Purpose Statement

The Privacy & Visibility settings allow administrators to control who can view evaluation results, comments, and evaluation records for each Evaluation Type. These settings help departments balance transparency, confidentiality, and notification requirements while ensuring evaluation data is shared with the appropriate personnel.

This configuration is performed at the Evaluation Type level, allowing departments to apply different privacy standards based on the purpose and sensitivity of each evaluation.

Background Information

Privacy & Visibility settings determine how completed evaluations are displayed to candidates, whether comments are visible, what security level is applied to evaluation records, and who receives automatic email notifications when evaluations are completed.

These settings should be reviewed as part of the Evaluation Type setup process to ensure evaluation records align with departmental policies and reporting requirements.

Before completing this configuration, ensure the Evaluation Type has already been created and any required evaluation checklists have been configured.

Required Permissions

Users should have permissions that allow them to:

• Access the Evaluations module
• Access the Evaluations Library
• Create Evaluation Types
• Edit Evaluation Types
• Manage Evaluation configuration settings

Video

Step-by-Step Guide

1. Open the Evaluations Library

• Navigate to Evaluations.
• Select Evaluations Library.

2. Open an Evaluation Type

• Locate the Evaluation Type you want to configure.
• Select Edit.

Alternatively, if you are creating a new Evaluation Type, continue to the Privacy & Visibility section during the creation process.

3. Configure Candidate Visibility

• Locate the Candidate Visibility setting.
• Select one of the following options:
  • Visible After Approval (Default) – The evaluation becomes visible to the candidate after it has been approved.
  • Always Visible – The candidate can view the completed evaluation regardless of approval status.

Candidate Visibility controls when evaluations appear within the candidate's My Evaluations section.

4. Configure Comment Visibility

• Locate the Comment Visibility setting.
• Select one of the following options:
  • All Comments Visible (Default) – Candidates can view comments associated with the evaluation.
  • All Comments Hidden – Comments remain hidden from the candidate.

This setting is configured individually for each Evaluation Type.

5. Configure the Security Level

• Locate the Security Level setting.
• Select the appropriate security option:
  • Standard – Users with the appropriate permissions can access applicable evaluation records.
  • Confidential – Evaluation access is restricted based on settings configured within Admin > Roles & Permissions.

Use Confidential settings when evaluation records contain sensitive personnel information.

6. Configure Automatic Email Notifications

• Select Add Personnel.
• Use the available personnel filters to identify notification recipients.
• Filter personnel using available criteria such as:
  • Shift
  • Station
  • Rank
  • Qualification
  • Calendar Day
  • Schedule Assignment
  • Individual Personnel
• Select the desired recipients.
• Click Save.

Selected personnel will automatically receive evaluation results whenever evaluations are completed using this Evaluation Type.

7. Save Your Changes

• Review all Privacy & Visibility settings.
• Click Save or Update.

The configured settings will be applied to the Evaluation Type.

Best Practices

• Establish department-wide standards for evaluation visibility before creating multiple Evaluation Types.
• Use Visible After Approval when supervisor review is required before candidates view evaluation results.
• Restrict comment visibility when comments are intended for supervisors or evaluators only.
• Use Confidential security settings for evaluations containing sensitive personnel information.
• Review notification recipients regularly to ensure emails are sent only to appropriate personnel.
• Test visibility settings using sample evaluations before department-wide implementation.

Troubleshooting & FAQs

Why can't a candidate see their completed evaluation?

Verify the Evaluation Type is configured for Visible After Approval and confirm the evaluation has been approved.

Why are comments not visible to the candidate?

Review the Evaluation Type's Comment Visibility setting. Comments may be configured as hidden.

What happens when Security Level is set to Confidential?

Access to evaluation records is controlled through security permissions configured within Admin > Roles & Permissions.

Can I send evaluation results to multiple people automatically?

Yes. Multiple recipients can be selected through the Add Personnel process.

Do notification recipients receive results for every evaluation?

No. Recipients only receive notifications for the specific Evaluation Type where they have been configured.

Can Privacy & Visibility settings be changed after an Evaluation Type is created?

Yes. Existing Evaluation Types can be edited and updated at any time.