HealthStream Competency Center TM Administrator access to features and functions described in the HCC Help documentation is dependent upon the administrator s role and affiliation. Administrators may or may not have full access.
Contents Contents Employees/Students... 1 Adding an Employee/Student... 2 Selecting an Employee s/student s Supervisor/Manager... 5 Searching for an Employee/Student... 6 Viewing an Employee s/student s Assignments... 8 Editing an Employee/Student Record... 10 Inactivating and Reactivating an Employee/Student... 10 Managing Employee/Student Certifications... 12 Student Groups... 13 Adding an Individual Student Group... 13 Adding Students to an Individual Student Group... 15 Deleting Students from an Individual Student Group... 16 Adding a Profile Student Group... 17 Excluding Students from a Profile Student Group... 19 Removing Exclusions from Students in a Profile Student Group... 20 Searching for a Student Group... 21 Viewing Student Group Assignments... 22 Editing Student Group Criteria... 23 Copying a Student Group... 24 Deleting a Student Group... 24 Administrators... 25 Adding an Administrator... 25 Promoting an Employee/Student to an Administrator... 25 Adding an Outside Administrator... 27 Searching for an Administrator... 29 Editing an Administrator Record... 30 Deleting an Administrator Record... 30 Categories... 31 Adding a Category... 31 Editing a Category... 34 Deleting a Category... 35 Rating Scales... 37 Adding a Rating Scale... 37 Part 1: Entering the Rating Scale Properties... 37 Part 2: Adding Rating Levels... 40 Part 3: Setting Rating Scale Sharing Options... 41 Part 4: Saving the Rating Scale... 42 Updated: November 2011 i
Contents Searching for a Rating Scale... 43 Editing a Rating Scale... 44 Copying a Rating Scale... 45 Deleting a Rating Scale... 47 Resources... 48 Adding a Resource... 48 Searching for a Resource... 55 Editing a Resource... 56 Copying a Resource... 57 Deleting a Resource... 59 Statements... 60 The Statement Dictionary... 60 Copying a HealthStream Statement Dictionary Statement... 60 Editing a Copied HealthStream Statement Dictionary Statement... 60 Adding a Statement... 61 Part 1: Entering the Statement Properties... 61 Part 2: Selecting Categories and Resources... 63 Part 3: Setting Statement Sharing Options... 64 Part 4: Adding References... 65 Part 5: Saving the Statement... 65 Searching for a Statement... 66 Editing a Statement... 67 Copying a Statement... 69 Deleting a Statement... 71 Assessment Templates... 73 Adding an Assessment Template... 73 Part1: Entering the Template Properties... 73 Part 2: Enabling Visibility Settings... 78 Part 3: Setting Up the Approval Hierarchy and Override Option... 79 Part 4: Configure Assessment Printing Reports... 81 Part 5: Adding Statement, Dynamic Statement, and Goal Sections... 81 Part 6: Setting Template Sharing Options... 97 Part 7: Saving the Template... 97 Assessment States... 98 Understanding Visibility Permissions... 99 Creating an Enterprise Level Dynamic Assessment... 101 Searching for an Assessment Template... 102 Editing an Assessment Template... 103 Adding a Statement to a Dynamic Statement Section... 103 Deleting a Statement from a Dynamic Statement Section... 107 Disabling and Enabling an Assessment Template... 107 Updated: November 2011 ii
Contents Copying an Assessment Template... 108 Deleting an Assessment Template... 108 Previewing an Assessment Template... 108 Publishing an Assessment Template... 109 Updating a Published Assessment Template... 110 Goals... 111 Adding a Goal... 112 Part 1: Entering the Goal Properties... 112 Part 2: Selecting the Students to Receive the Goal... 114 Part 3: Setting the Start and End Dates... 116 Part 4: Saving the Goal... 116 Searching for a Goal... 117 Editing a Goal... 118 Deleting a Goal... 119 Group Assignments... 120 Adding a Group Assignment... 120 Part 1: Entering the Assignment Properties... 120 Part 2: Selecting the Courses and/or Assessments for the Assignment... 122 Part 3: Selecting the Students for the Assignment... 124 Part 4: Setting the Assignment Timing/Type... 129 Part 5: Saving the Assignment... 130 Searching for a Group Assignment... 130 Editing a Group Assignment... 131 Copying a Group Assignment... 131 Deleting a Group Assignment... 131 Changing the Due Date for a Group Assignment... 133 Individual Assignments... 136 Adding an Individual Assignment... 136 Part 1: Selecting the Student to Receive the Assignment... 136 Part 2: Entering the Assignment Properties... 138 Part 3: Selecting the Courses and/or Assessment Templates for the Assignment... 138 Part 4: Setting the Assignment Timing/Type... 140 Part 5: Saving the Assignment... 141 Searching for an Individual Assignment... 141 Editing an Individual Assignment... 142 Copying an Individual Assignment... 143 Deleting an Individual Assignment... 145 Searching for Students... 146 Deleting an Assessment from a Student... 147 Changing the Due Date for an Individual Assignment... 149 Completing Approvals... 150 Updated: November 2011 iii
Contents HCC Education Approver... 150 HCC Human Resources Approver... 150 Reverting a Rated Assessment to the Evaluate State... 151 HCC Reports... 152 HCC Administrator Roles... 152 State and Rating Reports... 153 Copying HCC Library Reports... 154 Running HCC Library Reports... 158 Viewing and Exporting an HCC Library Report... 159 Editing an HCC Library Report... 160 Disabling/Enabling an HCC Library Report... 163 Deleting an HCC Library Report... 165 Assignment-related Reports... 166 Assignment Completion - Drill-Through Report... 167 Assignment Completion Schedulable Report... 174 Delinquent/Past Due Drill-Through Report... 179 Delinquent/Past Due Schedulable Report... 183 Student Assignment Completion Report... 186 Note: This guide is updated frequently. If you save or print this document, you should frequently cross-reference the date stamp on any local copies with the most current version posted in the Help system. Updated: November 2011 iv
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: November 2011 1
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. (Due to the size of the page, only the General Information section is shown below.) An orange asterisk (*) indicates a required field. 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. Updated: November 2011 2
Employees/Students 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 Email box, enter the employee s/student's e-mail 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 Education Level list, select the employee s/student s highest level of education. 13. In the Years Experience box, enter the number of years of experience for this employee/student. 14. Leave the Allow this student to access the system check box selected for active employee/students. Adding the Institution Information and Role Information The Institution Information and Role Information sections are shown below. An orange asterisk (*) indicates a required field. Updated: November 2011 3
Employees/Students 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: November 2011 4
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. Updated: November 2011 5
Employees/Students 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. Searching for an Employee/Student To search for a employee/student On the People tab, click Manage Students. The Manage Students page appears. Updated: November 2011 6
Employees/Students 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. Updated: November 2011 7
Employees/Students 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. 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. Updated: November 2011 8
Employees/Students 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. 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. Updated: November 2011 9
Employees/Students 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: November 2011 10
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: November 2011 11
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 in this document 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. In Certifying Body, select the desired certifying body from the list. 5. In Certification, select the appropriate certification from the list. 6. In Certification Number, enter the certification number. 7. In Expiration Date, enter the date on which the certification expires. 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: November 2011 12
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. Updated: November 2011 13
Student 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: November 2011 14
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: November 2011 15
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. Updated: November 2011 16
Student Groups 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. Updated: November 2011 17
Student 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 View Students page appears listing employees/students who meet all student group criteria. Updated: November 2011 18
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. Updated: November 2011 19
Student Groups 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. Updated: November 2011 20
Student Groups 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: November 2011 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. Updated: November 2011 22
Student Groups 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. Updated: November 2011 23
Student Groups 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). 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. 4. Click Save. 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: November 2011 24
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. 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. 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. Updated: November 2011 25
Administrators 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. An orange asterisk (*) indicates a required field. 3. In the Email box, enter an email address if there is no email from the employee/student record. 4. In the Roles box, select one or more administrator roles by selecting the desired check boxes. Updated: November 2011 26
Administrators 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. 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.) An orange asterisk (*) indicates a required field. Updated: November 2011 27
Administrators 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 Email box, enter an e-mail 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. Updated: November 2011 28
Administrators 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. 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. Updated: November 2011 29
Administrators 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: November 2011 30
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 Competency 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. Updated: November 2011 31
Categories 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. An orange asterisk (*) indicates a required field. 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. Updated: November 2011 32
Categories 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. See the inset below. Tip: Click +/- at any level to expand or contract the categories. Updated: November 2011 33
Categories Editing a Category To edit a category 1. On the Competency 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. An orange asterisk (*) indicates a required field. 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. Updated: November 2011 34
Categories Deleting a Category To delete a category 1. On the Competency 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. Updated: November 2011 35
Categories 4. Click OK to delete the category. A green message bar indicates that the category has been deleted successfully, as shown below. Note: You may not delete a category that contains subcategories or has associated HCC objects. Updated: November 2011 36
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. 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 Competency tab, click Rating Scales. The Search Rating Scales page appears. Updated: November 2011 37
Rating Scales 2. Click Add Rating Scale. The Add Rating Scale page appears. An orange asterisk (*) indicates a required field. 3. 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. 4. In the Description box, enter a description for the rating scale. Tip: Click if you want to check the spelling of the description. Updated: November 2011 38
Rating Scales 5. 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. 6. Select the check box(es) to the left of the category or categories that you wish to add to the rating scale. 7. 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: November 2011 39
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 add a rating level. The following window appears. An orange asterisk (*) indicates a required field. 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 0.01. For example: Rating Level Unacceptable: 0.00 2.00 Rating Level Partially Acceptable: 2.01 4.00 Rating Level Acceptable: 4.01 6.00 Rating Level Exceeds Expectations: 6.01 8.00 6. 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. Updated: November 2011 40
Rating Scales 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. 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. Updated: November 2011 41
Rating Scales 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, as shown below. 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. See the inset below. 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. Updated: November 2011 42
Rating Scales Searching for a Rating Scale To search for a rating scale 1. On the Competency tab, click Rating Scales. The Search Rating Scales 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 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. 3. Click the name of the desired rating scale. Updated: November 2011 43
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. An orange asterisk (*) indicates a required field. 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. Updated: November 2011 44
Rating Scales 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. Updated: November 2011 45
Rating Scales 2. Click Copy. The Add Rating Scale page appears with the word Copy appended to the rating scale name. An orange asterisk (*) indicates a required field. 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. Updated: November 2011 46
Rating Scales 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: November 2011 47
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 Competency tab, click Resources. The Search Resources page appears. Updated: November 2011 48
Resources 2. Click Add Resource. The Add Resource page appears. An orange asterisk (*) indicates a required field. 3. 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. 4. In the Description box, enter a description for the resource. Tip: Click if you want to check the spelling of the description. 5. 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. Updated: November 2011 49
Resources 6. 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. 7. Select the check box(es) to the left of the category or categories that you wish to add to the resource. 8. 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: November 2011 50
Resources 9. In the Statement box, click Add to Statements to choose one or more associated statements. The Find Statements page appears. 10. Select the check box(es) to the left of the statement(s) that you wish to add to the resource. 11. Click Select to add the chosen statement(s) to the resource. You are returned to the Add Resource page, where the selected statement(s) appear in the Statement box. Note: If desired, you can enter resources but associate them with statements through the statement management feature. 12. 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. 13. 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. Updated: November 2011 51
Resources 14. 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. See the inset below. 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: November 2011 52
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: November 2011 53
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: November 2011 54
Resources Searching for a Resource To search for a resource 1. On the Competency 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. Note: Disabled resources are resources that have been saved but not enabled. 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. Updated: November 2011 55
Resources 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. An orange asterisk (*) indicates a required field. 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. Updated: November 2011 56
Resources 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. Updated: November 2011 57
Resources 2. Click Copy. The Add Resource page appears with the word Copy appended to the resource name. An orange asterisk (*) indicates a required field. 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: November 2011 58
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: November 2011 59
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 or performance 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. The Statement Dictionary 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. Copying a HealthStream Statement Dictionary Statement To copy a HealthStream Statement Dictionary statement 1. From the Competency tab, click Statements. 2. Enter statement search criteria into the search field. 3. Select the HealthStream Dictionary check box. 4. Click the. A list of HealthStream statements matching your search criteria will appear. 5. Click the name link of the desired dictionary statement. 6. Click COPY. The dictionary statement will immediately be copied to the enterprise level of your organization at your current level of access. You will be taken to the Edit Statement page, and the word COPY is appended to the name. Editing a Copied HealthStream Statement Dictionary Statement After you have copied a statement from the HealthStream dictionary to your organization, you can edit the statement and determine its use within your organization. To edit a copied HealthStream Statement Dictionary statement 1. From the Competency tab, click Statements. 2. Enter statement search criteria into the search field. 3. Click the. A list of statements (including copied dictionary statements) matching your search criteria will appear. 4. Click the name link of the copied dictionary statement. Tip: The word COPY will be appended to the statement name. Updated: November 2011 60
Statements 5. Edit the statement as desired. 6. In the Sharing section, there are three options: Click Do not share with subsidiaries if the statement is to only be used at the current level of access within your hierarchy. Click Allow subsidiaries to use as read-only if you want subsidiary institutions to have access to use this statement as-is. Click Allow subsidiaries to use or copy if you want to allow subsidiary institutions to use the statement as-is or copy and edit the statement if needed. 7. Click Save to save the edited statement or click Save & Add to save the edited statement and add another statement. 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 Part 1: Entering the Statement Properties To enter the statement properties 1. On the Competency tab, click Statements. The Search Statements page appears. Updated: November 2011 61
Statements 2. Click Add Statement. The Add Statement page appears. (Due to the size of the page, only the Statement Properties section is shown below. An orange asterisk (*) indicates a required field. 3. 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. 4. In the Description box, enter a description for the statement. Tip: Click if you want to check the spelling of the description. 5. 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. 6. 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: November 2011 62
Statements Part 2: Selecting Categories and Resources The Category and Resources sections are shown below. 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. Updated: November 2011 63
Statements 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 1. 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. Updated: November 2011 64
Statements 2. Select the Allow this Statement to be used in the system check box if you want the statement to be available to the system. Note: When this check box is selected, the statement is available once it is saved. When a statement is enabled, it can be used in any assessment template or can be added to any dynamic statement section by the actors authorized to do so. Enable your statement when you are ready for it to be in use in your organization. Part 4: Adding References The Reference section is shown below. 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. 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. See the inset below. 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. Updated: November 2011 65
Statements Searching for a Statement To search for a statement 1. On the Competency 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. 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. Updated: November 2011 66
Statements 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. An orange asterisk (*) indicates a required field. Updated: November 2011 67
Statements 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: November 2011 68
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. Updated: November 2011 69
Statements 2. Click Copy. The Add Statement page appears with the word Copy appended to the statement name. An orange asterisk (*) indicates a required field. 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. Updated: November 2011 70
Statements 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. Updated: November 2011 71
Statements 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: November 2011 72
Assessment Templates Assessment Templates Your facility may have numerous assessment forms (paper products) which are used during orientation, ongoing competency assessment, and annual performance appraisals. Using the HCC, you will create assessment templates that can be used for competency assessment and/or performance 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 seven parts: Part 1: Entering the Template Properties Part 2: Enabling Visibility Settings Part 3: Setting up the Approval Hierarchy and Override Option Part 4: Configure Assessment Printing Reports Part 5: Adding Statement, Dynamic Statement, and Goal Sections Part 6: Setting Template Sharing Options Part 7: Saving the Template Part1: Entering the Template Properties To enter the template properties 1. On the Competency tab, click Assessment Templates. The Search Assessment Templates page appears. Updated: November 2011 73
Assessment Templates 2. Click Add Assessment Template. The Add Assessment Template page appears. (Due to the size of the page, only the Template Properties section is shown below.) An orange asterisk (*) indicates a required field. 3. In the Name box, enter a name for the assessment template. Tip: Click if you want to check the spelling of the template name. 4. In the Description box, enter a description for the assessment template. Tip: Click if you want to check the spelling of the template description. 5. In the Instructions box, enter the instructions to be followed for this template. Updated: November 2011 74
Assessment Templates 6. In the Category box, click Select Categories to choose one or more associated categories. The Find Categories page appears. 7. Select the check box(es) to the left of the category or categories that you wish to add to the template. 8. 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. Updated: November 2011 75
Assessment Templates 9. In the Assessment Scoring section, click Select Rating Scale. The Find Rating Scales page appears. 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 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. 11. 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. Updated: November 2011 76
Assessment Templates 12. 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 Statements/Goals if you want to average all statements/goal ratings to determine the overall assessment score independent of how the statements are distributed in the sections. 13. In the Assessment Scoring section, there are two methods for displaying the assessment score: Select the Display Numeric Scoring (Assessment, Section and Statement 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: November 2011 77
Assessment Templates Part 2: Enabling Visibility Settings The following table lists the visibility settings for assessment templates along with their default settings. Please see Understanding Visibility Settings in this document for more information on how these settings affect assessments. Assessment Template Visibility Settings Rater/Alternate Rater Settings Allow Raters to see Peer names (Evaluate/Approval States) Allow Raters to see Peer names (Review/Closed States) Require Manager to complete Sign-Off if Alternate Rater is selected Employee Settings Enable Employee Self Assessment Allow Employee to submit an incomplete assessment Allow Employee to multi-rate and share ratings prior to completing the assessment Allow Employee to see Peer Ratings Allow Employee to see Peer Names Allow Employee to see Rater s Ratings (Evaluate/Approval States) Allow Employee to see Rater s Ratings (Review/Closed States) Peer Settings Enable Optional Peer Assessments of Employee Allow Peers to submit an incomplete assessment Allow Peers to multi-rate and share ratings prior to completing the assessment Allow Peer to see Employee s Ratings Allow Peer to see other Peer Ratings Allow Peer to see other Peer Names Allow Peer to see Rater s Ratings (Evaluate/Approval States) Allow Peer to see Rater s Ratings (Review/Closed States) Default Setting Unchecked Unchecked Unchecked Default Setting Unchecked Unchecked Unchecked Unchecked Unchecked Unchecked Checked Default Setting Checked Unchecked Unchecked Unchecked Unchecked Unchecked Unchecked Unchecked Updated: November 2011 78
Assessment Templates Part 3: Setting Up the Approval Hierarchy and Override Option When you select the rating scale, the Approvals section appears directly above the Override Option check box, as shown below. The approval process adapts the structure of the rating levels associated with the rating scale you selected. To set up the approval hierarchy and override option 1. In the Approvals section, select the Enable Approvals check box if you want to enable assessment approvals. If you choose to enable approvals, go to the next step. If you choose not to enable approvals, go to the section entitled Adding Statement and Goal Sections. 2. In Approvals - Step 1, select the check box(es) for the assessment rating level(s) that you want to require approval. These selections will vary depending upon the rating levels contained in the rating scale that you selected. Updated: November 2011 79
Assessment Templates 3. In Approvals - Step 2, select the approvers (you must select a minimum of one and can select a maximum of five: Click Add Manager Approver if you want assessment approval performed by a manager. Click Add Education Approver if you want assessment approval performed by an education administrator. Click Add Human Resources Approver if you want assessment approval performed by a human resources administrator. Your selections are displayed in the Approvals section, as shown in the example below. The approval order corresponds to the order in which you selected the approvers. Note: You can add up to three managers to the approval hierarchy, but only one education administrator and one human resources administrator. The links are disabled after the maximum number of each has been selected. You can delete the approvers if you change your mind by clicking the Delete link to the left of the approver. 4. In the Override Option section, select the Allow Subsidiaries to override Assessment Template Properties check box if you want to allow subsidiaries to be able to override the assessment template properties. Updated: November 2011 80
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 the 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 visibility settings enabled for this assessment. To enable assessment printing reports: 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; clear the check box to remove access to this report for these users. Part 5: Adding Statement, Dynamic Statement, and Goal Sections In this part, you will be adding statement and goal sections to the assessment template. The section hierarchy is shown in the Assessment Template Outline section of the page. When you add statements and goals to the assessment outline, each is identified by an icon, as shown below. The icons are described in the legend. 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: November 2011 81
Assessment Templates Adding a Statement Section Adding a statement section consists of five 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 To enter 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. An orange asterisk (*) indicates a required field. 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. Updated: November 2011 82
Assessment Templates 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 Rating Scale section, click Select Rating Scale. The Find Rating Scales page appears. 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 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. 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. 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: November 2011 83
Assessment Templates 9. In the Section Scoring section, there are three options relating to the section: Click Average Statement Scores if you want to average the scores of all statements across this section. Click Weight Statement 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. 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. 10. In the Override Option section, select the Allow Subsidiaries to override Section Properties check box if you want to allow subsidiaries to be able to override the section properties. 11. In the Section Content section, select the Allow Subsidiaries to override Section Content check box if you want to allow subsidiaries to be able to override the section content. Part 2: Selecting the Statement To select the statement 1. In the Section Content section, click Select Statements. The Find Statement page appears. Updated: November 2011 84
Assessment Templates 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, as shown below. 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: November 2011 85
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 performance or competency 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 performance or competency 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 preselections 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 Preselection section below is hidden; there is no need to specify preselection options if the measure is disabled for the statement. Updated: November 2011 86
Assessment Templates 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. Preselecting Risks/Outcomes provides guidance to raters when rating this statement. There are four options: No Risks/Outcomes preselected: 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 preselections 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 preselections. Lock preselections, but allow selection of additional Risks/Outcomes: Allows anyone rating the statement to select additional Risks/Outcomes but prevents them from removing the preselections. Lock preselections, but do not allow selection of additional Risks/Outcomes: Displays only preselected Risks/Outcomes. Does not allow raters to choose additional selections or remove preselections. 4. Select the Risks/Outcomes you wish to pre-select for this statement using the check boxes below. If you selected No Risks/Outcomes preselected above, the check boxes will be disabled for preselection. 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 Preselection section below is hidden; there is no need to specify preselection 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. 7. Preselecting Methods of Validation provides guidance to raters when rating this statement. There are four options: No Methods of Validation preselected: 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 preselections 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 preselections. Lock preselections, 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 preselections. Lock preselections, but do not allow selection of additional Method of Validation: Displays only preselected Methods of Validation. Does not allow raters to choose additional selections or remove preselections. 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 preselected above, the check boxes will be disabled for preselection. Updated: November 2011 87
Assessment Templates 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. Updated: November 2011 88
Assessment Templates 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: November 2011 89
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 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. Select the Make Section Dynamic check box. The page refreshes to display additional fields. Updated: November 2011 90
Assessment Templates 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 Rating Scale section, click Select Rating Scale. The Find Rating Scales page appears. 9. 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. Updated: November 2011 91
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, as shown below. 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. 11. 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%. 12. In the Section Scoring section, there are two options relating to the dynamic statement section: Click Average Statement 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. 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. 13. In the Override Option section, select the Allow Subsidiaries to override Section Properties check box if you want to allow subsidiaries to be able to override the section properties for this dynamic section. Updated: November 2011 92
Assessment Templates 14. Click Save to save the section. The page will refresh to show a green message bar indicating that the section has been saved successfully. 15. 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: November 2011 93
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. An orange asterisk (*) indicates a required field. 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. Updated: November 2011 94
Assessment Templates 4. In the Section Type section, click Goal. The page refreshes to show options specific to adding a goal section. An orange asterisk (*) indicates a required field. 5. In the Rating Scale section, click Select Rating Scale. The Find Rating Scales page appears. Updated: November 2011 95
Assessment Templates 6. 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. 7. 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. 8. In the Section Scoring section, there are two options relating to the section: Click Average Goal 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. 9. In the Override Option section, select the Allow Subsidiaries to override Section Properties check box if you want to allow subsidiaries to be able to override the section properties. 10. Click Save to save the section. The page will refresh to show a green message bar indicating that the section has been saved successfully. Updated: November 2011 96
Assessment Templates 11. Click Return to Assessment Template. You are returned to the Edit Assessment Template page, where the section appears in the Assessment Template Outline section. Part 6: Setting Template Sharing Options 1. In the Sharing section, there are three options: Click Do not share if you don t want to share this template. Click Allow subsidiaries to use and override (based on permissions) if you want subsidiary organizations to use the assessment as-is, with the option to override those sections for which permission has been granted. Click Allow subsidiaries to use or copy if you want subsidiary organizations to use or copy this template. 2. Clear the Allow this Assessment Template to be used in the system (Enabled) check box if you do not want the template to be available to the system. Part 7: 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. See the inset below. 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. Updated: November 2011 97
Assessment Templates 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: o o 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. 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: November 2011 98
Assessment Templates Understanding Visibility Permissions The following table shows the visibility settings for assessment templates. Assessment Template Visibility Settings Rater/Alternate Rater Settings Allow Raters to see Peer names (Evaluate State) Default Setting Unchecked If checked, raters can see peer names when assessment is in the Evaluate state. Allow Raters to see Peer names (Review State) Unchecked If checked, raters can see peer names when the assessment is in the Review state. CAUTION: If rater and employee are viewing the assessment from the same computer during the review, the employee will also see the peer name. Require Manager to complete Sign-Off if Alternate Rater is selected Unchecked If checked, assessment completed by an alternate rater will be returned to the employee s manager for final sign off. Employee Settings Enable Employee Self Assessment Default Setting Checked If checked, employee will be required to complete a self-assessment. Allow Employee to submit an incomplete assessment Unchecked If checked, employees will be able to submit self-assessments even though not all statements have been rated. This may be required, for example, if the employee does not have the opportunity to perform all tasks or procedures being assessed during initial competency assessment. Allow Employee to multi-rate and share ratings prior to completing the assessment Unchecked If checked, employees can rate each statement more than once, and those ratings will be shared (that is, visible) to the rater or alternate rater. This setting may be useful, for example, when new clinicians are attaining and perfecting new skills over time. Allow Employee to see Peer Ratings Unchecked If checked, employees will be able to view ratings entered by peers. Peers may include coworkers or preceptors/mentors. Allow Employee to see Peer Names Unchecked If checked, employees can view the names of peers who are rating the employee. Allow Employee to See Rater s Ratings (Evaluate State) Unchecked If checked, employees can view the rater s ratings when the assessment is in the Evaluate state. Allow Employee to See Rater s Ratings (Review State) Checked If checked, employees can view the rater s ratings when the assessment is in the Review state. Updated: November 2011 99
Assessment Templates Assessment Template Visibility Settings Peer Settings Enable Optional Peer Assessments of Employee Default Setting Unchecked Although checked by default, peers can only rate an employee if selected to do so by the employee s manager. Allow Peers to submit an incomplete assessment Unchecked If checked, peers may submit assessments even though not all statements have been rated. This may be required, for example, if the employee does not have the opportunity to perform all tasks or procedures being assessed during initial competency assessment. Peer Settings Allow Peers to multi-rate and share ratings prior to completing the assessment Default Setting Unchecked If checked, peers can rate each statement more than once and share ratings with other raters. This setting may be useful, for example, when new clinicians are attaining or perfecting new skills over time. Allow Peer to see Employee s Ratings Unchecked If checked, peers can see employee self-assessment ratings. Allow Peer to see other Peer Ratings Unchecked If checked, peers can see the ratings of other peers assessing the employee. Allow Peer to see other Peer Names Unchecked If checked, peers can see the names of other peers assessing the employee. Allow Peer to see Rater s Ratings (Evaluate/Approval States) Unchecked If checked, peers can see the ratings of the rater assessing the employee. Allow Peer to see Rater s Ratings (Review State) Unchecked If checked, peers can see the ratings of the rater assessing the employee. Updated: November 2011 100
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: 1. Set the assessment template sharing option to Allow subsidiaries to use and override (based on permissions). This enabled overrides on only the individual sections indicated for overrides. 2. Add sections for enterprise-only control, as needed. Do not enable the Allow Subsidiaries to override Section Properties check boxes for these sections; this ensures that subsidiaries cannot edit these sections. 3. Add as many sections as needed for facility-level control. Enable the Allow Subsidiaries to override Section Properties checkboxes for these sections; this allows administrators within the subsidiaries to edit the sections as needed. 4. Add dynamic statement sections for unit-level control. These sections will be used by managers, alternate raters, employees, and peers to add statements to the assessment template. Enable your desired settings for the dynamic statement sections. Do not enable the Allow Subsidiaries to override Section Properties check boxes for these sections; this ensures that subsidiaries cannot edit the dynamic statement section settings you elect. Updated: November 2011 101
Assessment Templates Searching for an Assessment Template To search for an assessment template 1. On the Competency 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.) 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: November 2011 102
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 a Statement to a Dynamic Statement Section Once an assessment that contains a dynamic statement section has been published, an administrator with access to that assessment and the Dynamic Assessments Manager role can add statements to the dynamic section. To add a statement to a dynamic statement section 1. From the Competency tab, click Dynamic Assessments. The Manage Dynamic Assessments page appears. 2. Under the Select Dynamic Assessment header, use the drop down list to select the assessment to which you will add the statement. Note: You can select only one assessment at a time. The drop down lists will only present assessments that: Include dynamic statement sections. Are published. Are available to you based on your level of access. Updated: November 2011 103
Assessment Templates Note: Once you have selected an assessment from the drop down field, you can click the View Assessment Status Report link to open a report showing the status of all individuals assigned that assessment. This can help you determine the ultimate impact of any additional statements you choose to add via this process. 3. Under the Select Dynamic Section header, select the dynamic statement section to which you will add the additional statement(s). This area displays section and statement the section and statement outline of the assessment you selected in the previous step. Any dynamic statement sections will appear blue. Click the section name, and a green checkmark will appear, indicating that the statement will be added to this section. 4. Under the Select Employee(s) header, select the employee(s) who will receive the additional statements when assigned this assessment template. Students can be selected in two ways: Click Select Employees by Student Group to select multiple students by utilizing the student group functionality. Click Search Student Groups to search and select existing student groups. Click Add New Student Group to create a new student group. Refer to the Student Groups section of this guide for more information. Click Select Individual Employee(s) to search and select multiple students by name, user ID, department, job title, job category, or job function. Refer to the Searching for an Employee/Student section of this guide for more information. Note: While the HCC 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. Note: When utilizing the student group feature, please be aware that any employee added to the student group and assigned the same assessment will not receive the additional statement(s) you select at this time. Updated: November 2011 104
Assessment Templates Tip: HealthStream recommends the use of student groups for selecting employees to receive dynamic statements, as this can be more easily utilized to ensure the right employees receive the statements. For example, you may wish to create a student group based on job title and department in order to add an applicable statement to the dynamic section. 5. Under the Select Statement(s) header, select the statements to add to the Dynamic Section. Click the Select Statements link. The Select Statements page appears. 6. 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. To view all statements, click without any search criteria in the search text box. 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. 7. Select the checkbox(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. Updated: November 2011 105
Assessment Templates 8. Click Select. You are returned to the Manage Dynamic Assessments page, where the selected statement appears in the Select Statement(s) area. Note: Click Select Statements to select additional statements to add to the dynamic section. Remove any statements from the dynamic section by clearing the check box next to the statement name in the Select Statements area. 9. Click Save. A success message confirms that the selected statement(s) are successfully added to the dynamic sections for those employees who have been assigned this assessment and whose assessment is currently in the Evaluate state. Note: Click Save and Select Another to save the current dynamic statement addition and begin another. Updated: November 2011 106
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 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 1. Search for the template you want to disable. See Searching for an Assessment Template in this document for details on conducting a template search. The Edit Assessment Template page appears. 2. Clear the Allow this Assessment Template to be used in the system (Enabled) check box. 3. Click Save and Publish when you are done. A message will display confirming your changes. The assessment template is now disabled and is unavailable for future assignments. To enable a disabled assessment template 1. Search for the template you want to disable. See Searching for an Assessment Template in this document for details on conducting a template search. The Edit Assessment Template page appears. 2. Select the Allow this Assessment Template to be used in the system (Enabled) check box. 3. Click Save and Publish when you are done. A message will display confirming your changes. The assessment template is now available for assignments. Note: You must select the Save and Publish link to publish your changes to the published version of your assessment. Updated: November 2011 107
Assessment Templates 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. 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. Updated: November 2011 108
Assessment Templates 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 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 Save & Publish. The following confirmation prompt appears. Please preview the Assessment Template before publishing. Publishing the Assessment Template will make it available for assignment. ***Note: Once an Assessment Template has been published, you will not be able to make future edits to any Resources, Rating Scales, Statements, Approvals, or Override Permissions. Do you wish to continue? 3. Click Yes! Publish my Assessment! The page will refresh to show a green message bar indicating that the template has been published successfully. Updated: November 2011 109
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 visibility 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 Save or Save & Publish. Clicking Save will retain your edits but will not affect the assessment template as it is seen by employees, peer, or raters. Click Save & Publish to republish the assessment; once this is done, the changes are reflected in any future assignments and in any currently assigned assessments that are not yet closed. If you click Save & Publish, the following confirmation prompt appears: Please preview your changes to the Assessment Template before Re-Publishing. The re-published Assessment Template will be available for new Assignments. Re-Publishing will also apply your changes to any Assigned instances of this Assessment Template in the Evaluate, Approval, or Review states. NOTE: Closed Assessments utilizing the previously Published version of the Assessment Template will not be affected. Do you wish to continue? 4. Click Yes! Publish my Assessment! The page will refresh to show a green message bar indicating that the template has been published successfully. Updated: November 2011 110
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: Personal, Strategic, Departmental, and Developmental. When creating group goals, observe the following rules: 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. Updated: November 2011 111
Goals Adding a Goal Adding a goal consists of four parts: Part 1: Entering the Goal Properties Part 2: Selecting the Students to Receive the Goal Part 3: Setting the Start and End Dates Part 4: Saving the Goal Part 1: Entering the Goal Properties To enter the goal properties 1. On the Competency tab, click Goals. The Search Goals page appears. Updated: November 2011 112
Goals 2. Click Add Goal. The Add Group Goal page appears. An orange asterisk (*) indicates a required field. 3. In the Subject box, define the subject of the goal. Tip: Click if you want to check the spelling of the goal name. 4. In the Required Evidence of Achievement box, enter the requirements that need to be met to accomplish this goal. Tip: Click if you want to check the spelling of the goal requirements. 5. In the Type list, select Personal, Strategic, Departmental, or Developmental. Updated: November 2011 113
Goals Part 2: Selecting the Students to Receive the Goal You can select student groups that already exist in the system or create a new student group for this goal. To select existing student groups 1. In Student Groups, click Select Student Groups to select the student groups to receive this goal. The Search Student Groups page appears. 2. Perform a student group search to use an existing student group. 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 Goal 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. Updated: November 2011 114
Goals To create a new student group You can create two types of student groups: Profile and Individual. Creating a student group 1. In Student Groups, click Add Student Group. The Add a Student Group page appears. See Adding an Individual Student Group or Adding a Profile Student Group in this document for subsequent steps in this process. An orange asterisk (*) indicates a required field. 2. Click Save and Return to return to the Add Group Goal page. The profile student group that you created appears in the Student Groups box. Updated: November 2011 115
Goals Part 3: Setting the Start and End Dates To set the start and end dates 1. In the Start Date box, change the start date, if desired. Tip: You can also click to select the date. 2. In the End Date box, enter an end date, if desired. Tip: You can also click to select the date. Part 4: Saving the Goal To save the goal Click Save to add the new goal to the system or click Save & Add to save the goal and add another goal. If you click Save, the page will refresh to show a green message bar indicating that the goal has been saved successfully. If you click Save & Add, the Add Group Goal page appears. Updated: November 2011 116
Goals Searching for a Goal To search for a goal 1. On the Competency 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. Updated: November 2011 117
Goals Editing a Goal To edit a 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. An orange asterisk (*) indicates a required field. 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. Updated: November 2011 118
Goals Deleting a Goal To delete a 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: November 2011 119
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 Competency tab, click Group Assignments. The Select Group Assignments page appears. Updated: November 2011 120
Group Assignments 2. Click Add Group Assignment. The Add a Group Assignment page appears. An orange asterisk (*) indicates a required field. Updated: November 2011 121
Group Assignments 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. 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. Updated: November 2011 122
Group Assignments 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: November 2011 123
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. Updated: November 2011 124
Group Assignments 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. Updated: November 2011 125
Group Assignments 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: November 2011 126
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. Updated: November 2011 127
Group Assignments 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: November 2011 128
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. Tip: You can also click to select the date. 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. Tip: You can also click to select the date. 3. Click One-Time Assignment or Recurring Assignment to indicate the assignment type. Note: 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 accurately 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. Updated: November 2011 129
Group Assignments 4. 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. Tip: You can also click to select the 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. Searching for a Group Assignment To search for a group assignment 1. On the Competency 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. Updated: November 2011 130
Group Assignments 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. 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. Updated: November 2011 131
Group Assignments 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 preselected 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: November 2011 132
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. Updated: November 2011 133
Group Assignments 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: November 2011 134
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: November 2011 135
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 Competency 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. Updated: November 2011 136
Individual Assignments 3. Click the name of the student from the search results. The Add a Student Assignment page appears. An orange asterisk (*) indicates a required field. Updated: November 2011 137
Individual Assignments 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. 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. Updated: November 2011 138
Individual Assignments 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: November 2011 139
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. Tip: You can also click to select the date. 2. In the Start Date box, change the start date, if desired. Note: After an assessment has been added to the assignment, the End Date option is removed. Tip: You can also click to select the date. 3. Click One-Time Assignment or Recurring Assignment to indicate the assignment type. Note: 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, as shown below. 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. 4. 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. Tip: You can also click to select the date. Updated: November 2011 140
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 Competency 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. Updated: November 2011 141
Individual Assignments 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. An orange asterisk (*) indicates a required field. 2. Make the desired changes. Note: You cannot edit the assignment timing or type once the assignment start date arrives. 3. Click Save. Updated: November 2011 142
Individual Assignments 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. Updated: November 2011 143
Individual Assignments 2. Click Copy. The Add a Student Assignment page appears with the word Copy appended to the assignment name. An orange asterisk (*) indicates a required field. 3. Make any changes to the individual assignment. 4. Click Save when you are done. Updated: November 2011 144
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: November 2011 145
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. Updated: November 2011 146
Individual Assignments 2. Click Search. The page refreshes, displaying matching search results. 3. Click the name link of the desired student. Deleting an Assessment from a Student Assessments can be deleted in two ways: 1. The assessment data can be deleted. This deletes all rating data and returns the assessment to the Assigned state. This method of deleting the assignment is useful if you wish for the assessment to be completed, but want to clear any previously entered rating data. 2. The assessment assignment can be deleted. This deletes all rating data and removes the assignment from the student. Note that deleting the assignment may affect other students if the assignment in question is a group assignment. Note: Deleting an assessment in either manner deletes all assignment-related data. To delete assessment data 1. On the People tab, click Manage Students. The student search page appears. 2. Search students as described in the Searching for Students section of this user guide. Updated: November 2011 147
Individual Assignments 3. Click the name link of the desired student. The Manage a Student page appears. Updated: November 2011 148
Individual Assignments 4. Click My Assessments in the left-hand navigation tree. The View Assessments page appears. 5. Locate the assessment that you wish to delete, and click the corresponding icon. A confirmation prompt appears. 6. Confirm that you wish to delete the assessment data by clicking OK. 7. All assessment data that applies to this student s assessment is deleted, and the state of the assessment returns to the Assigned state. To delete assessment assignments See Deleting an Individual Assignment and Deleting a Group Assignment in this document for details on deleting assignments. Note: A student s assignments can be viewed by clicking Assignments in the left-hand navigation tree when viewing student details. Click the assignment name link under the assessment name that you wish to delete to access the Edit Assignment page. 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. Updated: November 2011 149
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 Competency 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 Competency 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: November 2011 150
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 filter, 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: November 2011 151
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 on the Reports tab. 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: November 2011 152
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: November 2011 153
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. Updated: November 2011 154
HCC Reports 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. Updated: November 2011 155
HCC Reports 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. Updated: November 2011 156
HCC Reports 14. Leave the Allow this Report to be used in the System (Enabled) check box selected to make the report available. 15. Click Save. 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: November 2011 157
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. Updated: November 2011 158
HCC Reports 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: November 2011 159
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: November 2011 160
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: November 2011 161
HCC Reports To copy an edited report and create an alternate report (as in HCC Report Editing Method 2 above) 1. Search for the institution-owned report that you wish to edit. 2. Click the name link to generate the report. The report opens in a secondary window. 3. 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. 4. Click Copy. The page is refreshed with the word Copy appended to the end of the report name. 5. Change the word Copy to alternate or other identifying naming standard for reports you will edit. 6. Edit the report description, including details about the filter edits you will make. 7. Map the report to one or more desired categories. 8. In the Sharing section, there are three options: Click Do not share with subsidiaries if the report is being developed at the enterprise level 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 the enterprise level and you want subsidiary institutions to have access to use this report as-is. Updated: November 2011 162