With great power comes great responsibility. 🧞‍♂️ For every application that's submitted to your school, there's an evaluation waiting to happen – the life-changing decision of whom to admit for the upcoming school term. And if you have a well-oiled admission "machine" in terms of generating leads and chasing conversions, the result is a lot of evaluating and deciding to do! 😅

We're here to help, so using FULL FABRIC will simplify the analysis of this overwhelming inflow of data by centralising information and giving you the ability to create fully customisable evaluation templates, draw the line at who gets access to certain data, and, of course, evaluate submitted applications with ease and comfort! 😄🚀🚀

What’s an evaluation?

Simply put, evaluations are forms which can be added to an applicant's application and are only visible and available to staff. You can create individual or team evaluation templates and edit each template's fields and sections in the same way as any other schema. Applications can have an unlimited number of evaluations – consequently, aside from evaluating the application form itself, you could also conduct an academic review, a general eligibility screening, an interview scorecard, a final assessment, etc. It's a tool built for versatility!

How do I create, duplicate or edit an evaluation template?

Evaluating someone is by, necessity, a structured process, as consistency is vital – candidates must be subject to the same criteria and rating systems. ⚖️ Besides, having templates to work with sets clear rules and expectations to evaluators. On that account, everything starts by having templates that are ready to use.

To access your school's library of evaluation templates:
     1) Click the gear on the top right-hand corner and then General settings
     2) Enter the tab Institution
     3) Go to Evaluation templates

The overview is composed of three columns: the NAME and TYPE of the template, and how many EVALUATIONS have hitherto been made from it. The functions are equally straight-forward, but we'll break them down anyway. 😘

To create a new evaluation template:

     1) Click Create a new template
     2) Define a NAME
     3)
Press Create template and add more info

The content of an evaluation template is split into two tabs: Details, where you can tweak the Name and determine what Type a given template is, namely an individual evaluation or a team evaluation; and Schema, where you design the input fields to appear in the form. We'll expand on Type in a bit, but to learn all about creating a form, read our article How schema fields work.

TIP: We strongly recommend creating a field to write in the name of the evaluator, interviewer or assignee, because later this can be used in the evaluation, application or class overviews to create a saved view featuring the rule "Name of evaluator ⇢ is equal to ⇢ [choose value/s]". This way, evaluators can easily filter the evaluations specifically assigned to them.

To duplicate an existing evaluation template:

In the tab Evaluation templates:
     1) Click the button Duplicate template

     2) Choose the existing template that you want to DUPLICATE FROM
     3) Press Duplicate template

To edit or delete an existing evaluation template:

In the tab Evaluation templates, tap the gear icon on any given row to enter the respective template and update it; or press X and then I understand the consequences, delete this template to say bye-bye forever. 👋

What's the difference between team and individual evaluations?

As alluded before, evaluations can be one of two types: individual or team-shared. An individual evaluation can only ever be edited by its author (i.e., the person who started the evaluation, not the person who originally created the template). 💁🏾‍♂️ On the opposite spectrum, a team evaluation allows for multiple staff users to edit the evaluation. 👨‍👩‍👧‍👦 There are no absolute rights and wrongs here, only what's best and most appropriate for a specific template in relation to its intended usage and due requirements. Obviously, an individual evaluation is "safer" in a way – only editable by the relevant party –, and you know exactly whom to credit. But team evaluations open the door for collaboration, in that different people can fill out different sections, or pick up where a colleague left off (the drawback being that you can't know for sure who filled what). In any case, you can change a template's type whenever you want, with the caveat that this only applies to newly started evaluations, and will not impact evaluations that are already finished or in progress.

TIP: An efficient way of managing team templates is to divide the fields into separate and distinct sections for different staff members to work on. 💡👍

How can I limit who’s able to view and edit certain evaluation fields?

To tighten security around evaluations and make sure only staff users with authorised roles can handle the sensitive information within, be it to view, add, delete or make changes to data, you can effectively restrict permissions by team. 🔐 That's done in the Schema tab, under Who can edit this field? and Who can see this field?, which you can read about here. Do note that it's not possible to hide and restrict information from specific staff users, which is why staff roles are so important to correctly designate.

How can I link an evaluation template to an application template?

Once created, an evaluation template doesn't magically attach itself to an application template, so it's your duty to link them together. 🧙‍♂️✨ You can do so by going inside an application template, enabling the Evaluations tab, and then picking which evaluation templates you want to make available for it, which is a security measure to prevent evaluators from using inadequate templates by mistake. This is the short version. For the longer version:

     1) For institution-level application templates: in General settings > Institution, go to Application templates and enter a template of your choice; for class-level application templates: go to Programmes & Classes instead, open an intake, proceed to Application templates and open the application template there
     2) Jump to the tab Evaluations
     3) On the tab Details, opt for one of three settings:

We won't go through each function, because they're accompanied by a detailed description, as shown in the screenshot above. However, if you tick specific evaluation templates, next you'll have to tap the box underneath to select evaluation templates – this will expand a dropdown list to choose from.

Repeat this action to add more templates, or hit [Backspace] on your keyboard to remove one by one, beginning from the bottom.

How can I map profile and application fields into an evaluation and why should I do it?

If you don't know, mapping schema fields is the process of associating a field from a schema with a field in another schema, to automatically pass data to and from either. The objective is to to dramatically save time and boost productivity by auto-populating the empty fields of newly started evaluations. 🌟🙌🌟

The gist of the setup is simple: go inside an application template, enter the tab Mapping and start connecting the fields. Mapping is only feasible after you've linked an evaluation template to at least one application template, and the schema field types must necessarily match for it to work. For more detail on this operation, come here.

How can I evaluate a submitted application form?

If you've checked off curating a range of evaluation templates and putting them in place, and, in the meantime, applications are pouring in, now is the time to let the evaluators step forward. In fact, maybe you are an evaluator, just arrived to this article. Don't be intimidated: in case evaluating is your sole business in this whole ordeal, you can safely skip the above information and begin here.

So, without further ado – starting an evaluation is very, very easy. ✌️ Part one is locating the profiles whose applications you're supposed to evaluate, and part two is filling the evaluation sheet like you would any other digital form.

How to find profiles with submitted applications

There are essentially four ways, depending on your circumstances:

Perhaps the easiest, if you've been given the names or, preferably, the e-mail addresses of the candidates, is to look them up in the search bar at the top of the portal:

Then, once inside, scroll down the profile until you spot the desired application on the right sidebar and tap the name to enter:

 Alternately, if you've been told to evaluate a bunch of applications belonging to a specific class, you can use the class overview to quickly round up the profiles.

To access the overview, click Programmes on the sidebar, choose a programme and then choose the class, like so:

Inside you'll find a list of everyone who's in it, but what you want is the people with submitted applications. Therefore, use the lifecycle state filters to narrow down the results; typically, the appropriate filter is applicant::submitted, but confirm with your school's Admissions team, because every school has a custom sequence of lifecycle stages. Next, click the ID card at the end of each row to open the corresponding profile:

Then scroll down to the application form and tap the name to open.

 Thirdly, if you've been instructed to evaluate the applications resulting from a specific application template, explore the application overview. It will produce a list of every profile who started and/or submitted an application using said template, regardless of what programme and class it was for, as the same application template can be simultaneously used for multiple classes.

Access is achieved by clicking Applications on the sidebar and picking a template:

Similarly, you must press SUBMITTED to exclude ongoing efforts:

Finally, click the application button next to each profile to open the corresponding application:

By the way, you can technically evaluate started applications, as the system lets you do it, but generally speaking, waiting for completion makes more sense. 🤷‍♂️ On another topic, when exporting an application form, evaluations can be included in the PDF file. 🙌 📁

 Last in order but not of importance, if you're to be part of a team evaluation,
you can reach an evaluation started by another team member by accessing the respective evaluation overview. The logic resembles that of the application overview, except that the evaluation overview produces a list of every separate evaluation that was started using a common template, and directly hooks you up with the resulting evaluations. Since it's a large and pivotal area, we cover it in all its glory here.

How to do an evaluation

Evaluations live inside applications. Accordingly, the first step in this process (unless it's a team evaluation started by a coworker, in which case you should jump to step 4) is to open an application. Then:

     2) Click Start evaluation

     3) Select an EVALUATION TEMPLATE and press Create evaluation

     4) Fill in the blanks and call it a day 😁

You'll have a new tab for the evaluation you just created (or otherwise, that a coworker previously started). The Summary on the top-right corner will display the type of the evaluation and the creator. Predictably, the button Delete will permanently delete the evaluation.

But let's backtrack a bit. If you receive this error when trying to start an evaluation:

It's because the steps outlined in How can I link an evaluation template to an application template? weren't followed. Kindly refer to them or contact staff if you're an evaluator.

See a synopsis of an applicant's details as you're filling an evaluation

Do you sometimes feel the need to reference a candidate's application form whilst endeavouring to work on their evaluation? You don't have to open two separate windows and line them up side-by-side to accomplish that, because we have a superior solution: the Synopsis widget! 😍 A Synopsis is a collapsible pane recapping a selection of application fields, fully customisable, that appears on the right sidebar of an evaluation:

The widget isn't installed by default because the content must be defined by staff first, but if you're interested, send us a list of the application fields you'd like to display – as long as they're drop down, single line text, country, date, number or paragraph fields (for other types aren't compatible) –, where in the application template they're to be found, what's the application template, and which evaluation template they're meant for. To give an example:

"Fields to add:
Date of birth (Personal tab)
Gender (Personal tab)
Citizenship (Personal tab)
Country of institution (Education tab)
Name of institution (Education tab)
English translation of the name of degree (Education tab)
Major subject (Education tab)

Application template:
Application - 2019
 
Evaluation template:
Academic evaluation"

We'll report back when the widget is mounted! 😉

How can I find an evaluation?

Existing evaluations can be found in the applications that they pertain to (inside an additional tab called Evaluations) and in the evaluation overview.

The tab Evaluations appears when at least one evaluation's been made, and the name always discloses the number of evaluations therein (e.g., Evaluations . 1, Evaluations . 2, Evaluations . 3, etc.).

The evaluation overview is a page representing a specific evaluation template (ergo, every template has one) that compiles the actual evaluations derived from it. In other words, you get to see all of the evaluations at a glance, in list format.

To access the overview, click Applications on the sidebar, switch to EVALUATIONS, and then select a template, like so:

The overview will look something like this:


You can quickly surmise the quantity of evaluations done on RECORDS FOUND. Below, each row contains precise information about the applicant and the evaluation, which you can customise at will – read this article to learn how to retrieve the columns you want (thereby filtering out the rest), apply segment rules and save views. There's also a string of shortcuts on the far left, respectively: go to profile, go to application, go to evaluation and download application.

If you have more columns than screen space and some of the entries aren't visible, click the arrows right and left to navigate towards the end or move back. Lastly, but certainly not least, press the vertical ellipsis to Export evaluations to Excel or Export evaluations to CSV. 😃

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PUBLISHED: December 9, 2019
LAST UPDATED: December 11, 2019 at 10:59 a.m.

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