Date Range Distribution

A date range distribution allows you to send a form to the appropriate assessors/evaluators in a specific date range.

Add New Distribution

• Navigate to Admin>Assessment and Evaluation.

• Click 'Distributions' above the Assessment and Evaluation heading.

• Click 'Add New Distribution'.

Form

• Distribution Title: Provide a title. This will display on the list of Distributions that curriculum coordinators and program coordinators can view.

• Distribution Description: Description is optional.

• Task Type: Hover over the question mark for more detail about how Elentra qualifies assessments versus evaluations. If a distribution is to assess learners, it's an assessment. If it is to evaluate courses, faculty, learning events, etc. it is an evaluation. Notice that the language on Step 4 will change if you switch your task type as will other steps of the wizard.

• Assessment Mandatory: This will be checked off be default.

• Select Form: The form you want to distribute must already exist; pick the appropriate form.

• Select a Curriculum Period: The curriculum period you select will impact the list of available learners and associated faculty.

• Select a Course: The course you select will impact the list of available learners and associated faculty.

• Click 'Next Step'

Method

• Distribution Method: Select 'Date Range Distribution' from the dropdown menu.

• Start Date: This is the beginning of the period the form is meant to reflect.

• End Date: This is the end of the period the form is meant to reflect.

• Delivery Date: This is the date the task will be generated and delivered to the assessors/evaluators. (The delivery date will default to be the same as the start date.)

• Task Expiry: Optional. Set the date on which the tasks generated by the distribution will automatically expire (i.e. disappear from the assessor's task list and no longer be available to complete). Tasks will expire at 12:00 AM on the day that you select, so it is best to select the day after your intended expiry date.

• Warning Notification: If you choose to use the Task Expiry option, you'll also be able set an automatic warning notification if desired. This will send an email to assessors a specific number of days and hours before the task expires.

Targets

The target is who or what the form is about.

• Assessments delivered for: Use this area to specify the targets of the form.

• If you choose "Select learners," you'll see the following options:

  • Select Targets:

    • Use the dropdown menu to select the appropriate learners

  • CBME Options: This option applies only to schools using Elentra for CBME. Ignore it and leave it set to non CBME learners if you are not using CBME. If you are a CBME school, this allows you to apply the distribution to all learners, non CBME learners, or only CBME learners as required.

• Target Attempt Options: Specify how many times an assessor can assess each target, OR whether the assessor can select which targets to assess and complete a specific number (e.g. assessor will be sent a list of 20 targets, they have to complete at least 10 and no more than 15 assessments but can select which targets they assess).

  • If you select the latter, you can define whether the assessor can assess the same target multiple times. Check off the box if they can.

• Click 'Next Step'

Assessors

The assessors are the people who will complete the form.

• There are three options:

  • Select faculty members

    • Browse faculty and click on the required names to add them as assessors

    • Select Associated Faculty will add the names of all faculty listed as course contacts on the course setup page

    • Exclude self-assessments: If checked, this will prevent the assessor from completing a self-assessment

    • Feedback Options: This will add a default item to the distribution asking if the faculty member met with the trainee to discuss their assessment.

  • Select learners

    • Click Browse Assessors and click on the appropriate option to add learners as assessors

    • Exclude self-assessments: If checked, this will prevent the assessor from completing a self-assessment

  • Select individuals external to the installation of Elentra

    • This allows you to add external assessors to a distribution

    • Begin to type an email, if the user already exists you'll see them displayed in the dropdown menu. To create a new external assessor, scroll to the bottom of the list and click 'Add External Assessor'

    • Provide first and last name, and email address for the external assessor and click 'Add Assessor'

    • Feedback Options: This will add a default item to the distribution asking if the faculty member met with the trainee to discuss their assessment.

• Click 'Next Step'

Results

You can immediately save your distribution at this point and it will generate the required tasks, but there is additional setup you can configure if desired.

• Authorship: This allows you to add individual authors, or set the distribution to be accessible to everyone with A+E access in a course or organization. (This may be useful if you have multiple users who manage distributions or frequent staffing changes.)

• Target Release: These options allow you to specify whether the targets of the distribution can see the results of completed forms.

  • Task List Release:

    • "Targets can view tasks completed on them after meeting the following criteria" can be useful to promote completion of tasks and is often used in the context of peer assessments. Targets will only see tasks completed on them after they have completed the minimum percentage of their tasks set by you.

  • Target Self-Reporting Release: This controls whether targets can run reports for this distribution (i.e. to generate an aggregated report of all responses). When users access their own A+E they will see a My Reports button. This will allow them to access any reports available to them.

• Target Self-Reporting Options: This allows you to specify whether or not comments included in reports are anonymous or identifiable. (This will only be applied if you have set reports to be accessible to the targets.)

• Reviewers: This allows you to set up a reviewer to view completed tasks before they are released to the target (e.g. a staff person might review peer feedback before it is shared with the learner).

  • Check off the box to enable a reviewer.

  • Click Browse Reviewers and select a name from the list. Note that this list will be generated based on the course contacts (e.g. director, curriculum coordinator) stored on the course setup page.

• Prompted Response Notifications: This allows you to decide what action to take for any answers on the form that designated as prompted or flagged response options in items included on the form. (For example, if you have an item asking about student completion of a procedure and "I had to do it" was set as a prompted/flagged response.) You can optionally select to email the Assessment Reviewers, Program Coordinators, Program/Course Directors, or Distribution Authors.

• Click 'Save Distribution'.