Date Range Distributions
A date range distribution allows you to send a form to the appropriate assessors/evaluators in a specific date range.
Add New Distribution
Navigate to Admin>Assessment and Evaluation.
Click 'Distributions' above the Assessment and Evaluation heading.
Click 'Add New Distribution'.
Form
Distribution Title: Provide a title. This will display on the list of Distributions that curriculum coordinators and program coordinators can view.
Distribution Description: Description is optional.
Task Type: Hover over the question mark for more detail about how Elentra qualifies assessments versus evaluations. If a distribution is to assess learners, it's an assessment. If it is to evaluate courses, faculty, learning events, etc. it is an evaluation. Notice that the language on Step 4 will change if you switch your task type, as will other steps of the wizard.
Disable Target Release: This will only display for Evaluations. If you do not want evaluators to be able to release the form to the target upon completion, check this box. If left unchecked, evaluators will be able to release the form to the target upon completion.
Assessment/Evaluation Mandatory: This will be checked off by default. Mandatory tasks can't be deleted by assessors/evaluators.
Disable Reminders: Check this box to exclude tasks from this distribution from reminder notification emails. This option will only display if specific database settings are enabled. If you check this box, assessors/evaluators will still be sent an initial task creation notification, but weekly reminder summary emails will be disabled.
Select Form: The form you want to distribute must already exist and you must have permission to access it; pick the appropriate form.
Select a Curriculum Period: The curriculum period you select will impact the list of available learners and associated faculty.
Select a Course: The course you select will impact the list of available learners and associated faculty.
Click 'Next Step'
Method
Distribution Method: Select 'Date Range Distribution' from the dropdown menu.
Start Date: This is the beginning of the period the form is meant to reflect.
End Date: This is the end of the period the form is meant to reflect.
Delivery Date: This is the date the task will be generated and delivered to the assessors/evaluators. (The delivery date will default to be the same as the start date.)
Task Expiry Date: Optional. Set the date on which the tasks generated by the distribution will automatically expire (i.e. disappear from the assessor's task list and will no longer be available to complete). This tool was updated in ME 1.22 so that tasks expire at 11:59 pm on the day you select.
Warning Notification: If you choose to use the Task Expiry option, you'll also be able set an automatic warning notification if desired. This will send an email to assessors a specific number of days and hours before the task expires.
Delay Task Creation: This option relates specifically to creating a summary assessment task distribution. This allows you to create a distribution that will pull in and display completed tasks from other distributions. In effect, the assessor of the distribution you create will be able to see items from previously completed tasks and take them into account when completing their own task.
Select a distribution (note that you will only see distributions to which you have access).
Define how many tasks must be completed in the linked distribution(s) before the new distribution will take effect.
Enter a fallback date. This date represents when your distribution will create tasks whether or not the minimum number of tasks have been completed in the linked distribution.
You can adjust the fallback date on the fly and the distribution will adjust accordingly to only generate tasks as appropriate (previously created tasks will still remain).
If you set a fallback date that falls before the release date, the fallback date will be ignored.
Targets
The target is who or what the form is about.
Assessments/Evaluations delivered for: Use this area to specify the targets of the form.
For Assessments your options include: targets are the assessors (self-assessment), and learners (
For Evaluations your options include: faculty members, courses, course units (if in use), individuals regardless of role, external targets, and rotation schedules.
Select Targets: Here you can specify your targets using the dropdown selector.
CBME Options: This option applies only to schools using Elentra for CBME. Ignore it and leave it set to non CBME learners if you are not using CBME. If you are a CBME school, this allows you to apply the distribution to all learners, non CBME learners, or only CBME learners as required.
Target Attempt Options: Specify how many times an assessor can assess each target, OR whether the assessor can select which targets to assess and complete a specific number (e.g. assessor will be sent a list of 20 targets, they have to complete at least 10 and no more than 15 assessments but can select which targets they assess).
If you select the latter, you can define whether the assessor can assess the same target multiple times. Check off the box if they can.
Click 'Next Step'
Assessors
The assessors are the people who will complete the form.
There are three options:
Select faculty members
Browse faculty and click on the required names to add them as assessors
Select Associated Faculty will add the names of all faculty listed as course contacts on the course setup page
Exclude self-assessments: If checked, this will prevent the assessor from completing a self-assessment
Feedback Options: This will add a default item to the distribution asking if the faculty member met with the trainee to discuss their assessment.
Select learners
Click Browse Assessors and click on the appropriate option to add learners as assessors
Exclude self-assessments: If checked, this will prevent the assessor from completing a self-assessment
Select individuals external to the installation of Elentra
This allows you to add external assessors to a distribution
Begin to type an email, if the user already exists you'll see them displayed in the dropdown menu. To create a new external assessor, scroll to the bottom of the list and click 'Add External Assessor'
Provide first and last name, and email address for the external assessor and click 'Add Assessor'
Feedback Options: This will add a default item to the distribution asking if the faculty member met with the trainee to discuss their assessment.
Exclude Self Assessments: Check this to stop learners from completing a self-assessment
Feedback Options: Check this to add an item to the form requiring the target and assessor to confirm they spoke. More detail here.
Give access to the results of previous assessments: This relates to Elentra's ability to provide a summary assessment task to users. If enabled, tasks generated by this distribution will link to tasks completed in the listed distributions. When users complete the summary assessment task they will be able to view tasks completed in the other distributions. For any items that are used on both forms, results from previously completed tasks will be aggregated for the assessor to view.
Click to add the relevant distribution(s).
Click 'Next Step'
Results
You can immediately save your distribution at this point and it will generate the required tasks, but there is additional setup you can configure if desired.
Authorship: This allows you to add individual authors, or set a course or organization as the author. This may be useful if you have multiple users who manage distributions or frequent staffing changes. Adding someone as an author will allow them to more quickly access the distribution from their distribution list.
Distributions are automatically accessible to all users with staff:admin group and role permissions.
Adding a course permission will make the distribution show, without filters applied, to program coordinators and faculty directors associated with the course.
Adding an org. permission will make the distribution accessible to anyone with administrative access to Assessment & Evaluation. (Note that most users will need to apply filters to access the distribution.)
Target Release: These options allow you to specify whether the targets of the distribution can see the results of completed forms.
Task List Release:
"Targets can view tasks completed on them after meeting the following criteria" can be useful to promote completion of tasks and is often used in the context of peer assessments. Targets will only see tasks completed on them after they have completed the minimum percentage of their tasks set by you.
Target Self-Reporting Release: This controls whether targets can run reports for this distribution (i.e. to generate an aggregated report of all responses). When users access their own A+E they will see a My Reports button. This will allow them to access any reports available to them.
Target Self-Reporting Options: This allows you to specify whether or not comments included in reports are anonymous or identifiable. (This will only be applied if you have set reports to be accessible to the targets.)
Reviewers: This allows you to set up a reviewer to view completed tasks before they are released to the target (e.g. a staff person might review peer feedback before it is shared with the learner).
Check off the box to enable a reviewer.
Click Browse Reviewers and select a name from the list. Note that this list will be generated based on the course contacts (e.g. director, curriculum coordinator) stored on the course setup page.
Notifications and Reminders:
Prompted Responses: This allows you to define whom to send an email to whenever a prompted response is selected on a form used in the distribution. For example, if you have an item asking about student completion of a procedure and "I had to do it" was set as a prompted/flagged response, any time "I had to do it" is picked as an answer an email notification will be sent.
You can optionally select to email Program Coordinators, Program/Course Directors, Academic Advisors, Curricular Coordinators, or you can add a Custom Reviewer. If you select to add a Custom Reviewer you can select their name from a searchable list of users.
Sender Details: Define the email address that notifications and reminders will be sent from for a distribution.
Options are the distribution author, an existing user, an existing generic email, or a new generic email.
To create a new generic email provide a name and email address. This will be stored in the system and available to other users to use as needed.
Click 'Save Distribution'.
