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
  • What is the Impact of Retiring vs. Deleting a Form?
  • What is the Impact of Replacing a Form on an Active Distribution?
  • What is the Impact of Editing Other Aspects of an Active Distribution?
  • The Assessor/Evaluator Completed an Assessment/Evaluation on the Incorrect Target. What do I do?

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  1. Assessment & Evaluation

FAQ

What is the Impact of Retiring vs. Deleting a Form?

Retiring a PPA or Rubric/Flex form that has been TRIGGERED:

  • We recommend that if the form was in use at all, simply retire it instead of deleting it so that any Pending or In progress assessments/evaluations can still be completed by their assessor/evaluator.

Deleting a PPA or Rubric/Flex form that has been TRIGGERED:

  • 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 assessor/evaluator tries to access them (retiring is the better choice!).

  • If needed, a developer can restore the old form to allow assessors/evaluators to complete the assessment/evaluation task that uses the form.

  • If you delete a form that has been used to trigger an assessment, then any pending assessments can no longer be completed.

Retiring a PPA or Rubric/Flex form used in a DISTRIBUTION:

  • All pending and in-progress tasks that used the form will still be accessible to the assessors, but will be not be available for selection on any new distributions.

  • You can go ahead and replace the form on the distribution whose form has been retired; all future tasks will use the new form.

Deleting a PPA or Rubric/Flex form used in a DISTRIBUTION:

  • 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 assessor/evaluator tries to access them (retiring is the better choice!).

  • If you replace that deleted form with a new form on the distribution, all future tasks will use the new form.

  • If there are pending or in-progress tasks where users need to have the deleted form replaced with the new form, a developer can replace the old form with the new one for pending tasks.

    • EXCEPT: They cannot switch assessment forms for tasks where the assessor/evaluator has already completed the assessment/evaluation form for one or more targets, but not all of them. In this case, they would have to temporarily restore the old forms so that the assessor/evaluator can finish their tasks. They can only switch assessment/evaluation forms for completely pending assessments (meaning they don't have any progress).

Deleting a FORM TEMPLATE:

  • Deleting a form template does NOT delete the forms that were previously generated by the deleted template. They remain to allow assessors/evaluators to complete them; however, the old forms will not be available going forward.

What is the Impact of Replacing a Form on an Active Distribution?

You can create your distribution using one form, and then switch the form on the distribution to the new form when it is ready. All future tasks created by the distribution will use the new form.

It is recommended that, if you replace a form that you no longer wish to use, you retire the form so that previously delivered tasks using that form can still be completed.

As long as you do not delete the old form altogether, any pending or in progress tasks that have been delivered using the old form can still be completed by the assessors/evaluators.

If you need to replace the old form with the new form for any pending tasks (pending tasks are tasks that have not yet been started by the assessor/evaluator) you will need to get help from a developer.

 Once all in progress and/or pending tasks using the old form have been completed, you can delete the old form if you wish. You can also choose to delete the old form if there are in progress and/or pending tasks that are using it, but the assessor/evaluator will receive an error message stating that the form no longer exists when they attempt to complete it. In this case, it is better to retire the form, so that these tasks can still be completed using the old form, but the old form will no longer be available to select when creating future distributions.

What is the Impact of Editing Other Aspects of an Active Distribution?

  • Editing the Expiry Date: If an expiry date has been applied to the active distribution, you can edit the expiration date to 're-open' tasks to the targets who haven't completed them yet. Those tasks will be visible to the targets the day after the update is made to the expiry date (because the job that runs behind the scenes to deliver tasks runs at night). A developer can run the job immediately if it is time sensitive.

  • Changing the Targets: If you add a new targets to a distribution, the system will reopen the task for the assessor/evaluator to allow them to complete the task on the new target.

  • Editing the Rotation Schedule of Targets Associated with a Distribution: will cause new tasks to be delivered to the assessor.

  • Changing the Reviewer of a Distribution: will cause the distribution to redeliver previously delivered tasks; be sure to apply a Release Date when making this change.

  • Changing the Target Release Options in Step 5: Changes the visibility of tasks/reports retroactively for all completed tasks.

The Assessor/Evaluator Completed an Assessment/Evaluation on the Incorrect Target. What do I do?

  • Navigate to Admin > Assessment & Evaluation.

  • Click on the Distributions tab.

  • Edit the distribution that had the incorrect target selected (remove the incorrect target, add the new target).

  • Ask a developer to push the distribution through to reflect the changes OR the next day (after the system has a chance to run the changes to the distribution overnight), navigate to the distribution and click on its title to view its Progress page.

  • Find the task in the Available assessments tab (the assessment is available because it is new).

  • Click on the name of correct target.

  • Use the Choose a Target dropdown menu to open the completed assessment, which was completed on the incorrect target.

  • Click the Choose a Target dropdown menu and click the circular double arrow to the right of the correct target under Forms Not Started to assign the completed assessment to the correct target; you will see the page refresh with the correct target and the completed form.

  • Now the incorrect target will be listed in the Forms Not Started list, and you can delete that target for the assessor/evaluator: click the Choose a Target dropdown menu, click on the incorrect target in the Forms Not Started list, click Delete Task, and complete the required fields to remove the task.

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Last updated 5 years ago

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