Define questions and criteria for evaluating students, preceptors, or locations with support for multiple grading systems and custom scoring rubrics

Evaluation Templates

Evaluation templates define the questions and criteria used to evaluate students, preceptors, or locations. These templates support multiple grading systems, custom scoring rubrics, and curriculum objective mapping.

Overview

Evaluation templates are structured forms used to assess performance, quality, or satisfaction. They can target students (evaluated by preceptors), preceptors (evaluated by students), or locations (evaluated by students or preceptors). Templates support various grading methods and can be mapped to curriculum objectives.

Creating Evaluation Templates

Basic Template Creation

Navigate to Templates page
Click "Create Evaluation Template" or "New Evaluation Template"
Configure template settings:
- Template Name: Descriptive name (e.g., "Mid-Rotation Student Evaluation")
- Target Type: Who is being evaluated (Student, Preceptor, or Location)
- Grading Type: How responses are scored
- Score Type: Final score format (Pass/Fail or Percentage)
- Active Status: Whether template is available for use
Add questions/items to the template
Optionally select a curriculum template for objective mapping
Click the Save button (floating action button in bottom right)

Template Settings

Template Name:

Required: Descriptive name for the template
Auto-save: Auto-saves when you blur the field (in edit mode)
Best Practices: Include target type and evaluation purpose in name

Target Type:

Student: Evaluation of students by preceptors
Preceptor: Evaluation of preceptors by students
Location: Evaluation of clinical locations by students/preceptors
Auto-save: Saves immediately when changed (in edit mode)
Impact: Determines available AI generation guidance

Grading Type:

Satisfactory/Unsatisfactory: Binary pass/fail (0 or 1)
Likert Scale: 1-5 point rating scale
Custom Scoring: Institution-specific scoring rubrics
Auto-save: Saves immediately when changed (in edit mode)

Score Type:

Pass/Fail: Final result is pass or fail
Percentage: Final result is a percentage (0-100)
Auto-save: Saves immediately when changed (in edit mode)

Active Status:

Active: Template available for assignment
Inactive: Template hidden from assignment options
Toggle: Use switch to enable/disable
Auto-save: Saves immediately when toggled (in edit mode)

Custom Scoring Rubric:

Optional: Select or create custom scoring rubric
Purpose: Define institution-specific scoring values
Management: Create, edit, or switch rubrics from template
Auto-save: Saves immediately when changed (in edit mode)

Curriculum Template Selection

Optional: Select a curriculum template to enable curriculum objective mapping
Purpose: Links evaluation questions to curriculum objectives
AI Features: Required for AI-powered curriculum mapping and template generation
Single Selection: Only one curriculum template can be selected per evaluation template

Adding Questions and Items

Question Types

Questions:

Standard evaluation questions/statements
Can be mapped to curriculum objectives
Scored based on grading type
Ordered sequentially

Headers:

Section dividers for organizing questions
Not scored or mapped to objectives
Used for grouping related questions
Helpful for long evaluation forms

Manual Question Entry

Add Individual Questions:

In the "Add New Question" section:
- Item Type: Select "Question" or "Header"
- Question Text: Enter the evaluation statement or header text
- Curriculum Mapping: Optionally map to objectives (questions only)
Click "Add Question" button
Question is immediately saved to database (in edit mode)

Question Properties:

Text: Required, clear evaluation statement
Type: Question (scored) or Header (organizational)
Order: Automatically assigned, can be reordered via drag-and-drop
Auto-save: Question text auto-saves when you blur the field (in edit mode)

Best Practices for Questions:

Write as statements, not questions (e.g., "Demonstrates effective communication" not "How well does the student communicate?")
Focus on observable behaviors or qualities
Be specific and measurable
Match language to target type (student/preceptor/location)

Bulk Import Questions

CSV/Excel Import:

Click "Import" button in the Questions section
Select "Import questions (.xlsx, .xls, .csv)"
Choose your file (CSV, XLS, or XLSX format)
File must contain a "question_text" column (required)
Optional columns:
- item_type: "question" or "header" (defaults to "question")
- question_order: Number for ordering (auto-assigned if missing)
Questions are automatically imported and saved

Import File Format:

Required Column: question_text (or text)
Optional Columns: item_type (or type), question_order (or order)

Example CSV:

question_text,item_type,question_order
Communication Skills,header,1
Demonstrates effective verbal communication,question,2
Listens actively to patients and team members,question,3
Clinical Skills,header,4
Performs assessments accurately,question,5

Download Template:

Click "Import" → "Download template (.xlsx)" or "Download template (.csv)"
Template includes example rows and proper column headers
Use as starting point for your import file

AI Template Generation

Generate Complete Template with AI:

Requirements:

Pro plan subscription
Educator AI enabled for your institution
Curriculum template selected
Target type configured

Process:

Configure template settings (name, target type, grading type)
Select a curriculum template
Enter a detailed description of your evaluation:
- Evaluation purpose (e.g., "mid-rotation evaluation")
- Student/rotation context
- Focus areas or competencies to assess
- Specific evaluation goals
Click "Generate Evaluation Template"
AI generates 15-25 evaluation statements with:
- Target-appropriate language and focus
- Appropriate item types (questions and headers)
- Curriculum objective mappings
- Logical organization
Review generated questions in the dialog
Select/deselect questions to include
Click "Add X Selected Questions" to add to your template

AI Generation Tips:

Be specific about evaluation purpose and context
Include target type information in description
Mention key competencies or focus areas
AI adapts language based on target type (student/preceptor/location)
AI creates organized sections with headers

Target-Specific AI Guidance:

Student Evaluations: Focus on clinical skills, professionalism, communication
Preceptor Evaluations: Focus on teaching effectiveness, feedback quality, support
Location Evaluations: Focus on learning environment, resources, safety

Editing Questions

Modifying Question Properties

Edit Question Text:

Click in the question text field
Make changes
Changes auto-save when you blur the field (in edit mode)

Change Item Type:

Use dropdown to switch between Question and Header
Headers cannot have curriculum mappings
Changes save immediately (in edit mode)

Reorder Questions:

Drag questions using the grip icon (⋮⋮)
Drop in desired position
Order updates automatically
Changes save immediately

Curriculum Mapping

Manual Mapping:

Click "Map to objectives..." button for a question
Search objectives by name or ID
Select/deselect objectives using checkboxes
Use "Select All" to select all filtered objectives
Use "Clear All" to remove all mappings
Mappings save automatically in the background

AI-Powered Mapping:

Individual Question Mapping:

Click the sparkles icon (✨) next to a question
AI analyzes the question text
Maps to 3-5 most relevant curriculum objectives
Mappings save automatically

Batch Mapping (Map All):

Click "AI Map All" button
AI maps all unmapped questions in one batch
Processes all questions simultaneously
Shows progress and completion status
Mappings save automatically

AI Mapping Requirements:

Pro plan subscription
Educator AI enabled
Curriculum template selected
Questions without existing mappings are prioritized

Mapping Best Practices:

Review AI suggestions and adjust as needed
Focus on direct question-to-objective alignment
Consider both competency and subcompetency levels
Map 2-4 objectives per question for good coverage

Deleting Questions

Individual Deletion:

Click the trash icon (🗑️) next to a question
Confirm deletion in the dialog
Question is immediately deleted from database (in edit mode)
Order automatically adjusts for remaining questions

Bulk Deletion:

Select multiple questions using checkboxes
Click "Delete Selected" button
Confirm deletion in the dialog
All selected questions are deleted immediately
Order automatically adjusts

Deletion Warning:

Deleting questions is irreversible
Historical evaluation data may reference deleted questions
Cannot be recovered after deletion

Custom Scoring Rubrics

Understanding Custom Scoring

Purpose:

Define institution-specific scoring values
Create custom labels and score ranges
Support unique evaluation needs
Maintain consistency across templates

When to Use:

Standard grading types don't meet your needs
You need custom score labels (e.g., "Exemplary", "Developing", "Needs Improvement")
You want specific score ranges for each level
Institution has established scoring rubrics

Creating Custom Rubrics

Create New Rubric:

Click "Custom Scoring" section in template settings
Click "Create New Rubric" button
Enter rubric name
Add scoring values:
- Label: Text label (e.g., "Exemplary", "Proficient")
- Score: Numeric value (typically 0-100)
Click "Add Value" for each scoring level
Click "Save Rubric" to create
Rubric is automatically assigned to template

Scoring Value Properties:

Label: Required, descriptive text for the score level
Score: Required, numeric value (typically 0-100)
Order: Values are ordered by score (lowest to highest)
Auto-save: Changes save automatically when you blur fields

Rubric Management:

Switch Rubric: Select different rubric from dropdown
Edit Rubric: Modify existing rubric values
Delete Rubric: Remove rubric (only if not used by other templates)
Create New: Create additional rubrics as needed

Editing Custom Rubrics

Modify Values:

Edit label or score in the value fields
Changes auto-save when you blur the field
Order updates automatically based on scores

Add Values:

Click "Add Value" button
Enter label and score
Value is added and saved immediately

Remove Values:

Click X button next to value
Value is removed immediately
Cannot remove if it's the only value

Save Rubric:

Click "Save Rubric" to persist all changes
Rubric updates apply to all templates using it
Success notification confirms save

Auto-Save Features

Automatic Saving

Template Metadata:

Name, target type, grading type, score type, active status auto-save on change
Custom rubric selection saves immediately
1-second debounce delay for text fields
No manual save required for metadata

Question Properties:

Question text auto-saves when you blur the field (in edit mode)
Item type changes save immediately
Question order updates save immediately on drag-and-drop
1-second debounce delay for text fields

Curriculum Mappings:

Save automatically when you change selections
Background save process
Success notification appears when complete

Custom Rubric Values:

Label and score changes auto-save on blur
Add/remove operations save immediately
Rubric save button persists all changes

Manual Save

When to Use Manual Save:

After making bulk changes
When adding new questions (in create mode)
To ensure all changes are persisted
Before navigating away

Save Button:

Floating action button in bottom right corner
Shows spinner while saving
Navigates back to templates list when complete

Bulk Operations

Multi-Selection

Selecting Questions:

Use checkboxes to select individual questions
Click "Select all" to select all visible questions
Selection persists during editing

Bulk Actions:

Delete Selected: Remove multiple questions at once
Selection count shown in action buttons

Import/Export

Import:

CSV, XLS, or XLSX file formats
Bulk add questions from spreadsheet
Automatically creates template if in create mode
Supports both questions and headers

Export:

Download template file for reference
Use as starting point for imports
Includes example data and column headers
Available in both XLSX and CSV formats

Drag-and-Drop Reordering

Reorder Questions:

Click and hold the grip icon (⋮⋮) on a question
Drag to desired position
Drop to place question
Order updates automatically
Changes save immediately

Visual Feedback:

Drag preview shows question being moved
Drop zone highlights when hovering
Smooth animation during reordering

Curriculum Objective Mapping

Understanding Mappings

Purpose:

Links evaluation questions to curriculum objectives
Enables accreditation tracking
Demonstrates curriculum coverage
Supports program outcome reporting

Mapping Structure:

Each question can map to multiple objectives
Objectives come from selected curriculum template
Mappings show competency and subcompetency IDs
Searchable by name or ID

Mapping Interface

Search and Filter:

Search by objective name or ID
Real-time filtering as you type
Shows matching objectives only

Selection Controls:

Select All: Select all filtered objectives
Clear All: Remove all mappings for question
Checkboxes for individual selection
Selected count displayed

Objective Display:

Shows competency ID and name
Shows subcompetency ID and name (if applicable)
Selected objectives highlighted
Sorted with selected items first

AI Mapping Details

How AI Mapping Works:

AI analyzes question text
Compares against available curriculum objectives
Identifies 3-5 most relevant matches
Returns objective IDs
System matches IDs to objectives
Mappings saved automatically

AI Mapping Quality:

Prioritizes direct question-to-objective alignment
Considers question context and target type
Balances coverage across competencies
Limits to 5 objectives per question for focus

Fallback Behavior:

If AI doesn't return valid IDs, uses semantic matching
Semantic matching finds objectives with similar keywords
More conservative than AI matching
Limited to top 3 semantic matches

Best Practices

Template Design

Clear Naming: Use descriptive template names that indicate purpose and target
Appropriate Scope: Include 15-30 questions per template for manageability
Logical Organization: Use headers to group related questions
Target-Appropriate Language: Match question language to target type
Curriculum Alignment: Map questions to relevant objectives for accreditation

Question Creation

Statement Format: Write as performance statements, not questions
Observable Behaviors: Focus on specific, measurable behaviors or qualities
Clear Language: Use precise, unambiguous language
Appropriate Scope: Match question complexity to evaluation context
Comprehensive Coverage: Include assessment, technical, communication, and professional questions

Grading Configuration

Choose Appropriate Type: Select grading type that matches evaluation needs
Custom Rubrics: Create custom rubrics for institution-specific needs
Score Type: Choose Pass/Fail for simple assessments, Percentage for detailed scoring
Consistency: Use consistent grading across similar templates