Competency Assessments - Part 9 - Archiving or Deleting Assessments

Archiving an Assessment Template

When an assessment template is no longer needed but staff records of completed assessment results want to be kept, it can be archived.

Only published, under review or superseded templates can be archived. The Archive option is not shown for draft templates, templates that are already archived, or templates linked to controlled document reading tests.

You need the Competency:Create/Edit Templates permission to see the Archive and Delete options in the Actions dropdown menu.

To archive an assessment template:

1. Find and open the template under Competency > Assessment Designer > List Assessment Templates
2. Select Archive from the Actions dropdown menu
3. Click Go
4. If none of the template’s assessments are still ‘Not Started’ or ‘In Progress’, click OK in the dialog box that asks, “Are you sure you want to Archive this Template?”

When archiving a template with any assessments that are still ‘Not Started’ or ‘In Progress’, the OK dialog box is not shown. Instead, a message pops up saying, “This assessment template is assigned to users who haven’t yet completed it. Do you wish to archive those assessment(s)?” The template is archived whichever button you click:

• Yes – archives the template and permanently deletes all of its ‘Not Started’ and ‘In Progress’ assessments. Assessments in any other state (for example, passed or failed) are kept.
• No – archives the template and keeps all of its assessments.

Deleting an Assessment Template

Draft templates can be deleted at any time. Published assessment templates can only be deleted if they have not been used to assign assessments, regardless of their state (active, superseded or archived). If all assigned assessments are deleted, the template can then be deleted.

To delete an assessment template:

1. Find and open the template under Competency > Assessment Designer > List Assessment Templates
2. Select Delete from the Actions dropdown menu (only available if no assessments have been assigned for this template)
3. Click Go
4. Click OK in the dialog box that asks, “Are you sure you want to delete this Template? This action can NOT be undone!”

Deleting Assigned Assessments

If an assessment is no longer needed, it can be deleted as follows. You need the Competency:Assign Tests permission to delete assessments; without it, a no-access message is shown.

1. Navigate to Competency > Assessments > List Assessments and locate the assessment (using the search filters available, if necessary)
2. Tick the checkbox in the left column of the assessment in the search results area
3. Click Delete Assessment
4. Check the details in the lightbox that pops up and click Delete
   
   

The assessment 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). Deleted assessments will be logged under the template’s Log tab with the caption, Destroy.

This is the last article in this user guide.

Previous step:

The previous article covers Cloning and Creating New Versions of Assessment Templates