Assessment Feature

Below you will find instructions on how to utilize the assessment feature within Link2Feed.

This article covers the following topics:

• Assessment Feature
  
  • How do I get access to the Assessment Feature?
  • How do I add an Assessment?
  • How do I add an Assessment Question?
  • How do I add an Assessment Section?
  • How do I set up an Assessment Framework?
  • How do I set up an Assessment Run?
  • How do you perform an Assessment?
  • How do I view Assessment Cycles?

Assessment Feature

This feature allows you to create questions you may want to ask clients when they come in for a visit. 

How do I get access to the Assessment Feature?

To be able to view the assessment feature, users need to have the user role(s) of:

• Assessor - this role gives a user access to see the Assessment tab in a user's profile.
• Assessment Administrator - this role gives the user the ability to create assessments.

How do I add an Assessment?

This section will go over the beginning steps of creating an assessment, including the title and introduction.

1. Click on the New Assessment button within the Assessment Configuration section.
2. Name: Type in the name of your assessment.
3. Prompt: This is what the user should say when asking the client if they'd like to participate in the assessment. It usually provides them with enough information to discern if they'd like to take the assessment (e.g. how short it is, how it will benefit the client, etc.).
4. Introduction: This will show up underneath the title of the assessment should the client agree to participate.
5. Settings: Allows you to edit the settings of the assessment. 
6. Use Section Totals categorizing totals into separate sections.
7. Use Full Assessment Totals: doesn't aggregate totals and you can't use sections
   Structure Type: by household or individual.
8. Click on the Save button to save your changes or Cancel to discard them. 

How do I add an Assessment Question?

1. Go to Assessments under the Administration heading.
2. Select the assessment you would like to add a question to.
3. Click on the New question button to add a question.
4. Enter your question in the Content area
5. Type: There are seven types of response types available:
   • Single Choice (Choose One): the user may only select one answer from the options provided.
   • Multiple Choice (Choose All That Apply): the user may select any applicable answer from the options provided.
   • Rating Scale: choose the minimum and maximum values, as well as the interval at the numbers, which should go up (e.g. 1 to 5).
   • Likert Scale (Agree/Disagree).
   • Simple Text.
   • Multi-Line Text.
   • Yes or No.

5. If you select a type that requires options, click on the Add Option button.

• • Value: what will appear in reports and exports. These will also be added up after each assessment. If you are using section totals, these will be added by section.
  • Label: leave this blank if you want the same wording in reports and exports to appear in the assessment. If you would like to override this appearance, type in what you would like it to say in the assessment.

6. Click on the Save button to save your changes or Cancel to discard them. 

If you would like a "N/A" option added, check the checkbox beside that label.

Manually typing "N/A" as an option will not represent the same thing, as it will be counted as a response and can skew the data.

How do I add an Assessment Section?

1. Go to Assessments under the Administration heading.
2. Click the blue Folder icon button beside the assessment you want to add questions to.
3. Click on the Sections button to manage sections.
4. Click on the Save button to save your changes.
5. Click on the Use section totals button to add a new section.
6. Type in the name of your new section and click on the Save button to save your changes or Cancel to discard them.

If you cannot see the Sections button, it is possible that you do not have section totals enabled for this assessment. To enable section totals, click on the Edit button to edit assessment details. 

How do I set up an Assessment Framework?

After creating an assessment, adding assessment questions, and creating sections, you'll want to design a framework to specify how many times you want your assessment to run, and how many days should be between each assessment. If there is no fixed number of assessments, select Unlimited Assessments.

1. Go to Assessments under the Administration heading.
2. Click on the New Framework button under the Framework Configuration section.
   • Name: type in a title for the framework; it should reflect the type of framework you're trying to create.
   • Unlimited Assessments: Select this if there is no limit to how many assessments will be run.
   • Days Between Unlimited: This will appear if you select Unlimited Assessments. Type in the number of days between each assessment.
   • Days Between: How many days between this set of assessments.

How do I set up an Assessment to run? 

1. Go to Assessments under the Administration heading.
2. Click on the New Run button under the Assessment Run Configuration section.
   • Assessment: Which assessment is being run. 
   • Framework: Which framework is being applied to the assessment. 
   • Allow the assessment period to be extended: Select this if extensions are permitted for the assessment.
   • Allowed Extension Days: How many days the assessment can be extended.
   • Number of Extensions Allowed: How many times the client can get an extension.
   • Allow Early Submission: Select this if the client is permitted to complete the assessment early.
   • Number of Early Submission Days: How many days early the client is allowed to complete the. assessment.
   • Allow assessment Cancellation: Select "Yes" if the user can cancel the assessment.
   • Start on/End on: date(s) that the user can see and access the assessment.

End Date If someone has started an assessment, they will be able to continue it to the end, or, if using unlimited cycles, they could continue indefinitely.
End date only matters when users can start a NEW assessment.
For concerns about the assessment running indefinitely, we recommend having a fixed number of cycles.

365 Day Access:
They do not need to access it on that day or they miss their chance; they simply will not be able to access until at least 365 days have passed since the previous assessment.
For an assessment taken on March 16 2021, they will not be able to access until March 16 2022. For an assessment taken March 15 2020, they are due on March 15 2021 but can access it on March 16 2021.

No end date: Select this if an end date is not required.

3. Click on the Save button to save your changes or Cancel to discard them. 

How do you perform an Assessment?

1. Search for the desired client. Click on the client's Assess tab. 
2. Click on the New Assessment button to see a list of available assessments. 
   • Schedule Assessment: Select a date for this assessment to be taken.
   • Take Now: Begin the selected assessment now.
3. Once the assessment begins, the user can answer the questions in the assessment. Click on the Save button to save and review your changes or Cancel to discard them.
4. When you save your answers, you will be able to review them. This will let you evaluate scores for any Single Choice and Multiple Choice questions. If you are using section totals, these scores will be divided by section.
5. Once these answers have been reviewed you can click Edit to make changes to your answers.
6. Clicking on Complete confirms your answers.

Example: If you had 3 scheduled assessments a month apart starting on September 3rd.

03-09-2019 current
03-10-2019
03-11-2019

If you started 03-09-2019 and got to the end screen with complete/delete and clicked the delete, then the scheduled assessment for 03-09-2019 would be canceled, you would have to then wait until 03-10-2019. You will not be able to do 03-09-2019 again.

Locking Assessments As soon as the first client takes an assessment, that assessment becomes locked. It can no longer have questions or sections added or edited. It can still be assigned to new assessment runs.

A Note on Modifying Scheduled Assessments

Assessments are initially scheduled to respect all framework interval rules (days between assessments), however, these rules are not enforced if a user changes the date of an existing assessment. If a cycle has 3 scheduled assessments and a user reschedules the date of the second assessment, the date of the first and third assessments will not be automatically changed to respect the interval specified in the framework.

Modifying scheduled dates may be necessary for any number of reasons, but the system cannot make an informed assumption about what needs to be done with secondary dates in the cycle as a result of that change. The reason for making that change rests with the user who conducted the update, and as such the responsibility for adjusting any other schedules rests with them. Take care when modifying scheduled assessment dates to ensure the integrity of your scheduling system.

How do I view Assessment Cycles?

1.  Go to Assessments under the Administration heading.
2. Click on the View Assessment Cycles on the top right of the main assessments page.
3. Set up your filter.
   • Location: agency where the assessment took/will take place.
   • Start Date / End Date: date range of assessments completed or scheduled to be completed.
   • Overdue: check off if you'd like to include overdue assessments.
4. Click on Filter
   • Assessment Name: the name of the assessment.
   • Client Name: the name of the client who took the assessment.
   • Scheduled Assessment #
     • The status of the assessment.
     • The date the assessment has been or will be taken.
     • The agency where the assessment was taken.
5. You can also use the tools on the top right of the table to:
   • Copy: copy the table to paste into another document.
   • CSV: download the results in a CSV.
   • Print: print the results.