Course Setup Required to use Logbook
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In both ME1.13 and ME 1.14, the logbook can only be used if you use the traditional method of assigning course objectives, not the quick tag selector option (images below to help you know which you use).
After curriculum tags are set as loggable, they must be assigned to a course and the requirements for each tag defined.
To assign objectives to a course you must have administrative role permissions; the task is completed via Admin>Manage Courses on the Setup tab of a course. Remember, for both ME 1.13 and ME 1.14 you can't use the logbook if you use the quick tag selecto
You can find more detail about the steps required to assign objectives to a course on the Course Setup help page but one important detail to note is that you need to pay attention to how you assign the objectives depending on whether you have a tag set with a one or two level hierarchy.
If you have a one-level tag set, you should assign each individual curriculum tag that you intend to require logging for.
If you have a two-level hierarchy and you want to include all of the second level curriculum tags, you should assign the top level objective to the course, not the subset of objectives. In the example below, note that Entrustable Professional Activities is added to the course, but EPA 1, 2, 3, and 4 are not checked off. They will be added automatically. If you have a two-level hierarchy and you want to include only some of the level 2 curriculum tags, then you should individually select them.
New in ME 1.14! You can now configure requirements for each individual curriculum tag at a more granular level (e.g. specify the role and setting requirement for each tag within a set).
You have the option to define course sites, entry requirements, roles, and settings (called Environments on the admin. side) for all loggable tags. The options you define will dictate the requirements learners have to fulfill and also what options display to them when they create an entry by using a logging form.
Entries lets you define how many encounters a learner is required to have for a tag or tag set, as well as whether notes or an observer (of learner performance) is required.
Roles lets you define in what capacity a learner participated in an encounter; learners will pick from this list when they log an entry.
Environment lets you define the settings a learner can pick from when they log an entry.
Whether you are working with a 1 or 2 level hierarchy tag set will impact what you see in the user interface.
On a Course Logbook tab you'll see a list of objectives assigned to a course. Remember that the way you configured a tag set (level of hierarchies) and how you assigned objectives to a course will impact how this list displays.
Here's what I assigned to the course:
And here's how the logbook objective configuration shows up:
Navigate to Admin > Manage Courses.
Click on the name of a course and then the Logbook tab, OR click the menu cog to the right of the course name and select Logbook.
Make sure you are working in the correct curriculum period, or switch it if necessary.
Click 'Edit' beside any curriculum tag or tag set to set its configuration.
If working with a 2 level hierarchy tag set, click the plus icon on the 'Overall configuration for <tag set title>' to open the overall configuration options. This allows you to apply a default configuration to all tags in a set and then make individual changes as needed.
Define the settings you want as a default, noting the following:
Require Notes: If you check this off, the learner will be required to include notes (which could be a reflection) when they log an entry for this tag.
Require Observer: If you check this off, the learner will be required to indicate the name of the person who observed them when they log an entry for this tag.
Min: Use the plus and minus buttons to indicate if there is a minimum number of encounters required for this tag.
If using a 2 level hierarchy tag set, the notes and observer setting in the Overall configuration will apply to all included nested tags, however, the Min. set here is for the total number of encounters for the set.
Click 'Apply'.
You will see a success message.
If you are using a 2 level hierarchy tag set, the Overall configuration menu will collapse and you can adjust the entry requirements for individual tags as needed (e.g. remove notes requirement from a certain tag, or indicate specific minimum numbers for individual tags).
Click 'Apply' for each tag when complete.
Click 'Close'.
On the Roles tab you can define whether or not a learner is required to indicate the role they played in an encounter. The default options are observed, performed with help, and performed independently.
Click 'Edit' beside a tag/tag set.
If you are using a 2 level hierarchy tag set, click the plus icon beside the tag set name to reopen the Overall configuration menu, then click on 'Roles' to apply a default setting to all tags.
Check off 'Require Roles', this will open a list of roles to select from.
Check off each role that you want to include for a tag; when you do this you will have the option to set a minimum required number as needed.
Click 'Apply'.
You will see a success message.
If you are using a 2 level hierarchy tag set, the Overall configuration menu will collapse.
To adjust the role settings for an individual tag, click on 'Settings'. This will open another menu (you should see your default settings already applied). Adjust the role options and requirements for individual tags as needed.
Click 'Apply' for each tag when complete.
You will get a success message.
Click 'Close' to collapse the card.
On the Environments tab you can define whether or not a learner is required to indicate the setting of an encounter, and specify the environments available to learners when they log entries. The default options are displayed below.
Click 'Edit' beside a tag/tag set.
If you are using a 2 level hierarchy tag set, click the plus icon beside the tag set name to reopen the Overall configuration menu, then click on 'Environments' to apply a default setting to all tags.
Check off 'Require Environment/Settings'; this will open a list of roles to select from.
Check off each role that you want to include as an option for a tag; when you do this you will have the option to set a minimum required number as needed.
Click 'Apply'.
You will see a success message.
If you are using a 2 level hierarchy tag set, the Overall configuration menu will collapse.
To adjust the role settings for an individual tag, click on 'Settings'. This will open another menu; click 'Environments' (you should see your default settings already applied). Adjust the environment options and requirements for individual tags as needed.
Click 'Apply' for each tag when complete.
You will get a success message.
Click 'Close' to collapse the card.
You can reopen a curriculum tag card at any time to view a summary of all the minimum requirements you've configured for a tag or tag set. Learners will see similar tags on their logbook entry pages.
In the example below the tag requires 5 entries to be logged in total, and the minimum requirements are that 1 is in the clinic, 1 in an emergency setting, etc. It is possible to a learner to fulfill multiple requirements with one logged entry (e.g. a task performed with help in an emergency setting). Please see the note here about communicating logbook requirements to leaners.
At the bottom of the Logbook page you can define sites available to learners when they log entries for a course. Your options will depend on the sites defined in Manage Locations. Please see more detail on the System Settings>Location help page.
Click anywhere in the 'Select a site' bar.
Hover over a site name and click on it or press Enter to add a site to the list.
Sites will display in the order added to the Course Sites list.
To remove a site from the list click the small 'x' beside the site name.
Click 'Save'.
You will get a success message.
Please note that as of ME 1.17 the Sites list stored with a logbook is not curriculum period specific. Therefore, please include all sites that are applicable to all learners in the course (regardless of curriculum period).
