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

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Step-by-Step Guide

Open the Checklist Configuration

• Navigate to Evaluations.
• Select Evaluations Library.
• Either Create a New Evaluation Type or select an Evaluation Type currently being worked on
• Select the Checklist tab.

Create a Checklist Section

• Navigate to the Checklist area
• Select "+Add" from the Checklist Sections
• Enter a Checklist Section Name (required) and an optional description 
• Select Save

Checklist sections are how Evaluation creators subdivide each of the required areas.  For example, if an evaluation is being created to evaluate members on their ropes proficiency, sections may include items such as Rope Inspection, building a 3-to-1 system, etc. 

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

Adding a Checklist item

• Select the Checklist section you wish to add an item to. 
• Select "+Add Checklist Item"

Create a Checklist Item (Non Rubric Scoring)

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

Standard Evaluation Type - This is a normal Pass/Fail type of questions.  Users can also include answer responses such as Corrected and N/A.  

• Standard Evaluation answer types also can include a "Critical Fail" element.  This means that if the member fails the item, a warning will display during the evaluation.  This gives the evaluator the option to end the evaluation immediately. 

• Single Select/Multi Select items are similar to standard multiple choice questions. Both types are configured the same, the difference will come from when the evaluation occurs and either 1 answer is possible or multiple answers are possible. 

• Free Text fields can be established if the answer type is more descriptive rather than an objective based answer.  

Create a Checklist item (Rubric Scoring)

If Rubric Scoring is enabled, instead of standard answer types, the member will be evaluated on a 1-5 scale. 

• Enter a Checklist Item Name
• Enable "Allows Multiple Attempts" if indicated
• Configure the descriptions for each score element
  • By default the user sees values from Unsatisfactory to Exemplary but each of the fields can be customized as needed.  

Configure Standard Evaluation Results Options

• Users can enable default result options for Standard Evaluation Type (Pass/Fail) questions 

  • Select Result Options at the top right of the Checklist creation area

  • Select the default result value 

  • Press save

• This setting can make evaluations more efficient by having the standard evaluation questions already answered when it is started.

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.

Manage Existing Checklist Items

Select the three dots to right of the section name

• Edit Section Name
• Copy the Section
• Delete the Section

Select the plus next to each section to add additional Checklist items to that section. 

Select the three dots to the right of a Checklist Item

• Edit the Checklist Item
• Duplicate the Item
• Delete the Item

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. Checklist items cannot be moved from one section to another using this function.

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

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.

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 Fails are only available in the Standard Evaluation Type items.  Rubric scoring, single and multi select and free text type items do not have Critical Fail functionality

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.