Purpose Statement

Evaluation Checklists define the sections, questions, scoring methods, and evaluator response options used during an evaluation. Creating a structured checklist allows departments to standardize performance assessments, document candidate outcomes consistently, and ensure evaluators capture the information necessary to accurately assess performance.

Background Information

After creating an Evaluation Type, administrators can build the checklist that evaluators will use when assessing candidates. Checklists are organized into sections and contain one or more checklist items that represent individual tasks, competencies, or evaluation criteria.

One of the most important decisions when configuring a checklist is determining whether Rubric Scoring is enabled. This setting directly impacts the scoring options available when creating checklist items.

When Rubric Scoring is enabled:

• Checklist items use a configurable scoring rubric.
• Rubric labels can be customized.
• Critical Fail options are not available.

When Rubric Scoring is disabled:

• Standard Evaluation scoring becomes available.
• Critical Fail options can be assigned to checklist items.
• Additional response types such as Single Select, Multi Select, and Free Text can be configured.

Required Permissions

Users must have permissions that allow them to:

• Access the Evaluations module
• Access the Evaluations Library
• Create and edit Evaluation Types
• Create and edit Evaluation Checklists
• Manage checklist sections and checklist items

Video

Step-by-Step Guide

Step 1: Open the Checklist Configuration

• Navigate to Evaluations.
• Select Evaluations Library.
• Open the Evaluation Type you are configuring.
• Select the Checklist tab.

Step 2: Create a Checklist Section

• Select Add Checklist Section.
• Enter a section name.
• Select the checkmark icon to save the section.

Examples of checklist sections may include:

• Hose Deployment
• Flowing Water
• Ladder Operations
• Patient Assessment

Repeat this process until all desired checklist sections have been created.

Step 3: Select a Checklist Section

• Select the checklist section where you want to add an item.
• Verify the section is highlighted or selected.
• Select Add Checklist Item.

Checklist items are added to the currently selected section.

Step 4: Create a Checklist Item

• Enter the checklist item name.
• Configure whether Allow Multiple Attempts should be enabled.
• Select the scoring or response type for the item.

The checklist item name should represent the specific skill, task, or evaluation criterion being assessed.

Example:

• Identifies Proper Hose Load
• Opens Bail and Flows Water
• Performs Scene Size-Up

Step 5: Configure Rubric Scoring Items

If Rubric Scoring is enabled:

• Select the desired rubric scale.
• Customize rubric labels as needed.
• Save the checklist item.

Departments can modify default rubric labels to align with organizational terminology.

Example:

• Unsatisfactory
• Meets Expectations
• Exceeds Expectations

Step 6: Configure Standard Evaluation Items

If Rubric Scoring is disabled:

• Select Standard Evaluation as the response type.
• Configure the available result options.
• Save the checklist item.

Available result options may include:

• Pass
• Fail
• Corrected
• N/A

Administrators can tailor available results for each checklist item based on the evaluation requirements.

Step 7: Configure Critical Fail Items

When using Standard Evaluation scoring:

• Enable the Critical Fail option for applicable checklist items.
• Save the item.

A Critical Fail designation automatically results in a failed evaluation outcome when selected by the evaluator.

Step 8: Configure Alternative Response Types

In addition to Standard Evaluation scoring, checklist items can use alternative response types.

Single Select

Use Single Select when evaluators should choose one option from a predefined list.

Examples:

• Yes / No
• Equipment Used
• Hose Load Selected

Multi Select

Use Multi Select when evaluators may need to select multiple options.

• Add the available response options.
• Optionally allow evaluator notes.
• Save the item.

Free Text

Use Free Text when evaluators need to enter narrative comments or observations.

• Select the Free Text response type.
• Save the item.

There is no character limit for evaluator notes entered in Free Text fields.

Step 9: Save the Checklist Item

• Review the checklist item configuration.
• Verify scoring, response types, and Critical Fail settings.
• Select Save.

After saving, the item will display its configured settings and available response options.

Step 10: Manage Existing Checklist Items

After creating a checklist item, administrators can:

• Edit - pencil icon
• Clone - paper icon
• Delete - trash can icon

Checklist items can be reorganized using drag-and-drop functionality.

• Select the drag handle for a checklist item.
• Drag the item to the desired location.
• Release to save the new order.

Items can be reordered within a section to match the operational workflow being evaluated.

These actions can be used to quickly build similar evaluation criteria and maintain consistency across checklist items.

Step 11: Continue Building the Checklist

Repeat the process to:

• Add additional checklist sections
• Create additional checklist items
• Configure scoring methods
• Define evaluator response options

Continue until all required evaluation criteria have been added.

Step 12: Save Checklist Configuration

Select the Save button to save current configuration

Best Practices

• Determine your scoring methodology before building checklist items.
• Use clear, measurable language when creating evaluation criteria.
• Organize checklist sections to mirror the actual workflow being evaluated.
• Reserve Critical Fail designations for actions that should automatically fail an evaluation.
• Standardize rubric labels across evaluations whenever possible.
• Use Multi Select responses when multiple observations may apply.
• Use Free Text fields for detailed evaluator feedback and observations.
• Review checklist order before publishing the evaluation to ensure it aligns with operational expectations.

Troubleshooting & FAQs

Why can't I add a Critical Fail option to my checklist item?

Critical Fail options are only available when Rubric Scoring is disabled. Return to the Evaluation Type configuration and disable Rubric Scoring if Critical Fail functionality is required.

Can I customize rubric scoring labels?

Yes. Rubric labels can be modified to match your agency's terminology and evaluation standards.

Can I allow a candidate multiple attempts on a checklist item?

Yes. Enable the Allow Multiple Attempts option when configuring the checklist item.

What happens when a Critical Fail is selected during an evaluation?

The candidate automatically fails the evaluation.

Can I rearrange checklist items after they are created?

Yes. Checklist items can be reordered using drag-and-drop functionality.

Can I use different response types within the same evaluation?

Yes. Standard Evaluation, Single Select, Multi Select, and Free Text response types can all be used within the same checklist when appropriate.

Can I clone checklist items?

Yes. Existing checklist items can be cloned and modified to speed up checklist creation.