ClearCompany Learning: Evaluation Learning Objects

Evaluation learning objects are multi-point, scorable, knowledge check objects with User & Manager sign-off. In this article, we dive into how evaluations are used and how to create one.

In this article:
Evaluation Overview
Creating an Evaluation Object
Evaluate Users
Additional Tabs
Additional Information

Evaluation Overview

Evaluations are considered simple or independent objects, which are objects that can stand alone as their own training item. Evaluations are helpful if a user is required to certify that they have demonstrated each skill in the training. Use cases include:

• Safety checklist where the learners need to show how to perform a task with a supervisor/manager observation.

• Heavy machinery operators who must perform a safety check and make sure to check all the items that are in the evaluation (lights, brakes, alarms, etc).

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Creating an Evaluation Object

Follow the steps below to create an Evaluation learning object.

General Evaluation Authors Tags Prerequisites Equivalencies Instance Management User Access Group Access

1. From the administration dashboard click Learning Objects > Manage Objects > +Add Objects.
   
2. Click Evaluation.
   
3. Complete all required fields to open the creation wizard. Required fields are noted with Yellow text boxes:
   
   1. Object Name: This is what the object will be named. Required.
   2. Description: A description that will appear on the object detail page. If pasting from another software the formatting will not transfer.
      
   3. Duration: ClearCompany Learning recommends the format for duration HH:MM:SS - this is visible to the User on the object detail page.
      
   4. Duration in Seconds: This field is not displayed in the front end. This is seconds to complete this learning object. It will populate on the user's transcript.
   5. Owner Group: The group responsible for managing this object. Required.
   6. Keywords:  Any keywords this object is relevant to, this will help when users search for any associated training. Keywords are not visible from the front end.
      
   7. Certificate Template: Choose the certificate to be awarded after completion of the learning object.
   8. Require Items be Completed in Order: An evaluation object can have multiple items or steps. When The Require Items Be Completed in Order is set to YES, users must complete the evaluations in order.
   9. Completion Emails Enabled: If enabled, ClearCompany Learning will send an email notification to any User who completes the applicable object. The template for this can be edited by Superadmins in Settings> Email Templates.
   10. Pre-Approval Enabled: Choosing Yes allows the administration teams to allow or deny Users from partaking in learning objects. See below for more information.
       
   11. Object Release Date: If a User tries accessing the object before the release date, they will not be able to open it and will see the message “This training has not been released.''
       
   12. Object Expiration Date:  If a User tries viewing the object after the expiration date, they will not be able to access it and will see the message, “This training has expired”.  If an object has a passed expiration date, it will show as “expired”.
   13. Comments: The comment box is for back-end purposes only. Comments are useful for any notes you need to keep a list of for this specific object such as updates, last revisions, etc.
   14. Status: By default, all learning objects start out in Draft status. There are four object statuses in the system.
       1. Draft: An initial status that allows for the deletion of steps to complex objects. The status cannot be switched for an object that is active or inactive to DRAFT) this applies to: Course, Curriculum, and Success Track object types.
       2. Active: Allows objects to display to users.
       3. Inactive: This status will completely remove the object from view on the front-end, it will still be available for reporting and admins.
       4. Expired: This status removes the object from the front end. Users who have completed an object that is “Expired” will be able to view the objects under their completed training list and download their completion certificates. 
4. Click Save to Continue.

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*General Extra

Once you save the learning object, the fields above can be edited, and the additional fields below can be edited as well.

1. Update Object Image: Choose a file to show as the thumbnail for this object.
2. View On Front End: Click this link to view the object from the Front End User experience.
3. View Smart Report Card: Click to view a smart report for this class object.
4. Evaluate Users: This allows users to see the evaluation for the users that it has been assigned.
5. View Pre-Approval: Click to view pre-approvals for this object.
6. Generate QR Code: This will generate a QR code for the object which will allow users to:
   • Download and display where employees are able to scan it.
     • Users will be redirected to their default browser, they will need to enter their credentials.
     • Users can view/take the training.
   • Keep in mind:
   • QR Codes cannot be generated in bulk.
   • Users must have access to the learning object.

The Evaluation tab allows users to create the evaluation the user will have to complete.

1. Name: The name for the main ITEM or step.
2. Description: The description of the evaluation. This is used if the evaluation requires specific instructions the users must follow.
3. Active: If users would like to make this evaluation active.
4. Require User Comment: When YES, it will require the users to enter a comment and they won’t be able to submit that item and/or move to the next item in the evaluation until they enter a comment.
   
5. Require Manager Signoff: When Yes, their direct manager will be notified that the users completed an item in the evaluation and needs the manager sign off on the administration side.
   
6. Allow User File Upload: Users can be required to upload a file (a picture, a certificate, a signed document, etc) related to the evaluation items. If this is required, the users won’t be able to complete the evaluation until they upload a file.

A User or outside contributor can be included as an Author.  

User	Add Users based on the Users inside the learning platform.
Faculty	Add Faculty, based on any Faculty created under Resource.

Users can associate Tags to the curriculum, relevant Tags help Users find specific training. Tags are visible on the front end and searchable/clickable. For more information on Tags check out:  ClearCompany Learning: Tags and Tag Types.

This will require users to complete one or more objects before they can take the newly created object.

• Complete the fields below
  • Prerequisite Name
  • Prerequisite Description
  • Active
• Then click Add. This will refresh the page with the name of the prerequisite. Clicking Items allows you to assign an object to the prerequisites.
• Prerequisites do NOT apply to objects when they are added as steps in a complex object (course, success track, or curriculum).

Adding equivalencies to an object allows learners to skip training if they have already completed similar training.

• Any object type, simple or complex, can be made equivalent to any other object type.
• Learners will still have the option to complete an object even if they have completed an equivalent object.
• Multiple objects can be added to an equivalency so that a learner needs to complete all the equivalent objects before they are given the option to skip.

How does a skipped object appear in reports and throughout the site?

A skipped object

• My Learning: Shows as complete
• User record: Shows as "skipped"
• Smart report run on the object: Shows the user has completed the object
• Smart report on the user: Shows the object under completed
• The custom activity report shows “LMS Object Status” as skipped, but there will be a started and completed time even though it was technically never started or completed. The Learning platform tracks it via a Record ID it will associate the info to satisfy the records in the report.

Instance Management allows learners to start new instances of a previously completed object without the need for reassignment. This allows only one instance of SCORM/AICC objects to be open at one time. Unless the initial session is closed:

• If the learner attempts to launch another object, they will see a message saying another course is open at this time and will require them to close that session and wait two minutes prior to accessing another.
• When Instance Management is enabled for the curriculum:
  • Users will only have 1 completion per instance allowed. Users could register to multiple schedules for the same class, but once they attend/get a completion, that instance is complete and they will need to use another instance to register/get a new completion.
    
    

This allows admins to add or remove Users who have access to this object from the front page.

This allows admins to add or remove groups that can see the Learning Object in the “All Training” library on the Front End.

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Evaluate Users

Once an evaluation has been created, users with the Evaluate Users rights can Evaluate users.  Users manage evaluations that are Pending Manager Sign-off so they can approve or deny the users.

Guide

1. Users with the Evaluate Users rights, can navigate to Learning Objects, and click Evaluate Users.
2. This allows Manager/Administration teams to review the step statuses for learners.
3. Users can click the Pencil Icon, on the evaluation and user they would like to evaluate.
   • Review Evaluations: The first window will display all the evaluations the user needs to complete.
4. Clicking into an evaluation will display:
   • Description: The description of the evalution.
   • User Sign-off: This will display the time the user signed off on the evaluation.
   • Manager Sign-off: If a manager needs to sign-off on the evaluation they will be do so here.
   • Score: The score being given to the users evaluation.
   • Manager File: If a manager/user would like to upload a file to attach it to this evaluation.
   • User Comment: This will display user comments.
   • Manager Comment: The manager/user can add comments and select to send the user the comment via email.
5. Save: Save the evaluation steps.

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Additional Tabs

*Pricing

This section is used for companies utilizing e-commerce. When the e-commerce module is turned on, prices for learning objects can be set. To learn more about e-commerce, check out: ClearCompany Learning: E-Commerce Add-On.

Pre-Approval

When pre-approval is enabled, users with the correct rights can navigate to Learning Objects - Pre-Approval. This will allow users with the "Pre-Approval" rights to Approve or Deny users requesting access to a learning object.

Additional Information

Manage Cloning

From the Manage Objects dashboard, Learning Objects > Manage Objects, users can:

1. Filter by:
   • Author
   • Status
   • Type
   • More Filters allows you to add tags as filters.
2. When users find the object they need they can click the pencil icon to edit the object.

Cloning allows users to copy objects that they have already created in the system.

Note:

To clone objects, an account role must have both the Add Objects and Edit Objects rights in the system.

1. To clone an object, select the Clone Object button on the bottom right corner of the General tab within the learning object.
2. Additional Options: the following options do not carry over by default, checking the box includes it in the clone. 
   • Pricing (if using E-commerce)
   • User Access
   • Group Access
3. Click Clone.
4. The cloned object by default will be in Draft status.