Assessor functionality was designed for three main use cases.
- In a training assessment, sometimes answers need to be text rather than multi-choice questions. In this scenario, the assessor would usually score the answer and may add some comments.
- In Risk, IT, Cybersecurity and similar assessments there may be text answers or complex scenarios that need a "human" assessor to comment on and/or score the respondent's answers before the report is produced.
- When using an assessment as a request for information, there may be a need for more detail in the answers. Using an open assessment, an assessor can ask the respondent for more detail. The response can pass back and forward between the parties until the assessor is satisfied.
It is expected that assessor functionality will be used in other scenarios too when an assessment manager has to perform some action when a response is completed.
Setting up Assessors
Assessors must be either an Administrator or Assessment Manager on the system. Assuming the assessor is not an administrator, it is expected that the organization structure will be used to assign the assessor for the response - and also control their access to responses as an assessment manager. There is a checkbox on the User form as to whether a user is an Assessor. An assessor will need to be logged on to the system to be recognized as an assessor.
(Tip: If an assessor always answers the entire assessment it is optional whether they are marked as being an assessor. The Assessor Only Answers checkbox on the Assessment form indicates this use case)
Setting up your Assessment
The first component is to set up a question which establishes whether the response is currently being answered by an assessor or a respondent (includes anyone who is not an assessor). The system uses a Smart Question Short Name for this:
Usually, this would be a hidden question (indicated using a checkbox on the Advanced tab of the Question Dialogue box in the Assessment builder.
The Question Short Name is set to "Assessor". The Assessor answer Answer Short name is set to "Assessor". The Respondent answer Answer Short name is set to "Respondant".
Then all questions that are to be answered by the assessor will be conditional on the Assessor answer. Here is an example assessment:
- This is the question that is all the respondent would initially see.
- This technique would only be used for "Open" assessments (see below), and would only appear when the respondent reopened the assessment after an assessor had added comments. It is a blank question with instructions using Answer Piping The merge sting is (in this example) colored red in the instructions. The Question would be conditional on it being the respondent answering, and the assessor having entered something in the Assessor Comments.
- The score will be added to scores from other questions in the normal way. Any scoring range can be used. The score question would be conditional on it being the assessor answering.
- The comments can be used on the Feedback report as normal. This question would be conditional on it being the assessor answering.
Picking the assessor
When creating a response the assessor can be pick from a drop-down list of assessor names. If an organization is selected the assessor will default from the organization table if an assessor is specified there. If uploading a CSV of responses the assessor can be specified by name.
If the response is created using an external link you can pass the organization code in the URL and, if the assessor is specified on the organization, the responses will be created with the Organization and Assessor specified.
Most assessment responses are set as Completed when the Finish button is clicked on the last page of the assessment questions. If an assessment is marked as being Open (specified on the Edit Assessment form) then it is not set as Completed when the Finish button is clicked but a separate completed Button is provided on the Reports page. That Button may only be available to the Assessor (or the Respondent or both), as specified on the Assessment Form.
The status on the response form indicates what stage an Open Assessment is at.
- Answered - the Respondent has answered the response and clicked the Finish button
- Assessed - the Assessor has assessed the response and clicked the Finish button and possibly the Complete Button which would be evidenced by the Completion date being sent.
- Completed - the Respondent has answered the response and clicked the Complete button.
Reports and Emails
In addition to the normal completion email with the feedback report attached, Open Assessments can send Interium Reports. When creating the Assessment Report you specify who receives the Interim Report. Typically that would be the assessor as a prompt to access the answered response, but you can also send Interium Reports to the Respondent.