Setting Up CBME: Overview

Using Elentra with learners and faculty requires some general basic setup including the creation of curriculum layouts and periods, loading of user

information, and creation of courses. Those tasks are not CBME specific and are covered elsewhere in our documentation.

Beginning to specifically use Elentra for CBME can be broken down into several tasks:

• mapping your EPAs,

• building form templates,

• setting up learners and faculty to access the forms, and,

• reviewing and reporting on learner progress.

Setting up CBME Curriculum Tags

Before institutions can map program EPAs and build form templates, specific curriculum tag sets must be in place. To build the necessary tag sets and tags:

1. Auto-setup the required curriculum tag sets through the CBME tab. This happens once for an organization and populates three tag sets: roles, stages, and contextual variables.

2. Populate the CanMEDS Key and Enabling Competencies at the organization level. This is completed through Manage Curriculum and happens once for an organization. Even if your organization will be using program specific objectives, you are still required to upload a standard set of key and enabling competencies.

3. Import EPAs, key and enabling competencies, milestones and contextual variable responses (e.g. options for case complexity or clinical setting) through a program's CBME tab. This happens for each program using the CBME module.

4. Define and upload procedure attributes to make use of the procedure form template. Procedure attributes become assessment criteria for procedures. Each program using CBME will need to upload procedure attributes but this can be completed later than the other imports. It may be preferable to complete this step when programs are ready to build their assessment tools.

Building Form Templates

Once the required curriculum tags sets are in place and populated, an institution can begin to use assessment features linked to CBME. A series of form templates can be completed at the program level to facilitate assessment of learners. The existing form templates are:

1. Supervisor Form Template

2. Procedure Form Template

3. Field Note Form Template

Using these form templates allows Elentra to rely on a program's EPAs, competencies, milestones and contextual variables to generate and publish multiple forms based on the parameters established on each form template.

Additional assessment forms can also be used for CBME. These include:

1. The Periodic Performance Assessment Form

2. The Rubric Assessment Form

As long as items added to these forms are linked to an EPA the form will be triggerable once it is published. Note that using these forms allows you to add customized questions or prompts and that you can build those items either in advance or during form creation using the Assessment and Evaluation module.

If you want to be able to create additional customized forms and distribute them to learners and/or faculty based on rotation schedules, specific learning events, etc. you must be using additional features of Elentra. For additional information about creating forms, please see information for the Assessment and Evaluation module here.

Managing Faculty and Learners

Through the Groups tab of a course/program page, set up optional Academic Advisor Groups to link faculty members to groups of learners. Academic Advisors (listed as tutors in the course groups) will be able to view the CBME dashboards for all of their associated learners.

Through the Course Contacts section of a Course Setup page, add faculty to the Competence Committees list to allow them to review learner performance and make decisions regarding learner progress.

Reviewing and Reporting on Learner Progress

The CBME dashboard is one place to review learner progress and the different forms completed on a learner. From the CBME dashboard Stages tab, users can quickly see learner progress in different EPAs and stages and see an overview of completed forms and performance trends on the global assessment ratings on those forms. An aggregated report of learner performance in an EPA is available directly from the Stages tab of the CBME dashboard.

From the CBME dashboard you can also access an Assessments tab which allows you apply a variety of filters, search in forms, and view completed, in progress, pending and deleted forms where the learner is the target of the form.

As learners and faculty review and discuss forms a variety of additional tools are available including the ability to pin comments, items, and forms, a way to log meeting notes, and the ability for learners to give a "thumbs up" to a completed form. This information becomes accessible to the learner and faculty and in some cases dedicated tabs give easy access to it.

Sample view of a completed assessment from the learner's perspective

Additional tabs accessible from the CBME dashboard include Assessment Items (a view of individual items completed on the learner), Trends (visualizations of learner performance), Comments (access to all comments in one place) and Pins (view of anything residents or faculty have pinned for review).

Tabs accessible from the learner CBME Dashboard

In addition to the CBME dashboard, learner progress can be reviewed and reported from the learner's Assessments page where tasks where the learner is the target or the assessor/evaluator can be viewed. Reports are accessible from this page as well, however many of these reports only apply to forms managed via distributions, not CBME forms triggered by faculty or learners.

Learner's Assessments Dashboard