Form Building after Versioning

The process to build new assessment tools after curriculum versioning is relatively straight-forward. Administrators need to build new assessment tools for new EPAs or EPAs that have changed. Assessment tools will be carried over for all EPAs that were marked as "not changing."

Building Form Templates for New EPA Versions

1. Navigate to Admin > Assessment and Evaluation.

2. Click ‘Form Templates’ on the tab menu.

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

4. Type in a form name and select the form type from the dropdown menu. Select the appropriate form template and course (e.g., ‘Supervisor Form’, Pediatrics).

   1. Now that you have two (or more) curriculum versions in the system, the Form Template Builder will default to loading the most recent version.

   2. If you want to build new forms for learners using a previous version, change the EPA Version to what you want, click 'Save', and Elentra will load the appropriate EPAs.

5. Complete the sections of the form builder. This is the same as any previous form building but see details below as needed.

EPA Selection

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

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 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.

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

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

Click Save.

Enabling Competency/Milestone Scale Selector

Use the first dropdown menu to select the scale you want to use to assess enabling competencies or milestones.

Indicate whether comments are disabled, optional, mandatory, or prompted. By selecting ‘Prompted’, you can set the system to prompt and require a comment when any flagged response is selected by an assessor.

The default response feature allows you to pre-populate a form with the selected response.

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.

Global Rating Scale Selector

From the first dropdown menu, select a Global Rating Scale. This will populate the Item Text and the Responses sections.

From the second dropdown menu, indicate whether comments are disabled, optional, mandatory, or prompted. By selecting ‘Prompted’ from the Comments dropdown menu, you can set the system to prompt and require a comment when any flagged response is selected by an assessor.

6. Publish Form Template

   1. Click 'Publish' to make your template available for use. The forms will be available within the hour.

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.

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.

Building Rubrics and PPA Forms for New EPA Versions

Within a given form, you can only tag curricular objectives (e.g., EPAs or milestones) from the same curriculum version. To ensure that you do not accidentally add an EPA from a different version, you must create the form first and then "Create & Attach" new items to the form.

1. Click Admin > Assessment & Evaluation.

2. Click on Forms from the subtab menu

3. Click Add Form.

4. Provide a form name and select PPA Form or Rubric/Flex Form from the Form Type dropdown menu; then click Add Form.

   1. Now that you have two (or more) curriculum versions in the system, the Form Editor will default to loading the most recent version. Under "EPA Version", simply select the appropriate version. Click Save.

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

5. In order to use the "Programs" filter in the form bank, you need to add Program-level permissions to each form so it is recommended you do so.

   1. Click "Individual", change to "Program"

   2. Begin typing in your program name in the "Permissions" box.

   3. Click on your program to add it.

6. Complete the sections of the form builder. This is the same as any previous form building but see details below as needed.

Contextual Variables

If applicable, select the relevant contextual variables. Click the grey badge beside a variable to select or remove specific responses.

Entrustment Rating

You must include an Entrustment Rating if you want results of this form to populate the dashboards.

Set the Item Text as appropriate.

Indicate whether comments are disabled, optional, mandatory, or prompted. By selecting ‘Prompted’, you can set the system to prompt and require a comment when any flagged response is selected by an assessor.

Add Items

Click "Add Item(s)" to add an item, or click the down arrow for more options. "Add Free Text" will add an instruction box. Do not use the "Add Curriculum Tag Set" at this time.

Create & Attach a New Item

Click "Create & Attach a New Item" to add an item.

Create New Item

Click "Create & Attach a New Item" to add an item. Select the Item Type and add any item responses, if applicable.

Tag Curriculum Objectives

Because you are using a form that is mapped to "Version 2", the curriculum tag sets will be locked to "Version 2". This will ensure that you do not accidentally tag an EPA from a different version.

7. Publish Form Template

   1. Click 'Publish' to make your template available for use. The forms will be available within the hour.

The default Feedback and Concerns sections will be added when the form is published.