Elentra ME User Documentation
Elentra ME 1.17
Elentra ME 1.17
  • Introduction
  • What's New in ME 1.17
  • Support
    • Supported Browsers
    • Reporting Issues
    • Elentra Learn Webinars
    • Feature Requests
  • System Setup
    • System Settings (Database)
    • Organisations
    • Location
    • Departments
    • Event Types
    • Assessment Characteristics
    • Assessment Response Categories
    • Evaluation Response Descriptors
    • Grading Scales
    • Medbiquitous Tools
      • Medbiq Assessment Methods
      • Medbiqitous Instructional Methods
        • Medbiquitous Resources
    • 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
      • Student Admin
    • 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
      • Locking a Community
    • Subscribing to Community Notifications
    • Public/Guest Accounts
  • Courses
    • Creating Courses
    • Course Setup
    • Course Content
    • Course Enrolment
    • Course Groups
    • Course Website
      • Course Website Versioning
      • Locking a Course Website
  • 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
  • Dashboard and 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
      • Rotation Schedules
      • Rotations
      • Slots
      • Booking Learners into Slots
      • Viewing Existing Schedules
      • Granular Clinical Scheduling
        • Clinical Event Attendance Tracking
      • Learner View of Rotation Schedule
      • FAQ
    • Leave Tracking
  • Assessment & Evaluation
    • System Settings
    • Rating Scales
    • Creating and Managing Items
      • Items as seen in PDF
    • Creating and Managing Forms
    • Form Templates
    • Distributions
      • Rotation Based Distributions
        • Support for Off-Service Rotation Assessment and Evaluation
      • Delegation Distributions
      • Learning Event Schedule Distribution
      • Date Range Distribution
      • Adhoc Distribution
      • Optionally Release Completed Evaluation Tasks
      • Feedback Options (Distribution Step 4)
      • Target and Task Release Options (Step 5)
    • On-Demand Workflows
    • Standard Rotation and Faculty Evaluation Options
      • On-demand Standard Rotation and Faculty Evaluations
      • Automated Standard Rotation Evaluations
    • Email Notifications in A & E
    • Administrator Use
      • Assessment and Evaluation Badge
      • Admin>Assessment & Evaluation Tab
        • Assessment & Evaluation Admin Dashboard
      • Trigger Bulk Assessments
      • Delegations
      • Distribution Reviewer
    • Reporting
      • Access to A&E Reports
      • Evaluations Reports
      • Assessments Reports
      • Leave Reports
      • Distribution
      • Weighted CSV Report
      • Sample A&E Reports
    • Faculty Access
    • Learner Use
    • External Assessors
    • FAQ
  • Competency-Based Medical Education
    • Setting Up CBME: Overview
    • Mapping Curriculum
      • Auto-Setup Curriculum Tag Sets
      • Populate Standard Key and Enabling 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
      • Modifying Uploaded Templates
      • Import Contextual Variable Responses
        • Contextual Variable Groups
        • Reordering Contextual Variable Responses
        • Modifying Contextual Variable Responses
      • Defining and Uploading Procedure Attributes
      • Trouble Shooting EPA Content
      • Mapping Additional EPAs After Importing Templates
      • Editing Existing EPAs
      • Setting Priority EPAs and Likelihood
      • Viewing the EPA Encyclopedia and EPA Maps
    • Assessment Plan Builder
    • EPA Versions - Overview
      • Using the Versioning Wizard
      • Form Building with Versioning
    • Managing Faculty and Residents
      • Recommendations for CBME User Roles
      • Learner Levels
      • 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
      • On-Demand Workflows
      • Reviewing Form Feedback
      • Tracking Completion of Tasks and Forms
    • Initiating, Completing and Monitoring Forms
      • Initiate Assessment/Evaluation: Faculty
      • Initiate Assessment/Evaluation: Learners
      • Resident Tool: Assessor Cues
      • PAs Entering Completed Forms
      • Reopening and Editing Completed Assessments
      • Overview of Task Status
    • Reviewing Resident Progress
      • CBME Program Dashboard
      • FAQ: CBME Program Dashboard
      • CBME Learner Dashboard
      • Promoting Learners Through Stages
      • Updating Learner Stages
      • Milestone Report
      • Resident Tool: Thumbs Up for Helpful Feedback
      • Pinning Forms, Items and Comments
      • Meeting Logs
      • Learner's Assessments Page
  • Exams
    • Exam Questions
    • Importing Exam Questions
    • Creating and Managing Exams
    • Exam Information and Settings
    • Exam Posts
    • RPNow
    • Examity
    • 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
    • Collections
    • Entering Grades
      • Linking to a Posted Exam
      • Faculty View of Public Grading Page
    • Drop Box Assignments
    • Document Delivery
    • Viewing and Reporting on Gradebooks
    • Learner View of Gradebooks
    • 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
    • Learners - Bulk Download Event Files
    • 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
    • Learner Reports
  • Awards
    • Creating and Managing Awards
  • Rich Text Content and Accessibility Checker
  • Multiple Language Support
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On this page
  • Form Types
  • Form Permissions
  • How to create forms
  • How to manage forms (delete items, rearrange items, etc.)
  • How to copy an existing form
  • How to retire an existing form
  • How to delete an existing form

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  1. Assessment & Evaluation

Creating and Managing Forms

PreviousItems as seen in PDFNextForm Templates

Last updated 5 years ago

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A form is a collection of items used to assess a learner, or evaluate a faculty member, event, rotation, course or anything else in your organisation. Forms can be created for specific courses, or for use across an entire organization. When building a form administrators can optionally indicate a form workflow which allows Elentra users to initiate a form on-demand (e.g. for the purposes of clinical assessment).

This help section is about creating forms without CBME templates. See for information about creating CBME-specific forms.

If you are creating a form to be attached to a gradebook assessment please note that not all item types are supported because there is no structure to weight them on the form posted to the gradebook. When creating a form to use with a gradebook assessment it is recommended that you only use multiple choice, dropdown selector, rubric (grouped item only), and free text item. Do not use date selector, numeric, or autocomplete (multiple responses) items. Please see additional details about form behavior in gradebook in the Gradebook section.

Form Types

Elentra supports several types of forms.

  • Generic Form

    • Users can add any items to this form and it will be immediately available for us.

  • Standard Rotation Evaluation Form

    • Only use this form type if you are also using the Clinical Experience rotation scheduler.

    • Organizations can optionally enable this form type if they plan to use a templated rotation evaluation form to make available to learners. This form includes several templated questions and must be published before use.

    • You will require developer assistance to enable this form for your organization and to customize the templated components to include the items you want.

  • Standard Faculty Evaluation Form

    • Organizations can optionally enable this form type if they plan to use a templated faculty evaluation form to make available to learners. This form includes several templated questions and must be published before use.

    • You will require developer assistance to enable this form for your organization and to customize the templated components to include the items you want.

Form Permissions

Any individual given permission to a form will be able to edit it until it is used in a distribution.

You can also grant permission on a form to a course. If you do this, any user who is a course contact for that course and who also has permission to access Admin > Assessment & Evaluation, will be able to access the form and include it in a distribution if needed.

How to create forms

  • Navigate to Admin>Assessment & Evaluation.

  • Click 'Forms'.

  • Click 'Add Form'.

  • Provide a form name and select a type (if applicable). See list of form types above.

  • Depending on the form type selected, you may be required to identify a course/program.

  • Click 'Add Form'.

  • Provide a form description if desired. This will display to users when the form is accessed.

  • Indicate the form workflow if your organization uses workflows (i.e. allows users to initiate specific forms on-demand).

  • Set form permissions to give other users access to this form. Anyone given permission to the form will be able to edit it until it is used in a distribution.

    • Please note that forms using a workflow must be permissioned to the appropriate course.

    • Additionally, we strongly recommend permissioning forms to at least a course so that staffing changes are simplified. (If Jane Doe is the only person with access to a form and she retires, you'll need to manually reassign all her forms to a new user. If the form is permissioned to a course, any course contact with access to Assessment & Evaluation will be able to access the form.)

  • Click 'Add Item(s)' to add existing items.

  • Search for existing items and tick off the check boxes, then click 'Attach Selected' to apply your choices.

  • You can also add grouped items, free text (e.g., to provide instructions), or a curriculum tag set to your form. To add any of these, click on the down arrow beside Add Items. If you choose to add Free Text or a Curriculum Tag Set, please note that you must save your choices within the item box using the small 'Save Required' button.

    • Note: Adding a Curriculum Tag Set is a very specific tool that supports field notes for use in family medicine. Most users should ignore this option.

  • To create new items while creating your form, click Add Items and then click Create & Attach a New Item. When you complete your new item and save it, you will be returned to the form you in the process of building.

  • Save the form when you have added all the relevant items.

  • To preview your form, by clicking on the eye icon/Preview Form button.

  • To download a copy of the form, use the Download PDF button.

How to manage forms (delete items, rearrange items, etc.)

  • To delete items on a form, tick off the box on the item card and then click the red Delete button on the left.

  • To rearrange items on a form, click the crossed arrow icon on the item card and drag the item to where you want it to be.

  • To edit an item, click on the pencil icon on the item card. Note that an item already in use on a form that has been distributed will not be able to be edited. Instead you must copy and attach a new version of the item to edit and use it.

  • To quickly view the details of an item, click on the eye icon on the item card.

How to copy an existing form

  • Navigate to Admin>Assessment & Evaluation.

  • Click 'Forms'.

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

  • Click on the name of the form you want to copy.

  • Click 'Copy Form' and provide a new name for the copied form.

  • Click 'Copy Form'.

  • Edit the form as needed (e.g., add additional items, change permission, etc.).

    • If you edit an item on a form and that item is in use on other forms, you will affect all of the associated forms. You can optionally view all forms that include the item.

      • For grouped items you can optionally copy and attach the grouped item to the form allowing you to change it as needed.

        • Create new item linkage

        • Create new items

      • For single items you can optionally copy the item to edit it. This will create a brand new item with no connection/link to the item it is copied from.

  • Click 'Save'.

How to retire an existing form

Retiring a form means it will remain available in existing distributions, and reports, but will not be available for any new distribution.

  • Navigate to Admin>Assessment & Evaluation.

  • Click 'Forms'.

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

  • Tick off the box beside the form name (you can select multiple forms to retire at once), and then click the orange Retire Form button.

  • You will be prompted to confirm your action. Click 'Retire'.

  • Retired forms will display with a red highlight around them.

How to delete an existing form

Deleting a form means that all pending and in-progress tasks that used that form will not have a form associated with them and will display an error message stating that the form has been deleted when an assessor/evaluator tries to access the form.

  • Navigate to Admin>Assessment & Evaluation.

  • Click 'Forms'.

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

  • Tick off the box beside the form name (you can select multiple forms to delete at once), and then click the red Delete Form button.

here
Adding a permission to a form
Adding a form from Admin > Assessment and Evaluation
View of managing a form item
Accessing Retire Form and Delete Form options