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New in ME 1.18!
Provide an email address from which a distribution will be sent
Deliver a rotation-based distribution before the start of a rotation/block
Send a learning event-based distribution to a specific % of event attendees
Create a date-based distribution to evaluate a course unit
Specify a site when creating a rotation-based distribution
Specify learner levels when selecting targets (rotation-based distribution)
Set up a distribution for a summary assessment task that displays results of previous distributions to the assessor
Retire a distribution
A distribution defines who will complete a form, who/what the form is about, and when the form will be completed. Usually, administrative staff manage distributions of forms to cohorts of learners, faculty, event participants, etc. Generally, the following language is used in the A&E module:
A distribution defines who will complete a form, who/what the form is about, and when the form will be completed. Usually, administrative staff manage distributions of forms to cohorts of learners, faculty, event participants, etc. Generally, the following language is used in the A&E module:
Assessor/Evaluator: The person completing a form/task Target: The person, course, experience or other that the form/task is about Distribution method: How the form/task is assigned to people (e.g. based on a date range, rotation schedule, event schedule, etc.)
The available distribution methods and some of their use cases are listed below:
Rotation Schedule: Use a rotation schedule distribution to send forms based on a rotation schedule. This could include assessments of learners participating in a rotation, evaluation by learners of a specific rotation site or experience, etc.
Delegation: Use a delegation to schedule a distribution to be sent to an intermediate person who will later forward the tasks to the appropriate assessor/evaluator. For example, if you want to set up distributions in September, but it is unknown who learners will work with in January because a clinic schedule hasn't been set yet, you could send the distribution to a delegator to forward once the clinic schedule is known.
Learning Event Schedule: Use a learning event schedule distribution when you want to have participants evaluate an event, when you want participants to evaluate the faculty teaching particular types of events, or when you want faculty to assess the learners participating in certain types of events.
Date Range: Use a date range to create the most generic type. You could use this for faculty or course evaluations, or for assessment of learners at any point.
A distribution wizard walks users through creating any distribution. Note that a distribution is only saved once all five steps of the wizard are complete. You can navigate forward and backward in a distribution using the Previous Step and Next Step buttons. You can cancel a distribution at any time by clicking 'Cancel'.
Navigate to Admin>Assessment & Evaluation.
Click 'Distributions'.
Click 'Add New Distribution'.
This will open a five-step wizard that walks you through creating a distribution. On the following pages you can read about the specifics of each distribution method.
Navigate to Admin>Assessment & Evaluation.
Click 'Distributions'.
Use the search tool to look for the distribution you want to copy. Click the down arrow beside the search bar to apply filters to refine your search results.
Click on the cog icon to the right of the distribution you want to copy. Select 'Copy Distribution'.
Edit the information in each step of the distribution wizard as needed and save your work.
Navigate to Admin>Assessment & Evaluation.
Click 'Distributions'.
Use the search bar to look for the distribution you want to delete. Click the down arrow beside the search bar to apply filters to refine your search results.
Click the checkbox beside the name of the distributions you want to delete.
Click the red Delete Distributions button.
Navigate to Admin>Assessment & Evaluation.
Click 'Distributions'.
Use the search bar to look for the distribution you want to manage. Click the down arrow beside the search bar to apply filters to refine your search results. You will only see distributions to which you have access.
Click on the cog icon to the right of the distribution you want to copy. Select 'View Distribution Report'.
Review progress. Click on any category (Pending, In Progress, Completed) to view more details about specific targets and assessors.
Pending tasks have not yet been started. In Progess tasks have been started but not complete. Completed tasks are done and have been submitted.
To delete tasks tick off the box below the garbage icon on each task card and then click the red Delete Task(s) button.
To send reminders to those with incomplete forms, tick off the box below the bell icon on each task card and then click the blue Manage Distribution button and select Send Reminders from the dropdown list. To select all tasks for reminders click on the bell icon.
Review your choices and, if correct, click Confirm Reminders. You will get a green success message.
To add a task to a distribution, click the blue Manage Distribution button and select 'Add a Task' from the dropdown list. Complete the required information and click 'Confirm Task'.
Viewing progress results for learning event-based distributions: Program coordinators who set up such distributions should view progress from their My Assessments page.
Many of the functions described above can also be completed at an individual task level when logged into the system as a program coordinator or faculty director.
Click the Assessment and Evaluation badge at the top right (beside the logout button).
Click the My Learners tab.
Click on the appropriate tab for a learner (e.g. CBME, Assessments, Logbook).
When looking at a user's Assessment & Evaluation dashboard, some users will be able to send reminders, remove tasks, and download PDFs of selected tasks from their assigned learners or faculty.
In this context, we use the term off-service to mean learners who are completing rotations outside their home program (e.g. a family medicine resident on a pediatrics rotation).
Clinical Experiences > Rotation Scheduler includes support for off-service rotations or slots. When an administrator builds rotations she can optionally create off-service slots and make them available to all other programs or specific programs. The following information assumes you are an organization using off-service slots and refers to rotation-based distributions. (This page does not discuss automated rotation evaluations nor rotation evaluations completed on demand via workflows.)
As the home program you can:
Create assessment tasks targeting your learners while they are on an off-service rotation.
Report on assessment tasks targeting your learners while they were on an off-service rotation.
For distributions you created, you can view results via the Learner Assessments report or the Learner Reports (Aggregated).
For distributions created by host programs, but targeting your learners, you can only view results via Learners Reports (Aggregated).
Create evaluation tasks asking your learners to evaluate their experience on an off-service rotation.
View individual responses and download a Weighted CSV of your learners' responses to an evaluation of their off-service experience (do this via the Completed Distribution Report); up to and including ME 1.17 a home program cannot use the Rotation Evaluation (Aggregated) Report to see an overview of their learners' experience on an off-service rotation (whether the distribution was set up by the home or host program).
As the host program you can:
Create assessment tasks targeting visiting, off-service learners while they are on your rotation.
Report on assessment tasks targeting visiting, off-service learners while they were on your rotation.
Create evaluation tasks asking visiting, off-service learners to evaluate their experience on your rotation.
Report on evaluation tasks completed by visiting learners to your rotation, as long as you created the distribution. If the home program created an evaluation asking their learners to evaluate your rotation or faculty, you will not be able to access the results.
In effect, up to and including ME 1.17, neither the home program nor the host program can create a Rotation Evaluation (Aggregated) Report to view responses of off-service learners to off-service rotation evaluations created by the home program.
Note that in a rotation based distribution you are able to toggle between a block view and date range view of the distribution report. When using Block view you can view completion per block and switch blocks as needed using the forward and back arrows.
When you create a distribution, one of the options available via the Results tab is Target Release and Target Self-Reporting Options. This allows you to require that users complete a specific number of tasks before they can review their own results. This is typically used for peer assessments so that learners are required to provide feedback to others before they can see their own feedback. Please note that these settings are specific to a single distribution only. This tool does not require users to have completed a percentage of tasks across all distributions.
If you want to change a distribution partway through its use but you want to leave all existing tasks active, you can copy the distribution, alter it as needed, and then retire the original distribution on a defined date. When you retire a distribution, you preserve any existing data and pending tasks but prevent future tasks from generating.
To retire one distribution, click the menu cog to the right of the distribution name and select 'Retire Distribution'.
To retire multiple distributions at once, click the checkbox beside distribution names and click the 'Retire Distribution' button.
Set a Retirement Date for the distribution(s). As of this date, no more tasks will generate for this distribution.
Click 'Retire'
You will get a success message and can click to return to the Distribution index.
Retired distributions will still display on the list of Distributions, but they will have a small orange clock beside the name to show they have been retired.
An informational notice will be included on distributions that are set to retire soon. The notice will be seen when you access the Progress Report for a distribution.
If you delete a distribution you will no longer see it in the list of Distributions and it can't be recovered through the user interface.
Click the checkbox beside a distribution name.
Click 'Delete Distribution'
Confirm your decision.
A date range distribution allows you to send a form to the appropriate assessors/evaluators in a specific date range.
Navigate to Admin>Assessment and Evaluation.
Click 'Distributions' above the Assessment and Evaluation heading.
Click 'Add New Distribution'.
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'
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.
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'
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
Feedback Options: Check this to add an item to the form requiring the target and assessor to confirm they spoke. More detail here.
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'
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'.
You can use a delegation distribution to send tasks to a delegator who can then forward the tasks to the appropriate assessor/evaluator. The use case for this might be setting up a distribution at the beginning of the year and not knowing exactly which preceptors will be working in a specific environment. You can send the distribution to a staff member who can forward the tasks once a clinic schedule is set or send the distribution to a user who is actually the target of the task and can then delegate the task to the appropriate assessor/evaluator.
Navigate to Admin > Assessment and Evaluation.
Click 'Distributions' above the Assessment and Evaluation heading.
Click 'Add New Distribution'.
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.
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'
Distribution Method: Select 'Delegation' from the dropdown menu.
Delegator: Click Browse Delegators and select the appropriate name from the dropdown menu. You can only select one delegator.
Delegation Options:
Delegation based on date range
Delegation based on rotation schedule
Delegator Type:
The delegator is an individual
The delegator is the target
From this point forward the distribution wizard will be configured based on whether you selected a date range or rotation-based distribution. Please refer the the help pages for those two methods to continue through the wizard.
Note that when creating a delegation distribution you will still be asked to provide a list of assessors/evaluators. The users you add to this list will be made available to the delegator to select from a quick pick list. The delegator will optionally be able to search for and add additional assessors/evaluators as needed.
Please see here for more information about how to complete a delegation task.
New in ME 1.18!
Specify a site when sending a rotation-based distribution
Specify learner levels when selecting targets
Schedule tasks to be delivered before the start of a rotation or block
Rotation Based Distributions allow you to set up a distribution based on a rotation schedule. This means you can easily send a form to all enrolled learners to be delivered when they are actively in the rotation. Note that you must have rotations built using the Clinical Experience Rotation Scheduler to use this distribution method.
Navigate to Admin>Assessment and Evaluation.
Click 'Distributions' above the Assessment and Evaluation heading.
Click 'Add New Distribution'.
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.
Disable Target Release: If you do not want assessors/evaluators to be able to release the form to the target upon completion, check this box. If left unchecked, assessors/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'
Distribution Method: Select 'Rotation Distribution' from the dropdown menu.
Rotation Schedule: Select the appropriate rotation schedule from the dropdown menu.
Specific Sites: Select a site if you wish to include only targets from a specific site on this distribution.
Release Date: This tells the system how far back on the calendar to go when creating tasks. Hover over the question mark for more detail.
Delivery Type:
Basic delivery (single): allows you to send a single evaluation task repeatedly, once per block, or once per rotation.
Dynamic delivery rules (multiple): allows you to deliver multiple evaluation tasks at specific intervals during a rotation. For example, if you have a 5-month rotation, and you’d like to deliver an interim evaluation at the 2-month mark and the 4-month mark, you can set a rule for the distribution to do so.
If you select Basic delivery (single), then select your Delivery Period:
Choose between delivering tasks repeatedly, once per block, or once per rotation.
For each delivery period, additional customization allows you to control the timing of the distribution (e.g. 1 day after the start of the block, or 3 days before the end of the rotation).
Options are before/after the start, before/after the middle, and before/after the end.
Note: If a learner's schedule has two or more slots of the same rotation booked in a row, the system will treat them as a single rotation. The exception to this is if the slots are booked at different sites.
If you select Dynamic deliver rules (multiple), then set your delivery rules.
Identify the specific delivery rules depending on the length of a rotation (you identify the length of the rotation in months, weeks, or days).
If you enter an integer larger than 1 for the number of tasks, you will be able to define when each task will be delivered (percent of the way through the rotation) and a visualization will be supplied by the Task bar below.
Clicking on Add new delivery will allow you to add additional delivery schedules that depend on the length of the rotation, which allows you to set different parameters for shorter rotations and longer rotations.
As noted in the interface, “larger” rules take precedence over smaller ones. So if you had a 0-1 month rule and a 0-2 month rule, the 0-2 month would supersede the other.
Remember: if a learner's schedule has two or more of the same rotation scheduled in a row, the system will treat them as a single rotation.
You can have as many rules as you want, but they must be contiguous (e.g., 0-2 months, 2-4 months, 4-6 months) to avoid leaving learners without an assessment.
Examples of Dynamic Delivery Scenarios:
If you would like two interim assessment tasks delivered for any rotation 5 to 8 months in length, you could identify that for a 5 – 8-month rotation, task one should be delivered at 40% of the way through the rotation and task 2 should be delivered at 80% of the way through the rotation. Then, for a learner on a 5-month rotation, the interim task would be delivered at 2 months into the rotation and again at 4 months into the rotation, for example.
If you would like three tasks delivered for any rotation 3 – 6 months in length, you could set task one at 25% through the rotation, task 2 at 50% through the rotation, and task 3 at 75% through the rotation, which would represent delivery of the task at ¼ of the way through the rotation, 1/2 the way through the rotation, and ¾ of the way through each 3-month, 4- month, 5-month, or 6-month rotation that a learner might be scheduled on.
Task Expiry: If you check this box, 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). You can customize when the task will expire in terms of days and hours after the delivery.
Warning Notification: If you choose to use the Task Expiry option, you'll also be able to turn on a warning notification if desired. This can be set up to send an email a specific number of days and hours before the task expires.
The target is who or what the form is about.
Assessments delivered for: Use this area to specify the target of the form.
If you choose "The targets for this Distribution are learners," you'll see the following options:
Assessments will be delivered for:
The targets for this Distribution are the assessors (self assessment)
The targets for this Distribution are learners
All learners in this rotation: Additionally specify whether to include learners from your program, and/or outside your program
Additional Learners: Check this off and then use the drop down selector to add the required learners. (Hover over a learner name to see their profile information.)
Specific learners in this rotation: Use the drop down selector to add the required learners. (Hover over a learner name to see their profile information.)
Learners from My Program (e.g. on service learners)/Outside My Program (e.g. off service learners)
If on and off service learners don't apply to you (as they likely don't for most undergraduate programs), just click 'My Program'
Learner Levels: Specify a specific learner level to include as targets. If you do not use leaner levels ignore this option and all learner will be targeted.
Additional Leaners: Check this option to add additional leaners from outside the program.
The targets for this Distribution are peers
This option allows for targets who have completed the rotation to assess all of their peers in the rotation block. Peer evaluation is one of the main types of resident feedback during residency.
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'
The assessors are the people who will complete the form.
Assessor Options:
Assessors are learners
Learner Options: All Learners of Specific Learners
All Learners: Select all learners in the rotation or specific learners in the rotation
All learners: Select from My Program and/or Outside of my program, use the drop down selector to add additional learners
Specific learners in the rotation: Use the drop down selector to add required learners
Additional Leaners: Check this option to add additional leaners from outside the program.
Assessors are faculty members
Browse faculty and click on the required names to add them as assessors
Select Associated Faculty: This tool will pull the names of faculty listed on the course setup page as associated faculty
Assessors are preceptors associated with a rotation schedule
This allows you to associated this distribution with all preceptors affiliated with the rotation based on the slot bookings made for learners. The distribution will dynamically update based on changes made to the rotation schedule.
Select individuals regardless of role (Individuals or external assessors)
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'
Exclude Self Assessments
Feedback Options: This will only display when the assessors are faculty. Checking the box will add a default item to the distribution asking if the faculty member met with the trainee to discuss their 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).
Currently for rotation-based distributions there is no option to configure minimum tasks completed on linked distributions nor a fallback date for the summary assessment task.
Click 'Next Step'
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'.
New in ME 1.18!
Additional option when setting up a learning event assessment/evaluation to allow for a percentage of event attendees to complete the task (e.g., send task to 50% of the event attendees). Note this tool is only available for Learning Event based distributions.
A distribution based on a learning event schedule allows you to schedule forms to be sent out where the targets of the distribution are the attendees of the event OR faculty who taught the event OR a specific event within the selected event type.
Navigate to Admin>Assessment and Evaluation.
Click 'Distributions' above the Assessment and Evaluation heading.
Click 'Add New Distribution'.
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. The task type will also dictate other fields available throughout 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'
Distribution Method: Select 'Learning Event Schedule' from the dropdown menu.
Select Event Type: Select the appropriate event type(s) from the dropdown menu. You can select multiple event types as needed.
Release Date: This tells the system how far back on the calendar to go when creating tasks. Hover over the question mark for more detail.
Task Expiry: If you check this box, the tasks generated by the distribution will automatically expire (i.e. disappear from the assessors task list and no longer be available to complete). You can customize when the task will expire in terms of days and hours after the delivery.
Warning Notification: If you choose to use the Task Expiry option, you'll also be able to turn on a warning notification if desired. This can be set up to send an email a specific number of days and hours before the task expires.
The target is who or what the form is about.
If you are creating an Evaluation:
Evaluations delivered for:
Faculty who taught events with the selected event types (this will generate an evaluation for any faculty member who taught the event type specified in the Method section, e.g. lecture, lab, etc.)
Events with the selected event types (this will generate an evaluation for any event of the event type specified in the Method section)
Target Attempt Options: Specify how many times an evaluator can evaluate each target, OR whether the evaluator can select which targets to assess and complete a specific number (e.g. evaluator will be sent a list of 20 targets, they have to complete at least 10 and no more than 15 evaluations but can select which targets they evaluate).
If you select the latter, you can define whether the evaluator can evaluate the same target multiple times. Check off the box if they can.
Click 'Next Step'
If you are creating an Assessment:
Assessments delivered for: Currently, the only option here is attendees who are enrolled in events with the specified event type.
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'
The assessors/evaluators are the people who will complete the form.
Assessor Options
Assessors/evaluators are attendees enrolled in the event
Attendee Options (note that you must be using Elentra's attendance module within events to use this feature)
Send to all enrolled audience attendees that attended the event
Sent to all enrolled attendees, even if they did not attend
Send this assessment to a percentage of enrolled attendees that attended the event
You supply the percentage; this option will randomly select the appropriate number of attendees and send them tasks. You'll be able to see which users have been sent the task after the distribution is saved.
Assessors/evaluators are faculty members associated with the event
This will send the distribution to the faculty listed on the event (e.g. teacher, tutor, etc.)
Assessors/evaluators are external to the installation of Elentra
This allows you to add external assessors/evaluators to a distribution
Begin to type an name or email, if the user already exists you'll see them displayed in the dropdown menu. To create a new external user, scroll to the bottom of the list and click 'Add External Assessor/Evaluator'
Provide first and last name, and email address for the external assessor and click 'Add Assessor/Evaluator'
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).
Currently for learning event based distributions there is no option to configure minimum tasks completed on linked distributions nor a fallback date for the summary assessment task.
Click 'Next Step'
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. (Not all options will display depending on the other parameters of the distribution.)
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'.
Currently, this feature is designed to support learner assessments only. A distribution set up as an evaluation will not work within the context of the ad hoc feature.
An ad hoc distribution allows an administrator to set up a form that is available to a specific audience, during a specific time frame, and can be initiated on demand by learners or faculty. A potential use case is a clinical environment where it is unknown which learners will work with which assessors. Using an ad hoc distribution, administrative staff can set up the distribution then allow learners or faculty to trigger the assessment and provide details about who the target or assessor in the situation was.
One advantage of using an ad hoc distribution over a workflow is that you will have a distribution report to review and monitor task completion for the specific distribution.
Please be aware of the following when using ad hoc distributions:
Users can only select 'complete and confirm via PIN' or 'send blank form' as form completion methods (you can't currently begin a form and send it via email or use the self-assess and send blank form options).
When setting the targets of a distribution you can only use cohort and individuals (you can't currently set the distribution up with a course audience or course group as the target).
The available assessors list will be based on course contacts from the course setup page.
Use the ad hoc distribution for assessments only.
There are some database settings that can be used to tailor the use of the ad hoc distributions. If you want to change these you will need help from a developer.
You can restrict the ability to initiate the form to only targets or only assessors (by default it is set to allow both to initiate forms). (settings: assessment_triggered_by_assessor and assessment_triggered_by_target)
You can turn on or off the ability to allow forms to be completed and confirmed via PIN or to send a blank form (by default the system will allow both). (settings: assessment_method_complete_and_confirm_by_pin and assessment_method_send_blank_form)
Permissions: Anyone with access to Admin > Assessment & Evaluation will be able to create an ad hoc distribution. For default installations this will include Medtech: Admin, Staff:Admin, Faculty:Admin, Staff:PCoordinator and Faculty:Directors.
Navigate to Admin > Assessment & Evaluation.
Click 'Distributions' above the Assessment and Evaluation heading.
Click 'Add New Distribution'.
Distribution Title: Provide a title. This will display on the list of Distributions that curriculum coordinators and program coordinators can view. In addition, this distribution title will be used by learners and faculty to access the form. For this reason, a clear title including a course or use is recommended (e.g. Clinical Skills Week 1 History).
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.
Assessment Mandatory: This will be checked off be default. Currently this information is recorded but does not impact how a task displays to a user.
Select Form: The form you want to distribute must already exist and you must have permission to access the form; pick the appropriate form from the dropdown menu.
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'.
Distribution Method: Select 'Adhoc' 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.
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.
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.
Click 'Next Step'.
The target is who or what the form is about. You will only set specific targets if you are creating an assessment; if you are creating an evaluation you will not set a target list.
Select Targets: Use this area to specify the targets of the form.
When setting the targets of an ad hoc distribution for an assessment you can only use cohort and individuals (you can't currently set the distribution up with a course audience or course group as the target).
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'.
The assessors are the people who will complete the form. Currently, ad hoc distributions only support making faculty who are course contacts assessors. That means the faculty must be listed on the Course Setup tab as Associated Faculty or as Course Director.
There are three options:
Select faculty members
Browse faculty and click on the required names to add them as assessors
Select Associated Faculty to add the names of all faculty listed on the course setup page
Select learners
Click Browse Assessors and click on the appropriate option to add learners as assessors
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'
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'
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'.
Once an ad hoc distribution has been created you can monitor its progress from Admin > Assessment & Evaluation. Click on Distributions, and then the name of the distribution.
The Show Progress screen you:
Not Started (forms that have been triggered but not started)
In Progress (forms that have been triggered, started, and saved in draft mode)
Completed (forms that have been triggered and completed).
Click on any of the labels to view the names of the targets and assessors and delivery dates.
Administrative staff can also send reminders, and add and delete tasks from here.
After an ad hoc distribution has been set up (remember it may take up to a day for your distribution to become active depending on when behind the scenes cron jobs happen), learners and faculty who have a form available to them will see a "Trigger Assessment" button on their dashboard.
From the dashboard, click 'Trigger Assessment'.
Select a distribution (begin to type a distribution name to quickly filter the list).
Select an assessor. Hover over an assessor name to see their photo (if uploaded) and details about them including email and course affiliation.
Select the assessment method. (The methods of completion available to users can be configured in the database for an organization. Speak to a developer if you want to change which assessment methods are available to users.)
Email blank form will send a copy of the form to the selected assessor.
If the assessor has a PIN set the system will automatically default to Complete and confirm via PIN as the assessment method.
Select a date of encounter.
Click 'Submit'.
If the learner selected Email blank form, the assessor will receive an email alerting them to the task; additionally, they will see the task added to their Assessment Tasks list accessible from their A&E badge in the dashboard header.
If the learner selected Complete and confirm via PIN, the form will display on the screen. The learner can begin to complete the form, then pass the device to the assessor. When the form is complete, the assessor can enter their PIN to confirm and complete the form.
Note that if a form triggered using Complete and confirm via PIN is saved as a draft, the learner will need to reopen the form when in the company of the assessor to have the form completed.
After a form is completed, the learner's ability to view it will depend on the distribution settings. If the distribution allows the learners to view the tasks, they will be able to view them from their Tasks Completed on Me list accessed from their A&E badge in the dashboard header.
From the dashboard, click 'Trigger Assessment'.
Select a distribution (begin to type a distribution name to quickly filter the list).
Select a target. Hover over a target name to see their photo (if uploaded) and details about them including email, group and role (e.g. student, 2022) and enrolled courses.
Select a date of encounter.
Click 'Begin Assessment'.
The form will display on the screen.
The faculty member can complete the form and Save as Draft or Submit. Note that if the user saves the form as draft, they will have to reopen and complete it at a later date.
The faculty member can delete the task if they triggered it in error.
The faculty member can forward the task to another faculty member if needed.
Faculty can view their draft forms, or forms that leaners have triggered to them from their Assessment & Evaluation badge located in the dashboard header. The tasks to be completed will display in the Assessment Tasks list.
Disable Target Release option on Evaluations
In ME 1.14 Elentra introduced a way for learner's to optionally release completed evaluation tasks to the targets of the task. In effect, a learner can complete an evaluation of a faculty member and choose to immediately release the completed task to said faculty member. The faculty can see who the feedback came from (in contrast, if you allow faculty to run reports on a distribution of which they are a target, they do not see the personal details of the evaluators).
While advantageous in some circumstances, allowing learners to optionally release completed evaluation tasks to facutly is not desirable to all organisations. There are database settings that can be used to turn this feature on or off at the course and organisation level. To use these you need a developers help. However, you can also control the learner's ability to release completed evaluation tasks at the distribution level on Step 1 of the distribution wizard.
The Disable Target Release option will only be visible on Evaluation tasks and it does not impact the faculty member's ability to create a report on a distribution (that is still controlled by the distribution in Step 5 of the distribution wizard).
To see what the learner experiences when allowed to optionally release completed evaluation tasks, please see here.
New in ME 1.18! Set up a distribution to send Summary Assessment Tasks - task that provide the assessor access to view forms completed in other distributions.
Please note that this feature is currently for distributed assessment tasks only.
Elentra's Summary Assessment Task option allows you to create a distribution that allows the assessor for said distribution to access the results of previously completed tasks (on a per distribution basis).
The assessor of the summary assessment task can review data multiple ways:
View aggregate data (but not average scores) for any items that were included on tasks in associated distributions and their current task (note, the assessment item ids on each form must match for this feature to work)
2. View comments from tasks from associated distributions and see the date, time, assessor and distribution
3. Search for and view completed tasks from associated distributions, even if not all items are included on the summary assessment task
While reviewing previous tasks, easily navigate between distributions, tasks, or learners as needed.
When administrators configure a distribution to create summary assessment tasks, they can:
Define which previous distributions to link to (associated distributions)
For date based distributions and adhoc distributions only:
Optionally define a minimum number of tasks to be completed in the associated distribution(s) before summary assessment tasks are generated
Optionally define a failsafe date on which to send the summary assessment task, even if minimum numbers tasks in associated distributions have not been achieved
If a summary assessment task has been completed and then more tasks are completed in the associated/evidence distributions, will the summary assessment task reopen to be edited?
Not automatically. If an admin user wants to manually reopen the summary assessment task so that the assessor can edit their responses, they can do so. Note that if the task was already made visible to learners, editing it may cause confusion.
What happens if you set the delivery date for the distribution before the fallback date? The fallback date will be ignored.
How soon after the tasks in the associated distributions are completed will the summary assessment task be created? The summary assessment task will be eligible to be created as soon as the tasks in the associated distributions are completed. When the tasks actually get delivered to the assessor will depend on the schedule of some behind the scenes tasks (cron jobs) that your installation of Elentra performs. At many schools, the tasks will be delivered the next day.
When completing a distribution you will notice a "Feedback Options" section in Step 4 if the assessor is set to faculty members (it will not appear when the assessor/evaluator is set to learners). If you check this off it will add an item to the form for this distribution asking both the assessor and the target whether or not they met to discuss the target's performance (see sample text below).
You might choose to use this option and add the item if you want to collect data on how often preceptors are meeting with learners.
In effect, this tool adds two items to a form. The first item will appear as above for the assessor to complete. Once the form is completed it will be stored in the learner's "Tasks Completed On Me" tab. The learner can access the form from there, and the learner will also receive an email notification that they can take action on the form.
The form is available for the learner to complete and answer the same question from their perspective. The comment box is available for learners to record any additional details.
As of Elentra ME 1.17, there is no reporting tool to compare learner and assessor responses, although they can be viewed on any completed forms. There is also no visual cue to an admin user that the response from the learner is pending; if there is no learner response displaying it means the learner hasn't answered the question.
After a distribution is created you can view a distribution report. Reports include an overview of the tasks generated and not started, the tasks in progress and completed tasks. Click on any of the status cards to display the individual tasks in each status category.
From the Distribution Report you can also complete a variety of actions including: deleting a task, recovering a deleted task, sending a reminder, adding a task, downloading completed tasks, and completing a task on someone's behalf. For some distribution types you can also generate a weighted csv report from the Distribution Report.
More details about these actions are available in the .
Feedback Options: Check this to add an item to the form requiring the target and assessor to confirm they spoke. More detail .
Complete and confirm via PIN will allow the learner to immediately view and start the form, then have the assessor sign off on the form using his/her PIN. (For information on setting user PINs, please see .)
