Creating a Competency Tracker
You may see the Competency Tracker also listed as a Competency Review.
The Competency Tracker module is not a standard feature; therefore, the option to create a Competency Tracker will not be visible within your account unless your organization has purchased it as an upgrade.
Only Administrators and Instructors can create a Competency Tracker. The instructions below will begin from the viewpoint of an Administrator.
Click on Learning > Modules > Module List > New Module.
On the right of the page, click the > button beside Competency Review to create a new Competency Review.
Step 1 - Properties
(1) - Code, Title, & Description
- Code - You can input any alphanumeric code to uniquely identify your module. You may wish to include an abbreviation of your organization's name, the module title, and/or a number in the code to facilitate searching for the module in the future. The code you use must be unique across all Relias customer sites. If you do not input your own code, the system will automatically generate one for you.
- Credit Hours - The number of credit hours a learner will earn upon completing the module, as it appears on the Course Completion History and Training Hours reports.
- Title - The title of your module as it appears in the module list and to your Learners.
- Description - The description of the module as it appears to Learners.
(2) - Permissions
- User Role(s): Determine which User Permissions (Roles) can record and report Competency Review. You can select Administrators, Instructors, and/or Supervisors to record. You can select Administrators, Supervisors and/or Competency Tracker Reporters to report.
- Please Note: Competency Tracker Reporters: Users with the User Permission (Role) can run Competency Tracker reports on any user your site.
Please Note: If you select Supervisors, they will still be limited to recording reviews only for those who fall within their structure. Therefore, it is very important that your hierarchy is set up accordingly so that only the appropriate employees can record reviews for certain staff members. To learn more about the hierarchy, please view Hierarchy: The Basics or Creating and Editing the Hierarchy.
(3) - Requirements
- Require Attestation for Completion by: This can be either Evaluator Only, Evaluator and Learner (Attestation), or Evaluator and Learner (Self Evaluation). This dictates who needs to attest to a Competency Review before the module can be counted as complete.
- Allow Optional File Upload?: This option will determine whether any supplemental information can be uploaded (per Learner) when a review is recorded.
(4) - Scoring
- Average Scoring: Average scoring allows each standard to carry equal weight when the final review score is calculated. Average Scoring allows you to select if you wish to include the ability to mark standards as Not Applicable (N/A).
- Weighted Scoring: Weighted scoring allows each standard to carry a different weighted percentage when the final review score is calculated.
(5) - Enrollment Settings
- Approved for Restricted Users: If your organization uses Restricted Users, this field will determine whether those restricted Learners can enroll in the module.
- Allow Self-Enrollment: If you want Learners to be able to enroll into this module as an elective, check this box. If No, you can still assign this module to your Learners, but they will not be able to take it as an elective. As a best practice, we recommend not allowing Learners to self-enroll for a Competency Review.
- Approved for Enrollment: If you set this area to Yes, this module can be included in any enrollment. To deactivate and hide the module, make sure all users have been unenrolled and then set this to No.
When finished, be sure to SAVE your module before moving on to adding Standards.
Step 2 - Standards
Once you have saved the Properties of the Competency Review, you can enter the Standards and Scales you would like to use to assess your Learners.
The Standard is what skill or task you want your Learner to complete or achieve. The Scale is a rating of how well your Learners accomplished the Standard(s) you put in place. Generally, 1 is the lowest/worst, and the biggest number (you can determine how many levels you need) is the highest/best rating your Learners can receive.
To add your first Standard, simply click in the "ghost text" of the Standards box to edit the content.
To add more Standards, click on the plus ( + ) sign in the lower left corner.
You can always delete a standard by clicking on the minus ( - ) sign in the left corner. Please note, if you have edited the text, you will receive a pop-up warning confirming that you wish to delete the Standard.
A Weighted Scoring column will display on Competency Review modules that have this scoring option selected. Weighted scores must total to 100%.
Once you have added all of your Standards, you can begin creating your Scale.
By default, all Scales will start with 1. You can customize the ghost text by clicking directly into the box. This is not required, but it is recommended. The N/A column will display on Competency Review modules that have Average scoring selected and Not Applicable (N/A) scoring enabled.
If you would like to add multiple levels/ Scales/ ratings, click the plus ( + ) sign in the right corner. As you continue to add Scales, the number will increase by 1. It is not possible to skip numbers, so even if you delete a scale, the numbers will auto-adjust to remain in chronological order.
You can delete a Scale by clicking on the minus ( - ) sign in the right corner. If you have customized the text, you will receive a pop-up warning confirming that you wish to delete the Scale.
Once you have created your Scales, you will notice that in the center of the grid (where the Standards and Scales intersect), you can explain the criteria used to determine the Learner's rating for each Standard. Again, simply click on each box to replace the ghost text with your information. This is not required, but it is recommended.
If you wish to apply Search Filters to your Competency Tracker, please see Module Search Filters
Now that you have created your Competency Review template complete with Scales and Standards, the next step is to create your Attestation Statement(s).
When creating the properties of this module, you determined whether you wanted only the Evaluator, or the Evaluator and the Learner, to attest to the Competency Review. Based on that decision, you will need to create an Attestation Statement for one or both roles.
Like other areas of the Competency Review, you are not required to edit the ghost text of the attestation. If you choose to leave it alone, Relias will provide a default statement. If you choose to edit the statement, your messaging will display when an Evaluator and/or a Learner sign off on the Competency Review.
In order to edit the Attestation Statement, click the Edit button in the upper, right corner. This will provide a pop-up that enables you to edit the text of the statements. You are also able to insert Dynamic Fields that will auto-populate with specific information for each Learner's Competency Review.
After you have edited the text, if you like what you have created, click Save to capture your changes. If you wish to go back to using the Relias language, click the Reset to Default button.
Click the ‘Preview’ button to view your customized Competency Review template and attestation statements exactly as the Competency Review will be seen by evaluators and learners. The preview will display in a read-only popup.
To learn more about enrolling Learners into a Competency Review, please view Enrolling Learners with Auto Enrollment, Manually Enrolling Learners in Training Plans, or Manually Enrolling Users in Modules.
For more information on Recording Attestations, please view Recording Attestations for a Competency Tracker Module.
To get back to the Knowledge Base and the master list of topics, please click here: RLMS How To Manual