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Courses/programs are used to house and organise course objectives, associated faculty and administrative staff, student enrolment, assessments, course groups, etc. Scheduled learning events are associated with courses. After a course has been set up it can be linked to a course community which creates a course website.
Unlike many content management systems, Elentra does not require you to create a separate instance of a course each academic year. When a course is built you define an enrolment period for it and set an audience for that enrolment period. By adding multiple enrolments and audiences to a course you make it accessible to various learners but the central course content stored on the course setup tab or on course website pages is not unique to those audiences by default. (The course contents do get automatically archived but multiple iterations of the course are not visible through the UI.) The individual learning events created, which are mapped to a course, are available only to specific audiences for the events.
This help section addresses course creation and the setup, enrolment, groups, and reports tabs. It also includes information on setting up a course website. Information about the CBME and Gradebook tabs can be found elsewhere (note that CBME help resources are provided in Elentra through the CBME tab).
This page displays the list of learners enrolled in the course and is based on the information provided in the course setup page.
You can search for users, download the course enrolment, and toggle between a list and a grid view of learners. Additionally, you can switch periods to view different enrolments for the course.
From the enrolment page, you can click on learner names to see their profiles, but you can’t manage enrollment on this page. That information is controlled by adding the appropriate audience in the course enrolment section of the course setup page.
On the Course Content tab you can provide a course description, director's message, and different types of resources.
You can add an external link if you have an external course page or resource you’d like users to access when trying to view this course. If you will be connecting this course to an Elentra built course website (using the Communities module), leave this blank for now. If you use another LMS provider to house course information and you'd like to link to it, add the appropriate url here.
Note that if you have linked a course to a course community and wish to unlink it you must do so from the Administration page for that community. You cannot unlink a course from a course website from the Course Content tab.
If you wish to redirect all course clicks to the external website click the checkbox underneath 'External Website URL'.
Add a course description and director’s message if desired. Both of these will be visible to users. If you go on to create a course website and link this course to it, the course description and director's message will automatically display on the course website background page.
After you've input content, click 'Save'.
Any objectives assigned to the course will be displayed here in a list. For the curriculum objectives assigned, you can configure your Elentra setup to allow individual courses to edit the wording of specific objectives. To do so, click 'edit' beside the objectives code and a window will open allowing you to edit the objective text.
Use this only if you are NOT going to be creating a course community/website for this course. You might now see this option if you are using ME 1.12.
Files and links attached here will be made available to all users accessing the course. The links and files will be displayed to users when they click on a course title.
LTI Provider: Use this if your organisation is partnering with another educational content provider to deliver content or other tools to learners (e.g. Khan, turnitin, etc.). If you plan to create a course website via the Communities module to use with this course you'll able to add an LTI provider page to that website.
Course Setup: The first section of this page is complete with the information provided when creating the course. If you need to edit any of that information you can do so (see Creating Courses page for details).
Lecture Capture: (New in ME 1.13!) This option will only display if lecture capture is enabled for your organization. This section of this page may also be complete with the information provided when creating the course (see Creating Courses page for details). If you need to edit any of that information you can do so here.
Course Contacts:
Assigning someone as a course/program director or curricular/program coordinator will allow that person to edit the course content, including all associated learning events. Their contact information will also be displayed on the course background page if you create a course community/website for the course.
Assigning someone as associated faculty will allow that person to be assigned as a grader to exams. Their contact information will also be displayed on the course background page if you create a course community/website for the course.
Assigning someone as a teaching assistant can result in that person's information being displayed on the relevant course page (if the appropriate setting is turned on) but will not give the user any additional permissions.
The list of course contact options can be modified by a developer in the language file of the Elentra installation if, for example, you want Course Director to say Program Director.
Course Keywords: This is an optional feature that can or cannot be used in Elentra; by default it is not enabled. Keywords allows you to assign Medical Subject Headings (MeSH) to courses and later to specific learning events. The Course Keyword feature is separate from curriculum tag sets and as such has limited reporting abilities when compared to a tag set. (The MeSH keywords are reported on in the Curriculum Inventory Reporting tool if you use it.) If your organisation has a list of keywords to be tracked across the curriculum it is recommended you make those words a curriculum tag set.
To effectively use the MeSH keywords feature a developer will need to import a connection to the the MeSH database to your installation of Elentra. To hide the keywords feature entirely, a developer will need to delete some tables from your installation.
Course Objectives: There are two user interfaces to support adding course objectives. Which interface you see is controlled by a setting technical staff would have to adjust. If you see the heading 'Course Tags' instead of Course Objectives, please see more detail below in the Course Tags section. If you don't see any option to add Course Objectives or Curriculum Objectives it may be because there are no tag sets built for your organisation. Go to Admin>Manage Curriculum to build tag sets.
Map curriculum tag sets or individual curriculum tags to a course by clicking 'Show Curriculum Tag Sets' and clicking through to the appropriate tag set or tag and checking it off. Assigned curriculum tags will be accessible to tag at the event level and in gradebook assessments. They will also display on a course website if you use the standard template and are visible to learners from there.
For your primary tag set displaying under 'Curriculum Objectives' you may see the option to designate a tag as primary, secondary or tertiary. If you use this feature the objectives will be displayed under primary, secondary and tertiary headings on the course page visible to learners.
The curriculum tag set designated as Curriculum Objectives will be immediately visible on the right side. All other curriculum tag sets will appear under "Other Objectives".
Note that if you want students to be able to log specific objectives those objectives should be assigned to the course.
Course Tags: If your Elentra installation is using the Quick Tag Selector setting, you'll see a Course Tags heading instead of Course Objectives. If you aren't using the Quick Tag Selector setting you won't see this section of the page.
Select the appropriate Curriculum Period from the dropdown menu.
Select the appropriate Curriculum Map Version from the dropdown menu. (Configure a curriculum map via Admin>Manage Curriculum if necessary. More information can be found in the Curriculum>Map Versions help section.)
Select curriculum tags from the dropdown menu. Whatever is added as a Course Tag will display on the course page.
If you choose to, you can click on a curriculum tag added as a course tag and map it to another curriculum tag. This is context-based linking. The linkages you create will be reflected in the map of the curriculum tag if you have enabled the tag set to be mappable to the appropriate tag set; however, the link will not be automatically recorded in the history of the tag. (It's possible that your organization doesn't have context-based linking turned on. If it doesn't, you won't have this option.)
The course tags and any context-based linkages you create will be displayed on the course page.
Course Reports:
Indicate which reports should be available to be generated from this course by selecting them from the available options. In stock Elentra you will see Report Card and My Teachers as available report types. There is no user interface to control which reports are available to which organisations within an installation of Elentra, but the database can be configured to allow specific reports to be accessible to specific organisations.
Report Card does not fully function right now but it is intended to allow users to select a learner, and view a table showing curriculum tags as rows, and learning events, simulations, and logbook across the top. In each grid matrix you see a completion rate (e.g. 1/3, 2/5) in terms of attendance and completion. For the learning events the denominator is the number of events where attendance was required and that curriculum tag was applied. The numerator is how many times the learner was present at those events (this tool assumes you are using attendance tracking in Elentra).
My Teachers will provide a report displaying the names and email addresses of all teachers active in the course. You can select the teachers you want and generate an email list to quickly communicate with people.
Course Enrolment: This will appear near the bottom of the screen but was already completed during the initial course build. If you need to edit the enrolment you can do so from here.
Course Syllabus: If this feature is enabled users will be able to generate a PDF summarizing the course information provided in the course website tabs. There is a default undergrad template that comes with stock Elentra. Syllabi will be accessible from the Courses tab where all courses are listed. Syllabi will only display while a course is running (i.e., as in during the course's defined curriculum period). Please note that there may be up to a 24-hour delay between enabling a syllabus for a course and it being visible to users because of a required behind-the-scenes action that runs every 24 hours.
After completing the required fields in Course Setup, click 'Save'.
Creating a course is the first step to populating it with objectives, creating groups, setting up a gradebook, etc. If your organisation has units enabled, your setup process will be slightly different.
Navigate to Admin>Manage Courses.
Click 'Add a New Course'.
Complete each of the required steps noting the following:
Course Setup:
Curriculum Layout: This defines in which curriculum layout this course will live. Your choice of curriculum layout will dictate the curriculum periods available later in the course setup when you set the enrolment for the course. (If no curriculum layouts are set up, proceed to Admin>Manage Settings>Select Organisation>Curriculum Layout.)
Course Name: This will display to users on the list of courses and in all associated learning event pages.
Course Code: This will display as part of the course identification visible to users on individual learning event pages and will also be used in the list of event from the Learning Events tab. The course code is also used in the breadcrumbs when you are managing courses and their different pages so codes should be logical.
Course Colour: The selected colour will be used to identify learning events that are a part of this course on the learner calendar. (You can further customize the colour of specific events when you create them.)
Course Credit: If you track credits per course you can enter that information here.
Course Type: This presently creates metadata. It doesn’t impact the course template or anything else.
Clinical Experience: (New in ME 1.13!) Use this section to indicate if a course includes clinical experiences. You must check that it does if you want to use the logbook for a course.
Course Type: Indicate if the course is optional or core curriculum.
Curriculum Tracks: Curriculum Track options will only display if you have curriculum tracks built within an organisation. These can be configured through Manage Curriculum. Assigning a course to a curriculum track allows you to identify those courses that share characteristics (e.g. help prepare learner for a specific program, provide a minor, etc.)
Reminder Notifications: This is specific to faculty teaching events in the course and allows you to choose whether or not to enable email notifications for this course. The default settings for email notifications are 30, 7 and 3 days in advance of an event. Through the database/settings table a developer can customize when and how often email reminders about teaching responsibilities are sent out. Note that timing of emails will apply to all courses in your organisation (you currently can't have one course where faculty get emails 10 and 5 days from the event, and another course where faculty get emails 15 and 7 days from the event). For the complete text included in the email by default please see the bottom of the page.
Course Permissions: An open course will allow all logged in users to access it. If you attach the course to a community or course website you'll be able to set permissions for the course website as well.
Audience Sync: Choose whether or not to automatically sync your audience with the LDAP server.
Lecture Capture:
New in ME 1.13!
You will only see lecture capture options on a course setup page if lecture capture is enabled for your organization.
You can enable lecture capture support at a course by course level.
Lecture Capture Support: Turn on or off as needed. On will allow consenting faculty to be recorded in eligible rooms.
Default Recording State: This dictates whether or not all events will automatically be recorded (on) or not (off).
Allow Faculty Override: This dictates whether or not faculty can change the default setting on their events (on) or not (off) via the event content page.
Event Types Capture Permitted: This allows you to specify which event types you want to automatically record (e.g. lectures). You can select more than one event type per course. To delete a selected event, click on the small x to the right of the event type.
Course Enrolment:
When selecting an enrolment period, the available options will depend on the Curriculum Period defined in the Course Setup section. You can add multiple curriculum periods, cohorts or individuals to a course enrolment.
After selecting an enrolment period from the dropdown options, click 'Add Audience'.
Choose to add a cohort, class list, or individual. Note that a cohort does not need to be assigned to a specific course in order to be added as an audience. However, a class list must be linked to a course via Manage Cohorts before it will be available to be added as an audience. (This requires you to save the course without an audience, go to Manage Cohorts and build a class list, and then return to the course setup tab to set the enrolment.)
Click 'Proceed'.
You will see a green success message indicating that the course has been created. You'll be redirected to the full course setup tab to provide additional details about the course.
Navigate to Admin>Manage Courses.
Search for the course you want to delete as needed.
Click the checkbox beside the course information for the course you want to delete.
Click 'Delete Courses'.
Confirm your choice.
You will get a green success message on the screen.
Dear %TO_FIRSTNAME% %TO_LASTNAME%,
%CC_FACULTY_TEXT%This is an automated notice to remind you that you are scheduled to teach in the following learning event.
Event Title: %EVENT_TITLE% Phase: %EVENT_PHASE% Event Date / Time: %EVENT_DATE% Event Duration: %EVENT_DURATION% Event Location: %EVENT_LOCATION% Associated Faculty: %ASSOCIATED_FACULTY_TEXT% To update your event click this link: %EVENT_LINK% Important things to do before your learning event: 1) Review Learning Objectives Please review your objectives to ensure that they accurately describe the learning objectives of your event. 2) Update Learning Event Resources The following resources are attached to this event for the learners to download. Please upload your new lecture notes or other resources and remove any outdated content. %RESOURCES_TEXT%
IMPORTANT: If you are going to have your assistant add your electronic resources to the site on your behalf and they have not been CC'd on this e-mail already, please forward this e-mail to them so they are able to easily find your learning event by clicking the following link: %EVENT_LINK% 3) Update the Event Type Each learning event has an event type associated with it to help identify the type of teaching that is taking place during this time (lecture, small group, case study, etc). Please ensure that the event type listed accurately represents the type of learning of this session. Need help editing your learning event? Contact your Curricular Coordinator for help with uploading files and editing event details.
Save a tree: Please consider the environment before printing this e-mail.
When you add a new course, you are adding information to the database about that course and users will be able to see a simple course page. However, to make a more robust online course community for learners and faculty you should also create a course website for a course. This is done using the Communities feature of Elentra. Using a community template for a course offers a more robust view of a course and its contents and allows for additional features like discussion boards, polls, file sharing, etc. Often we refer to the community for a course as its course website.
Here is how a course without a website will appear to users:
Here is how a course with a website will appear to users:
Note that the course website relies on a templated set of pages (e.g., background, calendar, prerequisites, etc.). The template shown and described below comes with stock Elentra but if your organization requires a different template, or you want different templates for different courses, e.g., clinical and nonclinical, that is customization work that can be done.
Note that you must create a course via Manage Courses before you can create a course community.
From the main menu, click on the Communities tab.
Click 'Create a Community' and then click on 'Courses, etc.' in the Official Communities section.
Fill in the required information and under Community Type, select ‘Course Website’ from the dropdown menu.
When you select this community type a default list of pages will appear. You can not deselect any pages. When the course website is created these will be visible. (If you'd like to have a course website template that allows users to deselect or later hide templated pages you'll need help from a developer.)
Under Community Courses, select the appropriate course to link this community to. You can connect multiple courses to one website and they will share a student-facing web presence. If you do this, some pages will display information from both courses (e.g. Learning Objectives, MCCs) whereas some pages will only show information from one course (e.g. the course description and course director's message populate from the first course).
Set the appropriate access permission and registration options and click 'Create'.
Note that any faculty listed in the course contacts section of a course will automatically be made administrators of the course website community.
If you get an error saying you must specify a Community Type but don't have the option to do so on the screen, this is a known problem. You are likely working in a second organisation (e.g., you're working in postgraduate medicine and the first organisation in your installation was undergraduate medicine). When a second organisation is created through the user interface, community types are not automatically copied into the new organisation. A developer can copy the community types for you and you'll be able to use communities properly.
Once a course community or website is created, users who are designated as Community Administrators can manage the pages just like any other community. When viewing a course website, switch to Administrator view if necessary, and then look for the Admin Center box on the sidebar. Click Manage Pages to adjust content, reorder pages, or add a new page. For quick editing access, click the Edit Page button from any community page at any point.
The following pages are included in the course website community template:
Background: Add any background information as needed. Turn on additional information to populate the page with announcements, upcoming events, and community history (e.g., new members joining). Click Save when done. (Feb. 12, 2018: Note that the display of announcements and events is currently not working and only community history will show up.)
Course Calendar: You can add customized text to the top of this page; by default it displays learning events scheduled in the course via Manage Events (change the date range from day, month, week, year etc. to change your view). If you add free text, click 'Save' when done. Note that this is different from the learner's customized calendar accessible from the dashboard. From the course website, you'll see all events scheduled for this course in a list format.
Prerequisites: You can add customized text to this page. Click 'Save' when done.
Course Aims: You can add customized text to this page. Click 'Save' when done.
Learning Objectives: You can add customized text to the top of this page; by default it displays the learning objectives/curriculum tag sets assigned to the course through the Content tab under Manage Courses. If you add text, click 'Save' when done.
MCC Presentations: You can add customized text to the top of this page; by default it displays the Clinical Learning Objectives assigned to the course through the Content tab under Manage Courses. If you add text, click 'Save' when done.
Teaching Strategies: You can add customized text to this page. Click 'Save' when done.
Assessment Strategies: You can add customized text to this page. Click 'Save' when done.
Resources: You can add customized text to the top of this page. If you add text, click 'Save' when done. Note that course communities are associated with all enrolment periods tied to the course and are not currently cohort specific. If you attach resources to a community, all learners across multiple cohorts will be able to view them. If you added resources to a course when you created it via Manage Courses, those resources will not automatically populate this page (updated February 12 - we are considering changing this in ME 1.12).
Expectations of Students: You can add customized text to this page. Click 'Save' when done.
Expectations of Faculty: You can add customized text to this page. Click 'Save' when done.
Once a course community or website is created, users who are designated as Community Administrators can manage the pages just like any other community. When viewing a course website, switch to Administrator view if necessary, and then look for the Admin Center box on the sidebar. Click Manage Pages to adjust content, reorder pages, or add a new page. For quick editing access, click the Edit Page button from any community page at any point.
When you build a course website and associate it with a course, individuals listed on the course contacts page (e.g., course director, curriculum coordinator, associated faculty) will automatically be made administrators of the course website. As admins. they will be able to edit page content, add additional pages, etc. Managing additional members is similar to other communities so please see the Communities help section for more detail.
Managing a course website in terms of permission settings, statistics and details is also like other communities so please see the Communities help section for more detail.
Community Reports is a tool unique to course websites that allows you to review which community members have viewed pages, taken specific actions, etc.
From the Admin Center, click 'Community Reports'.
Click on 'Select Filter' and select the appropriate filter (member, module type, page, action).
Click the checkbox beside the appropriate member/module/page/action and click 'Apply'. You can select filters from different filter types to further refine your results.
To delete a filter, click the small x beside it.
Once there are learners enrolled in a course/program, you can create groups of learners within a course. Course groups are useful for assigning small groups of learners to specific learning events (e.g., repeating clinical skills sessions where small groups of learners all do the same thing), and can also be used to link tutors to assigned learners. Linking tutors and groups of learners allows faculty to review specific students’ logged encounters, or act as academic advisors (especially relevant if you are using the competency-based medical education module of Elentra). Tutors linked to groups will also be able to access any community shared resources restricted to that group.
Navigate to Admin>Manage Courses.
Search for the course you want to work with and either click on the course name and then the Groups tab, or click the cog to the right of the course name and select Groups from the dropdown menu.
Check that you are working in the correct Curriculum Period, adjusting it as needed with the dropdown menu.
Click 'Add New Groups'.
Create a group name prefix (e.g. Family Medicine Group) noting that this will be applied to all groups created with an automated suffix added (e.g. 1, 2, 3, 4).
Group Type: Choose to create a specific number of empty groups (input the desired number) or have the system automatically populate groups.
If you choose to have the system auto-populate groups, define the group parameters, noting the following: Learners: Include all learners or select specific learners from the enrolment list for the relevant Curriculum Period. Groups: Either set a number of groups or set a group size requirement. Populate Groups: Select to base groups on gender (balanced or homogenous) or not.
Click 'Add'.
You will see a green success message on the screen and will then be shown the newly created groups.
Navigate to Admin>Manage Courses.
Search for the course you want to work with and either click on the course name and then the Groups tab, or click the cog to the right of the course name and select Groups from the dropdown menu.
Check that you are working in the correct Curriculum Period, adjusting it as needed with the dropdown menu.
Click the Import/Export button and select Import. You’ll be prompted to download a sample CSV file to use to import groups and group members.
Follow the column headings to create your CSV file. Group Name: Provide the appropriate group name. Tutors: List the tutor(s) for the group. Use the format 'Last name, First name; Last name, First name'. For example: Smith, John; Doe, Jane Tutors Numbers: List tutor number(s). Separate entries with a semi-colon if necessary. Learner Name: Use this format: 'Last name, First name'. For example: Smith, John Only enter information for one learner per line. Learner Number: Enter the learner's institutional number (e.g., student number).
Save your file as a csv when completed.
Search for or drag and drop your completed file into the import window.
Click Import CSV.
You will get a green success message. Close the import window and you should see your newly created groups on the screen.
Note that groups are specific to a course enrolment and at present apply only to one course. If you want to use the same groups across courses, you can download groups from one course and import them to another course, OR you can create additional cohorts at the organisational level and apply those cohorts to multiple courses through a course enrolment and audience. Unless a group will be together repeatedly for the duration of their medical education, we recommend using the first approach.
Navigate to Admin>Manage Courses.
Search for the course that has the groups you want to recreate and either click on the course name and then the Groups tab, or click the cog to the right of the course name and select Groups from the dropdown menu.
Check that you are working in the correct Curriculum Period, adjusting it as needed with the dropdown menu.
Click the Import/Export button and select 'Export to CSV file'. A file will download to your computer.
Depending on how you are setting up your groups, you may want to change the group names in the CSV file (e.g., Anatomy Group 1 becomes Microsystems Group 1). You can also change tutor information if necessary. Complete any required changes and save your file with a recognizable name.
Navigate to the course where you want to create new groups and follow the instructions above in "How to upload a CSV file to create and populate groups".
Navigate to Admin>Manage Courses.
Search for the course you want to work with and either click on the course name and then the Groups tab, or click the cog to the right of the course name and select Groups from the dropdown menu.
Check that you are working in the correct Curriculum Period, adjusting it as needed with the dropdown menu.
Tick off the box beside the group name you want to delete (note that you can select all), and click Delete Groups.
Confirm your choice by clicking Delete again.
Navigate to Admin>Manage Courses.
Search for the course you want to work with and either click on the course name and then the Groups tab, or click the cog to the right of the course name and select Groups from the dropdown menu.
Check that you are working in the correct Curriculum Period, adjusting it as needed with the dropdown menu.
Click on a group name.
Under the Group Details, Tutors field, begin to type the name of the desired tutor. Click on the name to add it and it will be displayed in a list below the tutor search box.
To delete an existing tutor, click on the X to the right of the tutor name.
Navigate to Admin>Manage Courses.
Search for the course you want to work with and either click on the course name and then the Groups tab, or click the cog to the right of the course name and select Groups from the dropdown menu.
Check that you are working in the correct Curriculum Period, adjusting it as needed with the dropdown menu.
Click on a group name.
To delete existing members, click the tick box beside the user name and click Delete Members.
To add new members to the group, scroll to the bottom of the page, and follow the onscreen instructions. Note that a learner must be enrolled in the course in order to be added to a group (you can adjust course enrolment via the Setup tab of a course management page).
You can export a csv of groups within a course. When you do this you'll have the option to export a csv or a printable csv. The printable csv provides group names, tutor names and learner names but leaves out users' institutional numbers.
There is currently no tool to view all the groups one learner is assigned to across an organisation.
Please note that there is currently no user interface to see a list of all groups a user is part of. (Users can see all the communities they are a part of from the Communities tab and My Communities card.)
