The Rotations Setup tab is where you can add rotations to a Rotation Schedule.

To create rotations you can:

  • Import a list of rotations via csv file

  • Copy rotations from another Rotation Schedule

  • Build rotations manually through the user interface

Before building rotations, please double check the block schedule template in the relevant Curriculum Layout > Curriculum Period. Ensure it has the appropriate number of blocks and the dates are accurate.

Changes made to a block schedule template in a Curriculum Period AFTER rotations have been built will not be inherited by the existing rotation schedules. You will need to either rebuild your rotations or, if they have already been extensively used, adjust the block dates individually per rotation.

How to import a list of rotations via csv

You can build a list of rotations in a rotation schedule by importing a csv that lists the rotations and their shortnames/codes. You will apply a specific block template during import and Elentra will automatically build one slot per block for each rotation. Note that you must have block schedules built for the applicable curriculum periods before you can import rotations.

  • Navigate to Admin > Clinical Experience.

  • Filter by course or cohort as needed.

  • Click on Rotation Schedule.

  • Click Rotations Setup.

  • Create a draft rotation schedule if needed. Otherwise, click on a schedule title.

  • Click the menu options beside Add Rotation and select 'Import Rotation Schedule' from the dropdown options.

  • From the popup that appears, optionally download a sample CSV.

  • Complete the CSV as needed (must include short name and full name for all rotations).

  • Drag and drop or browse your computer to select a file.

  • Select a Template from those available (these are defined by the blocks built in the relevant curriculum period). You can select more than one block schedule template in which case all rotations listed in the CSV will have blocks automatically built for the corresponding schedule (e.g. 2 week and 4 week blocks). Each block will automatically have one slot configured.

  • Click 'Import Rotations'.

  • The created rotations will display in a list.

  • Click the blue pencil on the right to go into a rotation and view the automatically created blocks and slots.

How to copy an existing rotation schedule

  • Create a draft (see above). Click 'View Schedule' if you aren't already in the draft.

  • Click 'Rotations Setup' to switch tabs.

  • Click the hamburger icon beside Add Rotation and select 'Import Rotations from Existing Schedule' from the dropdown options.

  • Select an existing schedule from the dropdown menu (note that your options will be limited to the courses you have access to).

  • Select the relevant course(s) you are copying from.

  • Note that the newly created rotations will use the block dates of the curriculum period you are copying to.

  • Optionally select to include files attached to rotations by checking the tick box.

  • Click 'Import Rotations'. It can take some time for rotations to copy so be patient.

  • The copied rotations will display in a list.\

  • A note for CBME users: When you copy an existing rotation schedule, CBME objectives associated with the rotations are not copied. You will need to define the likelihood and priority settings for the EPAs associated with each rotation when you copy a rotation schedule.

  • Also note there is currently no way to copy only one/some rotations from a rotation schedule. If not all existing rotations apply to a new curriculum period or course it may be fastest to copy the rotation schedule and then delete the rotations you don't need.

How to add rotations to a rotation schedule through the UI

  • Navigate to Admin > Clinical Experiences.

  • Click the 'Rotation Schedule' tab under the Clinical Experiences heading.

  • Click on the name of a schedule that is either published or in draft.

  • After clicking a schedule name, you will see a list of existing rotations, or no rotations if it is a new schedule.

  • Click 'Add Rotation'.

  • Provide a title, code and description. The code becomes the shortname of the rotation and is displayed on the rotation scheduler and on learners' schedules.

  • You can select appropriate sites, buildings and rooms from the dropdown menus to specify where the rotation will be located. You can associate multiple sites, buildings and rooms with a rotation which will make those same sites available when you build blocks and slots.

  • Click 'Sites' to open the list of available sites and click the green Add button beside those you wish to make available to this rotation. Click 'Sites' again to close the card.

  • Repeat the same steps for Buildings and Rooms as appropriate.

  • Associate one or more preceptors with this rotation as needed. Adding preceptors to a rotation will allow you to more quickly find the people you need to associate with a clinical event if you are using granular clinical events.

  • Add attachments relevant to the rotation as needed. Drag and drop files or browse your computer as needed.

  • If you want to automatically have rotation evaluations sent to learners book into this rotation, check the box. To use this feature, you must have a standard rotation evaluation form built and permissioned to the course in which this rotation exists. A rotation evaluation form will automatically be sent to all learners in the rotation. Set a number of days and whether the rotation evaluation should be sent before or after the end of the course.

    • Please note that using this option means you would NOT set up an additional distribution to send leaners rotation evaluations. The automated rotation evaluation will automatically be sent, however you will not be able to view a progress report for it as you would a normal distribution. You can rely on the Admin > A & E dashboard to monitor progress of tasks sent via the automated rotation evaluation. Additionally, you can report on results using the Automated Rotation Evaluations (Aggregated) report.

  • Choose the block schedules you wish to associate with this rotation. Associating block schedules with a rotation will make those periods of time available to book learners into later. Click the view details link beside a block title to view the individual blocks and their dates.

  • Click 'Save'. You will be redirected to the list of rotations in the rotation schedule in which you are working.

  • Note that you can also import a rotation structure, copy an existing rotation, and export a rotation.

How to manage existing rotations

  • Click on a rotation to edit its title, description, code/short name, site, date, etc.

  • Note that you can use the 'Shift Blocks' button to move blocks forward or back by several days. This will shift the start and finish date of all blocks.

  • Click 'Save'.

How to export a rotation schedule

  • Navigate to any rotation schedule.

  • Click the down arrow beside Add Rotation and select 'Export Report' from the dropdown options.

  • Select a block type from the dropdown options. (You can only select one block type at a time.)

  • Click 'Export'.

  • A CSV file will download to your computer. The file will include enrolled learners (name and student number), and all blocks in the rotation. Each cell will display the shortname of where the learner is assigned during each block. Please note that this export will only include the first booking that matches the start and the end date of it's template block. That means that bookings with custom dates won't be exported because the start/end date won't match the template. If there are multiple bookings for the same template block, only the first one will be exported.