Purpose Statement

The Assign Evaluation workflow allows users to schedule evaluations for one or more personnel from the Evaluation List. Users can also start a Spot Evaluation when an evaluation needs to be completed immediately for a single candidate.

This process helps training officers, supervisors, and evaluators efficiently assign, track, and complete personnel evaluations in First Due.

Background Information

Evaluations are used to document personnel performance, skills, competencies, and other agency-defined assessment requirements.

There are two ways to handle an evaluation:

Assign Evaluation
Use this option to assign an evaluation to one or more candidates for completion at a later date.

Spot Evaluation
Use this option to immediately begin an evaluation for one candidate. If multiple candidates need to be evaluated, use the Assign Evaluation workflow instead.

Required Permissions

Users must have access to the Evaluations Module and the ability to assign or start evaluations.

Exact permission names may vary by agency configuration and were not provided in the source material. Confirm that the user’s role or permission set allows them to:

If a user cannot access evaluation types, personnel lists, or the assignment action, review their Evaluations permissions with an administrator.

Video

Step-by-Step Guide

Assigning an Evaluation for Later Completion

• Navigate to Evaluations

  Go to Evaluations and select Evaluation Lists.

• Select Assign Evaluation

  Select Assign Evaluation to schedule an evaluation for a later date.

• Choose the Evaluation Type

  A modal will open showing the available evaluation types.

  Use the available filter fields to narrow the list, then select the appropriate evaluation type.

  Select Next.

• Select Personnel

  • Choose the personnel who should be assigned to the evaluation.

  • To include all system users, select the available toggle or

  • Use the available filters to narrow the personnel list as needed.

• Add Candidates

  • After filtering the personnel list, select Include All to assign all users currently displayed in the list.

  • Alternatively, select individual names from the list.

  • At least one candidate must be selected before continuing.

  • Select Next.

• Enter a Due Date

  • Enter a due date for the evaluation, if needed.

  • This field is optional.

• Select Next.

• Review the Assignment Summary

  Review the final summary page to confirm the selected evaluation type, candidates, and due date.

• Assign the Evaluation

  If all information is correct, select Assign Evaluation.

• Confirm the Evaluation Appears on the Evaluation List

  The assigned evaluation will appear on the Evaluation List for completion.

Starting a Spot Evaluation

• Open the Actions Dropdown

  Select the Actions dropdown.

• Select Spot Evaluation

  Select Spot Evaluation.

  A modal will open showing evaluation types that have Spot Evaluation enabled.

• Choose the Evaluation Type

  Use the available filter fields to narrow the list of evaluation types.

  Select the appropriate evaluation type.

  Select Next.

• Select One Candidate

  Use the available filters to find the appropriate candidate.

  Select one candidate for the Spot Evaluation.

  Spot Evaluations are intended for one candidate only.

• Enter a Due Date

  Enter a due date, if needed.

  This field is optional.

  Select Next.

• Review the Spot Evaluation Summary

  Review the final summary page, including:

  • Evaluation Type
  • Candidate
  • Due Date

• Start the Spot Evaluation

  Select Start Spot Evaluation.

  The evaluation will open immediately for the selected candidate.

• Complete the Evaluation

  Complete the evaluation as required by the evaluation type. For more detail, refer to the article on completing an evaluation.

Best Practices

• Use Assign Evaluation when multiple candidates need to complete the same evaluation.
• Use Spot Evaluation only when evaluating one candidate immediately.
• Apply filters before selecting candidates to avoid assigning evaluations to the wrong personnel.
• Review the final summary page carefully before selecting Assign Evaluation or Start Spot Evaluation.
• Add a due date when the evaluation must be completed by a specific deadline.
• Confirm that the correct evaluation type is selected, especially if multiple evaluation types have similar names.
• Avoid using Spot Evaluation for group assignments, as it is designed for a single candidate.

Troubleshooting & FAQs

Why can’t I select Next after choosing personnel?

At least one candidate must be selected before continuing. Select an individual candidate or use Include All after filtering the personnel list.

Why don’t I see a specific evaluation type in the Spot Evaluation list?

Only evaluation types with Spot Evaluation enabled will appear in the Spot Evaluation workflow. Review the evaluation type configuration or contact an administrator.

Can I assign a Spot Evaluation to multiple candidates?

No. Spot Evaluations are intended for one candidate. Use Assign Evaluation if multiple candidates need to be assigned.

Is a due date required?

No. The due date field is optional. Add a due date only when the evaluation needs to be completed by a specific deadline.

Where does the evaluation appear after it is assigned?

Assigned evaluations appear on the Evaluation List for completion.

What should I do if I cannot access Assign Evaluation or Spot Evaluation?

Contact an administrator to confirm that your role has access to the Evaluations area and the required permissions to assign or start evaluations.