If you want to allow learners to initiate evaluations of rotations and faculty when needed you can use on-demand workflows.
Prerequisites:
Have standard rotation and faculty evaluation forms built.
Make sure all forms to be used are permissioned to the appropriate course and have the appropriate workflow associated with them.
Make sure workflows are setup for your organization (requires developer assistance).
Notes:
If a learner initiates a standard rotation evaluation, Elentra checks the learner's rotation schedule. The learner will be able to complete a rotation evaluation for any past or current rotation they are scheduled into. A learner will not be able to initiate an evaluation for a rotation they are scheduled into in the future.
If a learner initiates a standard faculty evaluation, they will be able to access a complete list of all faculty in Elentra.
Elentra provides several different distribution methods to allow users to easily collect feedback on courses, events, rotations and faculty. If you wish to reduce workload on your administrative staff and your organization has developed a standard rotation and faculty evaluation form, there are some additional options available.
1) On-demand workflows using standard rotation evaluation forms and standard faculty evaluation forms let learners initiate those forms when needed.
2) If your organization uses the rotation scheduler and a standard form to evaluate rotations within courses/programs, you could also use the automatic standard rotation evaluation option. This feature is enabled when you build rotations, and removes the need to have distributions or use workflows for rotation evaluations. Instead, each course/program can create a standard rotation evaluation form based on a preset list of items, and the form will be auto-distributed to learners based on their rotation schedules. This option requires developer assistance.
Please note that the automatic rotation evaluation option is specifically to support rotation evaluations, and that course evaluations should still be sent via distributions.
If your organization wants to use a standard faculty or rotation evaluation form a developer will need to add those two form types to the database and associate them with the correct organisation (relevant table: cbl_assessments_form_type_organisation).
Additionally, a developer will need to create the standard rotation evaluation items. These items that will be included on every standard rotation evaluation form (courses/programs will be able to add additional items as needed).
Once the form types and standard items are added, administrative users can build standard rotation evaluation forms and publish them as needed.
This option allows administrators to enable automated standard rotation evaluations at the rotation level. The setting is available when configuring rotations (the setting preference will also copy if rotations are copied to another rotation schedule).
Developer assistance will be required to use this option as a developer must add the appropriate form type in the database and build the templated items (there is no user interface to build the templated items).
Prerequisites:
Have a standard rotation evaluation form built for each course/program using it (note that the form must be permissioned to the course).
Be using the Elentra rotation schedule to book learners into rotations.
Each program/course can only have one standard rotation evaluation form active at a time. If you create a second form of this type it will override the first form you made.
If you want to use the automated standard rotation evaluation feature, when you build a rotation, make sure to check off the "Automated standard rotation evaluation" button. Set the preferred delivery schedule for these automated tasks.
To report on forms completed this way, please use the "Automatic Rotation Evaluations (Aggregated)"