Elentra ME User Documentation
Elentra ME 1.16
Elentra ME 1.16
  • Introduction
  • What's New in Elentra ME 1.16
  • 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
    • Calendar Subscription
  • Units/Weeks
    • Creating Units
    • Learner View of Units
  • Cases
  • 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
      • Managing Lotteries
        • Lottery Cards
        • Creating a Lottery
        • Editing or Deleting a Lottery
      • Managing Stages
        • Stage Cards
        • Creating a Stage
        • Editing or Deleting a Stage
      • Managing Options
        • Options
        • Adding an Option Rotation
        • Editing or Deleting an Option Rotation
      • Learner Ranking
        • Ranking Interface
      • Managing Variations
        • Schedule Variations
        • Generating Schedule Variations
      • Publishing the Schedule
    • Rotation Schedule
      • Granular Clinical Scheduling
    • Electives
    • Leave Tracking
  • Assessment & Evaluation
    • System Settings
    • Assessment & Evaluation Admin Dashboard
    • 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
    • Learner Use
    • Program or Curriculum Coordinator Use
      • Assessment and Evaluation Badge
      • Admin>Assessment & Evaluation Tab
      • Delegations
      • Distribution Reviewer
    • Reporting
      • Access to A&E Reports
      • Evaluations Reports
      • Assessments Reports
      • Leave Reports
      • Distribution
      • Weighted CSV Report
      • Sample A&E Reports
  • 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
      • Updating Learner Stages
      • Milestone Report
      • Resident Tool: Thumbs Up for Helpful Feedback
      • Pinning Forms, Items and Comments
      • Log Meeting Notes
      • Assessments Page
  • 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
    • 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
  • Multiple Language Support
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On this page
  • How to create a distribution
  • How to copy a distribution
  • How to delete a distribution
  • How to manage distributions (monitor completion of tasks, remind people to complete tasks, etc.)
  • How to manage tasks at the individual level

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  1. Assessment & Evaluation

Distributions

A distribution defines who will complete a form, who/what the form is about, and when the form will be completed. Usually, program coordinators manage distributions of forms to cohorts of learners, faculty, event participants, etc. Generally, the following language is used in the A&E module:

Assessor/Evaluator: The person completing a form/task Target: The person, course, experience or other that the form/task is about Distribution method: How the form/task is assigned to people (e.g. based on a date range, rotation schedule, event schedule, etc.)

The available distribution methods and some of their use cases are listed below:

Rotation Schedule: Use a rotation schedule distribution to send forms based on a rotation schedule. This could include assessments of learners participating in a rotation, evaluation by learners of a specific rotation site or experience, etc.

Delegation: Use a delegation to schedule a distribution to be sent to an intermediate person who will later forward the tasks to the appropriate assessor/evaluator. For example, if you want to set up distributions in September, but it is unknown who learners will work with in January because a clinic schedule hasn't been set yet, you could send the distribution to a delegator to forward once the clinic schedule is known.

Learning Event Schedule: Use a learning event schedule distribution when you want to have participants evaluate an event, when you want participants to evaluate the faculty teaching particular types of events, or when you want faculty to assess the learners participating in certain types of events.

Date Range: Use a date range to create the most generic type. You could use this for faculty or course evaluations, or for assessment of learners at any point.

A distribution wizard walks users through creating any distribution. Note that a distribution is only saved once all five steps of the wizard are complete. You can navigate forward and backward in a distribution using the Previous Step and Next Step buttons. You can cancel a distribution at any time by clicking 'Cancel'.

How to create a distribution

  • Navigate to Admin>Assessment & Evaluation.

  • Click 'Distributions'.

  • Click 'Add New Distribution'.

  • This will open a five-step wizard that walks you through creating a distribution. On the following pages you can read about the specifics of each distribution method.

How to copy a distribution

  • Navigate to Admin>Assessment & Evaluation.

  • Click 'Distributions'.

  • Use the search tool to look for the distribution you want to copy. Click the down arrow beside the search bar to apply filters to refine your search results.

  • Click on the cog icon to the right of the distribution you want to copy. Select 'Copy Distribution'.

  • Edit the information in each step of the distribution wizard as needed and save your work.

How to delete a distribution

  • Navigate to Admin>Assessment & Evaluation.

  • Click 'Distributions'.

  • Use the search bar to look for the distribution you want to delete. Click the down arrow beside the search bar to apply filters to refine your search results.

  • Click the checkbox beside the name of the distributions you want to delete.

  • Click the red Delete Distributions button.

How to manage distributions (monitor completion of tasks, remind people to complete tasks, etc.)

  • Navigate to Admin>Assessment & Evaluation.

  • Click 'Distributions'.

  • Use the search bar to look for the distribution you want to manage. Click the down arrow beside the search bar to apply filters to refine your search results. You will only see distributions to which you have access.

  • Click on the cog icon to the right of the distribution you want to copy. Select 'View Distribution Report'.

  • Review progress. Click on any category (Pending, In Progress, Completed) to view more details about specific targets and assessors.

  • Pending tasks have not yet been started. In Progess tasks have been started but not complete. Completed tasks are done and have been submitted.

  • To delete tasks tick off the box below the garbage icon on each task card and then click the red Delete Task(s) button.

  • To send reminders to those with incomplete forms, tick off the box below the bell icon on each task card and then click the blue Manage Distribution button and select Send Reminders from the dropdown list. To select all tasks for reminders click on the bell icon.

  • Review your choices and, if correct, click Confirm Reminders. You will get a green success message.

  • To add a task to a distribution, click the blue Manage Distribution button and select 'Add a Task' from the dropdown list. Complete the required information and click 'Confirm Task'.

Viewing progress results for learning event-based distributions: Program coordinators who set up such distributions should view progress from their My Assessments page.

How to manage tasks at the individual level

  • Many of the functions described above can also be completed at an individual task level when logged into the system as a program coordinator or faculty director.

  • Click the Assessment and Evaluation badge at the top right (beside the logout button).

  • Click the My Learners tab.

  • Click on the appropriate tab for a learner (e.g. CBME, Assessments, Logbook).

  • When looking at a user's Assessment & Evaluation dashboard, some users will be able to send reminders, remove tasks, and download PDFs of selected tasks from their assigned learners or faculty.

PreviousForm TemplatesNextRotation Based Distributions

Last updated 6 years ago

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