Ownership Transfer Functionality and Audibility via Admin Experience for Observation Checklists

This article is part of the Q3 2025 Major Release. To stay updated on Major Releases and the date this functionality will be available, please see our Release Notes.

Observation Checklist ownership transfer and auditability features allow Administrators to reassign stalled checklists, ensure Reviewer accountability, and maintain a complete audit trail.

Enabling Reassignment

When creating or editing an Observation Checklist in the Online Course settings, enable Reassignment. This allows an Administrator to change the assigned Reviewer while the checklist is in progress. You must also specify the list of eligible Reviewers, since only those can be selected later.

Reassigning a Reviewer

If a checklist stalls or a Reviewer must be replaced for any reason:

1. Open the Observation Checklist Activity report.
2. Filter to the Course and select the stalled checklist.
3. Click Reassign Reviewer.
   
    
4. In the pop-up, select from the eligible Reviewers you set earlier.
5. Click Apply.
   
    

The checklist ownership will update immediately, and the new Reviewer is notified by email.

Tracking Progress (Reviewer Workflow)

Once a checklist is in progress, the Reviewer Experience module will show step ownership. Each step displays who completed it and when:

Completed steps appear as read-only to others:

If a Reviewer edits an untouched step, ownership is automatically attributed to them. If a step is cleared (by clicking the 'Clear' button), it becomes available again for another Reviewer to claim.

Step Ownership and Integrity

It is important to note that once a step has been completed, only the Reviewer who completed it can make changes. If the checklist is reassigned to a new Reviewer, they will have read-only access to completed steps. 

To make changes, the checklist must be reassigned back to the original Reviewer of that step. This ensures the integrity of the review process and maintains a clear audit trail.

Viewing the Audit Log (Admin Workflow)

For a completed checklist, go back to the Observation Checklist Activity report, select the checklist, and open the Observation Checklist Summary.

Click View reviewer history from the right-hand side to view:

• When ownership was reassigned.
• Which Admin performed the action.
• Which Reviewer was reassigned from and to.

Further down, the summary also shows which Reviewer completed each step.

With these updates, Administrators can reassign stalled checklists, Reviewers have clear step-level ownership, and every action is logged for accountability.