Field Note Form Template

A field note form template is used to give a learners narrative feedback about their performance.

When you create a field note form template and publish it, the system automatically looks at the EPAs and contextual variables selected and generates the appropriate number of forms.

Accessing Form Templates

  • Ensure you are logged in as a staff:admin user, or as a Program Coordinator or Program Director affiliated with a program.

  • Navigate to Admin > Assessment & Evaluation.

  • Click ‘Form Templates’ on the tab menu.

  • Click the green ‘Add Form Template’ button in the top right and a pop-up window will appear.

  • Type in a form template name and select the form type from the dropdown menu. Select ‘Field Note Form.’

  • If you have permission to access multiple programs, use the dropdown menu to select the appropriate program for this form. This option will only show up if you have access to multiple programs.

  • Click 'Add Form'.

  • You will be taken to the field note form template build page.

Building a Field Note Form Template

Form Template Information Section

  • Template Title: This is the title of the form and will be seen by users.

  • Description: The form description can be used to store information for administrative purposes, but is not seen by users completing the form.

  • Form Type: This was set in the previous step and cannot be edited here.

  • Course/Program: Program coordinators and faculty directors may not have access to multiple courses, while staff:admin users are likely to. If you have access to multiple courses, make sure you've selected the correct course to affiliate the form with.

  • EPA Version: If you have two (or more) curriculum versions in the system, the Form Template Builder will default to loading the most recent version. In the "EPA Version" tab, simply select the appropriate version. Click Save.

    • If you want to build new forms for learners using Version 1, change the EPA Version to Version 1, click Save, and it will load the appropriate EPAs.

  • Permissions: Anyone added under permissions will have access to edit the form before it is in use and use the form if they are setting up a distribution. You may wish to include a program in the permissions field so that you can filter by this form type later on. To add individual, program, or organisation permissions, click the dropdown selector to select a category, and then begin to type in the appropriate name, clicking on it to add to the list. You can add multiple individuals, programs, and organisations to the permissions list as needed.

  • Include Instructions: Add additional text at the beginning of the form by clicking the small tick box beside ‘Include Instructions.’ This will open a rich text editor where you can enter text, images, hyperlinks, etc. This information will display to users when they complete forms published from this blueprint.

EPA Selection

  • Specify which EPAs can be assessed using forms generated from this template.

  • All EPAs assigned to a course are included on the template by default.

  • To remove EPAs, click on the small 'x' to the left of the EPA code.

  • You can add back any required EPAs by clicking on the dropdown menu and checking off the tick box for a desired EPA.

  • Click the grey badge beside an EPA to select or remove specific milestones for forms built from this template.

  • Click 'Save'.

Contextual Variables

If you want all EPAs to have the same available contextual variables leave all EPAs checked off. If you’d rather specify which contextual variables apply to which EPAs simply uncheck an EPA and it will appear below with its own customizable list of contextual variables.

  • Select which contextual variables you want to include with which EPAs by checking and unchecking the tick boxes.

  • You can remove specific contextual variable responses by clicking on the grey button beside a contextual variable.

    • For convenience, you can also use ‘Check All’ and ‘Uncheck All’.

    • When you modify which contextual variable response options will be available on a template, the number in the grey badge will show how many responses have been included out of the total possible responses.

  • To allow users to select multiple CV responses when completing a form, check the multi-select box. If selected, the item created on the form will be a drop down multiple responses type, instead of single response type.

  • When you have made the required changes, click the blue ‘Save and Next’ button.

You may only select between 1 and 6 contextual variables per EPA per form.

Free Text Feedback to Resident

All field note form templates include a Continue and Consider section in which faculty can record comments to provide feedback to learners. These sections cannot be edited in the Field Note Form Template.

Global Rating Scale Selector

  • From the first dropdown menu, select a Global Rating Scale.

  • Enter Item Text if needed.

Elentra allows organizations to optionally automatically populate the Item Text based on the selected scale. If you do not see Item Text prepopulated and you would like to, you'll need to speak to a developer about making that change.

  • From the second dropdown menu, indicate whether comments are disabled, optional, mandatory, or prompted.

    • Disabled - Comments are disabled at the milestone level.

    • Optional - An optional comment box will appear for each milestone. Comments are not required for a form to be submitted.

    • Mandatory - A mandatory comment box will appear for each milestone. Comments are required for all milestones before a form can be submitted.

    • Prompted - A mandatory comment box will appear only for the prompted responses indicated. This is a popular option for responses at the lower end of a scale.

  • The Responses fields will be auto-populated depending on the scale selected in the first dropdown menu.

  • Click 'Save'.

Default Content

On each form template you create you’ll notice a greyed out area at the bottom including Next Steps, Concerns, and a place for feedback. This is default form content that cannot be changed except by a developer.


Click 'Publish' to make your template available for use.

Once a form template has been published, forms created from it will live on the resident dashboard and can no longer be edited. The number of forms that will be created from a template depends on the number of EPAs assigned to the template.