# ✅ Assess

Totum Assess is where reviewers complete blinded, structured assessments of surgical videos against frameworks published in Totum Forms, and where programme administrators manage cases, settings, and exports.

Assess uses your Totum platform account and organisations. Cases usually start when someone submits a video from Totum Video Library. Assess is a separate product from Totum itself.

# What it is

Assess provides:

• 📋 My Assignments for reviewers — accept or decline cases, score video against a frozen framework, submit
• 📩 My feedback for submitters — when your programme enables submitter results
• ⚙️ An admin hub — cases, programme settings, roles, export, case registry
• 🕶️ Blinding — reviewers do not see the submitter’s identity while scoring
• 🎬 Integration with Video Library — most cases start when a surgeon chooses Assessors and clicks Submit for Assessment

Assess does not author frameworks (use Forms) and does not replace informal Video Library discussion (use Video Library).

flowchart LR
  VL["Video Library\nSubmit for Assessment"]
  Case["Case created"]
  Assign["Assignments"]
  Score["Blinded scoring"]
  Done["Completed / feedback"]

  VL --> Case --> Assign --> Score --> Done

# Who it’s for

Display labels such as “Surgeon”, “Trainee”, or “Reviewer” can be renamed in programme Settings without changing the underlying permissions.

# ⚡ Quick start for reviewers

1. Sign in to Assess and confirm the correct organisation.
2. Open Assignments (My Assignments).
3. Under Pending, open a case and Accept (or Decline with a reason).
4. Start the assessment when ready.
5. Watch the video and score each required framework item (steps and any GRS items). Progress auto-saves.
6. When all required fields are complete, Submit the assessment. It locks as completed.

🕶️ You will not see who submitted the video — that is intentional (blinding).

# ⚡ Quick start for administrators

1. Sign in to Assess as an admin.
2. Open Settings and select the default published framework version (and any activity/category routing your programme uses).
3. Open Roles and map the correct identity groups to Admins and Reviewers.
4. Confirm Video Library seats and connections are set up so surgeons can pick assessors (see Video Library).
5. Use Cases and the admin Dashboard to monitor progress; use Export when you need programme data.

For enabling submitter-facing results, see Programme settings and Example workflow 4.

# 🖥️ Screens

# For reviewers

# For submitters (when enabled)

# For administrators

Landing behaviour: admins typically land on the admin dashboard; reviewers on Assignments; other users may be sent to My feedback when results are enabled.

# 📦 How cases and assignments work

# Typical case statuses

stateDiagram-v2
  [*] --> PendingAssignment: Case created
  PendingAssignment --> InAssessment: Reviewers engage
  InAssessment --> Completed: Rules satisfied
  PendingAssignment --> NeedsAttention: Problem
  InAssessment --> NeedsAttention: Problem
  NeedsAttention --> InAssessment: Resolved

# Typical assignment statuses

stateDiagram-v2
  [*] --> Pending
  Pending --> Accepted: Accept
  Pending --> Declined: Decline
  Accepted --> InProgress: Start
  InProgress --> Submitted: Submit scores

# How reviewers are chosen

Toggle legacy mode carefully in Settings — it changes both behaviour and which admin screens appear.

# 🛠️ How-tos

# Complete an assignment (reviewer)

1. Open Assignments.
2. Expand Pending and select a case. Read any stage guidance offered on the page.
3. Accept to take the assignment, or Decline and provide a reason.
4. Choose to start now or continue later.
5. On the Assessment page:
   • Play the video (streaming where available).
   • Complete required Likert / field items for steps and GRS.
   • Use auto-save; you can leave and return while In Progress.
6. Submit when the form reports complete. The assignment moves to Completed.

# Find your work after switching organisation

Assignments and case lists are scoped to the current organisation. If an assignment you expect is missing, check the organisation switcher. Programme Settings, Roles, and Case registry behaviour is programme-wide (not per-org) — on-screen notices explain this where relevant.

# Configure programme settings

Open Settings as an admin. Typical controls include:

After educators publish a new Forms version, update Settings if you want new cases to use it.

# Map roles (access)

1. Open Roles.
2. Map identity groups to Admin and Reviewer (reviewer-eligible) roles.
3. Confirm your own groups appear as expected (“Your groups” style help on the page).

Having a Video Library Assess Reviewer seat and being mapped as a Reviewer in Assess Roles are related but separate — both usually need to be correct for a smooth peer-submit experience. See Roles and permissions.

# Monitor cases

1. Open Cases.
2. Filter by status.
3. Expand a row or open Case detail for assignment-level status (unblinded for admins).

# Export results

1. Open Export.
2. Choose blinded (pseudonymous reviewers) or unblinded (includes surgeon identity fields as offered).
3. Download CSV or JSON for analysis or reporting.

# Use the case registry

Use Case registry for programme-wide oversight: find cases across organisations, retag organisation where supported, and clean up untagged cases according to the tools available on that page.

# 🕶️ Blinding

• Reviewers do not see submitter identity while assessing.
• Admins see unblinded information on Cases and can export unblinded data.
• Submitters see their own feedback when the programme allows it — that is not a blinding break for reviewers.

flowchart TB
  Reviewer["Reviewer view"]
  Admin["Admin view"]
  Submitter["Submitter view"]

  Reviewer -->|"Blinded video + scores"| Blind["No submitter identity"]
  Admin -->|"Cases and exports"| Full["Full identity available"]
  Submitter -->|"Own feedback when enabled"| Own["Sees own results only"]

# 💡 Tips and common gotchas

• Cases usually start in Video Library, not inside Assess. If no cases appear, check that submissions are happening and that you are in the right organisation.
• No framework configured — admin dashboards may warn that a default framework version is missing. Fix this in Settings before expecting clean scoring.
• Wrong framework on new cases — publish in Forms, then update Assess Settings; existing cases keep their original snapshot.
• Legacy vs peer mode — if the Reviewers pool page is missing, legacy auto-assign is probably off (the default). That is expected for peer pick.
• Seat vs Roles — a person may hold an Assess seat but still need the Reviewer mapping (and connections) to appear in Video Library’s assessor picker.

# Related chapters

• Getting started
• Video Library — submit for assessment
• Forms — publish frameworks
• Example workflows
• Roles and permissions
• Glossary