Supervisor Form Template
A supervisor form is used to give a learner feedback on a specific EPA and can be triggered by a learner or supervisor. Once an EPA is selected, the form displays the relevant milestones to be assessed. A supervisor can indicate a learner’s progress for each milestone that was observed and can provide a global entrustment rating. Comments can be made optional, prompted or mandatory in each section of the form.
When you create a supervisor form template and publish it, the system automatically looks at the EPAs, milestones, and contextual variables selected and generates the appropriate number of forms. If you kept 3 EPAs on the supervisor form template, the system will generate 3 unique forms (one per EPA) that are available to be triggered by a user.
Accessing Form Templates
You need to be logged in as a Program Coordinator, Program Director or staff:admin role to access Admin > Assessment & Evaluation.
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 name and select the appropriate form type from the dropdown menu. Select ‘Supervisor 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'.
Form Template Information
Add additional form template information as required:
Template Title: Edit the form template title/name if needed.
Description: The form description can be used to store information for administrative purposes, but it is not seen by users completing the form.
Form Type: The form type was set when you created the form and cannot be changed 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.
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 and copy the form. 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: Check this to open a rich text editor where you can provide instructions about the form to users. The instructions will display at the top of forms built from this template. The same instructions will apply to all forms published from this form template.
EPA Selection
Select 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 the '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 display a list of all the milestones mapped to that EPA (all are selected by default). Remove milestones as needed and then click 'Save and Close’.
Deleting unnecessary milestones is one way to reduce the length of the form and reduce the time required to complete it.
Modify the milestones for each EPA as needed. Elentra does not enforce a maximum number of selected milestones per EPA.
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 may only select between 1 and 6 contextual variables per EPA per supervisor form.
By default, all of the options within a contextual variable are included on any forms made from the template.
Click the grey button beside a contextual variable to view the available contextual variable responses.
To remove specific responses from this template, deselect them. For convenience, you can also use ‘Check All’ and ‘Uncheck All’.
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 Close’ button.
If 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.
Click 'Save'.
All contextual variables will display on this list, even if a program doesn't have contextual variable responses set for that variable. If you attempt to select a contextual variable for which there are no responses set, you will get an error message that reads "No objectives found to display." Click the X on the red message to remove it and then select a different contextual variable to use.
Enabling Competency/Milestone Scale Selector
Use the first dropdown menu to select the scale you want to use to assess enabling competencies or milestones. (Scales can be configured by a medtech:admin user via Admin > Assessment and Evaluation.)
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 default response feature allows you to prepopulate a form with the selected response.This can reduce time required to complete the form.
The Responses fields will be automatically populated depending on the scale selected in the first dropdown menu.
Click 'Save'.
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 you organization may require some additional configuration by a developer.
From the second dropdown menu, indicate whether comments are disabled, optional, mandatory, or prompted.
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. These items will be added to all forms published from this template.
Publish
Click 'Publish' to make forms generated by this template available for use. Remember that the number of forms that will be created from a template depends on the number of EPAs assigned to the template.
Once a form template has been published, you can rearrange the template components for each form; however, you cannot makes changes to the scales or contextual variables. To make these changes, copy the form template and create a new version.
Please note that a behind the scenes task needs to run before your forms will be published. At some schools this may take up to an hour so expect a slight delay between when you publish a form and when it is available to be triggered by users.
