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 in a Program Coordinator or Program Director role. Navigate to Admin>Assessment and 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 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.

Form Template Information

Edit the form name if needed, and add an optional description. Descriptions will be displayed at the top of forms published from this template. Often people include assessment guidelines in this section. Set permissions for the form template by selecting a category from the dropdown menu (individual, organization, or program) and then beginning to type in a name. Click on the appropriate name when you see it. Added users will appear in a list below the permissions search field. These permissions dictate who has access to and can edit the form template while it is still a draft.

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.

Template Components Section

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.

After you have modified the EPAs as required, click the small save button in the top right section of the EPA Selection box.

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.

By default, all of the options within a contextual variable are included on any forms made from the template. You can remove specific contextual variable responses by clicking on the grey button beside a contextual variable. This will open a list of contextual variable responses that by default are all checked off. To remove specific responses from this template, deselect them to remove the blue checkmark. For convenience, you can also use ‘Check All’ and ‘Uncheck All’. When you have made the required changes, click the blue ‘Save and Close’ button.

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.

After you have modified the contextual variables as required, click the small save button in the top right section of the Contextual Variables box.

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

The Item Text area will be automatically completed depending on the scale you select.

From the first dropdown menu, select a Global Rating Scale.This will populate the Item Text and the Responses sections. FYI: Rating Scales can be managed from Admin>Assessment & Evaluation, Scales tab. If the Item Text doesn't populate after you have picked a scale, some additional configuration may be required in your database. Please see the Scales help section.

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.

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

After you have made your choices for the global rating scale, click the small save button in the top right section of the Global Rating Scale Selector box.

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.

Publish

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.