Elentra ME User Documentation
Elentra ME 1.14
Elentra ME 1.14
  • Introduction
  • What's New in ME 1.14
  • Support
    • Feature Requests
    • Reporting Issues
    • Elentra Learn Webinars
  • System Setup
    • Organisations
    • Location
    • Departments
    • Event Types
    • Assessment Characteristics
    • Assessment Response Categories
    • Evaluation Response Descriptors
    • Grading Scales
    • Restricted Days
  • Curriculum Management
    • Curriculum Layouts and Periods
    • Blocks in a Curriculum Period
    • Curriculum Tracks
    • Curriculum Map Versions
    • Curriculum Tag Sets and Curriculum Tags
    • Context-Based Linkages
    • Hot Topics
    • Curriculum Search
    • Curriculum Explorer
    • Curriculum Matrix
  • User Management
    • Create Users
    • Manage Cohorts
    • User Permissions
      • Clinical Faculty Checkbox
    • User Disclaimers
    • User Metadata
    • User Incidents
    • User Profile Preferences
    • Profile Photos
  • Student Management
    • Disciplinary Actions
    • Formal Remediation
    • Leaves of Absence
    • MSPR
    • Observerships
  • Communities
    • Community Types and Uses
    • Creating a Community
    • Community Pages
      • Announcements
      • Discussions
      • Document Sharing
      • Events
      • Galleries
      • Polling
      • Quizzes
      • External URL
      • BasicLTI Consumer
    • Managing Communities
    • Subscribing to Community Notifications
    • Public/Guest Accounts
  • Courses
    • Creating Courses
    • Course Setup
    • Course Content
    • Course Enrolment
    • Course Website
    • Course Groups
  • Scheduling Events
    • Creating and Managing a Schedule
    • Copying an Existing Schedule of Events
    • Recurring Events
    • Parent Child Feature
    • Lecture Capture
  • Event Pages
    • Learner View of Learning Events
    • Event Setup Tab
    • Event Content Tab
    • Event Attendance Tab
    • Event History Tab
    • Event Statistics Tab
    • Reporting on Events
    • Recurring Events Tab
  • Calendar
  • Units/Weeks
    • Creating Units
    • Learner View of Units
  • Clinical Experience
    • Accessing My Learners in Clinical Experience
    • Logbook
      • Set Curriculum Tags as Loggable
      • Course Setup Required to use Logbook
      • Learner Use of Logbook
      • Logbook Reporting
    • Lottery
      • Creating Lotteries
      • Managing Lotteries
      • Managing Stages
      • Managing Selections & Blocks
    • Rotation Scheduling
    • Electives
    • Leave Tracking
  • Assessment & Evaluation
    • System Settings
    • Rating Scales
    • Creating and Managing Items
    • Creating and Managing Forms
    • Form Templates
    • Distributions
      • Rotation Based Distributions
      • Delegation Distributions
      • Learning Event Schedule Distribution
      • Date Range Distribution
      • Adhoc Distribution
      • Feedback Options (Distribution Step 4)
      • Target and Task Release Options (Step 5)
      • Important update re: evaluations in ME 1.14
    • Faculty Access to A&E
    • Learner Use of A&E
    • Program or Curriculum Coordinator Use of A&E
      • Assessment and Evaluation Badge
      • Admin>Assessment & Evaluation Tab
      • Delegations
      • Distribution Reviewer
    • A&E Reporting
      • Access to A&E Reports
      • Evaluations Reports
      • Assessments Reports
      • Leave Reports
      • Distribution
      • Weighted CSV Report
      • Sample A&E Reports
  • Exams
    • Exam Questions
    • Importing Exam Questions
    • Creating and Managing Exams
    • Exam Information and Settings
    • Exam Posts
    • RPNow
    • Safe Exam Browser
    • Exam Reports
    • Exam History
    • Grading Exams
    • Learner View
  • Gradebook
    • Creating Assessments
      • Group Assessments
      • Attaching a Quiz
      • Attaching an Exam
      • Managing Existing Assessments
      • Copying an Existing Gradebook
    • Entering Grades
      • Faculty View of Public Grading Page
    • Drop Box Assignments
    • Viewing and Reporting on Gradebooks
    • Learner View of Gradebooks
    • Collections
    • Comments in Gradebook
  • Quizzes
    • Creating and Managing Quizzes
  • Notices and Announcements
    • Creating and Managing Notices
    • User View of Notices
  • Polls
    • Creating and Managing Polls
  • Medical Student Performance Records
    • Creating and Managing MSPRs
    • Learner Use of MSPR
  • Clerkship
    • Duty Hours Tracking
  • Portfolio
    • Managing Portfolios
      • Managing Portfolio Advisors
    • Viewing Portfolio Entries
    • Learner Use of the Portfolio
    • Portfolio and Gradebook Integration
  • Learning Object Repository
    • Managing Learning Objects
  • Annual Reports
    • Reporting on Annual Reports
  • Regional Education
    • Managing Regions
    • Apartments
      • Managing Learners and Accomodations
  • User Tools
    • Hide Sidebar
    • Organisation Switcher
    • Display Style Switcher
    • Bookmarks
    • People Search
    • Profile Options
    • Permission Masks
    • RSS Feeds
    • Calendar Subscription
    • Give Feedback!
  • System Reports
    • Curriculum Reports
    • Teaching Event Reports
    • Learner Incident Reports
    • Usage Reports
    • Assessment Reports
    • External Reporting
    • MSPR Reporting
  • Awards
    • Creating and Managing Awards
  • Rich Text Content and Accessibility Checker
  • Competency-Based Medical Education
    • Setting Up CBME: Overview
    • Mapping Curriculum
      • Auto-Setup Curriculum Tag Sets
      • Populate CanMEDS Competencies
      • Accessing Templates for Importing CBME Data
      • Import EPAs
      • Choose Competency and Curriculum Tag Options
      • Import Key Competencies (Program Specific)
      • Import Enabling Competencies (Program Specific)
      • Import Milestones
      • Import Enabling Competencies Mapping Template
      • Import Contextual Variable Responses
      • Reordering Contextual Variable Responses
      • Defining and Uploading Procedure Attributes
      • Trouble Shooting EPA Content
      • Modifying Uploaded Templates
      • Modifying Contextual Variable Responses
      • Manually Mapping EPAs
      • Editing Existing EPAs
      • Viewing the EPA Encyclopedia and EPA Maps
      • Setting Priority EPAs and Likelihood
      • EPA Versions - Overview
      • Using the Versioning Wizard
      • Form Building with Versioning
      • Assessment Plans
    • Managing Faculty and Residents
      • Recommendations for CBME User Roles
      • Learner Levels and Stages
      • Cohorts/Course Lists
      • Setting up Academic Advisor Groups
      • Managing Competency Committees
    • Forms/Tools: Introduction
    • Creating and Managing Forms
      • Form Basics
      • Rating Scales
      • Supervisor Form Template
      • Procedure Form Template
      • Field Note Form Template
      • Rubric Forms
      • Periodic Performance Assessment (PPA) Forms
      • Reordering Items on Published Forms
      • Reviewing Form Feedback
      • Tracking Completion of Tasks and Forms
      • Methods of Assessment Completion
    • Triggering and Completing Forms
      • Setting User PINs
      • Trigger Assessments: Faculty
      • Trigger Assessments: Learners
      • Resident Tool: Assessor Cues
      • PAs Entering Completed Assessments
      • Reopening and Editing Completed Assessments
      • Overview of Outstanding Tasks
      • CBME Dashboard
    • Reviewing Resident Progress
      • Promoting Learners Through Stages
      • Milestone Report
      • Resident Tool: Thumbs Up for Helpful Feedback
      • Pinning Forms, Items and Comments
      • Log Meeting Notes
      • Assessments Page
  • Multiple Language Support
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  • Accessing Form Templates
  • Form Template Information
  • Template Components Section

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  1. Competency-Based Medical Education
  2. Creating and Managing Forms

Supervisor Form Template

A supervisor form is used to give a learner feedback on a specific EPA and can be triggered by a learner or supervisor. Once an EPA is selected, the form displays the relevant milestones to be assessed. A supervisor can indicate a learner’s progress for each milestone that was observed and can provide a global entrustment rating. Comments can be made optional, prompted or mandatory in each section of the form.

When you create a supervisor form template and publish it, the system automatically looks at the EPAs, milestones, and contextual variables selected and generates the appropriate number of forms. If you kept 3 EPAs on the supervisor form template, the system will generate 3 unique forms (one per EPA) that are available to be triggered by a user.

Accessing Form Templates

  • You need to be logged in as a Program Coordinator, Program Director or staff:admin role to access Admin > Assessment & Evaluation.

  • Navigate to Admin > Assessment & 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 appropriate form type from the dropdown menu. Select ‘Supervisor 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.

  • Click 'Add Form'.

Form Template Information

Add additional form template information as required:

Template Title: Edit the form template title/name if needed. Description: The form description can be used to store information for administrative purposes, but it is not seen by users completing the form. Form Type: The form type was set when you created the form and cannot be changed here. Course: Program coordinators and faculty directors may not have access to multiple courses, while staff:admin users are likely to. If you have access to multiple courses, make sure you've selected the correct course to affiliate the form with. EPA Version: With the introduction of EPA versioning in Elentra, you can now affiliate a form with a specific EPA version if the selected course has multiple curriculum versions. The Version Details link is not currently hooked up to anything. Permissions: Anyone added under permissions will have access to edit and copy the form. You may wish to include a program in the permissions field so that you can filter by this form type later on. To add individual, program, or organisation permissions, click the dropdown selector to select a category, and then begin to type in the appropriate name, clicking on it to add to the list. You can add multiple individuals, programs, and organisations to the permissions list as needed. Include Instructions: 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. This information will display to users when they complete forms published from this blueprint.

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.

Clicking the grey badge beside an EPA will display a list of all the milestones mapped to that EPA and by default, all are checked off. To remove specific milestones from this template, deselect them to remove the blue checkmark and then click the blue ‘Save and Close’ button. Deleting unnecessary milestones is one way to reduce the length of the form and reduce the time required to complete it.

Modify the milestones for each EPA as needed. The system does not enforce a maximum number of selected milestones but the Royal College recommends 8 milestones per EPA.

After you have modified the EPAs and milestones 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. You may only select between 1 and 6 contextual variables per EPA per supervisor form.

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.

Note that if you all contextual variables will display on this list, even if a program doesn't have contextual variable responses set for that variable. If you attempt to select a contextual variable for which there are no responses set, you will get a red error message that reads "No objectives found to display." Click the X on the red message to remove it and then select a different contextual variable to use.

Enabling Competency/Milestone Scale Selector

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

If you don't have scales configured you can access them through the Assessment and Evaluation tab.

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 default response feature allows you to prepopulate a form with the selected response.This can be useful if there will be a significant number of milestones that will be included on a form.

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

After you have modified the Enabling Competency/Milestone Scale Selector as required, click the small save button in the top right section of the Enabling Competency/Milestone Scale Selector box.

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 forms generated by this template available for use. Remember that the number of forms that will be created from a template depends on the number of EPAs assigned to the template. Once a form template has been published, forms created from it will live on the resident dashboard and can no longer be edited.

Please note that a behind the scenes task (a cron job) needs to run before your forms will be published. At some schools this may take up to an hour so expect a slight delay between when you publish a form and when it is available to be triggered by users.

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Last updated 6 years ago

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