Form Building with Versioning

Building Form Templates for New EPA Versions

Please note that versioning support for Procedure Form Templates is awaiting review and is not currently included in Elentra.

1. Navigate to Admin > Assessment and Evaluation.

2. Click ‘Form Templates’ on the tab menu.

3. Click the green ‘Add Form Template’ button in the top right and a pop-up window will appear.

4. Type in a form name and select the form type from the dropdown menu. Select ‘Supervisor Form’. If you have permission to access multiple programs, use the dropdown menu to select the appropriate program for this form. This option will only show up if you have access to multiple programs.

Now that you have two (or more) curriculum versions in the system, the Form Template Builder will default to loading the most recent version. In the "EPA Version" tab, simply select the appropriate version. Click Save.

If you want to build new forms for learners using Version 1, change the EPA Version to Version 1, click Save, and it will load the appropriate EPAs.

EPA Selection

Select which EPAs can be assessed using forms generated from this template.

To remove EPAs, click on the small 'x' to the left of the EPA code. You can add back any required EPAs by clicking on the dropdown menu and checking off the tick box for a desired EPA.

Click the grey badge beside an EPA to select or remove specific milestones for forms built from this template.

Click Save.

Contextual Variables

If you want all EPAs to have the contextual variables, leave all EPAs checked off. If you’d rather specify which contextual variables apply to which EPAs simply uncheck an EPA and it will appear below with its own customizable list of contextual variables.

You can remove specific contextual variable responses by clicking on the grey button beside a contextual variable.

You may only select between 1 and 6 contextual variables per EPA per supervisor form.

Click Save.

Enabling Competency/Milestone Scale Selector

Use the first dropdown menu to select the scale you want to use to assess enabling competencies or milestones.

Indicate whether comments are disabled, optional, mandatory, or prompted. By selecting ‘Prompted’, you can set the system to prompt and require a comment when any flagged response is selected by an assessor.

The default response feature allows you to pre-populate a form with the selected response.

Disabled - Comments are disabled at the milestone level.

Optional - An optional comment box will appear for each milestone. Comments are not required for a form to be submitted.

Mandatory - A mandatory comment box will appear for each milestone. Comments are required for all milestones before a form can be submitted.

Prompted - A mandatory comment box will appear only for the prompted responses indicated. This is a popular option for responses at the lower end of a scale.

Global Rating Scale Selector

From the first dropdown menu, select a Global Rating Scale. This will populate the Item Text and the Responses sections.

From the second dropdown menu, indicate whether comments are disabled, optional, mandatory, or prompted. By selecting ‘Prompted’ from the Comments dropdown menu, you can set the system to prompt and require a comment when any flagged response is selected by an assessor.

Publish Form Template

Click 'Publish' to make your template available for use. The forms will be available within the hour.

Once a form template has been published, you can rearrange the template components for each form; however, you cannot makes changes to the scales or contextual variables. To make these changes, copy the form template and create a new version.

Default Content

On each form template you create you’ll notice a greyed out area at the bottom including Next Steps, Concerns, and a place for feedback. This is default form content that cannot be changed.

Rubrics and PPAs

Within a given form, you can only tag curricular objectives (e.g., EPAs or milestones) from the same curriculum version. To ensure that you do not accidentally add an EPA from a different version, you must create the form first and then "Create & Attach" new items to the form.

Build a PPA or Rubric/Flex Form

1. Click Admin > Assessment & Evaluation.

2. Click on Forms from the subtab menu

3. Click Add Form.

4. Provide a form name and select PPA Form or Rubric/Flex Form from the Form Type dropdown menu; then click Add Form.

Now that you have two (or more) curriculum versions in the system, the Form Editor will default to loading the most recent version. Under "EPA Version", simply select the appropriate version. Click Save.

If you want to build new forms for learners using Version 1, simply change the EPA Version to Version 1 and it will load the appropriate EPAs.

Note: In order to use the "Programs" filter in the form bank, you need to add Program-level permissions to each form.

1. Click "Individual", change to "Program"

2. Begin typing in your program name in the "Permissions" box.

3. Click on your program to add it.

If applicable, select the relevant contextual variables. Click the grey badge beside a variable to select or remove specific responses.

Indicate whether comments are disabled, optional, mandatory, or prompted. By selecting ‘Prompted’, you can set the system to prompt and require a comment when any flagged response is selected by an assessor.

Feedback and Concerns items will be added when the form is published.

Add Items

Click "Add Item(s)" to add an item, or click the down arrow for more options. "Add Free Text" will add an instruction box. Do not use the "Add Curriculum Tag Set" at this time.

Create & Attach a New Item

Click "Create & Attach a New Item" to add an item.

Create New Item

Click "Create & Attach a New Item" to add an item. Select the Item Type and add any item responses, if applicable.

Tag Curriculum Objectives

Because you are using a form that is mapped to "Version 2", the curriculum tag sets will be locked to "Version 2". This will ensure that you do not accidentally tag an EPA from a different version.

Add Additional Items & Publish

Continue adding items as desired. When you have finished creating and attaching new items, click "Publish" to publish your new form.