The competency module within iPassport allows for competency tests to be created. These can then be assigned to user(s) as a task.
Checkbox questions are automatically marked by iPassport whereas text questions are marked by an examiner assigned to the test template. The results are recorded against the item and within the staff profile.
The system role of “Competency Editor” is required for staff to design and assign competency assessments. A user would not need to have this access level to complete a test.
To view the related permissions:
1. Go to Administration > Roles > List Roles
2. Select ‘Competency Editor’ or ‘Competency Viewer’ from the list
2. Click the Permissions tab
3. Click the text box by the filter, ‘Select a Permission Group’ and select Competency
There are five distinct permissions:
New roles can be created, based on one of the two above, to tweak permissions according to requirements.
The role then needs to be added to a user group, within the OU(s) where the permissions want to be granted to given users.
The module is located under the Competency main menu, including ‘Tests’ and ‘Test Designer’.
Test templates are the questionnaires and these are created in Test Designer. Tests refer to tasks to complete quizzes, which are assigned to users by selecting a template from the menu, Tests.
There are two tabs to be found in the Competency > Test Designer main menu:
There are two tabs to be found in the Competency > Tests main menu:
List Tests - Once the test has been published and assigned to a user or users it can be found here. A user will be able to search for any competency tests with the help of 7 search filters:
Status - there are seven different options: Passed, Failed, Not Started, Awaiting Marking, Expired, Previous Attempts and Current Attempts
Candidate - the dropdown menu lists all candidates that have had tests assigned to them
Examiner - the dropdown includes all examiners who have tests assigned to them for marking
Organisational Unit - one OU can be selected (tests can be confined to one or more OUs)
Order Results by - Date Assigned (A-Z or Z-A), Candidate Name (A-Z or Z-A), Status (A-Z or Z-A)
Category - list of user defined categories that help classify tests
Date - is after - is before - allows filtering by ‘Completed’ or ‘Assigned’ tests, within a given date range
Assign Test(s) - Allows the user to choose a Test Template and assign it to individual staff members or to members of a distribution list.
To create a new test template (questionnaire) click the Create Template tab which then opens the new test template screen.
The ‘Code’ needs to be a unique combination of letter(s) and/or number(s) for the test template, this is a required field. The ‘Title’ refers to the name of the test template and is also a required field. The fields, “Category”, “What Info Can the Candidate See?” and “Allow progress to be saved” are not required at this stage and they can be edited until the test is published; they are described below. There is also a field to add introduction text to the test template in ‘Intro Text’; this field is optional. Once the details have been entered click Create.
The Create button generates a draft test template; at this stage the test template does not have any questions and all fields can be edited.
The test template is based on a questionnaire. Each test can have unlimited questions and it is possible to randomise the questions within a test. When creating a test the user can set some questions as ‘Mandatory’, which means even if randomisation is selected these questions will always be included.
‘Categories’ help group and filter tests (and other items in iPassport) but don’t impose restrictions on access. The Tests section in iPassport has its own list of categories, not shared by other areas. Categories that are not in use can be deleted and this is noticeable because a delete (trash/bin) icon is visible under the Actions menu.
This field always defaults to “0” and needs to be adjusted before the test can be published.
Two options are provided:
You can have a larger number of questions in the template than are required for each test. This allows you to produce varied tests from the same template. The questions can be randomly selected from the pool available. When you create a question you declare if it should be mandatory. Mandatory questions are always included up to the number of questions declared for the test.
To set the number of questions (if you don’t want to Ask all Questions):
1. Click the edit (pencil) icon under Number of Questions
2. Type the number of questions to include in every assessment (leave empty to Ask all Questions); this field only accepts whole numbers
3. Click Save
If a number is set above, questions will automatically be randomised.
If not, you can still randomise them:
1. Click the edit (pencil) icon under Randomise Questions
2. Click the checkbox
3. Click Save
This field allows defining what information the candidates should see when they receive feedback on their test results.
There are 4 choices:
To set the information a candidate can see:
Before the test template can be published and tests assigned, questions need to be added to it.
Sometimes it is acceptable to allow a candidate to pause a test and return to complete it later without losing the answers already entered. This option is also useful to prevent loss of work when a candidate simply pauses to consult reference material, in case they get timed out and logged off the system in the middle of a test.
When this option is set to “yes”, candidates will see a ‘Save Progress’ button in the bottom left corner of the exam. Clicking it will save all completed answers and the user can close the test temporarily by clicking the “X” at the top.
A user can select here Examiner(s) to mark the ‘Text’ questions in this competency test. They must have the permission Competency: Mark Competency Tests. Click on the pencil icon to select examiner(s).
When a candidate submits their answers these users will be tasked with marking the text answers in the test. If several users are selected then all will be tasked but whoever marks the test first will cause any outstanding tasks to be invalidated. Only one person can actually mark the test.
In some cases, staff members are required to take the same test every so often (e.g. once every two years) to ensure their knowledge is fresh. You can set an expiry time (in months) after which the test is automatically reissued.
When reissue settings are applied to a template, the test header will include the field, “Automatically Re-issue?:”, providing an option to stop reissuing it. If the validity time is left blank or set to “0”, this option won’t be visible.
To adjust Reissue settings:
1. Click Reissue Settings to expand the area
2. Click the edit (pencil) icon under Test Valid For (Months)
3. Type the number of months (’x’) the test accreditation will be valid for
4. Click the edit (pencil) icon under “Automatically re-issue the test”
5. Choose one of the following options -
- ‘x’ months after the the test was assigned, regardless of when the candidate actually passed
- ‘x’ months after the test was passed
- Do not re-issue
6. Click Save
There are separate settings to notify selected people when a candidate passes the test, fails it, fails it the maximum number of times or when it becomes overdue. In all cases, a distribution list can be selected by clicking the edit (pencil) icon under the appropriate field. When a candidate passes or fails, it is possible to select individual users, as well as distribution lists.
You can restrict the visibility and scope of test templates to OUs that you specify.
If the field is left blank, the assessment template will be visible to all OUs.
The number in parenthesis next to the title indicates how many OUs have been selected. If none have been selected, it will say, “OU Scope (All)”.
To set the OU Scope:
1. Click OU Scope to expand the area
2. Click the edit (pencil) icon under Limit Visibility to these OUs
3. Click the field under Limit Visibility to these OUs
4. Select the OU(s) and click outside the box
5. Click Save
Relevant controlled documents can be linked to a test to provide the candidate with reference material while completing it.
When a reference document is added, it appears at the top of the test, allowing the candidate to to consult the document before providing their answers. Clicking the link opens the reference document in a lightbox, leaving the test idle behind a grey background.
A user editing a competency test will only be able to add documents which they have access to read. Similarly, users taking the test will only be able to open the document if they have read access. To add one (or more) just click the ‘Add Link to document’ button and search for the document(s).
Adding a reference document also adds a link to the associated controlled document. This means that the test can be accessed, by staff member(s) assigned to the test, from the controlled document itself.
There are two types of questions:
To add questions (both, checkbox and text types):
Multiple choice questions have additional tools to allow designing a scoring strategy.
For Checkbox questions, it is possible to add more than one correct answer so:
Enter a Minimum Score if a minimum number of correct choices should be selected (e.g., if a question has 3 correct answers, worth a point each, and 1 is ticked but the minimum score is 2, the candidate will get 0 points awarded)
Tick the checkbox under Allow Attachments to let the candidate add a file that supports their answer
Tick the checkbox under Mandatory if you always want this question to be asked (when you have a large pool of questions)
Enabling the option, Force Number Of Selections results in the candidate being required to tick as many checkboxes as there are correct answers; when enabled, the question will display the message, “Select ‘X’ answers.”
Click Save Question
When a checkbox question is saved, the area expands to allow adding answers.
Each question needs to have a minimum of one correct answer.
To add answers:
Questions and their answers can be edited or deleted once created, as long as the template is in draft state.
To add further questions click the Add Question button again and repeat the process.
Text questions require the candidate to write an answer in free-form text. The candidate can also add attachments if they are allowed in the question creation. The ‘Guidance for the Examiner’ field can be used to add the answer or bullet points that will help the examiner mark the longer essay style questions.
To complete a Text question:
Once saved, questions can still be edited or deleted before the test template is published.
The order of questions cannot be changed except when the ‘Randomise Questions’ option is selected.
Mandatory questions get moved to the top.
It is therefore advised to plan ahead if questions should appear in a certain order.
Once the requisite number of questions has been added it is possible to publish the test so that it can be assigned to and completed by users.
To publish the test expand the drop down menu, select ‘Publish’ and click ‘Go’.
It is possible to delete the test still at this stage using the ‘Delete’ option in the drop down menu.
Until the test template is published the tests cannot be assigned. The template sits in the system as a ‘Draft’ template. As soon as the test is published it automatically becomes version 1.0 and is locked. Creating a new version and publishing would create version 2.0.
Once the test has been published it can be assigned to individual users or to groups of users collected in distribution lists.
This can be done from two locations as follows:
To assign tests from an open published test template:
To assign tests from the Assign Test(s) tab:
Then, in both cases:
The Title can be changed; the system pre-populates the field with name of the test template
Add candidates -
A Due Date can be added by clicking in the field and selecting it from the pop-up calendar
Click Assign Tests
A confirmation message is displayed to inform the user of the details selected.
If a test has been re-assigned before it has expired (whether passed or failed), clear indication will be given in the confirmation screen.
If a test hasn’t been completed by the candidate, the system will not allow re-assigning it.
Upon assignment iPassport creates a task for the user to complete the test.
It can be found in several places:
The test opens as a lightbox and it can be closed before answering any questions (without affecting its ‘Not Started’ status) by clicking the “X” in the top right corner.
The candidate must answer all questions before submitting the test. If the option to allow saving progress was enabled, it will be possible for the candidate to click, ‘Save Progress’ and stop/start the test without losing any of the answers entered. If any question has been checked to ‘Allow Attachments’, they will see a field labelled, ‘You can upload files here’.
Once the assignee has completed the test, they can click the ‘Submit’ button. A message is then displayed confirming the competency test has been submitted. If the test has only ‘Checkbox’ questions the score will appear automatically.
The test results are then displayed under the List Tests tab. There are 9 available search filters to help locate any record. Four of them are hidden by default to provide more screen space below and they can be revealed by clicking the Advanced Search bar under the 5 main filters. The bar toggles between v Advanced Search and ^ Hide Advanced Search.
To view further details of the competency test and the individual answers, click the row of the item to be investigated or the magnifying glass in the ‘Actions’ column. This opens the test results page.
All responses are stored within the ‘Staff Profile’ and can be viewed if a user has enhanced access levels. For the individual user, they can review their Passed, Failed and Not Started competency tests (via Profile -> View My Staff Profile -> Click on the Tests Tab).
The chosen ‘Examiner’ of the test with ‘Text’ question(s) will receive a ‘Task’ notification to ‘Mark Test’. This can be filtered in the ‘My Tasks’ area:
Or a user can use the ‘My Task’ side bar:
When marking a test the examiner will be able to view the question, the user’s answer, the ‘Guidance for the Examiner’ information, the ‘Score’ (max number of points) and be able to enter their comments in the ‘Examiner’s Comments’ field.
The examiner will score the answer out of the maximum number of points and click ‘Save’.
Once the examiner is happy that all ‘Text’ questions have been marked click the ‘Submit Test’ button at the bottom of the test. A message will appear ‘The test marking has been submitted’. A Pass or Fail status will be given to the test along with the score’s percent and how many points were correct out of the total number of points available. The ‘Pass Score’ is shown underneath.
Once the test marking has been submitted the The ‘Examiner’s Comments’ can be viewed but not edited.
A new version of a test can be created from the Competency -> Test Templates -> List Templates and select the test template that requires updating.
Expand the drop down menu and select ‘Create new Version’ then click ‘Go’, a confirmation message will then appear.
This creates a new draft version of the test for the user to add and edit questions to.
As with controlled documents the current test template goes into an ‘Under Review’ status. The competency test is still published and it is still possible to assign to users in the Assign Test(s) area.
Once the new version has been published it is no longer possible to assign the previous version of the test.
As with controlled documents when the draft version is published the previous current version is archived.
The user can still complete any tests already assigned prior to the test template being superseded.
It is possible to archive or delete a test template if it is no longer needed. Archiving a test template is used when a user wants to keep the results of the test but the test template itself is no longer used. To do this navigate to Competency -> Test Templates -> search for the published test template -> select ‘Archive’ from the drop down menu and click ‘Go’.
All other states can simply be deleted. Again, enter the test template and this time select ‘Delete’ from the drop down menu and click ‘Go’.
If a test is no longer needed, it can be deleted as follows:
The test and the results are then removed from iPassport across all areas like, Tasks and Staff Profiles. If the same test had been taken previously by the user in question, the previous copy will revert to being the current attempt (whether passed or failed).