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Elentra supports a variety of features to support clinical learning experiences. An improved My Learners view and Rotation Schedule were introduced with Elentra ME 1.12.
Additional features are planned for ME 1.13 in spring 2018. These include a lottery module and improved logbook.
Please stay tuned for documentation to help you use these new and revised features.
Elentra's Lottery module is designed to streamline the process of generating a rotation schedule for the clinical portion of the curriculum. The module provides administrators with the ability to create, manage, and configure lotteries, while also providing learners with the opportunity to provide feedback by ranking and submitting their preferences. Each lottery incorporates its learners' preferences into a processing algorithm, which can be run one or more times, with each variation creating a draft schedule that tracks the level of calculated learner satisfaction. Resultant draft schedules may then be compared based on their learner satisfaction scores and manually edited as needed, and once an administrator has reviewed their chosen draft schedule, it can be published as the finalized schedule.
The following is a high-level example of the process an organization may go through when configuring and running a lottery using the Elentra module.
Create a Lottery for a specified curriculum period, providing a title and visibility date, then selecting a draft schedule to determine its audience and available rotations.
Schedule a Stage within the created Lottery by setting the date and time when it should be available to learners to provide their preferences.
Create a series of Options for the Stage, one for each different arrangement of scheduled rotations.
The scheduled Stage opens on its specified date and time.
While the Stage is open, each learner logs in and ranks the Options in order of which ones they prefer the most.
The Stage closes on its specified closing date and time.
The Stage is then manually executed with a set number of variations. For each variation, a potential draft schedule is generated, incorporating the learners' ranked preferences and schedule availability.
The variations are reviewed to determine which is the most viable, with the highest learner satisfaction. The chosen variation is merged into the Lottery's working schedule.
The Lottery's working draft schedule is reviewed and published.
Curriculum Period: a period of time that defines the beginning and end of a curriculum.
Lottery: a container associated with a specific curriculum period that defines an audience and contains one or more stages.
Audience: the collection of learners that will be scheduled by the lottery processing. The audience is determined by the initial draft schedule that is selected when creating a lottery.
Learner: a single audience member.
Stage: each stage is contained within a parent lottery, and defines the period of time when it will be "open" for the lottery's audience of learners to rank that stage's options, in order of preference. After a lottery has closed, a stage may then be executed, transforming the learners' submitted preferences into partial rotation schedules that are merged into the final working schedule.
Working Schedule: each lottery has its own working copy of a rotation schedule, which is populated through the process of executing stages.
Option Type: options can be created as one of two different types to provide flexibility. The option type to be used is specified when creating a stage:
Sequential: each option created within the stage will consist of a stream of multiple blocks, in varying arrangements.
Singular: each option created within the stage will consist of a single block
Option: an ordering of one or more clerkship blocks, also known as a stream, track, grid, or group. Options are defined by an administrator and later ranked by learners in order of their preference. If a stage is set to “Singular” mode, each option will contain one block, whereas with “Sequential” mode, each option can contain multiple Blocks in varying arrangements.
Ranking: when a stage is open, each learner in the audience is tasked with reviewing the stage's options and submitting their preferred ranking. This list that maps the options to their ordered preferences is a learner's ranking.
Block: defines the specific period of time and optionally, the location where a learner will complete some form of task or content related to a particular course.
Slot: a slot defines the site and occupancy spaces available for a block. Blocks can have multiple slots, each of which may define their own minimum and maximum number of spaces.
Space: represents an actual vacancy within a slot, and serves as the link that allows learners to be assigned to a specific rotation within a schedule.
Site: the physical location where a rotation takes place. Each block within an option may specify one or more sites where the rotation may occur.
Variation: a variation is the result of an executed stage. Each variation represents a partial rotation schedule that the admin can review and adjust, or merge into the lottery's working schedule.
Satisfaction Rating: this is a percentage rating value that shows how close a variation was to the ideal scenario, where every learner received their top choice. The higher this value, the higher the number of learners who received their preferred option.
We released a version of logbook in ME 1.13 but ME 1.14 adds several features, including reporting options, and makes a few other changes to how the logbook should be set up. Please carefully check which version of Elentra you are using before you proceed!
The logbook module in Clinical Experiences allows an administrator to define requirements like number of entries, learner role in the experience, and the setting of the encounter.
Several steps are required to use the logbook:
Build a curriculum tag set and flag each applicable tag as "loggable" (complete via Manage Curriculum).
Set a course as including clinical experiences and assign the appropriate curriculum tags to the course (complete via Manage Courses>Setup tab).
Define the requirements for each loggable encounter (complete via Manage Courses>Logbook tab).
Have learners complete and log encounters (learners access this via the Logbook tab on the main menu).
Please note that the logbook is enabled by default in an Elentra installation. Additionally, the logbook in ME 1.14 does not yet support installations where schools are using the quick tag selector option to assign objectives to courses (see more here). We will be releasing ME 1.14.1 and it will include logbook support for organizations using the quick tag selector.
To access the logbook learners must be enrolled in a course that is marked as including clinical experiences, and has loggable curriculum tags configured with minimum requirements.
Learners have a separate page for each course they are enrolled in and can log entries for any course while its curriculum period is active.
A note on communicating logbook requirements with learners: As of ME 1.14 there is not a user interface that easily allows learners to see all details of all their requirements in one table. While learners can view how many entries have to be observed, how many have to be in a particular setting, etc. there is not a matrix view that shows them how these configurations interact. For that reason, you may find it useful to provide students with a table that shows them these requirements, especially if you have complicated logbook requirements.
Click 'Logbook' from the main tab menu.
Click the grey chevron to the right of a course name to switch courses. Click on the name of the course you want to log an entry for.
You'll see a list of curriculum tag sets that include loggable tags and an overview of the requirements for a specific tag set.
The percentage beside the tag name shows current completion.
Click on a label (e.g. Clinic) to view its details (e.g. 2 required, 0 completed). Grey labels show the entries required and green cards show the entries completed.
Click the plus icon on the right side of a tag to view overall completion.
Click the tag name or black chevron beside the tag name to view a list of existing entries.
Click on an entry to open your options. Click 'Show Entries' to view previously logged entries, or click 'Add Entry' to log something new.
Click 'Add Entry' at the top of the logbook.
Complete the information, noting the following:
Encounter Date: This is required and can be set to before the current date if a learner needs to log a past experience.
Encounter Time: This is automatically set to the time when the form was triggered but can be adjusted as needed.
Rotation: This will be preset with the course you were looking at but can be adjusted as needed.
Clerkship Site: Click anywhere in the bar to access a list of available sites, and then click on the appropriate site. (If no sites were configured for the course logbook this option will not appear.)
Patient Age Range and Gender: These will appear as default fields on all logging forms and Gender will automatically be 'Not Specified'.
Clinical Tasks: This is where the learner can indicate which tags they are logging with this form. Learners can add more than one tag to a form; if they do they will have a place to log the details for each tag.
Preceptor: This field will appear if an observer is required for this entry. Start typing a name to get a list of people, and then click on the appropriate name.
If a learner is logging multiple tags on one form, they will see a Global Preceptor option. This allows them to easily apply the same preceptor to all the tags (although they can still change the preceptor on a specific task).
Role: Click anywhere in the bar to access a list of available roles, and then click on the role that best describes what you did during this encounter.
Setting: Click anywhere in the bar to access a list of available settings, and then click on the setting in which you completed this encounter.
Users can clear the contents of a form by clicking the eraser icon.
Users will be asked to confirm their decision. Click 'OK' to confirm.
To deselect a task and remove it from the logging form click the small x beside the eraser icon.
Users will be asked to confirm their decision. Click 'OK' to confirm.
Click 'Save'. You will get a success message and the entry will be added to your list of logged entries.
Access the Logbook tab from the main tab menu.
Select a course for which you have logbook requirements.
You’ll see an overview of the requirements for each loggable objective (e.g. setting names, roles, etc.). Click on a specific label to see your requirements and progress within that category.
Click the + icon on the right of the card to expand it and view the overall count of logged entries.
Click the down chevron to view a list of all logged entries within that requirement.
If a top level card is the title of a hierarchical tag set, you’ll see multiple objectives within that set when you expand the card. Click the down chevron beside an objective to view a list of all logged entries for that objective.
From the detailed view shown immediately above, click on the pencil icon in the left column of the entry.
Make any required changes and click 'Update'; you can also delete the entry from this screen.
You will get a success message confirming your action.
Staff:admin users as well as staff:pcoor and faculty:directors affiliated with a specific course will be able to access Admin > Clinical Experience and the logbook.
Navigate to Admin>Clinical Experience.
Click on the Logbook tab below the Clinical Experience header.
By default the page will load one course and its most recent curriculum period, as well as 'Learners who have incomplete logbooks'.
The way this works is that the system checks learners’ rotation schedules and sees which rotation the learner is currently scheduled in. If learners are half way through a rotation but have less than 50% of the logging requirements complete, they are deficient. (Note a developer can change this threshold in the database as required.)
If a learner is for some reason enrolled in two blocks within the same rotation, the system will take the dates of the second block to measure completion.
You can change the filter options or search for an individual learner.
Filter by course to view all learners enrolled in a course. Note that you can apply multiple courses so carefully check you’ve included the ones you want. After you select a course, you can set the appropriate curriculum period.
Filter by cohort to view all learners in a cohort.
To remove a course or cohort from the list, click the small ‘x’ beside the course/cohort name.
Once you see learner cards, click the + icon on the right to see an overview of all the learner's courses and their logbook count in each.
Click ‘View Details’ on a learner card to open a new tab from which you can download a CSV of the learner’s logged entries in each course or view details inline.
Click ‘View Details’ on a course card to see an overview of progress.
From each objective you can click the + icon to see an overview, and then click ‘View entries’ to see a list of individual logged entries.
Download a CSV of what you view on your screen at any point.
CSV will include: learner name, learner #, learner email, list of courses and number of pending entries for each course.
Some CSV options will offer you two download versions:
Course overview: Show total count of required and logged entries organized by course.
This will include learner name, learner #, learner email, course name (called rotation), objective, required, and logged.
Course entries: List all logged entries for the learner with details like date, role, setting, etc.
This will include learner name, learner #, learner email, course name (called rotation), objective, required, logged, encounter date, patient age range, patient gender, role, setting, site, preceptor, and notes (called reflection).
Each lottery is directly associated with a curriculum period. This helps to refine the scope of the lottery and the available learners that can be assigned to its audience.
Navigate to Admin > Clinical Experience.
Click the ‘Lotteries’ button under the heading.
The Lottery module will load with the most recent curriculum period pre-selected. If you would like to change the curriculum period, simply click on the input field to the right of the heading and select one of the other available curriculum periods from the drop-down list.
Click the ‘Add Lottery’ button.
Adding Lottery
Provide a title for the lottery. This should be something descriptive, especially if you’re going to create more than one lottery. You will be able to edit the title later if you need to change it.
Once you've entered a title, click the ‘Proceed’ button at the top right of the card to move on to the next step - defining the audience.
Defining Audience
The audience consists of any number of learners, who can be included individually or as a group, from any number of cohorts. Click ‘Select a Cohort’ to view all cohorts available within the curriculum period and choose one.
After selecting the cohort, if it contains learners, two options will become enabled: adding all users in a cohort or manually adding individual learners.
The ‘Add All (XX)’ button will add all learners within the cohort to your defined audience with one click. The parentheses on the button label displays a count of how many learners will be added with this action.
Clicking the input directly below the cohort selector, ‘Manually add Learners from XXXX’ will allow you to add individual learners from that cohort to your audience.
If you click the manual option, this opens up the manual learner selection pane.
You can scroll through the list or use the ‘Search Audience’ field to refine the results and find specific learners. The search field will filter results based on either first or last name matches.
To add an individual learner, click the ‘Add’ button to the right of their name. The ‘Add’ button will become disabled and the appropriate learner will be added to your defined audience list displayed below.
As you add learners to your audience, either manually or by clicking the ‘Add All (XX)’ button, your defined audience list will be displayed at the bottom of the card. For any of the learners in your defined audience list, you can click the ‘Remove’ button to remove them from your defined audience, which will also re-enable their ‘Add’ button in their respective cohort.
As long as at least one learner is included in your defined audience, the ‘Confirm’ button at the bottom right of the form card will be enabled. Click ‘Confirm’ to finalize the creation of your new lottery.
This page is available to curriculum coordinators, program coordinators and faculty directors. Pcoor and faculty director users will only see schedules, rotations, etc. for the courses they are associated with on a course's setup page. Before attempting to create rotations or schedule learners make sure that the relevant curriculum period has blocks built (this is a task that someone with an administrator role must complete via Admin>Manage Curriculum; find details in the Curriculum>Rotation Blocks help section). It will also be useful to have sites defined (sites are the different locations relevant to your programs, like cities or hospitals). Sites have to be configured through System Settings by someone in an administrator role (for details see the System Setup>Location help section).
Building and populating rotations is a multi-step process. It is useful to be familiar with the various steps in the process before you begin. The steps require users to:
1. Build a schedule which acts as a holding place for rotations. An example of a schedule might be a program and year (e.g., Internal Medicine, 2018-2019).
2. Build rotations within a schedule. Rotations include the various clinical experiences learners might have within your program (e.g., Rheumatology, Cardio Consults, Hematology, Infectious Disease, etc.). Within a rotation you will be able to define sites. (Sites are locations, for example different hospitals or cities.)
3. Build blocks within a rotation. These will be based on the block structures available to your program and curriculum period based on the System Settings configured by a user with administrator permissions. You can define sites for a block.
4. Add and manage slots within a block. Within a slot you can define minimum and maximum number of participants per site, and define availability for on service and off service learners.
After schedules, rotations, and slots are defined you can book learners into slots.
Once a schedule is created it can be copied and modified for future use.
Navigate to Admin>Clinical Experiences.
Click the 'Rotation Schedule' tab under the Clinical Experiences heading.
By default you will see all published schedules you have permission to access.
The 'Available Off Service Rotations' list is populated by off service rotations created by other programs and made accessible to your program.
Navigate to Admin>Clinical Experiences.
Click the 'Rotation Schedule' tab under the Clinical Experiences heading.
Click 'New Draft'.
Provide a title, select a course from the dropdown menu, select a curriculum period from the dropdown menu and click 'Save'.
Next you can add on service and off service rotations to the draft. See below for instructions on adding a rotation.
After a draft is complete, return to the list of My Drafts.
Click the checkbox beside a draft which will cause a publish button to display.
Click 'Publish' and then confirm your action by clicking 'Publish' again in the confirmation window.
Click on the name of the schedule.
Click on the pencil icon beside the schedule name.
Edit the title or add authors as required. Authors will have permission to view and edit a schedule.
Click 'Save'.
A schedule can have multiple authors added to it to give other uses permission to access rotations within that schedule. Note that program coordinators affiliated with a course/program through a course setup page will automatically have access to the schedules affiliated with their program.
Navigate to Admin>Clinical Experiences.
Click the 'Rotation Schedule' tab under the Clinical Experiences heading.
Click on the title of a schedule.
Click the pencil icon beside the schedule name to open the edit screen.
Existing authors will show as blue under the authors list.
Click the down arrow to open a search field and begin to type a user name.
Click on the name, or click enter when the name is highlighted, to add the name to the author's list.
Click 'Save' when you've added all the required names.
Note that as of ME 1.13 you can add author permissions to a schedule, but not an individual rotation.
Navigate to Admin>Clinical Experiences.
Click the 'Rotation Schedule' tab under the Clinical Experiences heading.
Click on the name of a schedule or click 'Manage My Drafts' to access draft schedules.
After clicking a schedule name, you will see a list of existing rotations.
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.
In the Sites field, select appropriate sites from the dropdown menu. You can associate multiple sites with a rotation which will makes those same sites available when you build blocks. (The list of available sites is based on locations added through Admin>System Settings and must be configured by someone with an administrator role.)
Choose the block schedules you wish to include. Associating block schedules with a rotation will make those periods of time available to book learners into later. Click the down arrow beside a block title to view the individual blocks and their dates. (Blocks need to have been built in the relevant curriculum period via Admin>Manage Curriculum by someone with an administrator role.)
Click 'Save'.
Note that you can also import a rotation structure, copy an existing rotation, and export a rotation.
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'.
Create a draft (see above). Click on the draft title if you aren't already in the draft.
Click the down arrow beside Add Rotation and select 'Import Rotation Schedule' from the dropdown options.
Import a CSV that includes the short name and full name for all rotations. Note the link at the bottom of the window to download a sample CSV file.
Drag and drop or browse your computer to select a file.
Select a Template from those available (the available templates are defined by the blocks built in the relevant curriculum period). You can select more than one template in which case you'll build rotations for all items listed in the CSV and all blocks selected.
Click 'Import Rotations'.
The created rotations will display in a list.
Create a draft (see above). Click on the draft title if you aren't already in the draft.
Click the down arrow beside Add Rotation and select 'Copy Existing Rotations' 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).
Click 'Copy'.
The copied rotations will display in a list.
Note that when you copy an existing rotation, CBME objectives associated with the rotation are not currently copied. At present you will need to define the likelihood and priority settings for the EPAs associated with each rotation when you copy a rotation schedule. (This applies only to users with the CBME module enabled in their installation of Elentra.)
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.
Navigate to a rotation schedule and click on a rotation.
A list of blocks will display.
Click on a block name to open the block.
From here you can edit the block details and add slots to the block.
Click 'Add Slot'.
Select a slot type from the list. The options are on service learner or off service learner. On service slots will be open to learners enrolled in your program. Off service slots can be made available to learners from other programs and if so, will display on the rotation lists of those programs. Currently, there is no user interface to change these two slot type options.
Select a site for the slot. The list of available sites is based on the sites assigned to the rotation.
The 'Enforce occupancy limits' is used to provide information to a lottery system if your organisation uses a lottery. Ignore it if you don't use a lottery. Please note that up to and inclusive of ME 1.14 the occupancy limit is not enforced; it is currently used to store information and will be applied when lottery development is complete. If you are manually booking learners into slots, the current system will allow you to exceed the defined occupancy limits.
Set the minimum and maximum number of learners for this slot.
Click 'Save'.
You can add multiple slots to a block to provide an infinite number of opportunities for learners.
Click on the name of a schedule. Note that staff>pcoor users will only have access to their affiliated programs.
Click 'Learners' from the tab menu below the schedule title.
A list of enrolled learners will display in the first column. Their names, photos, id numbers and learner level (CBME learners only) will be included. The other columns represent the blocks available for learners to be scheduled into.
Note the quick tools like jumping to the current block, changing the view from block to month to quarter, and the zoom function. (The reset button will return your zoom to 100%.)
When using quarter view note that they system will still book a block in its specific dates even if the view is less clear.
Greyed out areas on a learner's schedule indicate that the learner is scheduled into another program's rotation schedule (e.g., for a learner that is enrolled in two programs). The rotation code will be displayed (includes course and rotation shortname) but a pcoor can't edit a booking outside their own program (they can book the learner into another slot in the same block).
Off service rotations you've booked a learner into will display in full color and show the rotation shortname.
Click on the name of a schedule. Note that staff>pcoor users will only have access to their affiliated programs.
Click 'Learners' from the tab menu below the schedule title.
To book a student in to a slot from an empty block, mouse over the block and your cursor will become a plus sign. Click.
The system will identify all available rotations and slots with start dates in the block you selected. When you complete a booking the resulting card will fill the exact dates of the slot within the associated blocks.
Select a rotation from the drop down menu. Note that any off service rotations available to the learner will be displayed at the bottom of the list.
Select a block from the dropdown menu.
Select a slot (on service or off service).
You may customize the dates for a rotation if needed. Click the appropriate checkbox and adjust the start and end dates.
Click 'Save'.
You can add a learner to multiple slots within a block.
Hover on a filled block and click the small plus icon in the top right corner of the slot. This will allow you to book a learner into another slot.
Select a rotation, block, and slot and click 'Save'.
Click anywhere on a filled booking to edit it.
Adjust the information and click 'Save' or click 'Delete' to remove the learner from the slot entirely.
Different learners will view their rotation schedule differently.
Learners can access their Rotation Schedule from their dashboard by clicking on the 'My Rotation Schedule' tab.
If a learner is booked into overlapping slots, their rotations will stack on top of each other (e.g. obstetrics and psychiatry below).
As of ME 1.13, if a slot has an associated site, the relevant site code will display beside the rotation code (e.g. Family~BSM).
Navigate to Admin>Clinical Experiences.
You will land on the My Learners tab but in case you don't, click the 'My Learners' tab under the Clinical Experiences heading.
Each learner card displays the learner name, email, photo and institutional id.
Search for a learner as needed, and if you can't find someone, ensure that you are in the correct curriculum period using the dropdown menu on the right.
After finding the correct learner, you'll be able to access pages relevant to this learner. Options you might see include Assessments, Logbook, Lottery, CBME, and Leave Tracking.
Note that you can download enrolment from the My Learners tab.
Learners in a phase of their education focussed on clinical learning may have the opportunity to request elective opportunities. Elentra can help with the management of electives by giving students access to an elective form to complete and submit, and providing an easy-to-use elective approval process for staff.
Click the Clerkship tab and select 'Schedules' from the dropdown menu (note that in ME 1.11 and below only learners in the third year of their program will have access to the Clerkship tab).
Click 'Add Elective'
Provide the required information and click 'Submit'.
A note to administrators, there is currently no user interface to configure the list of disciplines, host schools and number of weeks. To change the content of the form learners complete you need help from a developer.
The Elective Period the learner can select comes from their rotation schedule.
Navigate to Admin>Manage Clerkship.
From the 'Elective Pending' tab, click on a learner name.
Review the elective details and scroll to the bottom of the page to set the Elective Status (pending, approved, or rejected).
Click 'Save'.
Note that at the top of the page you can chose to remove the elective entirely. This means the elective won't show up on the learner profile as pending, approved or rejected; it will disappear from view.
After clicking on the ‘Manage Stages’ button for a specific lottery’s card, you will be shown a focused view for that lottery. This view contains a ‘Lotteries’ link at the top of the page, to navigate back to the list of all lotteries. The card for the currently selected lottery appears below that link, followed by a list of all the lottery’s stages and a ‘Schedule a Stage’ button to create a new stage.
Click ‘Schedule a Stage’. This will display a card that allows you to configure the details of a new stage to be added to the applicable lottery.
Provide a ‘Stage Type’. This dropdown contains two options. The first option is ‘Sequential Selection’, which means that each Selection in the stage would contain multiple Blocks, creating a stream or ordering of rotations. Selecting the second option, ‘Singular Selection’ means that each Selection in the stage will contain one Block each.
The choice between ‘Sequential Selection’ or ‘Singular Selection’ is often dependent on a given organization’s preference. A diagram displaying a comparison between the two stage types is provided below.
The next set of inputs are for defining the open and close dates of your lottery stage. This date range determines the period of time when learners will be able to log in and rank their preferences for selections.
The next input is a drop-down list that sets the minimum ‘Satisfaction Threshold’. When the lottery processing occurs, it will attempt to optimize the results, matching as many learners with their top choices as possible. This process tracks overall learner satisfaction on a weighted scale. The closer all learners get to their top choices, the higher the score accumulated for the stage. This accumulated score is checked against the maximum possible score, which would be achieved if every single learner received their top choice. The stage’s overall satisfaction rating is the percentage derived from those two scores. This threshold input allows you to set the minimum overall satisfaction that must be achieved for a stage to be considered successful. Any processing iteration that falls under this threshold will be flagged.
The final input on the form is a text area for notes. ‘Notes’ are not required but can be useful for identifying or commenting on any steps remaining in the lottery processes or leaving information for other staff who may be continuing the process at a later time.
Click the ‘Confirm’ button at the bottom of the form to schedule the stage with the details you’ve entered.
Click ‘Cancel’ to discard the stage currently being defined.
Click 'Schedule a Stage' again to add additional stages to the lottery.
Each stage card is titled with its start and end dates in the header. Just below the title in the header is a status bar that displays some helpful information, including a badge for the stage’s status, a counter for how many selections the stage contains, and a label showing whether the stage type is “Sequential” or “Singular”. The footer contains three buttons, ‘Manage Selections’, ‘Edit’, and ‘Delete’.
The ‘Edit’ button will open up an existing stage for editing, however “Stage Type’, ‘Open Date’, and ‘Close Date’ will be locked, as only the ‘Satisfaction Threshold’ and ‘Notes’ fields may be modified after a stage has been created.
The ‘Delete’ button will discard and remove that stage after prompting the user to confirm their action.
The ‘Manage Selections’ button works similarly to the ‘Manage Stages’ button that was clicked to arrive at the current view and list of stages, but will instead take the user to a new view focused on the associated stage, displaying a list of all that stage’s selections.
In both ME1.13 and ME 1.14, the logbook can only be used if you use the traditional method of assigning course objectives, not the quick tag selector option (images below to help you know which you use).
After curriculum tags are set as loggable, they must be assigned to a course and the requirements for each tag defined.
To assign objectives to a course you must have administrative role permissions; the task is completed via Admin>Manage Courses on the Setup tab of a course. Remember, for both ME 1.13 and ME 1.14 you can't use the logbook if you use the quick tag selecto
You can find more detail about the steps required to assign objectives to a course on the Course Setup help page but one important detail to note is that you need to pay attention to how you assign the objectives depending on whether you have a tag set with a one or two level hierarchy.
If you have a one-level tag set, you should assign each individual curriculum tag that you intend to require logging for.
If you have a two-level hierarchy and you want to include all of the second level curriculum tags, you should assign the top level objective to the course, not the subset of objectives. In the example below, note that Entrustable Professional Activities is added to the course, but EPA 1, 2, 3, and 4 are not checked off. They will be added automatically. If you have a two-level hierarchy and you want to include only some of the level 2 curriculum tags, then you should individually select them.
New in ME 1.14! You can now configure requirements for each individual curriculum tag at a more granular level (e.g. specify the role and setting requirement for each tag within a set).
You have the option to define course sites, entry requirements, roles, and settings (called Environments on the admin. side) for all loggable tags. The options you define will dictate the requirements learners have to fulfill and also what options display to them when they create an entry by using a logging form.
Entries lets you define how many encounters a learner is required to have for a tag or tag set, as well as whether notes or an observer (of learner performance) is required.
Roles lets you define in what capacity a learner participated in an encounter; learners will pick from this list when they log an entry.
Environment lets you define the settings a learner can pick from when they log an entry.
Whether you are working with a 1 or 2 level hierarchy tag set will impact what you see in the user interface.
On a Course Logbook tab you'll see a list of objectives assigned to a course. Remember that the way you configured a tag set (level of hierarchies) and how you assigned objectives to a course will impact how this list displays.
Here's what I assigned to the course:
And here's how the logbook objective configuration shows up:
Navigate to Admin > Manage Courses.
Click on the name of a course and then the Logbook tab, OR click the menu cog to the right of the course name and select Logbook.
Make sure you are working in the correct curriculum period, or switch it if necessary.
Click 'Edit' beside any curriculum tag or tag set to set its configuration.
If working with a 2 level hierarchy tag set, click the plus icon on the 'Overall configuration for <tag set title>' to open the overall configuration options. This allows you to apply a default configuration to all tags in a set and then make individual changes as needed.
Define the settings you want as a default, noting the following:
Require Notes: If you check this off, the learner will be required to include notes (which could be a reflection) when they log an entry for this tag.
Require Observer: If you check this off, the learner will be required to indicate the name of the person who observed them when they log an entry for this tag.
Min: Use the plus and minus buttons to indicate if there is a minimum number of encounters required for this tag.
If using a 2 level hierarchy tag set, the notes and observer setting in the Overall configuration will apply to all included nested tags, however, the Min. set here is for the total number of encounters for the set.
Click 'Apply'.
You will see a success message.
If you are using a 2 level hierarchy tag set, the Overall configuration menu will collapse and you can adjust the entry requirements for individual tags as needed (e.g. remove notes requirement from a certain tag, or indicate specific minimum numbers for individual tags).
Click 'Apply' for each tag when complete.
Click 'Close'.
On the Roles tab you can define whether or not a learner is required to indicate the role they played in an encounter. The default options are observed, performed with help, and performed independently.
Click 'Edit' beside a tag/tag set.
If you are using a 2 level hierarchy tag set, click the plus icon beside the tag set name to reopen the Overall configuration menu, then click on 'Roles' to apply a default setting to all tags.
Check off 'Require Roles', this will open a list of roles to select from.
Check off each role that you want to include for a tag; when you do this you will have the option to set a minimum required number as needed.
Click 'Apply'.
You will see a success message.
If you are using a 2 level hierarchy tag set, the Overall configuration menu will collapse.
To adjust the role settings for an individual tag, click on 'Settings'. This will open another menu (you should see your default settings already applied). Adjust the role options and requirements for individual tags as needed.
Click 'Apply' for each tag when complete.
You will get a success message.
Click 'Close' to collapse the card.
On the Environments tab you can define whether or not a learner is required to indicate the setting of an encounter, and specify the environments available to learners when they log entries. The default options are displayed below.
Click 'Edit' beside a tag/tag set.
If you are using a 2 level hierarchy tag set, click the plus icon beside the tag set name to reopen the Overall configuration menu, then click on 'Environments' to apply a default setting to all tags.
Check off 'Require Environment/Settings'; this will open a list of roles to select from.
Check off each role that you want to include as an option for a tag; when you do this you will have the option to set a minimum required number as needed.
Click 'Apply'.
You will see a success message.
If you are using a 2 level hierarchy tag set, the Overall configuration menu will collapse.
To adjust the role settings for an individual tag, click on 'Settings'. This will open another menu; click 'Environments' (you should see your default settings already applied). Adjust the environment options and requirements for individual tags as needed.
Click 'Apply' for each tag when complete.
You will get a success message.
Click 'Close' to collapse the card.
You can reopen a curriculum tag card at any time to view a summary of all the minimum requirements you've configured for a tag or tag set. Learners will see similar tags on their logbook entry pages.
In the example below the tag requires 5 entries to be logged in total, and the minimum requirements are that 1 is in the clinic, 1 in an emergency setting, etc. It is possible to a learner to fulfill multiple requirements with one logged entry (e.g. a task performed with help in an emergency setting). Please see the note here about communicating logbook requirements to leaners.
At the bottom of the Logbook page you can define sites available to learners when they log entries for a course. Your options will depend on the sites defined in Manage Locations. Please see more detail on the System Settings>Location help page.
Click anywhere in the 'Select a site' bar.
Hover over a site name and click on it or press Enter to add a site to the list.
Sites will display in the order added to the Course Sites list.
To remove a site from the list click the small 'x' beside the site name.
Click 'Save'.
You will get a success message.
Navigate to Admin > Clinical Experience, and click on the Lotteries tab.
You will see a list of all your existing lotteries. Each lottery in this list is represented by its own card, which can be expanded or collapsed as needed by clicking on the + / - buttons at the top right of each card. Only the first lottery in the list will be expanded on initial page load.
The list of lotteries has a ‘Search Lotteries’ input field above it, which can be used to narrow down the results of the lotteries list, based on any matches between the typed query and the lottery titles. There are also options for determining the sorting order of the results (title or date, ascending or descending).
Each lottery card header contains its title, and a status bar below that displays counters for how many learners are in that lottery’s audience, as well as how many stages it contains.
An expanded lottery card contains a tabbed navigation section. The ‘Audience’ tab displays the defined audience for the lottery and includes a ‘Search Audience’ input field for filtering results.
The ‘Stages’ tab shows a similar list, but for all stages in the lottery, including their open and close dates, which describe the period of time when the stage will be open to learners to make their choices. The status of each stage will appear in a badge to the right of the stage’s dates.
The ‘Schedules’ tab will eventually display the schedules created by the lottery processing. For this version of the module, clicking into the ‘Schedules’ tab will only display a message saying that schedules will appear there once they have been approved, from draft to published.
Each lottery card also has a footer containing several buttons, one to ‘Manage Stages’, and another two that allow you to ‘Edit’ or ‘Delete’ the lottery.
Clicking the ‘Edit’ button on a lottery card will allow you to change the lottery’s title and modify its audience, by adding new learners or removing existing ones with the same process used when creating a lottery. Click 'Cancel’ to discard your changes or ‘Confirm’ to accept them.
The ‘Delete’ button will discard and remove that lottery after prompting the user to confirm their action.
Clicking ‘Manage Stages’ will change the main view to focus on the associated lottery, displaying its card at the top of the page, followed by a list of all its stages and a button to schedule a new stage.
From a stage, click 'Manage Selections'.
Click ‘Add New Selection’ to create one or more blocks.
If the parent stage that the selection is created under is set to ‘Singular’, only one block may be added to the selection.
After clicking the ‘Add New Selection’ button, you can then specify the desired ‘Course’, ‘Length’, and ‘Rotation’ for the block, then click the ‘Finish’ button to save the block to the selection. The ‘Length’ field requires a value for ‘Course’, and ‘Rotation’ requires a value for ‘Length’.
This information is being pulled from the rotations built for a course in Clinical Experiences > Rotation Schedule. If a course is in a curriculum period with no configured blocks, or if a course has no rotations created, you won't have information to pick from for the selection.
If the parent stage that the selection is created under is set to ‘Sequential’, multiple blocks may be added to the selection to create a sequential ordering, or “stream”. If you have not created any blocks in a sequential selection, you will see a form for defining the ‘Course’, ‘Length’, and ‘Rotation’ of the first block, as well as a toggle for setting the block to an active or inactive state. The ‘Length’ field requires a value for ‘Course’, and ‘Rotation’ requires a value for ‘Length’. Click the ‘Confirm’ button to finalize the current block.
After finalizing the first block in your sequential selection, you have the option to ‘Cancel’, which will discard the selection currently being defined, ‘Add New Block’ to define and add another block to the sequence, and ‘Finish’, which will save the current sequential selection, including all of its contained blocks. You also have the option to toggle the active/inactive state on any existing blocks, or open a specific block to make changes, simply by clicking its ‘Edit’ button. In the example below, Block 1 is set to a course with code “CRS” and a rotation of “ROT”.
This information about length and rotation is being pulled from the rotations built for a course in Clinical Experiences > Rotation Schedule. If a course is in a curriculum period with no configured blocks, or if a course has no rotations created, you won't have information to pick from for the selection.
After clicking on the ‘Manage Selections’ button for a specific stage’s card, you will be shown a focused view for that stage. This view contains a ‘Stages’ link below the selected lottery card, to navigate back to the list of all the stages for the lottery you are working within. The card for the currently selected stage appears below that ‘Stages’ link, followed by an overview of all its selections. Above the selections overview there is an ‘Add New Selection’ button for creating new selections.
In this version of the application, the selections overview section consists of a simplified list of each selection, with associated buttons to ‘Edit’ or ‘Delete’ each individual selection. In future versions of the application, this simplified list will be replaced with a scheduling overview UI similar to a rotation scheduler.
Leave tacking allows you to record absences for learners.
Navigate to Admin>Clinical Experiences.
You will land on the My Learners tab.
Each learner card displays the learner name, email, photo and institutional id.
Search for a learner as needed, and if you can't find someone, ensure that you are in the correct curriculum period using the dropdown menu on the right.
From the learner card, click 'Leave tracking'.
Click 'Record New Leave'.
Provide the required information noting the following: Leave Type: The list of leave types is configured in the database and there is no user interface to change the leave types.
Click 'Save'.
The leave will appear on a list and will be sorted by type and total days in a second list.
To make curriculum tags available as loggable you must flag them as such in Manage Curriculum. If a tag is not set as loggable you will still be able to assign it to a course, but it will not be visible under the course Logbook tab.
Unlike ME 1.13, you can now use a curriculum tag set that has 1 or 2 hierarchical levels for logging. Tag sets with different numbers of hierarchical levels will display differently in the logbook (a tag set with 2 levels will group all individual tags under the level one title, a tag set with 1 level will show each tag individually). See images displaying curriculum tag hierarchy at the bottom of the page.
You must be a user with administrative role permissions to edit curriculum tags.
New in ME 1.14 you can set an entire tag set to loggable at once!
Navigate to Admin>Manage Curriculum.
Click 'Curriculum Tags' from the Manage Curriculum card on the left sidebar.
Click the checkbox beside the appropriate curriculum tag set.
Click 'Make all loggable' below the list of tag set titles.
To set all tags within a tag set as not loggable, click 'Make all unloggable'.
If you wish to specify that certain curriculum tags within a tag set are loggable and others aren't, you must individually set each tag as loggable.
Navigate to Admin>Manage Curriculum.
Click 'Curriculum Tags' from the Manage Curriculum card on the left sidebar.
Click on the appropriate curriculum tag set.
In list view, hover over a curriculum tag and click the pencil icon to edit the tag. In table view, click the pencil icon to edit the tag.
Click the checkbox beside "This curriculum tag should be loggable in the Experience Logbook."
Click 'Save'.
Tags set as loggable will be available to any course to which they are assigned as course objectives.
In this sample the entire tag set is called Logbook Objectives. The Logging Categories (Level 1 hierarchy) are Entrustable Professional Activities, Tasks/Procedures, and Encounters.
Each of the level 1 categories have additional tags nested underneath them.
If you have a 2+ level hierarchical tag set and are manually inputting additional tags note that the children nested beneath a top level tag will inherit the loggable setting of that tag. For example, if the entire Entrustable Professional Activities
