Overview
FTEP (Field Training and Evaluation Program) is the iOps360 module that takes a new hire from their first day to formal release, with every step documented. It also covers Police FTO programs, lateral hires and refresher training.
Your agency defines the program once: its phases, the competencies you score, the forms preceptors fill out, the documents and classes required, the tests, and who must sign off at the end. After that, FTEP runs the day-to-day work.
What it does for you
- Enrolls trainees from the Coordinator Dashboard, choosing the program and track.
- Pairs each trainee with a preceptor and gives both of them one shared evaluation form for every shift or encounter.
- Scores competencies (SEGs) from those forms and shows the trend over time, so progress is measured, not remembered.
- Gates advancement on required documents, classes, skill counts and sign-offs, then moves the trainee to the next phase.
- Opens remediation automatically when scores stay below your threshold, with a documented improvement plan.
- Tests knowledge with question banks and timed or untimed exams, graded automatically or by hand.
- Keeps the record: notes, disputes, acknowledgments, release approvals, and a legal hold that freezes a file when needed.
Where to find it
- Open FTEP from the Education Menu or Education Admin Menu (Options > FTEP). The module must be enabled in System Config > Modules.
- The landing page shows a card for each role you hold: My Progress (trainee), My Trainees (preceptor), Program Roster and Program Setup (administrators), and Links & Videos (everyone).
Key terms
A program is built from the structure terms below. The scoring and people terms follow.
Structure
| Term | What it means |
|---|---|
| Program | The top-level container for one discipline or role, such as “EMS FTEP” or “Police FTO”. An agency can run several. |
| Track | A version of a program’s length and rigor, such as New Hire (full), Lateral Hire (abbreviated) or Refresher. A trainee is enrolled on one track. |
| Phase | An ordered stage within a track, such as Orientation, Field Training, Final Evaluation. Each phase advances either automatically or by approval. |
| Enrollment | A trainee’s place in a program and track. It holds the current phase, status and full history. |
| Status | Where an enrollment stands: Active, Paused, Remediation, Withdrawn or Released. |
Scoring and records
| Term | What it means |
|---|---|
| SEG (Domain) | A competency area scored on every evaluation, such as Patient Assessment or Radio Communication. Your agency names its own. |
| 1-7 DOSE scale | The rating scale on scored form fields. Each point has a written behavior description. 1 is best and 7 is worst (total assistance). |
| Form | A configurable evaluation or onboarding document made of fields. There are three types: Evaluation, Phase Completion and Remediation. |
| DOR | Daily Observation Report. The common name for the recurring Evaluation form. |
| Call / Run | An individual incident documented inside a form, with its own fields and the skills performed. |
| Skill log | A record that a trainee performed a skill. Logs count toward the skill targets for the phase. |
| Test bank | A pool of questions for a program. A test is built from one bank. |
People and rules
| Term | What it means |
|---|---|
| Trainee | The person enrolled in the program. They own their enrollment. |
| Preceptor (FTO) | The experienced staff member assigned to train and evaluate a trainee. A trainee can have a primary and secondary preceptors. |
| Coordinator / Admin | Anyone with Education Admin, Sysop or Super User. They set up programs and manage enrollments. |
| Release approver | Someone holding the role a release sign-off step requires, such as a Training Officer. |
| Role Map | The setting that links a user role to a program and track, so adding the role enrolls the user. |
| Remediation | A formal improvement case, opened by a rule or by hand, documented on a Remediation form. |
| Release | The final sign-off chain that clears a trainee for independent duty. |
| Legal hold | A flag that freezes an enrollment so it cannot advance, be released, or change status. |
| Dispute | A trainee’s formal disagreement with an evaluation. Resolved by an admin and kept on record. |
| Acknowledgment | A trainee confirming an evaluation was reviewed with them. It does not mean they agree. |
Who does what
What a person sees in FTEP depends on their relationship to the enrollment. One person can hold more than one role, and the landing page shows a card for each.
| Role | Who it is | What they can do |
|---|---|---|
| Trainee | The enrolled employee | View their own progress on the My FTEP Dashboard. Fill sections 1 and 2 of evaluation forms. Take tests. Add notes, file disputes, and acknowledge evaluations. Read their own phase, documents, classes and skill progress. |
| Preceptor | A user currently assigned to the trainee | Fill sections 3 and 4 of evaluation forms, after the trainee submits theirs. Approve or return trainee-submitted forms. Log skills, write notes (including private notes), and advance a phase that needs approval. Read the trainee’s file. |
| Coordinator / Admin | Education Admin, Sysop or Super User | Everything a preceptor can do, plus program setup, enrollment, preceptor assignment, pausing or withdrawing, issuing forms and tests, grading, resolving disputes, and the FTO Performance Report. Sees all four form sections. |
| Release approver | Anyone holding the role a release step requires | Approve their step in the release chain. They see the enrollment even with no other connection to the trainee. |
| Everyone else | Any staff member | Browse Links & Videos. Only admins add or edit entries. |
Privacy rules to know
- Section 2 (the trainee’s rating of the preceptor) is never shown to the preceptor. Only the trainee and agency admins see it, plus the anonymous FTO Performance Report.
- Section 4 (preceptor private notes) is never shown to the trainee.
- Private notes are visible to active preceptors and admins, never to the trainee.
- Test answer keys never reach a trainee, even after they pass.
Setting up FTEP
Only Education Admin, Sysop and Super User can configure FTEP. Turn the module on first in System Config > Modules, then open FTEP > FTEP Setup. Nothing below needs to be finished before you start enrolling, but a program needs at least one track with one active phase.
Agency-wide settings (FTEP Setup home)
| Setting | Purpose |
|---|---|
| Programs | The list of programs. Everything else is configured inside a program. |
| Notification Rules | A matrix of event, role and channel (in-app or email). It decides who is told when an evaluation is overdue, a document is missing, a trainee becomes eligible to advance, a case opens, a dispute is filed, a release step is waiting, a note gets a reply, or a form needs approval, is approved or is returned. |
| Role Map | Links a user role to a program and default track, to enroll users by role. Automatic enrollment when a role is assigned is not connected yet, so enroll trainees manually for now. |
| FTO Performance Report | Anonymous trainee ratings of each preceptor, grouped by SEG. Admin only. |
Inside each program
| Area | What you configure |
|---|---|
| Tracks and phases | The tracks, and the ordered phases in each. A phase advances Auto (once its requirements are met) or by Approval, and can require a minimum number of days or shifts. Phases can also carry required skills, tasks and forms. |
| SEGs | The competencies scored on evaluation forms. |
| Document requirements | Licenses or certifications that must be on file. Each can be set to gate a phase or the final release. They read from the user’s existing license record. |
| Class requirements | Class types that must be completed, such as CPR or ACLS. They can be met in-house or through the existing Class Reciprocity request, and can also gate a phase or release. |
| Forms | The evaluation, phase completion and remediation forms, with their fields. |
| Call fields | What a Call/Run captures on forms that have calls turned on. |
| Test banks and tests | Question pools, and the tests built from them. |
| Preceptor eligibility | What qualifies someone to be assigned as a preceptor. |
| Remediation rules | When a case opens automatically, such as a SEG or overall score below a threshold for N evaluations in a row. |
| Escalation rules | The time-based follow-ups when a case or overdue item goes unaddressed. |
| Release chain | The ordered sign-offs that formally release a trainee, such as preceptor, then Training Officer, then admin. |
A sensible order
- Create the program and its first track.
- Add the phases, and set how each advances.
- Define your SEGs.
- Build the Evaluation form with its fields, and tag each scored field to a SEG.
- Add document and class requirements, and the skills each phase needs.
- Set the release chain, and the remediation and escalation rules.
- Set Notification Rules and the Role Map.
- Build test banks and tests when you are ready to use them.
The training workflow
Every trainee moves through the same loop: enroll, train and document, evaluate, advance, and finally release. Remediation, pausing and withdrawal are side paths off that loop.
- Enroll. An admin enrolls the user from the Coordinator Dashboard and picks the program and track. Enrolling by role through the Role Map is not connected yet. The trainee starts in the track’s first active phase, and that phase’s tasks are created. A user cannot have two open enrollments in the same program.
- Assign a preceptor. An admin assigns a primary preceptor, and can add rotating or secondary preceptors. Only users who meet the program’s preceptor eligibility rules can be assigned.
- Meet the phase requirements. The trainee works through the phase’s tasks, required documents and classes, skill targets and any issued tests.
- Evaluate every encounter. After a shift, the trainee and preceptor each complete their half of one shared evaluation form. See Evaluation forms below.
- Advance the phase. An Auto phase advances once its requirements are met. An Approval phase waits for a preceptor or admin to choose Advance Phase. The trainee cannot advance themselves. Missing required documents or classes block advancement. A missing Phase Completion form only warns.
- Release. In the final phase, the release chain starts. Each approver signs their step in order, and the trainee is Released when the last step is approved. A release-gating document or class that is missing or expired blocks it.
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Each phase repeats the train, evaluate and advance loop. After the last phase the trainee enters the release chain. A remediation case branches off training and returns when it is resolved.
Side paths
- Remediation. When a remediation rule fires, the status changes to Remediation. FTEP issues the program’s Remediation form to the trainee’s primary preceptor, with the trigger reason attached, and a red flag appears next to the trainee on the preceptor and coordinator dashboards. The form becomes the documented plan. Escalation rules notify more people if the case sits unaddressed.
- Pause, resume, withdraw. An admin can pause an enrollment, resume it, or withdraw it. A withdrawn or released user can be enrolled again.
- Legal hold. An admin can place a hold that freezes advancement, release, remediation and status changes until it is lifted.
- Issued forms. A coordinator can ask a named preceptor to complete a Phase Completion or Remediation form for a named trainee, with a due date. The ask closes itself when the form is submitted.
| Status | Meaning |
|---|---|
| Active | Training is under way. |
| Paused | On hold by an admin until it is resumed. |
| Remediation | An improvement case is open. |
| Withdrawn | Ended before release. |
| Released | Cleared for independent duty. |
Evaluation forms
The Evaluation form is the heart of FTEP. It is one form with four sections and two authors, so the trainee’s account of a shift and the preceptor’s evaluation of it live in one record.
| Section | Written by | Trainee can | Preceptor can |
|---|---|---|---|
| 1. Trainee section | Trainee | Edit | Read |
| 2. Preceptor evaluation by the trainee | Trainee | Edit | Never see |
| 3. Preceptor evaluation of the trainee | Preceptor | Read, after the preceptor submits | Edit |
| 4. Preceptor notes | Preceptor | Never see | Edit |
Admins can see all four sections.
How a form moves
- Either person can start the form. They confirm the encounter date, and the trainee or preceptor if it isn’t them. If the other person already started that encounter, they join the same form rather than creating a second one.
- The trainee fills sections 1 and 2 and submits. The preceptor can draft sections 3 and 4 at any time, but cannot submit until the trainee has submitted.
- The form is complete only when both halves are submitted.
- The trainee’s submission can be approved or returned by the preceptor or an admin. Returning it hands it back to the trainee to correct and resubmit, and does not reject the record. Both outcomes can notify the trainee.
- The trainee can acknowledge the evaluation, which confirms it was reviewed with them. They can also file a dispute if they disagree.
Scoring
Scored fields use the 1-7 DOSE scale, and each is tagged to a SEG. Only section 3 ratings count toward the trainee’s SEG scores. Only section 2 ratings count toward the preceptor’s rating. Sections 1 and 4 never score. Each rating shows its written behavior description, and a field can require a note when the rating reaches a level you choose, since a high number is a weak rating.
SEG scores are viewable per trainee on the Domain Scores page from the enrollment. They also drive the remediation rules.
Calls / Runs
A form can have Calls turned on. The trainee or preceptor then adds as many calls as were run, each as a collapsible card using the fields you defined, saved as they go. Skills documented on a call become skill logs when the form is submitted, so they count toward the phase’s skill targets. The Forms tab also has a Call/Run Data Points panel that rolls up any call question across all of a trainee’s calls, such as the average patient age or the count of each outcome.
Other form types
- Phase Completion and Remediation forms have one section and one author. Whoever starts the form fills it, and both the trainee and their preceptors can read it. They are usually issued to a preceptor by a coordinator.
- Fixing mistakes. Either author can correct the encounter date while the form is incomplete. A form started in error can be deleted by a preceptor or admin if it isn’t complete, or by the trainee only before any preceptor content has been entered.
Tests
FTEP tests measure knowledge, separate from the observed performance on evaluation forms. They are built in two steps: a test bank holds the questions, and a test is built from one bank.
Test banks
A bank is a pool of questions for one program. Every question must be tagged to a SEG of that program, so a test result can be broken down by competency. Banks can be duplicated, and questions can be copied between banks, including banks in other programs. A question can carry one image.
| Question type | Graded |
|---|---|
| Multiple choice, one answer | Automatically |
| Multiple choice, several answers | Automatically, all or nothing |
| True / false | Automatically |
| Numeric (with optional tolerance) | Automatically |
| Short answer (20 characters) | By hand |
| Essay / long answer | By hand |
Tests
- A test has a fixed list of questions. You can pick a number of questions per SEG while building it, but the list is then frozen, so every trainee is tested on the same questions and scores can be compared.
- Set a passing percent (against points, not question count), an optional time limit, and whether to shuffle the question order or the answer choices.
- A test is issued from a trainee’s Tests tab, to one trainee or several at once. It appears in each trainee’s Tasks as a Start or Resume Test button. A test can be reissued once every earlier attempt has been graded.
Taking and grading
- The trainee starts the test. The clock starts then, and it keeps running if they close the browser. If time runs out, the test submits itself with what was saved.
- Auto-graded tests show the result immediately. A test with short-answer or essay questions waits in the grading queue in Setup, where an admin awards points and optional comments. The trainee sees only “Pending Grading” until then.
- The task is marked complete when the test is submitted, whether the trainee passed or not.
What the trainee sees
A trainee gets one question-level review: each question, their own answer, and whether it was right, but never the correct answer. Every later visit shows the summary only: score, pass or fail, a SEG breakdown, and time spent. Preceptors and admins can review the full detail at any time.
Test scores stay separate from SEG scores on forms. Averaging a knowledge test with observed performance would make both less meaningful.
Dashboards, notifications and reports
Trainee: My FTEP Dashboard
Shows the program, status and current phase, then loads each tab only when it is opened.
| Tab | What it shows |
|---|---|
| Program | Current phase, progress, and required documents and classes |
| Forms | Evaluation forms, issued forms, and the Call/Run Data Points panel |
| Skills | Skill logs against the phase’s targets |
| Preceptors | The assigned preceptors |
| Tasks | Phase tasks, including tests to take |
| Tests | Issued tests, attempts and results |
| Notes | Conversation threads with preceptors |
| Disputes | Disputes filed and their resolutions |
| Releases | The release chain and each step’s status |
Preceptor: Preceptor Dashboard
Lists assigned trainees with program, phase, status and days in track. It also shows evaluations pending today, forms issued to you, trainee forms awaiting your approval, and notes needing a reply. A trainee in remediation carries a red flag linking to their plan.
Coordinator: Coordinator Dashboard
Shows the full roster across all programs, filterable, with phase, status and days in program, plus a phase distribution count. It is also where admins enroll trainees and assign preceptors. Opening any trainee goes to Enrollment Detail, which has the same tabs as the trainee dashboard plus a Schedule tab, and the controls for advancing, pausing, withdrawing and issuing forms.
Notifications
Notification Rules decide who is told, by which channel, for each event. The events are:
| Event | Raised when |
|---|---|
| Overdue evaluation | A recurring evaluation form is overdue |
| Missing document | A required document is missing or expired |
| Phase eligible | A trainee has met the requirements to advance |
| Remediation opened | A remediation case is opened |
| Escalation level 1 and 2 | A remediation or overdue item reaches an escalation threshold |
| Dispute filed | A trainee disputes an evaluation |
| Release sign-off pending | A release step is waiting on a role |
| Note reply | A new reply is posted on a note thread |
| Form approval pending | A trainee submits a form waiting on approval |
| Form approved / returned | A preceptor approves or returns a trainee’s form |
Overdue and escalation checks run when a dashboard is loaded, not on a timer, and each notice is sent only once.
Reports and records
- Domain Scores: each SEG’s score and trend for one trainee.
- FTO Performance Report: anonymous trainee ratings of each preceptor by SEG. Admin only.
- Call/Run Data Points: roll-ups of call answers for one trainee.
- PDF export: a printable history of an enrollment.
- Links & Videos: a shelf of walkthrough videos, policy links and portals. Anyone can browse it. Admins add and edit entries, and a preceptor can push an entry to a trainee as a task.
FAQ and tips
I can’t find FTEP in the menu. The module may be off for your agency. A Sysop can turn it on in System Config > Modules. After enabling it, sign in again or reload so your session picks it up.
What happens if we turn the module off? Turning FTEP off permanently deletes every program for the agency, with its enrollments, forms, responses, tests and attempts. A program with an enrollment on legal hold is not deleted. Export anything you need first.
Does giving someone a user role enroll them? Not yet. The Role Map is set up, but nothing triggers enrollment when a role is assigned. Enroll the trainee from the Coordinator Dashboard, into a track that has at least one active phase.
Why can’t the preceptor submit their evaluation? The trainee must submit sections 1 and 2 first. The preceptor can still draft.
Can a trainee advance their own phase? No. Auto phases advance on their own once requirements are met. Approval phases need a preceptor or admin.
A form was started on the wrong day or for the wrong person. Change the encounter date from the form header while it is incomplete. If the trainee or preceptor is wrong, delete the form (a preceptor or admin can, and the trainee only before the preceptor has entered anything) and start a new one.
Why doesn’t a trainee see correct answers on their test? Banks are reused across cohorts, so answer keys are never shown to trainees. They get one question-level review of their own answers.
Can preceptors see how trainees rated them? No. That section is hidden from the preceptor. Admins see ratings only as an anonymous report.
Tips
- Start with one program, one track and a few phases, then add rules once forms are in use.
- Tag every scored form field to a SEG. Fields with no SEG add detail but no trend.
- Give each SEG’s ratings written behavior descriptions, so a 4 means the same to every preceptor.
- Set the release chain and notification rules before the first trainee nears the end of a phase.
- Use Links & Videos for orientation material every new hire should see.