Purpose Statement

The Evaluation Type Configuration process establishes the foundational settings for an evaluation within the Evaluations module. Creating an Evaluation Type allows agencies to define evaluation requirements, scoring methods, evaluator assignments, signatures, standards, and other settings that will be used throughout the evaluation process.

Proper configuration ensures evaluations are organized, standardized, and aligned with departmental training and certification requirements.

Background Information

Evaluation Types serve as reusable templates within the Evaluation Library. Each Evaluation Type defines:

• Evaluation metadata and categorization
• Evaluation duration requirements
• Signature requirements
• Evaluator assignments
• Associated standards and compliance references
• Evaluation behavior settings

Before creating Evaluation Types, administrators should ensure Evaluation Categories, Groups, Subgroups, Authorities Having Jurisdiction (AHJ), and any required standards have already been configured.

Required Permissions

Users should have permissions that allow them to:

• Access the Evaluations module
• Access the Evaluation Library
• Create Evaluation Types
• Edit Evaluation Configuration Settings
• Manage Evaluator Assignments
• Associate Standards and Authority Codes

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Step-by-Step Guide

1. Navigate to the Evaluation Library

• Open the Evaluations module.
• Select Evaluation Library.
• Click Create Evaluation Type.

The Evaluation Type Configuration page will open.

2. Enter Required Evaluation Information

Complete the required fields:

• Name – Enter a clear, descriptive name for the evaluation.
• Category – Select the appropriate evaluation category.
• Associated Group – Select the appropriate group.
• Short Code – Use the auto-generated short code or create a custom short code.
• Description – Enter a description explaining the purpose and expectations of the evaluation.

3. Configure the Evaluation Duration

The Duration field determines how much time a candidate has to complete the evaluation when the Evaluation Timer feature is enabled.

• Enter the desired duration.
• Specify the time allowed for completion.
• Time should be entered as MM:SS

4. Add Critical Fail Information

Use the Critical Fails field to document conditions that evaluators should monitor during the evaluation.

Important notes:

• Critical Fail entries are informational reminders only.
• This section does not create checklist-based critical failures.
• Critical Fail checklist items are configured separately during checklist creation.
• Rich text formatting is supported, including:
  • Bold text
  • Underlined text
  • Bulleted lists
  • Images

5. Select Category, Group, and Subgroup

Categories, Groups, and Subgroups are established during Evaluation Setup.

• Select the appropriate Category.
• Review the associated Group and Subgroup.
• If the Group or Subgroup is not appropriate:
  • Update the configuration in Evaluation Setup, or
  • Select a different Category.

Changing the Category will refresh available Group and Subgroup selections.

6. Configure the Short Code

The system can automatically generate a Short Code.

Options include:

• Leave Auto Generate enabled to create a system-generated code.
• Disable Auto Generate to enter a custom code manually.
• Re-enable Auto Generate to create a new generated value.

7. Associate Standards

Standards are pulled from the Training Module configuration.

To add standards:

• Select Add Standard.
• Search or filter available standards.
• Select the desired standard(s).
• Click Add.

Selected standards become associated with the evaluation.

8. Enter the Evaluation Description

The Description appears at the top of the evaluation and provides guidance to evaluators.

Include:

• Evaluation expectations
• Candidate performance requirements
• Pass/fail criteria
• General instructions

The more clearly expectations are defined, the easier it is for evaluators to administer the assessment consistently.

9. Upload Supporting Attachments

Use Attachments to provide supporting documentation.

Examples include:

• SOPs
• SOGs
• Department forms
• Certification documents
• National standard evaluation forms
• Training reference materials

Uploaded files remain attached to the Evaluation Type.

10. Configure Authority and Code Associations (Optional)

Authority information is managed through AHJ (Authority Having Jurisdiction) Setup.

To configure:

• Select the appropriate Authority.
• Choose the associated Code Type.
• Select the applicable code or standard.

Alternatively:

• Select No AHJ when no authority applies.
• Associate custom codes if configured within Evaluation Setup.

This section is optional but recommended when evaluations support certification or compliance requirements.

11. Configure Evaluation Settings

Several optional settings can be enabled or disabled based on how the evaluation will be administered.

Rubric Scoring

Enable Rubric Scoring to use a scoring scale for evaluation grading.

When enabled:

• Define the minimum passing percentage required to pass the evaluation.

Evaluation Timer

Enable Evaluation Timer to enforce time requirements during evaluation completion.

Spot Evaluations

Enable Spot Evaluation if evaluations may be performed immediately without scheduling.

This allows evaluators to launch evaluations on demand.

Candidate Signature

Enable Require Candidate Signature if candidates must sign the completed evaluation.

12. Configure Additional Signatures

Additional signatures can be required for review and approval.

To add a signature:

• Select Add Signature.
• Enter a Signature Label.
• Define who may sign.

Examples include:

• Field Training Officer
• Training Chief
• Battalion Chief
• Captain
• Senior Firefighter
• Medical Director

Up to two additional signatures may be configured.

13. Assign Signature Eligibility

After creating a signature requirement:

• Select the personnel assignment method.
• Assign authorized signers by:
  • Group
  • Rank
  • Station
  • Unit
  • Scheduled assignment

Only eligible personnel will appear as available signers during the evaluation process.

14. Assign Evaluators

The Assigned Evaluators section controls who can access and perform evaluations.

To restrict evaluator access:

• Open Assigned Evaluators.
• Select the appropriate personnel group(s).
• Save the assignment.

If no evaluators are assigned:

• Any user may be able to initiate the evaluation.
• Certain evaluator functions may still be restricted based on permissions and signature requirements.

15. Save the Evaluation Type

After all configuration settings have been completed:

• Select Save.
• Confirm the Evaluation Type has been successfully created.

Best Practices

• Use descriptive evaluation names that clearly identify the skill or competency being assessed.
• Maintain consistent naming conventions across all Evaluation Types.
• Attach supporting documentation whenever certification or compliance standards apply.
• Use Categories, Groups, and Subgroups consistently to improve organization and reporting.
• Restrict evaluator access when evaluations should only be administered by designated personnel.
• Configure signature requirements carefully to match departmental approval workflows.
• Review passing percentages to ensure they align with departmental standards.

Avoid:

• Using vague evaluation descriptions.
• Leaving evaluator assignments unrestricted when oversight is required.
• Confusing Critical Fails with checklist-based fail conditions.
• Forgetting to save configuration changes before moving to the next setup section.

Troubleshooting & FAQs

Why can't I find the correct Group or Subgroup?

Groups and Subgroups are configured during Evaluation Setup. Verify the Category configuration or update the Group/Subgroup structure in Evaluation Setup.

Why aren't my standards available for selection?

Standards must first be configured within the Training Module before they can be associated with Evaluation Types.

Why can't a user sign the evaluation?

The user must be included in the personnel assignment configured for that signature requirement.

Why can't a user see the evaluation in their list?

The user may not be included in the Assigned Evaluators configuration.

Does adding Critical Fails create automatic checklist failures?

No. Critical Fails entered in the configuration section are informational only. Actual checklist fail conditions are configured during checklist creation.

Can I create custom short codes?

Yes. Disable Auto Generate and manually enter the desired short code.

Do I have to assign evaluators?

No. Assigned Evaluators is optional. If left blank, evaluation availability may be broader depending on user permissions.