Purpose Statement

The Evaluations Setup section allows administrators to configure notification preferences, manage Authorities Having Jurisdiction (AHJs), and create custom code types used throughout the Evaluations module. Proper configuration ensures evaluators, trainees, and other stakeholders receive timely notifications and that evaluations can be associated with the appropriate governing standards, certifications, and agency-specific requirements.

Background Information

Before using the Evaluations module, departments should configure their notification settings and establish any applicable AHJs and code types. These configurations provide the foundation for assigning evaluations, tracking compliance with training standards, and organizing evaluation criteria.

The Evaluations Setup area contains three primary configuration sections:

• Notifications
• AHJs (Authorities Having Jurisdiction)
• Custom Code Types

Required Permissions

Users should have administrative permissions that provide access to:

• Evaluations Module
• Evaluations Setup
• Notification Configuration
• AHJ Management
• Code Type Management

Administrators should verify users have the appropriate Evaluations setup permissions before attempting configuration.

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Step-by-Step Guide

Configure Evaluation Notifications

Notifications can be sent when a user is assigned to an evaluation.

1. Navigate to Evaluations > Setup > Notifications

2. Enable the Assignment Notification Option

• Toggle on Assigned user(s) to Evaluation.
  • Generates a system notification, email, or both whenever a user is assigned to an evaluation.
• Choose how notifications should be delivered:
  • System Notification
  • Email and System Notification
  • Determine whether the assigned user should receive a notification when an evaluation is assigned.

3. Select Notification Recipients

• In the Send Notification To field, select recipients using one or more of the following methods:
  • Scheduling Assignment (requires the Scheduling module).
    • A date must be selected to see Shift Board assignments.
  • Shift
  • Station
  • Group
  • Individual User
  • Personnel Roster Search

4. Save Notification Configuration

Add an Authority Having Jurisdiction (AHJ)

AHJs represent governing agencies or organizations responsible for training standards, certifications, credentials, or compliance requirements.

1. Navigate to Evaluations > Setup > AHJ Configuration

2. Select +Authority Having Jurisdiction (AHJ)

• Use the search bar or available filters to locate an existing AHJ.
  • Search for specific AHJ titles, keywords, or use case.
  • Use available Filters to find specific AHJ's.
  • Click Add to add the AHJ as a Certification Authority for evaluations.

3. Create a Custom Authority Having Jurisdiction

• Select Create New from the filter screen.
  • Enter the AHJ name.
  • Select the appropriate Authority Type.
  • Select the appropriate Jurisdiction Type.
  • Select the applicable state or jurisdiction.
  • Enter an optional description.
• Click Save.

The new AHJ will be added to the available AHJ list and can be associated with evaluations.

Add Code Types to an AHJ

Code types allow evaluations to be linked to specific certification standards, training requirements, or governing regulations.

1. Find the Appropriate AHJ

• Select the +Add Code Type 

2. Enter Custom Code Type Information

• Enter the code name.
• Enter a short code identifier.
• Enter a description for the code.
• Click Save.

Once created, code types can be attached to evaluations and used for tracking compliance and certification requirements.

Create Custom Code Types

Departments can create agency-specific codes that are not tied to an existing AHJ.

1. Navigate to Custom Code Types

2. Select +Add Custom Code Types

3. Enter Custom Code Information

• Input Custom Code data for use during evaluations.
  1. Enter the code name.
  2. Enter a short code abbreviation.
  3. Enter a description.
• Click Save.

Custom code types become available for selection during the evaluation process.

Best Practices

• Configure notification recipients before assigning evaluations.
• Include supervisors, trainers, or FTO personnel in notification groups when appropriate.
• Use descriptive AHJ names to clearly identify governing agencies.
• Maintain consistent naming conventions for code types.
• Include detailed descriptions to help users understand the purpose of each code.
• Review AHJ and code configurations periodically to ensure standards remain current.
• Avoid creating duplicate AHJs or code types that represent the same standard.

Troubleshooting & FAQs

Why are users not receiving evaluation assignment notifications?

Verify that notifications are enabled, recipients have been selected, and the configuration has been saved.

Can notifications be sent through email?

Yes. Notifications can be configured as system notifications only or as both email and system notifications.

What is an AHJ?

An Authority Having Jurisdiction (AHJ) is the governing organization responsible for certifications, credentials, training standards, or compliance requirements associated with evaluations.

Can I create my own agency-specific standards?

Yes. Custom Code Types allow agencies to create internal standards, certifications, or evaluation references that are unique to their organization.

Can multiple code types be associated with evaluations?

Yes. Any available code type can be selected during the evaluation process when applicable.

What happens if I do not configure AHJs or codes?

Evaluations can still be created, but departments may not be able to associate evaluations with governing standards, certifications, or agency-specific requirements.