UHCOM evaluate Form Assignments

Assigning Forms

  1. To assign a form, click on the form and click Assignments. The information shown in the listing will be specific to your selected form.
  2. The Add button lets you assign evaluation forms to be completed.
  3. The Update button allows you to update existing evaluation form assignments.
  4. The View Forms button will allow you to view the forms assigned with the evaluation.
  5. The More > Mark Evaluations as Complete button will find saved evaluations that have a draft and mark them as complete.
  6. The More > De/activate button allows you to deactivate form assignments that you no longer need evaluators to fill out, or activate assignments at a later date.
  7. The Availability button allows you to filter for the assignments you would like to see.
    • Non-Expired Assignments shows the evaluation assignments that are still available to fill out.
    • Expired Assignments shows past evaluation assignments, those where the “Available To” date has passed.
  8. Assignments will normally have a white background, which will turn blue when selected. Assignments that have a red background are incomplete. You can update those assignments to finish the setup process.
  9. The listing will show you the Name of the evaluation, the Evaluation Form Type, and the Available From and To dates.
    • After the Available To date has passed, you will need to change the Availability filter to see that form assignment.
  10. Each assignment also has an Info column that will show a sample of the evaluators and the number of evaluations they have assigned. Clicking on the blue info circle will bring up a full list of evaluators and evaluees.

Form Assignment Advanced Options

These options will remain the same for all evaluation types. They are found in Step 1 of each form assignment. Please note, the Basic Options will likely cover most assignment situations you will encounter. Advanced Options give you even greater control, but use them only if the Basic Options do not cover the type of assignments you need.

  1. The Perpetual option allows the evaluator to fill out the evaluation multiple times, throughout the end of the term.
    • Should be picked only for non-scheduled evaluation types. Most commonly this is used with free pick evaluation types.
    • Reminders are NOT sent when Perpetual is selected.
  2. The Anonymous option conceals the evaluator’s identity in reports.
    • By selecting this option, you will be able to view those who still need to complete their evaluations, but you will not be able to see the evaluator’s information on completed forms.
  3. The Updateable option makes the evaluation available to update, even after it has expired.
  4. The Require Release option means that users will not be able to see evaluations in reports until an administrator releases them.
    • Releasing an evaluation can be done in the Completed tab of the evaluation’s interface.
    • Administrators will continue to be able to view all evaluations in reports before they are released.
  5. When Hide Evaluation Details for Evaluee is selected, evaluees will not be able to see the details of the evaluation in reports. They will have access only to the overall score.
  6. By selecting Disable Sending Reminders, notifications will not be created and sent to those who need to complete their evaluations.
    • If this option is not selected, notifications will be created when the evaluation is available to be filled out.

Assigning Basic Evaluations

Basic evaluations are the most common. Here you will set the availability window and select the users who will be filling out the evaluation as well as who or what they will be evaluating.

Step 1: Initial Configuration

  1. From the Forms listing, click on the form you wish to assign, then click Assignments. Click Add.
  2. Select the Basic Evaluation Type. If Basic is the only option available for this evaluation form type, it is already selected and will not show on the screen.
  3. Name the form assignment. The name will automatically populate with the name of the form and the date the assignment was created. It is recommended to make the name as specific as possible. You can click in the name box to edit it.
  4. Select Available From and Available To dates.
  5. You have the option to enter a Reminder Custom Message. This will be included in all reminders regarding this form assignment.
  6. For information about the options listed below, see the Form Assignment Options section.
  7. When you have finished, click Next.

Step 2: Select Evaluators and Evaluees

  1. Click Add to add an evaluator. The first column of the listing will always designate the evaluator.
  2. Select your Evaluator at the top of the form. Then, select the evaluees that you wish to be evaluated. In our example, the evaluees are students.
  3. Click Finish when you are done with the evaluator.
  4. If you would like to add more evaluators, repeat steps 1-3.
  5. When you are completely done adding evaluators, click Finish to complete the Form Assignment.Warning: Clicking Back at this point, without first finishing the assignment, will cause you to lose your selections.
  6. Your Form Assignment will now show in the listing. If the Form Assignment is red, please confirm that you have followed all the steps above.

Assigning Self Evaluations

Unlike Basic evaluations, in Self evaluations, the evaluee is already determined.

For that reason, in Step 2, simply check the evaluators and select Finish.

Assigning Free Pick Evaluations

Free Pick evaluations allow the evaluator to select who or what they are evaluating. Here you will set just the availability window.

For this example, we will be showing a Faculty Peer Evaluation, but know that each step is the same for all free pick evaluations.

Step 1: Initial Configuration

  1. From the Forms listing, click on the form you wish to assign, then click Assignments.
  2. Click on Add. Select the Free Pick Evaluation Type. If Free Pick is the only option available for this evaluation form type, it is already selected and will not show on the screen.
  3. Name the form assignment. The name will automatically populate with the name of the form and the date the assignment was created. It is recommended to make the name as specific as possible. You can click in the name box to edit it.
  4. Select Available From and Available To dates.
  5. You have the option to enter a Reminder Custom Message. This will be included in all reminders regarding this form assignment.
  6. For information about the options listed, see the Form Assignment Options section.
    • If evaluators will be evaluating multiple people, be sure to select the Perpetual option so that they can complete the evaluation multiple times.
  7. When you are done, click Finish. The evaluation will be sent out to all users within the group. In our example, it would be sent out to all faculty members.