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Assessment Flag Severity is a feature that allows an organization to optionally set levels of severity on prompted responses in Assessment and Evaluation items. Instead of treating prompted responses as either used or not, you can create a more nuanced approach to acting on a prompted response item (i.e., if it’s flagged at a certain level, do something).
The default behaviour of a flagged item response on an assessment form is to simply set the “flag” property of the response to 1. On submission of the assessment, flagged responses are checked, and if a particular distribution indicates that specific users (or groups) be notified of a flagged response, an email goes out to them.
The Flag Severity functionality adds another layer on top of this (in addition to also being independent of a distribution). Instead of simply setting the flag property to 1, it sets it to the primary key of the record in the flag severity table.
In the Competency Based Medical Education feature, there’s a flag called “CBME Concerns Notify Directors and Coordinators”; if enabled via an Elentra setting, program coordinators and directors (of the relevant programs) are notified when items that are flagged with this particular severity are submitted. From the forms interface, if there are any organisation specific flag severities defined, the item editing interface presents the editor with an option to select one of the predefined flags (instead of presenting them with a simple checkbox). Form templates (i.e., CBME on demand assessments) use this flag severity functionality to notify program directors and coordinators when someone submits an assessment where the “Concerns” rubric has one of the responses set to “Yes” (meaning there are professionalism concerns, for example).
In Elentra, organisation refers to an entity using and managing its own curriculum map version, layouts, tags, courses/programs, learning events, gradebooks, etc. Examples of organisations include undergraduate medicine and postgraduate or graduate medicine. Another example could be nursing or rehabilitation therapy.
You can add and manage organisations through Admin>System Settings. While Medtech:Admin and Staff:Admin users have access to System Settings, ONLY Medtech:Admin can add a new organisation.
Note that this tool is only available to Medtech:Admin users.
Navigate to Admin>System Settings.
Click 'Add New Organisation'.
Provide the required information noting the following: Interface Template: Stock Elentra has one default interface. If you are testing things on an installation with dummy data provided by Elentra, and have different interface options available, we recommend using them only if it has been recommended to you.
Click 'Save'.
Additional interface template information: The Elentra template is entirely configurable by a developer and if you would like additional interface templates, that is customization that your institution can do. Many schools apply their own branding to the look of Elentra or you might create different templates for different organisations using your installation of Elentra (e.g., undergraduate and postgraduate or graduate medical education organizations).
Navigate to Admin>System Settings.
Click on the name of the organisation you want to manage.
Click on the pencil icon and 'Edit' in the top right to change the existing information.
Make the required changes and click 'Save' in the bottom right.
There are around 100 settings options in Elentra that are controlled through the database, not the user interface. You can view the available database settings in the technical documentation.
A list of departments, divisions, faculties, schools or units can be maintained in Elentra and applied in user profiles. This information is in turn used in some reporting tools (e.g. Faculty Teaching Report By Department).
As of Elentra ME 1.12, if you import users using a CSV, you can include a column for department and add multiple departments as needed.
Log in as Medtech:Admin or Staff:Admin.
Navigate to Admin>System Settings.
Click on the name of the organisation you want to manage departments for.
Click 'Departments' from the left sidebar.
Click 'Add Department' to add a new entry.
Complete the required information noting the following: Department Type: You can select a department type from a dropdown menu. The options include department, division, faculty, school, and unit. There is no user interface to change this list.
Click 'Save'.
To delete existing entries, click the checkbox beside the item name and then scroll down and click 'Delete Selected'; confirm your choice.
The list of departments will display alphabetically.
As of Elentra ME 1.12 there is no user interface to link departments and divisions. There is space in the database to create a relationship between a department and its affiliated divisions and a developer with access to the database can do this work if it is required by your organisation. In a user profile you can assign someone to multiple departments and divisions in order to show their multiple affiliations.
Each department can configure custom profile fields to collect additional information from their members. This allows an administrator to define the custom profile field in terms of the type of information to collect and then create a space in the user's profile for them to provide said information.
In an administrator role, navigate to Admin>System Settings, pick the appropriate organization if required, and click Department from the left sidebar.
Click on the appropriate department.
Click Department Profile Fields
Click Add Field
Provide the relevant information, noting the following:
Field Type allows you to customize how information can be collected. The options are:
Rich text
Plain text
One Line text
Checkbox
External URL (e.g. for people to provide a link to their research project page)
Indicate using the checkbox if this custom field will be required
Click Add
The newly created field will display on a list of custom profile fields. You can edit, delete, or reorder the custom profile fields using the pencil and trash icons, or the Reorder button.
Users can complete their custom profile fields in their user profile, accessible by clicking on the user's name in the top right. Within their profile tab options, they will see a Department Specific Information tab and can provide the required information there. In the example below, there is a one line text item.
This page does not need to be configured. It is part of an old clerkship lottery functionality which has now been replaced.
Additional content coming soon.
Elentra allows you to connect to other educational technologies through LTI (Learning Tools Interoperability). This allows you to connect to services like Quizlet, Turnitin, Google Classroom, etc.
Log in as a medtech:admin or staff:admin user.
Navigate to Admin > System Settings.
Click on the name of the organization you want to manage LTI providers for.
Click 'LTI Providers' from the left sidebar.
Click 'Add LTI Provider' to add a new entry.
Provide the required information.
Click 'Save'.
You can configure a list of hot topics and assign those topics to learning events. If you do you can optionally indicate if a hot topic was 'major' or 'minor' when assigned to an event.
Before you do this please be aware that there is very limited reporting for hot topics applied to events, and hot topics can not be applied elsewhere in Elentra (e.g. to gradebook assessments, exam questions, etc.). We recommend that instead of using Hot Topics you create a curriculum tag set that includes the things you want to track in your learning events.
New in ME 1.18! Apply any created grading scales to course gradebooks, weighted collections, and assessments. Optionally display results to learners using a grading scale, marking scheme or both!
Configuring grading scales allows you to apply a grading scale to course gradebooks, weighted collections, and assessments. When managing assessments you can optionally allow learners to view their results using a marking scheme (e.g. percent, numeric) and/or a grading scale (e.g. Honors, Pass, Fail). Both marking scheme and grading scale all also displayed to users when entering grades in Admin > Manage Course > Gradebook.
Currently all grading scales do require a corresponding percentage to be stored in the database and no two letter grades can share the same percentage value.
Only users with access to Admin > System Settings (e.g., medtech:admin or staff:admin users) can edit Grading Scales.
Navigate to Admin > System Settings.
Click the name of the organization for which you want to manage a grading scale.
Click 'Grading Scales' on the left sidebar.
A default grading scale is provided. If your school only has one grading scale it may be fastest to modify the existing default scale to suit your organization's needs. If so, click on the default scale to edit it.
To add an entirely new scale, click 'Add New Grading Scale'.
Complete the required information noting the following:
Title: Provide a title for the grading scale. If the grading scale applies only to one cohort of learners or is in effect for a specific period of time that might be useful to include it the title. Users working in course gradebooks will see the grading scale title when they are specifying a grading scale to use in a collection or assessment.
Ranges: This is where you enter the grading scale information.
The system requires that there be a 0 start percentage to be valid so make sure to include one.
The information you provide in the Letter Grade column is what will display to learners if you choose to display their results in the Gradebook using a grading scale.
GPA is not required and currently doesn't integrate with Elentra unless you have a customization.
Notes is optional and is not seen outside the Grading Scale page.
Click 'Add Range' to add additional rows.
The rows will reorder as you add them so that they display in order. You can click the arrow in the Start % column header to show the percentages ascending or descending.
Note that you do not enter a number to denote the top of the range.
To delete a range click the red X icon in the far right column of the appropriate range.
A Description for the grading scale can be provided. This is optional and is not seen outside the Grading Scale page.
When you've added all the required information, click 'Save'.
You will get a green success message and be redirected to the list of existing grading scales.
To edit an existing grading scale click on its title.
Make the necessary changes.
Click 'Save'.
To delete an existing grading scale click the checkbox beside its title.
Click 'Delete Selected'.
Assessment response categories (e.g., excellent, good, needs improvement) are used when creating items in the Assessment and Evaluation Module. The categories can also be applied to specific rating scales and when those rating scales are applied to items the response categories will pre-populate.
Response categories are displayed in the order they were added to the system, so use the search function to quickly look for existing categories and prevent creating duplicates. Results will appear as you type.
Navigate to Admin > System Settings.
Click the name of the organisation for which you want to manage assessment response categories.
Click 'Assessment Response Categories' from the left sidebar.
Click 'Add Category'.
Enter the response category.
By default, all categories will be available in reports so uncheck the box if you don't want the category to be available in reports.
Click 'Save'. Remember your new category will be added to the end of the list.
If multiple categories have been created and are overly similar, or you have imported data from another tool and have duplicate categories, you can merge selected categories. To do this, click the checkboxes beside the categories to merge, then scroll down and click Merge Selected.
To delete categories, click the checkbox beside the category you wish to delete and then scroll down and click 'Delete Selected'.
Location Management allows organisations to maintain a list of the sites, buildings and rooms relevant to their institution. In this context, site could refer to an institution, organization, or governing body. Site is the top tier of the location management system; within a site you can add buildings, and within a building you can add rooms. You can also add a phone number for the contact person at the site. Some examples are provided below.
Site: University/College Name, Hospital Name
Building(s): New Medical Building, Abramsky Hall, Student Athletic Centre
Room(s): 201A, 201B, 430, 431, The Caldwell Room
Phone Number: (123) 456 - 7890
Using the locations feature is useful if you plan to schedule clinical rotations or learning events in Elentra. Rotations and their corresponding blocks/slots can be assigned to sites, and learning events can be assigned a site, building and room. The building and room code will be displayed to event attendees so make sure the short codes you use are logical.
Only medtech:admin users can access Locations through System Settings.
Navigate to Admin > System Settings.
If you have access to multiple organisations, click on the name of the organisation you want to manage locations for.
Click 'Location Management' from the left sidebar.
From the Location Management screen click 'Add New Site'.
Provide the required information noting the following: Site Code: The site code will display with the name on dropdown menus when you are assigning a site (e.g., in a learning event or rotation). Province/State: This option will only be available after you have selected a country.
Click 'Save' and you will see your new site displayed on the existing list of sites.
Please note that the sites will be listed in the order they were added to the system. There is currently no user interface to reorder the list of sites.
To edit an existing site, click on the gear icon to the right of the site name.
To delete an existing site, click the checkbox beside the site from the Location Management screen. This will cause a delete button to appear in the top right. Click 'Delete Selected' and confirm your choice.
From the Location Management screen click on an existing site.
Click 'Add New Building'.
Complete the required information noting the following:
Building Name: Required. This will display on learning events scheduled in courses.
Building Code: Required. This will display on bookings made in Clinical Experiences > Rotation Schedule.
City, Country, and Province: These will default to the same information as the site but you can change it as needed.
Click 'Save' and you will see the new building added to the list of existing buildings.
Please note, the buildings will be listed in the order they were added to the system. There is currently no user interface to reorder the list of buildings.
To edit existing buildings, click on the gear icon to the right of the building name.
To delete existing buildings, click the checkbox beside the building name from the list of buildings. This will cause a delete button to appear. Click 'Delete Selected' and confirm your choice.
From the Location Management screen, click on an existing site.
Click on an existing building.
Click 'Add Room'.
Provide the required information noting the following: Floor: This is an optional field to record the floor a room is on. Room Number (Required): Store the room number here. It will show on learning events assuming no room name exists. Room Name: This field is optional. If it is filled in it will show, instead of the room number, on learning events. Room Description: This is an optional field to collect information. Users will not see this information. Room Phone Number: This is an optional field to collect information. Users will not see this information. Room Resources: This allows you to provide information about the resources in a room. The default list includes projector, television, computer, and capture. Capture is used when you are using Elentra's lecture capture tool.
If you select 'Capture', you'll be prompted to enter the following information. The examples included assume you are using NCast.
Device Name: This corresponds to the code in your NCast recorder manual that is specified for that model. For example, on an M4 recorder this value should be “M4”, whereas on a Hydra model, this code should be “PR720”.
Device Address: This is the IP or hostname of the NCast device on your network.
Channel: This is the number of the Channel to be used from NCast device’s configuration. Most devices have a limited range available, usually 1 - 100.
Stream Prefix: This is the named string of characters that all videos from this Room will be tagged with. For example, “surgery” or “pediatrics”.
Room Max Occupancy: This is an optional field to collect information. Users will not see this information.
Click 'Save' and your new room will appear on the Rooms list.
Please note that rooms will be listed in the order they were added to the system. There is currently no user interface to reorder the list of rooms.
To edit existing rooms, click on the gear icon to the right of the room name.
To delete existing rooms, click the checkbox beside the room name. This will cause a delete button to appear in the top right. Click 'Delete Selected' and confirm your choice.
To the right of any room you will see a calendar icon. This gives you access to a Room Schedule Feed you can copy and add to another calendar. If you also use Capture as a room resource, you will additionally see a Recording Schedule Feed. This provides a link to an .ICS calendar schedule file to be copied. You will need the URL to this .ICS file when configuring your NCast server, which will point to the schedule so that it knows when to start and stop recording.
To learn more about the MedBiquitous Consortium please see here.
If you use the AAMC Curriculum Inventory Report, you can associate Medbiquitous Instructional Methods with specific event types you have in your organization. This information is used to help populate the CIR. If you don't do this, unmapped event types will be excluded from the report.
Click on any existing Medbiquitous Instructional Method
Check off the relevant Learning Event Types
Click Save
You will see a green success message and be redirected to the list of Medbiquitous Instructional
Methods
Click Add Instructional Method
Provide a Method title (required)
Optionally provide a description
Provide an Instructional Code (required)
Check off the relevant Learning Event Types
Click Save
You will see a green success message and be redirected to the list of Medbiquitous Instructional
Methods
The Bookmarks section of System Settings allows an administrative user to create a list of URLs that users will not be able to bookmark in their personal My Bookmarks list.
Not all development on this feature is complete.
Log in as a medtech:admin or staff:admin user.
Navigate to Admin > System Settings.
Click on the name of the organization you want to manage blacklisted bookmarks for.
Click 'Bookmarks' from the left sidebar.
Click 'Blacklist URL' to add a new entry.
Provide a title (this will display on the list of blacklisted URLs) and the URL.
Click 'Save'.
You will get a success message and be returned to the list of blacklisted URLs. Your new entry should display.
To edit an existing blacklisted URL, click on the cog icon in the far right column.
Log in as a medtech:admin or staff:admin user.
Navigate to Admin > System Settings.
Click on the name of the organization you want to manage blacklisted bookmarks for.
Click 'Bookmarks' from the left sidebar.
Either click on the cog icon in the far right column to edit a single bookmark or tick the checkbox beside the URL name, then click 'Deactivate Blacklisted URL'.
Please see additional details here.
Please see additional details here.
Assessment characteristics should be configured if you plan to use course gradebooks. Within a gradebook you will need to define the assessment characteristic for each assessment added. Each assessment type has different extended options for recording data (e.g. the type of included questions for quizzes and exams, or whether to track late submissions for papers and projects).
Elentra comes with a set of assessment types. These include assessment, exam, paper, presentation, project, quiz, RAT, rating, and reflection. Within each assessment type you can further specify assessment characteristics (e.g. oral exam, written exam, OSCE). While there is no user interface to change the list of assessment types, the assessment characteristics list is completely configurable through the user interface. Assessment characteristics can also be mapped to MedBiquitous Assessment Methods if required by an organisation. Whatever is created as an assessment characteristic can later be applied to the assessments listed in a course gradebook (see image above).
Navigate to Admin>System Settings.
Click the name of the organisation for which you want to manage assessment characteristics.
Click 'Assessment Types' from the left sidebar. A list of existing assessment characteristics grouped by assessment type will be displayed.
Click 'Add Characteristic' to add a new assessment characteristic.
Complete the required fields. The description is optional and is not often seen in other parts of Elentra. (It's possible that in the future if you mouseover an assessment characteristic you'll see its definition but that is not a current feature.)
Click 'Save'.
The newly added assessment characteristic will now appear on the Assessment Types list.
To modify an existing assessment characteristic click on it.
Edit it as needed and click 'Save'.
To delete existing assessment characteristics click the checkbox beside the characteristic you wish to delete.
Click 'Delete Selected'.
Confirm your choice.
You will be returned to the list of Assessment Types.
After your Elentra installation is active, you'll need to configure some system settings before using other modules and features of the platform. Users with the group:role of medtech:admin or staff:admin will be able to access Admin > System Settings. Here you'll be able to configure things like assessment types, event types, location management, grading scales, and departments. Generally this is content that will remain consistent across an entire organization and will not frequently change.
Note that these system settings are at the organization level in Elentra so you can have different system settings for different organizations running on the same installation of Elentre (e.g., undergraduate and graduate medical education).
Which system settings you configure really depends on how your organization will be using Elentra. See the list below for some quick start ideas.
If you want to add users: configure departments before importing users (especially faculty)
If you want to create courses: create a curriculum map version, then configure curriculum layout and periods (note that this has moved from Admin>System Settings to Admin>Manage Curriculum)
If you want to schedule learning events: configure learning event types and locations (you'll need courses via Admin>Manage Courses and for rotation scheduling you'll also need to build blocks in the relevant curriculum period but that is done in Admin>Manage Curriculum)
If you want to input grades: configure assessment types (you'll need to configure curriculum layout and periods, and build courses as well but that will be completed elsewhere)
If you want to report using the curriculum inventory: configure assessment and learning event types, and curriculum layout and periods (you'll also need courses, events, and gradebooks setup but those are managed elsewhere)
Instructions for managing some system settings are included here. Other instructions are included with their related module. See a sample list of system settings below.
This stores a list of Medbiquitous resources.
When creating learning events and you can optionally map a Medbiquitous resource to an event.
New in ME 1.18:
Workload Multipliers
MedBiquitous Mapping for event types
Event Types describe all the different things you might include in scheduled events managed through Elentra. Examples include lectures, labs, directed independent learning, exams, lunch, etc. and the list of event types is customizable per organization. Event types are used several ways:
any event added to a schedule must have an event type defined; you can add multiple event types to one scheduled event
the audience of an event will see the event type
the Learning Event Types by Course Report uses event type to summarize the use of different events types within a course
You must be logged in as an Admin user to manage event types.
Navigate to Admin > System Settings.
If you have multiple organizations, click the name of the organization for which you want to manage event types.
Click 'Learning Event Types' from the left sidebar. A list of existing event types will be displayed.
Click 'Add Event Type' to add a new event type.
Complete the required fields, noting the following:
Event Type Name: This is what will display to administrative users setting up events and to the audience of an event.
Description: This field is optional, however it is visible to administrative users when they create events so you may wish to provide it. When users add events to the system through Admin > Manage Events, they can mouseover event types and view the provided description (see above).
Workload Multipliers: This required field will default to one. The options allow you to define a workload for the event type (e.g. lecture = 1.5, TBL = 2) per user group (faculty and learner). There are no existing reports in Elentra that include this information, but it can be collected to allow organizations to calculate faculty workforce hours, estimate learner workload, etc. outside of Elentra.
MedBiquitous Mappings: Allows you to map event types to specific MedBiquitous instrcutional methods, assessment methods, and resources. This information is used in the AAMC Curriculum Inventory Report.
MedBiquitous Instructional Method: You can map a single MedBiquitous instructional method to an event type. Any event type that is not mapped to a MedBiquitous instructional method will be omitted from the AACM CIR. Mappings do not show on learning events.
Note that currently once you select a MedBiquitous instructional method for an event type you can't deselect it. If you selected an instructional method by accident you can scroll down and click Cancel.
You can edit the list of MedBiquitous instructional methods in Admin > System Settings.
MedBiquitous Assessment Methods: You can map multiple assessment methods to a learning event type. When you do this, those assessment methods will automatically be added to any events created using that event type and you can optionally delete assessment methods that are not needed for a specific event from the Event's Content tab.
You can edit the list of MedBiquitous assessment methods in Admin > System Settings.
MedBiquitous Resources: You can map multiple resources to a learning event type. When you do this, those resources will automatically be added to any events created using that event type and you can optionally delete resources that are not needed for a specific event from the Event's Content tab.
You can edit the list of MedBiquitous resources in Admin > System Settings
Click 'Save'.
The newly added assessment characteristic will now appear on the event types list.
To modify an existing event type, click on it.
Edit it as needed and click 'Save'.
To delete an existing event type, click the checkbox beside the event type you wish to delete.
Click 'Delete Selected'.
Confirm your choice.
You will be returned to the list of event types.
If you use the AAMC Curriculum Inventory Report, you can associate Medbiquitous Assessment Methods with specific assessment characteristics you have in your organization. This information is used to help populate the CIR. If you don't do this, unmapped assessments will be reported as "Exam - Institutionally Developed, Written/Computer-based".
Click on any existing Medbiquitous Assessment Method
Check off the relevant Assessment Types (aka Characteristics)
Click Save
You will see a green success message and be redirected to the list of Medbiquitous Assessment Methods
Click Add Assessment Method
Provide a Method title (required)
Optionally provide a description
Check off the relevant Assessment Types (aka Characteristics)
Click Save
You will see a green success message and be redirected to the list of Medbiquitous Assessment Methods
The restricted days tool allows you to indicate days that are restricted within an organization. Once set up, users who try to schedule an event on one of these days when using the recurring event feature will receive a warning notifying them that something is a restricted day (users can ignore the warning and schedule an event anyway if desired).
Currently you must be a medtech:admin to manage restricted days. We are working to expand this to staff:admin users as well.
Navigate to Admin > System Settings.
Pick the organization you want to work in if necessary.
Click 'Restricted Days' in the left sidebar.
Click 'Add Restricted Days'.
Add the appropriate days noting that you can add a specific date (e.g. Dec. 25), a weekly day (e.g. every Friday), a monthly day (e.g. the first Wednesday of the month), or a yearly date (e.g. the last Monday of May).
Provide a reason for the restriction. Users will see the provided reason if they try to create an event on the restricted day.
Click Submit.
The newly created restricted day should display on the list of restricted days.
If you are creating an event schedule and one of the dates conflicts with a restricted day, you'll see a warning. Users can ignore the warning and still schedule an event on that day if they so desire.
