Using the Versioning Wizard

Setting learner CB(M)E status (via the enrolment tab or directly in the database) is a prerequisite for Royal College programs using curriculum versioning and who want residents to move to a new curriculum version when they begin a new stage of training.

REMINDER: Please ensure that all of your learners are in the correct stage (on their CBME Dashboards) prior to publishing the new curriculum version. The green checkmark on the stage indicates that the learner has completed that stage. A learner is currently in the stage that comes after the last green stage checkmark. Failing to ensure that learners are in the correct stages will result in those learners receiving (or not receiving) new curriculum in stages when they shouldn't have.

What do I need to do to prepare?

Please ensure that you have documented any changes that will need to be made, in addition to creating (or modifying) new CSV templates for upload. From the user interface, you will be able to indicate:

  • Whether an EPA is changing, not changing, or being retired

  • Within each EPA that has been marked as changing, indicate if any KC, EC, or Milestones will be changing, not changing, or retired

  • If you are adding milestones to an EPA, mark it as changing so that the uploader will add the new milestones

  • Entirely new EPAs will be detected by the uploader without you needing to indicate anything. For example, if you currently have D1, D2, and D3, but will be adding a D4 and D5, the system will detect these in your spreadsheet and add them to the new curriculum.

  • Please ensure that all of your learners are in the correct stage (on their CBE Dashboards) prior to publishing a new curriculum version. Remember: a green checkmark on the stage indicates that the learner has completed that stage. A learner is currently in the stage that comes after the last green stage checkmark.

Which CSV files do I need to have ready?

Assuming that new EPAs are being introduced or EPAs are changing, you'll need the following:

  1. Stages Template (if adding new EPAs)

  2. EPA Template

  3. Milestone Template

  4. Any new program-specific Key and Enabling Competencies if application

SPREADSHEET TIP:

To ensure that you do not have any duplicated milestone text or duplicated milestone codes, use the "Duplicate Values" feature in Microsoft Excel. This will highlight any duplicated cells for you to ensure that you have only entered each milestone once. Caveat: this method is not perfect and will not catch the same milestone text if one instance of it has an additional space or missing period.

Create a New Curriculum Version

Navigate to the CBE Sub-Module

  1. Log in to Elentra.

  2. Click "Admin" at top right

  3. Click "Manage Programs"

  4. Select your program.

  5. Click "CBME"

  6. Click "Configure CBME".

Add New Version

  1. Click "Actions"

  2. Click "Add New Version"

You can only have one draft curriculum version in progress at a time. Optionally continue working on an existing draft if one exists, or use the reset option presented to you.

Step 1: Configuration

  1. Indicate which versioning method to use.

    For existing Royal College Programs, select "Use an existing tree version as a base."

  2. Click "Next Step"

Step 2: Select Course Tree Version

  1. Choose a tree version from the dropdown selector.

  2. After you make a choice, you'll be presented with a preview of the existing tree.

  3. Click "Next Step"

Note: Each program can only have one version "in progress" at a time. You can continue editing that new version, or reset the progress.

Step 3: Select Tree Status

  1. Set the status of curriculum tags as needed. Note the option to apply a parent objective's status to its children.

    1. If you are adding milestones to an EPA, mark the EPA as changing so that the uploader will add the new milestones

    2. Entirely new EPAs will be detected by the uploader without you needing to indicate anything. For example, if you currently have D1, D2, and D3, but will be adding a D4 and D5, the system will detect these in your spreadsheet and add them to the new curriculum.

  2. Click "Next Step"

Not Changing

The objective will remain unchanged. This exact version of the objective will be carried-forward into the new curriculum version. Note that selecting this option will stop any objectives with the same code from being uploaded.

Changing

The objective will be changing. This will allow you to upload new objective text. For a child objective (e.g. milestones), if you select “Changing” for that objective under one EPA, the system will update all other instances of that objective to “Changing”. This will ensure that you only have one version of that objective.

If there are any children in a Changing parent objective that you want removed, you MUST mark them as Retired. (For Royal College programs, this is with respect to the Milestone code - if "C PR4.3.2" will no longer be in an EPA, mark it as retired.)

Retired

The selected objective and all of its children will not be included in the next version. Any status changes for any of this objective's children will be ignored.

If you include an objective with the retired code in the spreadsheet, it will not get uploaded.

For Royal College programs, you are unlikely to use this status for EPAs unless there is an EPA at the end of your numbering that is being removed. For example, you have D1, D2, D3, D4 currently. You are retiring D4 from the next version and no new D4 will be uploaded.

For child objectives, a “Retired” status will remove that objective from only its parent in the new version. This means that there will be no new version of that child for that parent. Elentra will not retire the child from other parents unless you explicitly tell it to.

Step 4: Upload Objectives

  1. Upload files for any tag sets with changing or retired status or where new tags will be added.

    1. You typically do not need to re-upload files for tag sets that aren't changing (e.g., stages, roles, key and enabling competencies).

  2. If your files are missing information, Elentra will present you with a warning and ask you to re-upload your information.

  3. If your file upload is successful, you will see a preview of your new course tree.

  4. Click "Next Step"

Step 5: Confirmation

  1. You will be presented with a preview of the course tree.

  2. After reviewing all information is complete, click "Publish"

Build and Publish Assessment Tools for the New Version

After you publish a new curriculum version, you will need to build assessment tools for all of the new or changing objectives before learners can be assessed on them. Even after the published curriculum version is live, learners will not be able to be assessed on any new/changed objectives until the new assessment tools have been built.

For Royal College programs, remember that in most cases this will have minimal impact, since the learners only get the new version for the stages beyond the one they are currently in.

Please do not delete forms or form templates from previous versions unless you are certain that there are no longer any learners using that version.

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