Create evaluation and skills checkoff assignments for students, preceptors, and locations

Assign Evaluations

The Assign Evaluations page allows administrators and preceptors to create evaluation and skills checkoff assignments for students, preceptors, and locations.

Overview

This page provides a streamlined interface for creating two types of assignments:

Evaluations: Traditional evaluation forms for assessing students, preceptors, or locations
Skills Checkoffs: Video-based skills demonstrations with AI-assisted grading

Both assignment types support bulk assignment to multiple students and can be linked to specific classrooms.

Access and Permissions

Who Can Assign

Institution Administrators: Can assign to any classroom in their institution
Preceptors: Can only assign to classrooms where they are members
Role-Based Filtering: Preceptors see a limited set of classrooms and students

Data Filtering

All data is filtered by institution (data siloing)
Only non-archived templates, classrooms, and users are shown
Preceptors see only their assigned classrooms

Evaluations Tab

Step 1: Select Evaluation Template

Required Field

Click the "Evaluation Template" dropdown
Browse available evaluation templates
Templates show their target type in parentheses:
- (student): For evaluating students
- (preceptor): For evaluating preceptors
- (location): For evaluating locations
Select a template

What Happens Next:

The form updates based on the template's target type
Target selection options appear
Evaluator type may auto-adjust based on target type

Step 2: Select Classroom

Required for: Student and Preceptor evaluations
Optional for: Location evaluations

Click the "Classroom" dropdown
Search for classrooms by name (if needed)
Select a classroom

Note:

For student/preceptor evaluations, classroom selection is required
For location evaluations, classroom selection is optional
Selecting a classroom filters available targets and evaluators
Location evaluations can use all locations or filter by classroom's location

Step 3: Select Targets (Who to Evaluate)

Required Field

The available targets depend on the template's target type:

For Student Templates:

Shows students in the selected classroom
Table displays: Name, Email
Search and sort by name
Bulk selection with checkboxes

For Preceptor Templates:

Shows preceptors in the selected classroom
Table displays: Name, Email
Search and sort by name
Bulk selection with checkboxes

For Location Templates:

Shows locations (filtered by classroom if selected)
Table displays: Name
Search and sort by name
Bulk selection with checkboxes

Target Selection Features:

Search: Type to filter targets by name or email
Sort: Click "Name" header to sort A-Z or Z-A
Select All: Checkbox in header selects/deselects all visible targets
Individual Selection: Click rows or checkboxes to select
Bulk Selection: Select multiple targets at once

Requirements:

At least one target must be selected
Targets are filtered by selected classroom (for student/preceptor)
Location targets may be filtered by classroom's location

Step 4: Select Evaluators (Who Performs the Evaluation)

Required Field (unless using self-assessment)

Choose who will complete the evaluations:

Evaluator Types:

Students:
- Students in the selected classroom
- Used for: Preceptor evaluations, Location evaluations
- Table displays: Name, Email
- Search and sort available
Preceptors:
- Preceptors in the selected classroom (or all preceptors if no classroom)
- Includes institution administrators
- Used for: Student evaluations, Location evaluations
- Table displays: Name, Email
- Search and sort available
Self Assessment:
- Targets evaluate themselves
- No evaluator selection needed
- Used for: Student self-assessments, Preceptor self-assessments
- Creates assignments where target = evaluator

Evaluator Selection Features:

Search: Type to filter evaluators by name or email
Sort: Click "Name" header to sort A-Z or Z-A
Select All: Checkbox in header selects/deselects all visible evaluators
Individual Selection: Click rows or checkboxes to select
Auto-Filtering: Evaluators matching selected targets are filtered out (prevents self-evaluations)

Self-Evaluation Prevention:

System automatically prevents evaluators from evaluating themselves
Exception: Self-assessment mode allows self-evaluation
For student templates with student evaluators: Selected students are filtered out
For preceptor templates with preceptor evaluators: Selected preceptors are filtered out

Default Evaluator Type:

Automatically set based on template target type:
- Student template → Preceptor evaluators (default)
- Preceptor template → Student evaluators (default)
- Location template → Preceptor evaluators (default)
Can be changed manually

Step 5: Set Due Date

Required Field

Click the date field
Select a due date
Date must be today or in the future
Default: 7 days from today

Due Date Behavior:

Minimum date: Today
Cannot select past dates
Used for tracking and notifications
Appears in "My Evaluations" with status badges

Creating Evaluation Assignments

Assignment Matrix:

Each evaluator × target combination creates one assignment
Example: 3 evaluators × 5 targets = 15 assignments
Self-assessment: 1 assignment per target

Validation:

All required fields must be filled
At least one target selected
At least one evaluator selected (unless self-assessment)
Valid due date
Classroom selected (for student/preceptor templates)

Submission:

Click "Create Evaluation Assignments"
System creates:
- Evaluation assignments in evaluation_assignments table
- Evaluation records in evaluations table
Success message shows number of assignments created
Form resets with default values

What Gets Created:

Assignment records with template, target, evaluator, classroom, due date
Evaluation records with status "pending"
Links between assignments and evaluations

Skills Checkoffs Tab

Step 1: Select Skills Checkoff Templates

Required Field (can select multiple)

Click the "Skills Checkoff Template" dropdown
Search templates by name or description (optional)
Select one or more templates:
- Click templates to toggle selection
- Checkbox shows selected state
- Selected count displayed in button
Use "Select All" to select all filtered templates
Use "Clear All" to deselect all

Template Selection Features:

Search: Filter templates by name or description
Multi-Select: Select multiple templates at once
Visual Indicators: Checkboxes show selected state
Template Info: Shows name and description

Assignment Behavior:

Each selected template × student combination creates one assignment
Example: 3 templates × 5 students = 15 assignments

Step 2: Select Classroom

Required Field

Click the "Classroom" dropdown
Search for classrooms by name (if needed)
Select a classroom

Note:

Classroom selection is always required for skills checkoffs
Determines which students are available
Students must be members of the selected classroom

Step 3: Select Students

Required Field

Students table appears after classroom selection
Shows all students in the selected classroom
Table displays: Name, Email
Select students using:
- Individual checkboxes
- Row clicks
- "Select All" checkbox in header

Student Selection Features:

Search: Type to filter students by name or email
Sort: Click "Name" header to sort A-Z or Z-A
Select All: Checkbox in header selects/deselects all visible students
Individual Selection: Click rows or checkboxes to select
Bulk Selection: Select multiple students at once

Requirements:

At least one student must be selected
Only students in the selected classroom are shown
Students must be active (not archived)

Step 4: Set Due Date

Required Field

Click the date field
Select a due date
Date must be today or in the future
Default: 7 days from today

Due Date Behavior:

Minimum date: Today
Cannot select past dates
Used for tracking and notifications
Appears in "My Evaluations" with status badges

Creating Skills Checkoff Assignments

Assignment Matrix:

Each template × student combination creates one assignment
Example: 3 templates × 5 students = 15 assignments

Validation:

At least one template selected
Classroom selected
At least one student selected
Valid due date

Submission:

Click "Create Skills Checkoff Assignments"
System creates assignments in skills_checkoff_assignments table
Success message confirms creation
Form resets with default values

What Gets Created:

Assignment records with template, student, classroom, due date
Status: "pending" (awaiting student video submission)
Links to classroom and template

Common Features

Search Functionality

Available For:

Templates (skills checkoffs)
Classrooms
Targets (students, preceptors, locations)
Evaluators (students, preceptors)

How It Works:

Real-time filtering as you type
Searches name, email, and description fields
Case-insensitive
Multi-word search supported
Debounced for performance (300ms delay)

Sorting

Available For:

Targets table
Evaluators table
Students table (skills checkoffs)

How It Works:

Click column header to sort
Toggles between ascending (A-Z) and descending (Z-A)
Visual indicator shows sort direction
Applies to currently displayed items

Bulk Selection

Select All:

Checkbox in table header
Selects/deselects all currently visible items
Respects search filters
Updates selection state immediately

Individual Selection:

Click rows to toggle selection
Click checkboxes directly
Selection persists through sorting
Search filters affect available items

Form Validation

Required Fields:

Evaluation Template (evaluations)
Skills Checkoff Templates (skills checkoffs)
Classroom (varies by template type)
Targets (at least one)
Evaluators (at least one, unless self-assessment)
Due Date

Validation Messages:

Error toasts for missing required fields
Clear indication of what's needed
Submit button disabled until valid

Form Reset

After Successful Submission:

Template selection cleared
Classroom selection cleared
Target selection cleared
Evaluator selection cleared
Due date reset to 7 days from today
Search fields cleared

Assignment Workflow

Evaluation Assignments

Assignment Created: Record in evaluation_assignments table
Evaluation Record: Record in evaluations table with status "pending"
Student/Evaluator Notification: Assignment appears in "My Evaluations"
Completion: Evaluator completes evaluation form
Submission: Evaluation status changes to "submitted" or "pending_review"
Review (if needed): Administrator reviews self-assessments
Finalization: Status becomes "approved" or "rejected"

Skills Checkoff Assignments

Assignment Created: Record in skills_checkoff_assignments table
Student Notification: Assignment appears in "My Evaluations" → Skills Checkoffs
Video Submission: Student uploads video demonstration
AI Processing: System analyzes video and generates initial grades
Educator Review: Educator reviews and finalizes grades
Completion: Status becomes "finalized"

Best Practices

For Evaluations

Template Selection: Choose templates that match your assessment goals
Classroom Organization: Use classrooms to group related assignments
Bulk Assignment: Select multiple targets/evaluators for efficiency
Due Dates: Set realistic due dates (default 7 days)
Self-Assessments: Use self-assessment mode for student reflection
Prevent Self-Evaluation: System handles this automatically

For Skills Checkoffs

Multiple Templates: Assign multiple templates to students efficiently
Classroom-Based: Always assign within a classroom context
Bulk Student Selection: Select multiple students for batch assignments
Due Dates: Allow adequate time for video recording and submission
Template Organization: Use descriptive template names

General Tips

Search First: Use search to find specific items quickly
Sort for Clarity: Sort tables to organize selections
Verify Selections: Check selected counts before submitting
Classroom Context: Understand how classroom selection affects available options
Template Types: Know the difference between target types
Due Date Planning: Set due dates that align with curriculum schedule