves from the Review state to the Evaluate state. Updated: February 27,

116 Reverting an Assessment from the Approval to the Evaluate State Reverting an Assessment from the Approval to the Evaluate State An assessment in the Approval state may need to be reverted to Evaluate if The manager or alternate rater needs to modify the assessment and resubmit it for approval The employee and peer(s) have not yet submitted their ratings, and need to. The assessment s manager, alternate rater (if applicable), or an administrator can revert an assessment from Approval to Evaluate. The Revert to Evaluate from Approval state feature is only available if the feature is enabled for your role. Some organizations may choose to turn off this feature. If you have questions about the availability of this feature in your organization, contact your primary HCC administrator. When an assessment is reverted to Evaluate: All assessments ratings remain saved and unchanged. Any submissions also remain. Employees and/or peers are prohibited from making changes unless they never submitted their assessment ratings, or unless the assessment is changed by the rater in the Evaluate state. Any Reflective Plans created based upon this assessment will be deleted. The Reflective Plan configuration settings will remain unchanged within the assessment. These settings can be adjusted as needed by the rater, and a new Reflective Plan is created when the assessment is submitted again. Any Approvals and comments related to the Approval process will be deleted, if applicable. The Approval process must be completed again in full. If, after the assessment is reverted to the Evaluate state, changes are made to the assessment that will impact the assessment score (for example, adding or removing statements or goals), any rating submissions are removed. At this time, the employee and/or peers must make changes to their ratings and re-submit the assessment. To revert an assessment to the Evaluate state: 1. On the People tab, click Manage Students and search for the employee who owns the assessment you with to revert. 2. On the Manage a Student page, click My Assessments in the navigation tree. The My Assessments page appears and lists all assessments assigned to this employee. 3. In the Type filer, select All. 4. In the State filter, select Approval from the drop-down menu to view only assessments in the Approval state. The arrow icon appears in line with any assessment in the Approval state. 5. Click the arrow icon associated with the assessment you wish to revert. A confirmation message appears. 6. Read the confirmation message and assure your agreement with the impact of reverting the assessment. Click OK. The assessment moves from the Approval state to the Evaluate state. Updated: February 27,

117 Reverting an Assessment from the Closed to the Review State Reverting an Assessment from the Closed to the Review State If an assessment is accidentally rated incorrectly or closed prematurely, it may be necessary to move the assessment from the Closed state back to the Review state. Besides administrators, only the manager for that assessment is allowed to revert an assessment from Closed back to Review. To revert a Closed assessment to the Review state 1. On the People tab, click Manage Students and search for the employee who owns the assessment you want to revert. 2. On the Manage a Student page, click My Assessments in the navigation tree. The My Assessments page appears and lists all assessments assigned to this employee. 3. In the Type filer, select All. 4. In State, select Closed from the drop-down menu to view only Closed assessments. The arrow icon appears in line with any assessment in the Closed state for which you are the designated manager. 5. Click the arrow icon next to the assessment you wish to revert. The assessment moves from the Closed state to the Review state. Updated: February 27,

118 Resetting Assessments Resetting Assessments Resetting an assigned assessment returns it to the Evaluate state and removes ALL data that might have been associated with it, including ratings, comments, goals, documents, and peers. To reset an assessment: 1. Search for the employee whose assessment you want to reset. 2. From the search results list, click the employee s name to open the Manage a Student page. 3. From the left-hand navigation pane, click the Assessments link to open the View Assessments page. 4. Click the reset button [ ] next to the assessment you want to reset. 5. When prompted to confirm the reset, click OK. Updated: February 27,

119 Deleting Reflective Plans Deleting Reflective Plans Before a reflective plan can be deleted, the reflective plan assignment must be deleted. After the assignment is deleted, an administrator or the employee s manager can delete the reflective plan itself. Reflective plan assignments are deleted like any other individual assignment. Updated: February 27,

120 Document Management Document Management The document management feature enables users to upload documents to the system. These documents can then be attached to goals and notes. During the assessment process, documents can also be attached to statements and job descriptions. Administrators can upload documents for employees through the Manage a Student page. The maximum file size for uploaded documents is 5 MB. Uploading Documents To upload a document for an employee: 1. From the People tab, click the Manage Students link to open the Manage Students page. 2. Search for an employee. 3. From the search results list, click the employee s name to open the Manage a Student page. 4. From the left-hand navigation pane, click the Documents link to open the View Documents page. 5. Click the Add Document link to open the Add Document page. 6. Type a name for the document in the Name box. 7. Add a description in the Description box, if desired. 8. Select a document to upload Click the Browse button to open a Choose file dialog Browse to the document s location on your computer Click the document to select it Click the Open button to return to the Add Document page. 9. Click the Save button to upload the document. Uploading a New Version of an Existing Document To upload a new version of a document for an employee: 1. From the People tab, click the Manage Students link to open the Manage Students page. 2. Search for an employee. 3. From the search results list, click the employee s name to open the Manage a Student page. Updated: February 27,

121 Document Management 4. From the left-hand navigation pane, click the Documents link to open the View Documents page. 5. Click a document name to open the Edit Document page. 6. Click the remove button [ ] to remove the document attachment. 7. When prompted to confirm the removal, click OK. 8. Select the new version to upload Click the Browse button to open a Choose file dialog Browse to the document s location on your computer Click the document to select it Click the Open button to return to the Add Document page. 9. Click Save. Deleting Documents You cannot delete a document that has been associated with a ratable assessment item. To delete an employee s document: 1. From the People tab, click the Manage Students link to open the Manage Students page. 2. Search for an employee. 3. From the search results list, click the employee s name to open the Manage a Student page. 4. From the left-hand navigation pane, click the Documents link to open the View Documents page. 5. Click a document name to open the Edit Document page. 6. Click the Delete link. 7. When prompted to confirm the deletion, click OK. Editing Document Information Although you cannot edit a document directly, you can edit its name and description in the system. To edit document information for an employee: 1. From the People tab, click the Manage Students link to open the Manage Students page. 2. Search for an employee. Updated: February 27,

122 Document Management 3. From the search results list, click the employee s name to open the Manage a Student page. 4. From the left-hand navigation pane, click the Documents link to open the View Documents page. 5. Click a document name to open the Edit Document page. 6. Make any necessary edits. 7. Click Save. Viewing and Downloading Documents You can view or download documents by clicking the document name link on the Edit Document, Edit Note, or Edit Goal pages. When you click the link, you will be prompted to open or download the file. You can also click the paper clip icon [ ] that appears on the View Document page of a student record, and on assessments that contain components (statements, job descriptions, goals, or notes) to which a document has been attached. If an assessment component has more than one document attached to it, clicking the paper clip icon opens a window that displays a list of the attached documents. Click a document name to open or download the document. Updated: February 27,

123 HCC Reports HCC Reports The HealthStream Competency Center (HCC) provides three report types under two headings: HCC Library Reports and Other Reports. HCC Library Reports: Assessment Printing Reports: Printable PDF reports, managed via the Custom Reports link on the Reports tab. State and Rating Reports: Reports designed to report on assessment state and rating, managed via the Custom Reports link on the Reports tab. Other Reports: Assignment-related Reports: Reports used to track the assignment of competency assessments, accessible on the Reports tab under the People Reports and Education Reports headers. The HCC library reports are initially created by HealthStream and then made available at your organization during implementation in accordance with your contract. Your HCC implementation specialist will assist you in enabling reports at the appropriate levels of your organization. When you create custom reports, you elect the sharing settings to control which levels of your hierarchy can view, edit, or copy reports. You can also control the sharing of the reports made available to you by HealthStream. All HCC users (that is, non-administrators) can access assessment printing reports depending on which of these reports are enabled when an assessment template is created. HCC Administrator Roles All three report types require an administrator role to access. Note: Reporters must have the HCC administrator role with designated affiliations to access HCC reports. Having a reporter role alone will not allow access to reports. There are two roles associated with the basic library reports: HCC Reporter Ad Hoc Viewer: This role allows administrators access to view, export, and print enabled library reports. HCC Reporter Ad Hoc Editor: This role allows administrators to modify library reports using available filters, add new reporting fields, and view and print reports. There is one role that allows you to view assignment-related reports: HCC Reporter Process: This role allows HCC administrators access to run the assignment-related reports, found under the People Reports and Education Reports headers on the Reports tab. Updated: February 27,

124 HCC Reports State and Rating Reports The State and Rating report library includes data related to assessment states and ratings. Report data can be exported and (when available) filtered by administrators with the Ad Hoc Viewer role. Additional fields can be added to the report by administrators with the Ad Hoc Editor role. The following table lists the reports that are available in the HCC report library. Report Name State By Assessment State By Assessor State By Department State By Supervisor Ratings Assessment By Assessment Ratings Assessment By Assessor Ratings Assessment By Department Ratings Assessment By Supervisor Ratings Statement By Assessment Ratings Statement By Assessor Ratings Statement By Department Ratings Statement By Supervisor Description State of Assessments grouped by Assessment then State. State of Assessments grouped by Assessor then State. State of Assessments grouped by Department then State. State of Assessments grouped by Supervisor then State. Overall Assessment Ratings grouped by Assessment. Overall Assessment Ratings grouped by Assessor. Overall Assessment Ratings grouped by Department. Overall Assessment Ratings grouped by Supervisor. Statement Ratings grouped by Assessment. Statement Ratings grouped by Assessors. Statement Ratings grouped by Departments. Statement Ratings grouped by Supervisor. Updated: February 27,

125 HCC Reports Copying HCC Library Reports As mentioned previously, the HCC report libraries must be copied to your organization prior to use. As new HealthStream reports are added to your report libraries, you may wish to make a copy of the report so that you can edit the report as needed without overwriting the original report. To copy HCC library reports 1. Log in as an administrator at the level of your organization to which you wish to copy the report. Note: You must have the Manage Custom Reports feature enabled. 2. Click the Reports tab. The Manage Custom Reports link is available under the Custom Reports heading on the left side of the page. 3. Click Manage Custom Reports. The Search Custom Reports page appears. 4. Check the HealthStream Reports check box. 5. Click to search for HealthStream reports. A listing of all available reports appears. Note: The list of available reports is filtered to show only reports that are available at your level of access within the organization s hierarchy. Report information includes: Name of report Report description Report owner Last updated date 6. Click the name link of the report you wish to copy. The report will be generated in a new window. 7. Click Save. The Edit Custom Report page appears. Note: If the fields on this page are grayed-out, this Report was shared to your level of access as read-only. Changes to read-only reports can only be made at the owner level of your organization s hierarchy. 8. Click Copy. The page is refreshed with the word Copy appended to the end of the report name. 9. Do not edit the report name if the report you are copying is an assessment printing report. Editing the report name will disable the report from appearing to users from the My Assessments page. You can edit the name of a State or Rating report. 10. Edit the report description as desired. 12. Map the report to one or more desired categories. 13. In the Sharing section, there are three options: Click Do not share with subsidiaries if the report is being developed at your current level of access and you do not want to share this report with subsidiary institutions. Click Allow subsidiaries to use as read-only if the report is being developed at your current level of access and you want subsidiary institutions to have access to use this report as-is. Click Allow subsidiaries to use or copy if the report is being developed at your current level of access and you want to allow subsidiary institutions to use the report as-is or copy and edit the report as needed. 14. Leave the Allow this Report to be used in the System (Enabled) check box selected to make the report available. 15. Click Save. Updated: February 27,

126 HCC Reports 16. Close the Edit Custom Report page. 17. Close the generated report page. 18. Return to the main reports search page. Search for the copied report by clearing the HealthStream Reports check box. You can also search by report name or category. 19. Click. The system returns a listing of reports matching your search criteria. The copied report will have the word Copy appended to the name. The owner of the copied report will appear at the institution to which the report was copied. Updated: February 27,

127 HCC Reports Running HCC Library Reports To run an HCC library report 1. Log in as an HCC administrator. 2. Click the Reports tab. The Manage Custom Reports link is available under the Custom Reports heading on the left side of the page. 3. Click Manage Custom Reports. The Search Custom Reports page appears. 4. Enter your search criteria. You can search by entering text into the search field, alphabetically, by category, by checking the HealthStream Reports box to return HealthStream default reports (and not your copied reports), or by select Enabled, Disabled, or Both reports. 5. Click. A list of reports matching your search return appears. Note: The list of available reports is filtered to show only reports that are available at your level of access within the organization s hierarchy. 6. Click the name link of the report you wish to run. The report will open in a new window. Viewing and Exporting an HCC Library Report Administrators with the Ad Hoc Viewer role have access to viewing, exporting, and printing options within the returned report. To view a basic library report 1. Run the desired report. The report will open in a new window. The top of the window contains icons to print and export the report, as shown below. 2. Click the Print icon to print the report in PDF format. 3. Click the CSV icon to open or save the report in.csv format. Note: This is the recommended export format. 4. Click the OpenOffice icon to export the report as an OpenOffice document. 5. Click the Excel icon to export the report in.xlsx format. 6. Click the Word icon to export the report in Word format. 7. Click the XML icon to export the report in.xml format. 8. Click the RTF icon to export the report in Rich Text Format (designed for printing). 9. Click the Display drop-down to select the number of items to display per page. Note: We do not recommend using this viewing process to access the Assessment Printing reports, as all data for all assessments will be displayed. Instead, go to the desired student s My Assessments link from the student record (administrator view) to view and print an assessment printing report. Updated: February 27,

128 HCC Reports Editing an HCC Library Report Administrators with the Ad Hoc Editor role can edit filters and/or add and delete fields applied to an HCC report. You can edit your institution (i.e. local)-owned copy of a report, or if you wish to create an alternate report to the default configuration, you can copy your institution report and edit the copy. See the diagrams below for report edit method. HCC Report Editing Method 1: Edit Your Institution-Owned Copy HealthStream-owned HCC Library Report HealthStream-owned HCC Library Report Copied down as Institutionowned Report Copied Report Edited by Ad Hoc Editortext One Version of the Report Available HCC Report Editing Method 2: Create an Alternate Report HealthStream-owned HCC Library Report HealthStream-owned HCC Library Report Copied down as Institutionowned Report Local Level HCC Library Report Copied and Renamed as Alternate Two Versions of the Report Available Alternate Local Level Report Edited by Ad Hoc Editor Updated: February 27,

129 HCC Reports To edit default HCC report filters 1. Search for the HCC report you wish to edit. 2. Click the name link to generate the report. The report opens in a secondary window. To edit existing filters 1. Click Show Filters to edit existing filters. Filter Field and Operator drop-downs appear. 2. Click the Filter Field drop-down window to select the filter you wish to edit. Note: Once a filter is selected, another blank Filter Field will appear below the first. 3. Click the Operator drop-down to select the desired operator. Once an operator is selected, a Value field appears, if appropriate. 4. Enter a value into the Value field. 5. Select the Blank check box if you wish to enable the return of blank values in this filter field. Once all filters have been edited, filters can be managed using the tools to the right of the filter information. To manage filters 1. Click the delete icon to delete a filter. 2. Click the insert filter above icon to insert another edit filter field directly above. 3. Click the insert filter below icon to insert another edit filter field directly below. 4. Click and drag the arrows to change fields order icon to drag a field line to another position within the list of filters. To add more fields to the HCC report Click the Add Fields dropdown menu to select a new field from the options listed. The new field will load. To delete a field from the HCC report Click the Delete Fields drop-down window to select the field you wish to delete. The deletion will load. To view the edited report Click Update Results to run the report. The filter and field changes will be reflected in the generated report. Confirm that the edited report is presenting data as you expect. To save the edited report (as in HCC Report Editing Method 1 above) If you are satisfied with the results of your edits, click Save. This will permanently save the new configuration to the report. Your edits are saved to the report configuration. Note: If you wish to preserve the original report configuration, but make an additional report available using the edited configuration, follow the steps below. Updated: February 27,