Purpose Statement

The Evaluations Library serves as the central location for viewing and managing Evaluation Types within the Evaluations module. It allows users to organize, search, review, modify, and manage evaluation templates that can be used when conducting personnel evaluations and skill assessments.

The library helps departments maintain a structured collection of evaluation types, making it easier to locate the correct evaluation and quickly initiate assessments when needed.

Background Information

The Evaluations Library contains all Evaluation Types available to your department. Users can use the library to:

• View existing Evaluation Types
• Search and filter Evaluation Types
• Create custom list views for organization
• Edit or review Evaluation Type details
• Clone existing Evaluation Types
• Print Evaluation Types
• Delete Evaluation Types
• Start Spot Evaluations directly from the library

Before using the Evaluations Library, Evaluation Types should already be configured within the system.

Required Permissions

Users must have permission to access the Evaluations module and view Evaluation Types.

Additional permissions may be required to:

• Create Evaluation Types
• Edit Evaluation Types
• Delete Evaluation Types
• Start Evaluations

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Step-by-Step Guide

Access the Evaluations Library

• Click the Evaluations module icon from the navigation menu.
• Select Evaluations Library at the top of the page.

The Evaluations Library will open and display all available Evaluation Types.

Create and Manage Custom Views

Custom Views allow you to organize Evaluation Types into specific groups based on your operational needs.

• Navigate to the Evaluations Library.
• Create a custom view to display only the Evaluation Types you want to see.
• Configure filters and sorting options to organize Evaluation Types into specific categories or groups.

For detailed instructions, refer to the Knowledge Base articles covering Custom List Views.

Access Search, Filter and Column Management Options

Use the search and filtering tools to quickly locate a specific Evaluation Type.

Available search and filter options include:

• Category
• Group
• Subgroup
• Evaluation Type Name
• Evaluation Type ID Number
• Created By

Apply one or more filters to narrow your results and locate the desired Evaluation Type.

Use Evaluation Type Actions

1. Start a Spot Evaluation (See related Article on Starting an Evaluation)
2. Create a New Evaluation Type
3. View the Evaluation Type - This action opens the evaluation type in view mode only, no editing is possible
4. Edit the Evaluation Type
5. Clone the Evaluation 
6. Print Evaluation Details
7. Archive - This removes the evaluation type from the active list but preserves historical data.

Best Practices

• Use meaningful names for Evaluation Types to improve searchability.
• Organize Evaluation Types using categories, groups, and subgroups whenever possible.
• Create custom views for frequently used Evaluation Types.
• Clone existing Evaluation Types when creating similar evaluations to save time.
• Review checklist questions before conducting evaluations.
• Periodically audit Evaluation Types to remove outdated or unused templates.
• Verify an Evaluation Type is no longer needed before deleting it.

Troubleshooting & FAQs

I cannot find an Evaluation Type in the library.

Use the available search filters such as Category, Group, Subgroup, Name, ID Number, or Created By to narrow your results. Also verify that the Evaluation Type has not been deleted or restricted by permissions.

Why can't I edit an Evaluation Type?

Your user role may not have permission to modify Evaluation Types. Contact your system administrator for assistance.

Can I recover a deleted Evaluation Type?

No. Once an Evaluation Type is deleted, the action is permanent and cannot be reversed.

What is the difference between viewing and editing an Evaluation Type?

Viewing allows you to review the Evaluation Type configuration and checklist questions without making changes. Editing allows you to modify the Evaluation Type settings.

When should I use Clone instead of Create New?

Use Clone when an existing Evaluation Type is similar to the one you need and only requires minor modifications. This can significantly reduce setup time.

Can I start an evaluation directly from the library?

Yes. Use the Start Spot Evaluation action to immediately begin an evaluation using the selected Evaluation Type.