Elentra ME User Documentation
Elentra ME 1.18
Elentra ME 1.18
  • Introduction
  • What's New in ME 1.18?
  • Support
    • Supported Browsers
    • Reporting Issues
    • Elentra Learn Webinars
    • Feature Requests
  • System Setup
    • System Settings (Database)
    • Organisations
    • Assessment Types and Characteristics
    • Assessment Flag Severity
    • Assessment Response Categories
    • Clinical Response Categories
    • Grading Scales
    • Departments
    • Hot Topics
    • Learning Event Types
    • Location Management
    • LTI Providers
    • Bookmarks
    • Medbiquitous Tools
      • Medbiq Assessment Methods
      • Medbiqitous Instructional Methods
      • Medbiquitous Resources
    • Restricted Days
    • User Disclaimers
    • User Meta Data
  • 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
    • User Permissions
      • Clinical Faculty Checkbox
    • User Disclaimers
    • User Metadata
    • User Incidents
    • Profile Photos
  • Manage Cohorts
  • Student Management
    • Disciplinary Actions
    • Formal Remediation
    • Leaves of Absence and Off-Cycle Learners
    • Auditing A Course
    • MSPR
    • Observerships
  • Absence Management
    • Absence Management Set Up
    • Reporting and Tracking Absences (Learners)
    • Managing Absence Requests
    • Tracking Absences in Learning Events (Admin/Faculty)
    • Absence Management Notifications
    • Generating Reports
  • 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
    • Curriculum Tags
      • Copying Assigned Tags from one Curriculum Period to Another
    • Course Content
    • Course Enrolment
    • Course Groups
    • Gradebook
    • CBME
    • Logbook
    • Reports
    • Course Website
      • Course Website Versioning
      • Locking a Course Website
  • Gradebook
    • Creating Assessments
      • Collections
      • Group Assessments
      • Attaching a Quiz
      • Attaching an Exam
      • Managing Existing Assessments
      • Copying an Existing Gradebook
    • Entering Grades
      • Faculty and TAs Entering Grades
      • Grades from Exams
      • Grades from Quizzes
    • Drop Box Assignments
    • Document Delivery
    • Viewing and Reporting on Gradebooks
    • Learner Explorer
    • Comments in Gradebook
    • Learner View of Gradebooks and Assignments
  • Learning Events Tab
  • Scheduling Events
    • Creating and Managing a Schedule
    • Copying an Existing Schedule of Events
    • Recurring Events/Event Series
    • 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
      • Configure Curriculum Tags to be Loggable
      • Course Setup Required to use Logbook
      • Learner Use of Logbook
      • Logbook Reporting
    • 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
    • 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
    • Leave Tracking
  • Clinical Courses Duty Hours 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
        • Distribution Report (Rotation Based)
      • Delegation Distributions
      • Learning Event Schedule Distribution
      • Date Range Distribution
      • Ad Hoc Distribution
      • Summary Assessment Tasks
      • Optionally Release Completed Evaluation Tasks
      • Feedback Options (Distribution Step 4)
      • Target and Task Release Options (Step 5)
      • Distribution Reports
      • Retiring and Deleting Distributions
    • On-Demand Workflows
    • Standard Rotation and Faculty Evaluation Options
      • On-demand Standard Rotation and Faculty Evaluations
      • Automated Standard Rotation Evaluations
    • Administrator Use
      • Admin > Assessment & Evaluation Dashboard
      • Send Reminders
      • Forward Tasks
      • Record Assessment
      • Reopen and Edit Completed Forms
      • Delete and Recover/Reopen Tasks
      • Trigger Assessment
      • Trigger Bulk Assessments
      • Assessment and Evaluation Badge
      • Delegations
      • Distribution Reviewer
    • Reports
      • Access to A&E Reports
      • Evaluations Reports
      • Assessments Reports
      • Leave Reports
      • Distribution
      • Weighted CSV Report
      • Sample A&E Reports
    • External Assessors
    • Email Notifications in A & E
    • FAQ
    • Faculty Use of Assessment and Evaluation
      • Deleting Tasks
      • Forwarding Tasks
      • Completing a Head Form Task
      • Viewing Learners' Assessments (as Staff/Faculty)
    • Learner Use of Assessment and Evaluation
      • Starting an Assessment On Demand
  • 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
      • Course Lists
      • Setting up Academic Advisor Groups
      • Managing Competency Committees
    • Forms/Tools: Introduction
    • Creating and Managing Forms
      • 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
      • Archived Assessments
      • Learners' Assessments Page
      • Promoting Learners Through Stages
      • Updating Learner Stages
      • Meeting Logs
      • Milestone Report
      • Pinning Forms, Items and Comments
      • Resident Tool: Thumbs Up for Helpful Feedback
  • Exams
    • Exam Questions
    • Importing Exam Questions
    • Creating and Managing Exams
    • Exam Information and Settings
    • Exam Posts
    • RPNow
    • Examity
    • Safe Exam Browser
    • Adjust Exam Scoring
    • Exam Reports
    • Exam History
    • Grading Exams
    • Learner View of Exam
    • Student Admin
  • Quizzes
    • Creating and Managing Quizzes
    • Learner View
  • Dashboard Notices
    • 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
  • 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
  • User Tools and Options
    • User Profile Preferences
    • User Privacy Preferences
    • User Notification Preferences
    • Organisation Switcher
    • Learners - Bulk Download Event Files
    • Hide Sidebar
    • Display Style Switcher
    • Bookmarks
    • People Search
    • 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
  • Regional Education
    • Managing Regions
    • Apartments
      • Managing Learners and Accomodations
  • Rich Text Content and Accessibility Checker
  • Multiple Language Support
  • Remote Learning
    • Providing online meeting urls in Learning Events
  • Preparing for a New Academic Year
  • Glossary
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On this page
  • Add New Distribution
  • Form
  • Method
  • Targets
  • Assessors
  • Results

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  1. Assessment & Evaluation
  2. Distributions

Date Range Distribution

A date range distribution allows you to send a form to the appropriate assessors/evaluators in a specific date range.

Add New Distribution

  • Navigate to Admin>Assessment and Evaluation.

  • Click 'Distributions' above the Assessment and Evaluation heading.

  • Click 'Add New Distribution'.

Form

  • Distribution Title: Provide a title. This will display on the list of Distributions that curriculum coordinators and program coordinators can view.

  • Distribution Description: Description is optional.

  • Task Type: Hover over the question mark for more detail about how Elentra qualifies assessments versus evaluations. If a distribution is to assess learners, it's an assessment. If it is to evaluate courses, faculty, learning events, etc. it is an evaluation. Notice that the language on Step 4 will change if you switch your task type as will other steps of the wizard.

  • Disable Target Release: This will only display for Evaluations. If you do not want evaluators to be able to release the form to the target upon completion, check this box. If left unchecked, evaluators will be able to release the form to the target upon completion.

  • Assessment/Evaluation Mandatory: This will be checked off be default.

  • Disable Reminders: Check this box to exclude this distribution from reminder notification emails.

  • Select Form: The form you want to distribute must already exist; pick the appropriate form.

  • Select a Curriculum Period: The curriculum period you select will impact the list of available learners and associated faculty.

  • Select a Course: The course you select will impact the list of available learners and associated faculty.

  • Click 'Next Step'

Method

  • Distribution Method: Select 'Date Range Distribution' from the dropdown menu.

  • Start Date: This is the beginning of the period the form is meant to reflect.

  • End Date: This is the end of the period the form is meant to reflect.

  • Delivery Date: This is the date the task will be generated and delivered to the assessors/evaluators. (The delivery date will default to be the same as the start date.)

  • Task Expiry: Optional. Set the date on which the tasks generated by the distribution will automatically expire (i.e. disappear from the assessor's task list and no longer be available to complete). Tasks will expire at 12:00 AM on the day that you select, so it is best to select the day after your intended expiry date.

    • Warning Notification: If you choose to use the Task Expiry option, you'll also be able set an automatic warning notification if desired. This will send an email to assessors a specific number of days and hours before the task expires.

  • Delay Task Creation: This option relates specifically to creating a summary assessment task distribution. This allows you to create a distribution that will pull in and display completed tasks from other distributions. In effect, the assessor of the distribution you create will be able to see items from previously completed tasks and take them into account when completing their own task.

    • Select a distribution (note that you will only see distributions to which you have access).

    • Define how many tasks must be completed in the linked distribution(s) before the new distribution will take effect.

    • Enter a fallback date. This date represents when your distribution will create tasks whether or not the minimum number of tasks have been completed in the linked distribution.

      • You can adjust the fallback date on the fly and the distribution will adjust accordingly to only generate tasks as appropriate (previously created tasks will still remain).

      • If you set a fallback date that falls before the release date, the fallback date will be ignored.

Targets

The target is who or what the form is about.

  • Assessments/Evaluations delivered for: Use this area to specify the targets of the form.

    • For Assessments your options include: targets are the assessors (self-assessment), and learners (

    • For Evaluations your options include: faculty members, courses, course units (if in use), individuals regardless of role, external targets, and rotation schedules.

  • Select Targets: Here you can specify your targets using the dropdown selector.

    • CBME Options: This option applies only to schools using Elentra for CBME. Ignore it and leave it set to non CBME learners if you are not using CBME. If you are a CBME school, this allows you to apply the distribution to all learners, non CBME learners, or only CBME learners as required.

  • Target Attempt Options: Specify how many times an assessor can assess each target, OR whether the assessor can select which targets to assess and complete a specific number (e.g. assessor will be sent a list of 20 targets, they have to complete at least 10 and no more than 15 assessments but can select which targets they assess).

    • If you select the latter, you can define whether the assessor can assess the same target multiple times. Check off the box if they can.

  • Click 'Next Step'

Assessors

The assessors are the people who will complete the form.

  • There are three options:

    • Select faculty members

      • Browse faculty and click on the required names to add them as assessors

      • Select Associated Faculty will add the names of all faculty listed as course contacts on the course setup page

      • Exclude self-assessments: If checked, this will prevent the assessor from completing a self-assessment

      • Feedback Options: This will add a default item to the distribution asking if the faculty member met with the trainee to discuss their assessment.

    • Select learners

      • Click Browse Assessors and click on the appropriate option to add learners as assessors

      • Exclude self-assessments: If checked, this will prevent the assessor from completing a self-assessment

    • Select individuals external to the installation of Elentra

      • This allows you to add external assessors to a distribution

      • Begin to type an email, if the user already exists you'll see them displayed in the dropdown menu. To create a new external assessor, scroll to the bottom of the list and click 'Add External Assessor'

      • Provide first and last name, and email address for the external assessor and click 'Add Assessor'

      • Feedback Options: This will add a default item to the distribution asking if the faculty member met with the trainee to discuss their assessment.

  • Exclude Self Assessments: Check this to stop learners from completing a self-assessment

  • Give access to the results of previous assessments: This relates to Elentra's ability to provide a summary assessment task to users. If enabled, tasks generated by this distribution will link to tasks completed in the listed distributions. When users complete the summary assessment task they will be able to view tasks completed in the other distributions. For any items that are used on both forms, results from previously completed tasks will be aggregated for the assessor to view.

    • Click to add the relevant distribution(s).

  • Click 'Next Step'

Results

You can immediately save your distribution at this point and it will generate the required tasks, but there is additional setup you can configure if desired.

  • Authorship: This allows you to add individual authors, or set the distribution to be accessible to everyone with A+E access in a course or organization. (This may be useful if you have multiple users who manage distributions or frequent staffing changes.)

  • Target Release: These options allow you to specify whether the targets of the distribution can see the results of completed forms.

    • Task List Release:

      • "Targets can view tasks completed on them after meeting the following criteria" can be useful to promote completion of tasks and is often used in the context of peer assessments. Targets will only see tasks completed on them after they have completed the minimum percentage of their tasks set by you.

    • Target Self-Reporting Release: This controls whether targets can run reports for this distribution (i.e. to generate an aggregated report of all responses). When users access their own A+E they will see a My Reports button. This will allow them to access any reports available to them.

  • Target Self-Reporting Options: This allows you to specify whether or not comments included in reports are anonymous or identifiable. (This will only be applied if you have set reports to be accessible to the targets.)

  • Reviewers: This allows you to set up a reviewer to view completed tasks before they are released to the target (e.g. a staff person might review peer feedback before it is shared with the learner).

    • Check off the box to enable a reviewer.

    • Click Browse Reviewers and select a name from the list. Note that this list will be generated based on the course contacts (e.g. director, curriculum coordinator) stored on the course setup page.

  • Notifications and Reminders:

    • Prompted Responses: This allows you to define whom to send an email to whenever a prompted response is selected on a form used in the distribution. For example, if you have an item asking about student completion of a procedure and "I had to do it" was set as a prompted/flagged response, any time "I had to do it" is picked as an answer an email notification will be sent.

      • You can optionally select to email Program Coordinators, Program/Course Directors, Academic Advisors, Curricular Coordinators, or you can add a Custom Reviewer. If you select to add a Custom Reviewer you can select their name from a searchable list of users.

    • Sender Details: Define the email address that notifications and reminders will be sent from for a distribution.

      • Options are the distribution author, an existing user, an existing generic email, or a new generic email.

      • To create a new generic email provide a name and email address. This will be stored in the system and available to other users to use as needed.

  • Click 'Save Distribution'.

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Last updated 4 years ago

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Feedback Options: Check this to add an item to the form requiring the target and assessor to confirm they spoke. More detail .

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Setting a Custom Reviewer