One of the distribution options is to create a delegation. This sends tasks to a delegator to forward to the appropriate person at a later date. If there are multiple targets for a delegation, users will be able to forward some tasks to one assessor, and other tasks to another assessor.
If a distribution was created using a delegation, the designated user needs to complete the delegation by assigning assessors.
Log in as the delegator.
From the Assessment Tasks tab, click on the relevant assessment.
You'll see a list of targets in a table.
Click the checkbox beside a target name.
At the bottom right click 'Select Assessors'.
Search for as assessor and click the checkbox beside the assessor name.
If you need to add an additional internal and/or external assessor you may do so by clicking the 'Add Additional Assessor' button. This will allow you to enter the name of an internal user and/or email address of an existing external assessor. You can even add a new external assessor if necessary.
After adding the required assessors, click 'Proceed to Confirm Assessments'.
If you wish to mark the delegation as complete, click the checkbox. This will move the task to the delegator's My Completed Tasks list. If you have targets without assessors/evaluators, you will receive a warning. If you'd rather that the task to stay on the Assessment Tasks tab, do not click the checkbox.
Confirm your choice by clicking 'Create Assessment Tasks'.
The list of targets and assessors/evaluators will be updated with the newly entered information.
In the date range based delegation above, the delegator has assigned 2 targets to Alex Adams and 2 to Bennett Adkins. The rest of the tasks will be assigned at a later date.
Program or Curriculum Coordinators have two methods to monitor completion of forms and tasks associated with their program and learners.
Coordinators can access their own tasks (including delegations) and monitor the progress of individual faculty and learners through the Assessment & Evaluation Badge located between the user name and the logout button.
Coordinators can monitor the progress of any distributions they have access to and view a complete inventory of outstanding, in progress, and deleted tasks for users associated with their course or program through the Admin>Assessment & Evaluation tab.
When building a distribution a reviewer can be set in Step 5 of the Distribution Wizard. This person will need to review and approve, reopen or hide all completed tasks before the tasks as required. The use case for this might be providing an intermediary who checks the appropriateness of narrative comments on course and faculty evaluations or peer assessments.
For more information on setting up a reviewer on a distribution, please see the page for the distribution type you are working with.
If you have been set as the reviewer for a distribution, click your Assessment and Evaluation badge and you'll see a tasks with a Reviewer label under your Assessment Tasks tab.
Click View Task.
Review the form contents.
Choose one of three options:
Reopen the task: This will send the task back to the assessor/evaluator and it will remain in their pending/in progress task list until they complete it. If you reopen a task you will get a message indicating that the task has successfully been reopened.
Approve the task: This will essentially mark the task as finalized and release the task to the target (if allowed by the parameters of the distribution).
Hide the task: This will hide the task from being viewed by the target. The person who completed the task gets no feedback. If you hide a form, you will be prompted to enter a reason for why you hid the form. Note that hiding a form does not remove its data from reports generated about this form and distribution.
Note that currently, there is no user interface to retrieve all hidden forms or to view the comments about why the form was hidden.
Program coordinators have quick access to review their assessment and evaluation tasks and those of their affiliated learners and faculty through the Assessment and Evaluation badge.
Click the Assessment & Evaluation badge in the top right beside the logout button.
A series of tabs will open under the Assessment & Evaluation header.
When viewing results on any of the tabs in A&E, use the search bar to look for a specific task by name and click the down arrow to limit your results by applying search filters like distribution method (date range, delegation, learning event, rotation schedule), curriculum period, course, and task status (pending, in progress, completed). Apply start and end dates to limit your results to a specific time frame. Remember to click 'Apply Filters' to apply your choices. Remember to click 'Remove Filters' to clear filters and view all results.
Assessment Tasks This tab shows users all pending tasks for which they are responsible. This is particularly important for program coordinators because of the delegation type distributions. If a distribution was created and set as a delegation to be sent to a program admin., s/he can access that delegation here and assign the task to the appropriate faculty (or other user). Users can view and complete a task by clicking on it. Users can remove a task by clicking 'Remove Task' and providing a reason for its removal. Users can download individual forms, or download multiple forms by clicking the download checkbox on each card and then clicking 'Download PDF(s)' at the top right. When users do this they will be able to choose whether to download all tasks as one file or as multiple files.
Tasks Completed on Me This tab displays all tasks completed on the user and which s/he has been given access to view. Whether a user can view tasks completed on them is controlled in the creation of a distribution.
My Reports: To view information from forms completed on oneself, the user can click My Reports on the right hand side.
Set the date range.
Remember that the creator of a distribution can set whether a user can view reports on a distribution, so not every distribution completed on a target is available for the target to view.
My Completed Tasks: * The user can view all completed tasks and again, download an individual file or download multiple files at once.
My Learners The My Learners tab will allow faculty to access a variety of information for learners associated with them. This list of available options will vary depending on which modules are in use in Elentra but could include CBME Dashboard, Assessments, and Log Book.
Download a list of all learners associated with a faculty by clicking 'Download Enrolment'. A pdf title "learners-for-faculty-name" will download and list all learners, including their primary email and learner level.
Search for an individual by beginning to type his/her name in the search learners area; the learner cards displayed will automatically display to reflect the searched name.
Refine the list of learners by switching the curriculum period using the dropdown menu on the far right.
Click on the appropriate tab to view the desired information.
My Learners - Assessments For each of the tabs described below you can search by a task name; apply advanced search filters like distribution method (date range, delegation, learning event, rotation schedule), curriculum period, course, and task status (pending, in progress, completed); set a date range; and download a pdf of an individual task or multiple tasks (note that you can select all if required).
Reports on the Learner:
This tool allows you to view and download a pdf report (with or without comments) that aggregates learner performance on the selected form in one report. You can also use the Options dropdown menu to quickly view the form and the individual assessments.
Click group by distribution as desired to sort the forms by distribution.
Tasks Completed on Learner: View tasks completed on the learner. Cards display the form title and type, task delivery and completion dates, form triggerer name (if applicable), and name and role of the assessor. Pending Tasks on Learner: These task cards will look similar to the completed tasks but will offer the ability to send a reminder about the task. To do so, click the checkbox beside the bell and then click 'Send Reminders' at the top of the page. You also have the option to remove a task on this screen. Be aware that is you remove a task you will be required to give a reason why. Upcoming Tasks on Learner: This displays scheduled tasks for the learner that are not yet active. Learner's Current Tasks: This displays tasks the learner is currently responsible for completing (e.g. faculty evaluation, service evaluation, etc.). Task cards may display a rotation or block name depending on how they were scheduled. Faculty can send a reminder or remove a task here as well. Learner's Upcoming Tasks: This displays a learner's upcoming tasks scheduled through a distribution.
Faculty: Program coordinators associated with a course will be able to access a tab listing faculty. Faculty will appear on this list if they have been the assessor in a distribution or the target or assessor of a triggered form tied to the same course as the program coordinator.
Hide cards of external faculty by clicking Hide Card. Bring hidden cards back into view by clicking 'Show Hidden Faculty'.
Update external faculty emails by clicking on Update Email and providing revised information.
Program coordinators will be able to view the Current Tasks, Completed Tasks, Upcoming Tasks, and Tasks Completed on Faculty tabs for the available faculty.
Program coordinators can send reminders, remove tasks or download tasks. (From this screen there is an option to select all and send reminders.)
From the Tasks Completed on Faculty tab the program coordinator can also view Reports for this Faculty.
This tool allows the program coordinator to view and download a pdf report (with or without comments) that aggregates evaluations of the selected faculty in one report. Program coordinators can also use the Options dropdown menu to quickly view the form and the individual evaluations.
Responses and comments aggregated in these reports are de-identified.
Click group by distribution as desired to sort the forms by distribution. If the same form has been used across multiple distributions this will tease apart each distribution and you can report on forms completed in a single distribution.
In addition to being able to access their personalized Assessment & Evaluation badge where they can view their own tasks and access My Learners and My Faculty lists, coordinators and some faculty will also have access to Admin>Assessment & Evaluation. From this tab, coordinators can filter results and easily view outstanding, upcoming, and deleted tasks, as long as they have been added as a Course Contact. Coordinators can send reminders and remove tasks from this screen as well.
Faculty who are the assessors in a distribution or the target or assessor on a triggered form should show up here. Learners enrolled in PA or Course Director's program will also display on this list.
From the A&E Dashboard users can search for individual tasks or users to view their progress. Hovering over the target number will reveal a list of targets. Reminders can be send by clicking the box below the bell icon and then clicking Send Reminders.
If you are at an institution using the CBME features of Elentra, note that you can filter by delivery method to view triggered assessment or assessments and evaluations sent out via delegation.
Note that the Owner of a task is the person who has responsibility for completing the next step of a task. As such, if a user has stored a task in draft mode, they may be the owner of the task, even if it will eventually be sent to a faculty/preceptor.
