To promote a learner to a new stage, log in as a Competence Committee member, and click on the Assessment and Evaluation badge at the top of the page (beside the green logout button). Select the 'My Learners' tab and then click on the CBME Dashboard tab of the learner you want to promote. Beside each item you'll see a small grey circle; click on the circle to open a dialogue box where you can enter text and mark an EPA or stage as complete. You can also click 'View History' in the dialogue box and see any previous comments or decisions regarding learner promotion (or demotion).

Residents can highlight assessments that they found helpful to their learning. From the “Assessments” tab of the CBME Dashboard, a learner can click on the “thumbs up” icon to indicate to an assessor that their feedback was helpful to the resident's learning. Leaners can also include a comment on why they found it helpful. This feedback is important to help assessors identify the types of feedback that residents find beneficial for their learning.

Accessible by PDs and PAs from the CBME Dashboard Stages tab, the Milestone Report allows faculty and PAs to generate a milestone report for a specific learner. This report is a breakdown of completed assessments that have been tagged to milestones and EPAs. Assessments are tallied based on the milestone and EPA that they are tagged to and the tool generates one report per unique scale. The number of unique scales is determined by what tools were used to complete the included assessment tools. The reports are generated as CSVs and are zipped into a folder.

From a learner's CBME Dashboard Stages tab, click Milestone Report in the top right (beside Log Meeting).

1. Select a date range for the report. 2. Click “Get Tools" 3. Select the tools that you wish to view the aggregated milestone report for, or click “Select All Tools" 4. Click “Generate Report”. This will open a download modal for you to select where to save the zip file. 5. Unzip the file 6. If multiple rating scales were used to assess the milestones, there will be one CSV file for each rating scale 7. Open a CSV file 8. Each row represents a milestone, and each column represents the rating scale options. These rating scale options are grouped by EPA (e.g., for the Queen’s Three-Point Scale, you will see 4 columns for each EPA: Not Observed, Needs Attention, Developing, and Achieving). 9. Each cell displays the total number of times that milestone was assessed for that EPA, including how many times it was rated at that level on the rating scale (e.g., 3 of 6 completed assessments were rated as “Achieving”.

NOTE: Even though you may have selected only one of many Supervisor Tools (or other tools), if you used the same scale on all tools, the report will display all data for all tools that used that rating scale. We will be enhancing this in future iterations to only report on tool(s) selected.

Introduction

When publishing a new curriculum version within the CBME module, learners will automatically be updated to have the new curriculum version (i.e., EPAs marked as “replaced” or “changing”) for all of their upcoming stages of training. There may be a time where you would like certain learners to have stages from a specific version. This guide will instruct you on how to properly update a learner or series of learners to have stages from a specific version.

What you will need

In order to update the learner(s) objectives in a timely manner there are a few things to gather before you begin the process:

1. Assemble a list of proxy_ids for all of the learners that you wish to update. This process is done on a per course basis so make sure that all of the learner proxy_ids that you compile belong to the same course.

2. Make note of the stages that you wish to be updated. The script requires the stage letter in order to know which stages to update, so make a list of the stage letters. For example, if you are updating a learner to have an old version of Transition to Discipline (D) then you will need to note D as the stage you are updating.

3. The final thing you will need is the cbme_objective_tree_version_id for the version that you wish to update to. So if the course you are updating is course_id 123 and you would like to update a learner to version 2 for a stage then you need to look up the cbme_objective_tree_version_id for course 123 version 2 in the cbme_objective_tree_versions table. You will also need the cbme_objective_tree_version_id for the version that the learner is already a part of. The script requires that you set the version for every stage available to the learner which is why we need the current versions.

4. Access to the database

5. SSH access to your production environment

Updating the learner stages

Updating the learner stages requires a developer tool to be run from developers/tools/cbme_migration. You must have SSH access to your production server in order to complete these steps. Please Note: It’s recommended that you go through the following steps in a test/staging/development environment first so that you can ensure that the script updated the learners properly.

Steps:

1. Open up your database client and open the cbme_objective_tree_aggregates table.

2. For every learner proxy_id that you compiled ahead of time we will be deleting their cbme_objective_tree_aggregate records for the course that we are updating. Select all of the rows where tree_viewer_value is the proxy_id that we are dealing with, the tree_viewer_type is “proxy_id” and the course_id matches the course that we are using. Once you have all of that data, we are going to DELETE it from the table. Repeat this until we have deleted the aggregates for every learner in the list.

3. Now that the aggregates are deleted, we can update the learners’ stages using the script. SSH into your server and navigate to the following directory: /var/www/vhosts/your installation name here/developers/tools/cbme_migration

4. Once in that directory we are going to be executing the reset-learner-tree-version.php script. Tip: if you run php reset-learner-tree-version.php --usage it will bring up the help dialogue to describe all of the options that are available. Once you have read through all of the available options you will notice that there are multiple modes that this script can be run in. For this scenario we will be using “specify” mode since we want to specify which version of stages the learners will be receiving. We must specify all stages in the --stages parameter so that the script updates them to the correct version.

As an example, if your data is this:

• organisation_id = 1

• course_id = 123

• proxy_ids = 1111,2222,3333,4444

• stages to update = C,P

• current version id = 10

• new version id = 20

The command will look like this:

php reset-learner-tree-version.php --mode=specify 
--course_id=123 --organisation_id=1 
--proxy_ids=1111,2222,3333,4444 --stages=D,F,C,P 
--versions=10,10,20,20

We do not need to provide the --exclude parameter in this case

You will notice with the command above that we have listed all 4 stages in the --stages parameter even though we are only updating C and P. The reason for this is because the script requires that all stages be specified in order to update them to the correct version. In this case we are not changing D and F so we set them as the original version (10) in the script parameters. Each stage corresponds with a version in the --versions parameter, so in this case D will get version 10, F will get version 10, C will get version 20 and so on.

5. Once that script runs the last thing to do is to clear the cbme_objective_tree cache for the course that we are dealing with. The easiest way to do this is through the interface:

• Login to your install as an administrator who has admin access to the course that we are updating

• Navigate to Admin > Manage Courses (Programs) > Select the course that you are using > CBME tab > Import CBME Data

• Click on the Actions button on the left side above the EPA search bar and select the Edit EPAs option.

• Whenever one of these EPAs are updated, the cache is cleared for the course. So all that is required is to just click save on the first EPA that is listed and the cache will be cleared. You do not need to change any of the text in the EPA that you just saved. Simply saving what is already there will sufficiently clear the cache.

Conclusion

Once you have cleared the cache for the course then the learners should see the updates on their dashboard. As mentioned before, it's recommended that you do this process in a test environment first so that you can verify the data is the way you would like it before updating production. If you do run into the scenario where you updated a learner to the wrong version then you can always repeat this process and update them to the correct version.

The easiest way to verify that the learners are in the correct version would be to login as some of the learners that were updated and compare their dashboards to the version they were set to. Usually there is a difference between one version to the next whether it be the EPA titles or the number of EPAs.

Faculty and program administrators can log meetings to maintain a record of conversations about learner progress. Either user needs to navigate to a learner's CBME dashboard to access the Log Meeting button.

Learners have quick access to the their own meeting logs from the CBME dashboard My Meetings button.

Logged meetings display on a meeting log accessible to faculty and learners. Note that only faculty and PAs can add and edit meeting information. Learners have read only access to their meeting log.

Posts can have files uploaded to them, be edited or be deleted using the tools in the Actions column. A program admin., academic advisor or competence committee member can create or add to any entry they have made (but not those made by other users).

Meeting Logs are accessible to competence committees and may be referenced when committees meet to discuss learner progress.

Learners or faculty can pin assessments or individual comments to keep them easily accessible for review during meetings. This can help to keep an important piece of feedback or other information front and centre until it has been discussed.

How to pin something

To pin an assessment, simply click on the pushpin icon that appears to the right of the assessment title and details. You'll get a success message that you've pinned the item. In the example to the left, the second and third assessments have been pinned.

To pin a comment, click on the Comments tab from the CBME Dashboard and then click the pushpin beside the desired comment. In the example to the left, the second comment has been pinned.

Viewing Pinned Items

From the CBME Dashboard, click on Pins at the end of the tabs menu. This will open a screen showing all pinned items. To unpin something, just click the pushpin. You'll see a success message that you've unpinned the item.

In addition to the CBME Dashboard, users can access a learner's Assessments page to view tasks completed on the learner, as well as tasks assigned to the learner. These pages reflect forms completed via distributions and CBME forms triggered by faculty and learners, however the reporting tool accessible from Tasks Completed on Learner applies only to forms managed via distributions (for reporting on triggered CBME forms please see the CBME Dashboard page).

Accessing the Assessments Page

When logged in as a faculty member or program administrator, click the Assessment & Evaluation badge that appears between the user's name and the logout button in the top right. Click on 'My Learners' from the tab menu. 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, click on Assessments on the resident card to view the learner's assessments page.

Note that program administrators and program directors can use these same steps to access the assessments page for faculty.

Assessments Page Contents and Filters

Multiple tabs are available on the Assessments page. Each tab displays a collection of assessment tasks. CBME specific forms are included on this page and so are any forms created through the Assessment and Evaluation module and sent to users through a distribution.

On each assessment card you will see a range of information which may include the form title, form type, delivery and completion dates, progress (e.g., 3 of 14 complete), who triggered the form , the target, and the assessor/evaluator (including their group and role). Not all of this information is included on every task card.

On each tab you can search for tasks, set a date range and apply filters. Click the down arrow beside the search tasks bar to select a filter type and drill down to the necessary filter. Select a filter and click the green Apply Filters button. Your applied filters will display on an Active Filters list.

Tasks Completed On Learner

These are tasks completed by assessors on the learner.

Each task can be downloaded or viewed. To download tasks, click the appropriate box at the bottom of the task card and then click Download PDF(s) at the top of the page. Note that there is a Select All tool available. To view a task click View Task at the bottom of the task card.

More tasks can be displayed by clicking Load More Tasks at the bottom of the page.

Pending Tasks on Learner

From this tab you can view all pending tasks on the learner this includes tasks that have been distributed but are not yet started. To remove a task from this list click Remove Task and provide a reason for the removal. To send reminders click the applicable tasks (or select all) and click Send Reminders in the top right. To download a task select the appropriate tasks (or select all) and click Download PDF(s) in the top right. To view a task click View Task at the bottom of the task card.

Upcoming Tasks on Learner

This tab displays scheduled distributions where the learner is the target.

To remove a task from this list click Remove Task and provide a reason for the removal. To download a task select the appropriate tasks (or select all) and click Download PDF(s) in the top right. To view a task click View Task at the bottom of the task card.

Learner's Current Tasks

This tab displays active distributions where the learner is an assessor/evaluator.

To remove a task from this list click Remove Task and provide a reason for the removal. To send reminders click the applicable tasks (or select all) and click Send Reminders in the top right. To download a task select the appropriate tasks (or select all) and click Download PDF(s) in the top right. To view a task click View Task at the bottom of the task card.

Learner's Upcoming Tasks

This tab shows tasks scheduled through a distribution where the learner is an assessor/evaluator. Tasks can be removed from this list by clicking Remove Task and providing a reason for the removal.

Reports for this Learner

From the Tasks Completed on Learner tab, users can access Reports for this Learner. This gives you access to aggregated reports on a learner for each form used. Note that these reports are available for forms managed via distributions, not those triggered by learners and faculty.

Set a report date range if desired.

From the Options dropdown menu you can: 1. Choose to generate the report with or without comments (both can then be downloaded as a PDF); 2. Click View This Form to open a new tab that shows the form; and 3. Click View Assessments to open a tab that lists all completed assessments for this form and provides links to view each one.

Clicking the 'Group by distribution' checkbox will reorganize the forms to reflect completion based on distribution and add a column to the display to show distribution information.