Leo User Guide

Evaluation Settings

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Use the Account Manager Evaluation Settings to customize the general Evaluation settings as well as Course, Long Event or Event settings

Path: Admin Toolbar  > Advanced > Account Manager > Modules [expand] > Evaluation Settings [expand]

Max Response Value: The default max value is 20. Any value entered here will override the default.

Program: General Evaluation Settings

Each Program can have its own set of Evaluation parameters, begin by expanding the General Evaluation settings for your Program.

Path: Admin Toolbar  > Advanced > Account Manager > Modules [expand] > Evaluation Settings > Program: General Evaluation Settings [expand]

The following options are available under the General Evaluation settings:

  • Select User picture size: Set the image size for the Evaluatee photo that appears at the top of the Clinical Evaluation. (50 X 50 Tiny or 150 X 150 Medium)
  • Show photos of clinical evaluatees by default: Check this option for your clinical faculty to see the students' pictures on the Evaluation screen when they select the evaluatees. If checked this will display the students' photos by default.
  • Enable On-Demand Evaluations: This option will allow users to request On-Demand Evaluations from Courses / Events in which they are configured.
  • On-Demand Evaluation Duration (in days, max 365): Specifies the number of days allowed to complete an On-Demand Evaluation. If no value is specified, the duration will be 14 days.
  • Extend On-Demand Evals access x days after Section end date: This sets the number of days after a Section ends that a student will be given access to the On-Demand Evals configured for that Section.
  • Hide inactive Evaluatees: Check this box to hide inactive Evaluatees by default in the Evaluation Workflow.
  • Hide inactive Evaluators: Check this box to hide inactive Evaluators by default in the Evaluation Workflow.
  • Hide the 'Add/Remove...' link for selecting clinical evaluatees: When adding new evaluations this option if checked sets the default visibility of the 'Add/Remove...' links for selecting the clinical evaluatees. This will make it so your clinical faculty if checked will not be able to change their assigned evaluatees.
  • Include target user in detail Eval Rpt: Check this box to add the target User data to the detail report available in the Summary Evaluation Report.
    • If the Evaluation is of a Course, Event, or Long Event, this logic does NOT apply.
  • Randomize and de-identify student comments: Check this box to randomize and de-identify Student comments in summary reports. (NOTE: See Warning below)
  • Exclude student summary if N < X: This option will not report summary Student information if the number of Students is less than X. Click the blue link to set this number.
  • Enforce N < X and de-identification rules for admins: By default, Admins and Course Template/Campus Admins and Course Directors are not governed by the N < X rule.
    • Check this box to make it apply to them too.
  • Randomize and de-identify faculty comments: Check this box to randomize and de-identify Faculty comments in summary displays.  (NOTE: See Warning below)
  • Enable automatic Evaluation email reminders: Check this box to turn on the nightly generation of email reminders for active Evaluations. (NOTE: This applies to the evaluations that have not been completed, once a User completes their evaluations they will no longer receive a reminder)
  • Add evaluation expiration date to reminder emails: Selecting this option will add the evaluation expiration date to eval reminders. 
  • Do Not send reminders for Evals with only a placeholder: Check to suppress sending emails for clinical placeholder Evals with no actual Evaluatees assigned.
  • Send initial reminder: Check this box to make Leo send a reminder on the first day the Evaluation becomes available.
  • Send a reminder every X days: Select the frequency of email reminders in a number of days.
  • Allow targeted no-password required access via email: If you want your Evaluator to be able to access the Evaluation directly from the email reminder, without logging in, check this box.
    • Whether your institution uses the Leo Login page or uses the single sign-on access, by enabling this option the Evaluators who have an Evaluation to complete will be able to access the Evaluation only through the link sent via email and not the rest of the system.
    • To access the rest of Leo a User must log in through the proper channels.  
  • Set Evaluation email to TEST MODE: When Test Mode is enabled, emails will not be created or sent. Check this box when you are testing the system.
  • De-identify student reports: Check this box to de-identify student reports and restrict access to Student reports.  This will remove identifying information such as student names, emails, and IDs. However, when using the Export Eval Responses tool, you will still see comments and responses entered by students in free text questions. (NOTE: See Warning below)
  • Disable student rules for Student peer-Eval summary review: Check this box to disable N < X and reporting rules so that Students CAN see summary reviews of Student Peer-review Evaluations.
    • De-identification will still be enforced.
  • Use Eval Link "Title" rather than Eval Name for display in EWF and Gradebook: When checked, the custom Evaluation Title will be used.
  • Show Counts and Averages: Check this box to show the counts for each response and the average value on Summary Evaluations.
  • EWF: By Type and Evaluation: Summary by Eval type.
  • Shrink free-form answers to columns in PDF Eval summaries: When checked, in the PDF view of Eval summaries, the questions are in one column and the answer is in another. If answers are too long to fit on one page, the font will be shrunk to fit them.
  • Eval reminder consolidation flag: If selected there will be one reminder per Evaluation, if unselected there will be one reminder per User and per Evaluation.
  • Exclude N/A from percentages: This will exclude counts of N/A responses from all percentage calculations.
  • Hide Course Template Evaluator name in Summary Evaluations: This will hide the Course Template Evaluator's name from appearing in the header of Summary Evals.
  • Trigger Evaluation response notification threshold: The number of triggered responses that need to be answered in order for a notification to be sent out for a specific faculty of student evaluation. The default is 2.
  • Triggered Evaluation response notification recipient: When the number of triggered responses in an Evaluation exceeds the threshold, this email address will receive notification. This email MUST be linked to a valid Leo User record, or it will be rejected by the Evaluation system.
  • Allow re-opening of completed Evaluations: This will allow the re-opening of completed Evaluations from completed Evaluation reports.
  • Allow removal of Evaluations from bulk sendouts: This will allow for the removal of individual open or completed Evaluations from their respective reports.
    • Removed Evaluations will not be rebuilt nightly.

De-identification Rules For Summary Reports Notice: If the settings for randomizing/de-identifying comments are set when a summary is approved, then the summary will be frozen with those settings. If the settings change at a later point in time, the Summary report would need to be re-reviewed and re-approved to get updated.

It is important to understand if the de-identification flags are not checked for some reason but you want the data de-identified, then you would have to check the flag and re-approve it. In the meantime, some of the data might have been identifiable. When setting up the Leo Evaluation System it is best practice to not go and alter settings after the fact, unless it is absolutely necessary.

Course Evaluation Settings

The options found under the Course Evaluation Settings allow you to enable specific types of Evaluations for the Course Level only.

  • Check the box for the Evaluation Types you would like to have available at the Course Level.

Path: Admin Toolbar  > Advanced > Account Manager > Modules [expand] > Evaluation Settings > Program: Course Evaluation Settings [expand]

EWF stands for Evaluation Workflow, which is the tool that allows Administrative Users to summarize Evaluations and push Evaluations to the Gradebook. If you would like to use the Evaluation Workflow for a specific type of Evaluation at the Course Level, check the corresponding box.

Automatic email notifications will be sent for all Auto-Approved evaluations if the setting is enabled for the specific evaluation type. Email notifications can also be triggered manually for evaluations that are approved individually via the EWF process.

Keep in mind, if you are using "automatic email notifications" for evaluations completed by students of faculty or clinical faculty, automatic email notifications will still obey the N < X rule for evaluation privacy and de-identification. 

So, if you enable this setting for Students evaluating faculty, Students evaluating Clinical Faculty, or Students evaluating Students, the evaluatee will receive a link in his/her email to the evaluation results but will receive a warning message and be unable to access the results.

The following are settings specific to Course Evaluations and Evaluation Workflow:

  • Clinical Faculty evaluating Students
  • Enable automatic email notifications of completed evaluations for Clinical Faculty evaluating Students
  • EWF for Clinical Faculty evaluating Students
  • Faculty evaluating Course
  • EWF for Faculty evaluating Course
  • Faculty evaluating Students
  • Enable automatic email notifications of completed evaluations for Faculty evaluating Students
  • EWF for Faculty evaluating Students
  • Students evaluating Clinical Faculty
  • Enable automatic email notifications of completed evaluations for Students evaluating Clinical Faculty
  • EWF for Students evaluating Clinical Faculty
  • Self Evaluation
  • Enable automatic email notifications of completed evaluations for Self Evaluation
  • EWF for Self Evaluation
  • Students evaluating Course
  • EWF for Students evaluating Course
  • Students evaluating Faculty
  • Enable automatic email notifications of completed evaluations for Students evaluating Faculty
  • EWF for Students evaluating Faculty
  • Students Peer Evaluation
  • Enable automatic email notifications of completed evaluations for Students Peer Evaluation
  • EWf for Students Peer Evaluation
Event Evaluation Settings
  • The options found under the Event Evaluation Settings allow you to enable specific Types of Evaluations for the Event Level only.
  • Check the box for the Evaluation Types you would like to have available at the Event Level.
  • If you would like to be able to use the Evaluation Workflow for a Type of Evaluation at the Event Level, check the corresponding box.

Path: Admin Toolbar  > Advanced > Account Manager > Modules [expand] > Evaluation Settings > Program: Event Evaluation Settings [expand]

The following are settings specific to Event Evaluations and Evaluation Workflow:

  • Faculty evaluating Event
  • EWF for Faculty evaluating Event
  • Faculty evaluating Students
  • Enable automatic email notifications of completed evaluations for Faculty evaluating Students
  • EWF for Faculty evaluating Students
  • Self Evaluation
  • Enable automatic email notifications of completed evaluations for Self Evaluation
  • EWF for Self Evaluation
  • Students evaluating Event
  • EWF for Students evaluating Event
  • Students evaluating Faculty
  • Enable automatic email notifications of completed evaluations for Students evaluating Faculty
  • EWF for Students evaluating Faculty
  • Students Peer Evaluation
  • Enable automatic email notifications of completed evaluations for Students Peer Evaluation
  • EWF for Students Peer Evaluation
Long Event Evaluation Settings

After the February/March 2024 update to Events in Leo, we would discourage you from adding new Long Events to Leo. This update will bring together the features of Long Events and Regular Events in Leo into a new, modern user interface. Users will be able to create events, all-day events (that span one or more days), or events that start on one day and end on the next.

If you have questions about the new Events user interface, please contact the Leo Administrator at your institution.

  • The options found under the Long Event Evaluation Settings allow you to enable specific Types of Evaluations for the Long Event Level only.
  • Check the box for the Evaluation Types you would like to have available at the Long Event Level.
  • If you would like to be able to use the Evaluation Workflow for a type of Long Event Evaluation, check the corresponding box.

Path: Admin Toolbar  > Advanced > Account Manager > Modules [expand] > Evaluation Settings > Program: Long Event Evaluation Settings [expand]

The following are settings specific to Long Event Evaluations and Evaluation Workflow:

  • Faculty evaluating Long Event
  • EWF for Faculty evaluating Long Event
  • Self Evaluation
  • Enable automatic email notifications of completed evaluations for Self Evaluation
  • EWF for Self Evaluation
  • Students evaluating Long Event
  • EWF for Students evaluating Long Event
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