Forms
A form is a collection of items used to assess a learner, or to evaluate a faculty member, event, rotation, course or anything else in your organisation. Forms can be created for specific courses, or for use across an entire organization. When building a form administrators can optionally indicate a form workflow which allows Elentra users to initiate a form on-demand (e.g. for the purposes of clinical assessment).
This help section is primarily about creating and managing forms outside the context of Elentra's Competency-Based Education tools. See here for information about creating CBE-specific forms.
If you are creating a form to be attached to a gradebook assessment please note that not all item types are supported because there is no structure to weight them on the form posted to the gradebook. Do not use date selector, numeric, or autocomplete (multiple responses) items. When creating a form to use with a gradebook assessment it is recommended that you only use multiple choice, dropdown selector, rubric (grouped item only), and free text items. Please see additional details about form behavior in gradebook in the Gradebook section.
Form Types Overview
Elentra supports several types of forms.
Generic Form
Users can add any items to this form type and it will be immediately available for us.
Standard Rotation Evaluation Form
You will require developer assistance to add this form to your organization.
Only use this form type if you are also using the Clinical Experience rotation scheduler and you use an identical form to evaluate all rotations within a course.
This form can have preset items that appear on the form each time one is created. There is no user interface to build the templated items and a developer needs to do so.
When a new form is made, the templated items (if any exist) will be automatically added to it. Users can then optionally add additional items. After adding items, the form must be published before it can be used.
Forms must be permissioned to a course to be used, and each course can only have one active form at a time. If a new form is created it will overwrite the existing form.
Each course must have its own form permissioned to it. (If forms are identical for all courses, you can create one form, copy it multiple times and adjust the course permissions.)
This form can be automatically distributed based on a rotation schedule (set by administrators when building rotations) OR can be made available to be accessed by learners on demand (use the on-demand workflow for this option).
Standard Faculty Evaluation Form
You will require developer assistance to add this form to your organization.
Only use this form type if you use an identical form to evaluate all faculty within a course.
This form can have preset items that appear on the form each time one is created. There is no user interface to build the templated items and a developer needs to do so.
When a new form is made, the templated items (if any exist) will be automatically added to it. Users can then optionally add additional items. After adding items, the form must be published before it can be used.
Forms must be permissioned to a course to be used, and each course can only have one active form at a time. If a new form is created it will overwrite the existing form.
This form can be made available for learners to initiate on demand using on-demand workflows.
Rubric Forms (available only with CBE enabled)
Rubric forms can be used to assess learners and provide lots of flexibility to administrators to build the form with the items desired.
As long as at least one item on a rubric form is mapped to a curriculum tag, and the corresponding tag set is configured to be triggerable, learners and faculty will be able to access the form on demand.
Results of completed rubric forms are included on a learner's CBE dashboard assuming the mapped tag set is configured to show on the dashboard.
Periodic Performance Assessment Forms (available only with CBE enabled)
A Periodic Performance Assessment (PPA) Form is designed to capture longitudinal, holistic performance trends. It functions very similarly ot a rubric form and offers flexibility in terms of the items that can be added to it.
As long as at least one item on a PPA form is mapped to a curriculum tag, and the corresponding tag set is configured to be triggerable, learners and faculty will be able to access the form on demand.
Field Note Form (available only with CBE enabled)
A field note form template is used to give a learners narrative feedback about their performance.
Supervisor Form Template (available only with CBE enabled)
A supervisor form is used to give a learner feedback on a specific curriculum tag (e.g., an EPA) and can be initiated by a learner or supervisor. Once a curriculum tag is selected, the form displays the relevant child tags (e.g., milestones) to be assessed on an automatically generated rubric. A supervisor can indicate a learner’s progress for each curriculum tag that was observed and can provide a global entrustment rating. Comments can be made optional, prompted or mandatory in each section of the form.
Procedure Form Template (available only with CBE enabled)
A procedure form is an assessment tool that can be used to provide feedback on a learner’s completion of a specific procedural skill. Once a procedure is selected, specific criteria will be displayed. A procedure form can be initiated by a learner or faculty.
There are prerequisites to using a procedure form. A course must have uploaded procedures in their Contextual Variables AND have uploaded procedure criteria for each procedure.
Smart Tag Form (available only with CBE enabled)
Smart tag forms are template-based forms which are built and published without curriculum tags attached to them.
Curriculum tags are attached based on the selections made when triggering assessments using a smart tag form.