Distributions in Elentra can be configured to allow assessors/evaluators to view the results of previously completed tasks when completing their own tasks.
Say you have a learner on a clinical rotation. Every three days they may get assessed by a preceptor using a daily encounter form. At the end of the rotation, a director is expected to complete a final assessment form on the learner. Creating a head form distribution can allow the director to view the previously completed daily encounter tasks and use aggregated data to help them make their ratings on the final assessment form.
For any items that were used on both forms, the head form assessor will be able to see an aggregate count of ratings and comments made on previously completed tasks.
The head form assessor can also view any completed task in full (e.g. see all additional items included on form, any comments given, etc.).
Head form tasks currently rely on distributed tasks (not user initiated on demand tasks using workflows). If you have a scenario where you'd like learners to be able to initiate tasks on demand but still include those tasks in a head form distribution you should set up an adhoc or delegation distribution for the learners. Then you can link that distribution to the head form distribution.
A Faculty user can delete a task when viewing it as long as the task is not set as mandatory.
In the top right hand corner, click 'Delete Task'.
You are required to provide a reason for deleting the task and can optionally provide additional notes.
The reason entered will be displayed to administrative users viewing a list of deleted tasks.
If a task is set as mandatory, faculty will see an explanation when they hover over the Delete Task button.
For faculty who are Course Directors and may have access to Admin > Assessment and Evaluation please refer to the Administrator Use of A & E section.
Faculty have quick access to review their assessment and evaluation tasks and those of their affiliated learners through the Assessment and Evaluation badge located at the top right.
Click the Assessment & Evaluation badge in the top right.
A series of tabs will open under the Assessment & Evaluation header.
When viewing results on any of the tabs in A&E, use the search bar to look for a specific task by name and click the down arrow to limit your results by applying search filters like distribution method (date range, delegation, learning event, rotation schedule), curriculum period, course, and task status (pending, in progress, completed).
Apply start and end dates to limit your results to a specific time frame.
Remember to click 'Apply Filters' to apply your choices.
Remember to click 'Remove Filters' to clear filters and view all results. Note that your previous filter settings may still be applied so if you are seeing no results, or fewer results than you expected, try 'Remove Filters'.
This tab shows users all pending tasks for which they are responsible. Mandatory tasks are indicated with a red highlight with a bold red "Mandatory" title on the card.
Faculty can view and complete a task by clicking on it.
Faculty can remove a task by clicking 'Remove Task' and providing a reason for its removal.
Faculty can download individual forms, or download multiple forms by clicking the download checkbox on each card and then clicking 'Download PDF(s)' at the top right. When users do this they will be able to choose whether to download all tasks as one file or as multiple files.
This tab displays all tasks completed on the user and which s/he has been given access to view. This can be controlled in the creation of a distribution.
The user can view all completed tasks and again, download an individual file or download multiple files at once.
This tab will only display if the user is working in a CBME-enabled organization.
This tab shows feedback received from learners who have given a thumbs up and optionally commented on an assessment form completed by the faculty user. It is learner feedback to the faculty member on how comments/information provided on a completed assessment task helped the learner.
The My Learners tab will allow faculty to access a variety of information for learners associated with them. This list of available options will vary depending on which modules are in use in Elentra but could include CBME Dashboard, Assessments (refers to tasks managed through Assessment and Evaluation), Learner Explorer (refers to course gradebooks), Schedule (i.e., rotation schedule) and Log Book.
Note that in a CBME-enabled organization, program/course directors can optionally see the CBME Program Dashboard when they click on the My Learners tab.
From the My Learners tab, faculty can:
Download a list of all learners associated with a faculty by clicking 'Download Enrolment'. A pdf title "learners-for-faculty-name" will download and list all learners, including their primary email and learner level.
Search for an individual by beginning to type his/her name in the search learners area; the learner cards displayed will automatically display to reflect the searched name.
Refine the list of learners by switching the curriculum period using the dropdown menu on the far right.
Click on the appropriate tab to view the desired information.
This tab will only display if the user is a course/program director.
Faculty who are course/program directors have access to view the assessment and evaluation pages of faculty associated with their course/program (including external assessors). Faculty appear on this list if they have been the assessor or target in a distribution tied to the course.
Hide cards of external faculty by clicking Hide Card. Bring hidden cards back into view by clicking 'Show Hidden Faculty'.
Update external faculty emails by clicking on Update Email and providing revised information.
Program directors will be able to view the Current Tasks, Completed Tasks, Upcoming Tasks, and Tasks Completed on Faculty tabs for their faculty.
Send reminders, remove tasks or download tasks. (There is an option to select all and send reminders.)
From the Tasks Completed on Faculty tab the course/program director can also view Reports for this Faculty.
This tab will only display if the user has Prompted Responses to manage. Prompted Responses is also an optional setting in Elentra so may not be on for your organization.
When building items for use on assessment or evaluation forms, administrators have the option to identify response selections as prompted responses; then, they can identify on a distribution who should be notified by email if a prompted response is selected. The Prompted Response Notifications tab allows recipients of prompted response email notifications to review and interact with the form that includes the prompted response.
When you click on your Assessment & Evaluation badge, you will see a Prompted Responses tab.
Once you have clicked the Prompted Response Tab, you will see a table displaying a list of your prompted response notifications, the course it belongs to, and the owner, target, and review the status of each task.
You can sort the table by clicking on any of the headers.
Search for a specific prompted response by using the search field.
Clicking on the title of the task will allow you to interact with the form.
Once you are viewing the form:
Click in the comment box to add in your comments about the assessment, if you have any.
Comments can only be viewed by other prompted response recipients and administrators associated with the course/program.
If you do not wish to add comments to a form, you can simply click the Submit Review/Comment to mark it as reviewed.
To view information from forms completed on oneself, the user can click My Reports on the right hand side.
Set the date range.
Remember that the creator of a distribution can set whether a user can view reports on a distribution, so not every distribution completed on a target is available for the target to view.
Faculty users can forward tasks to other users to complete as necessary.
While viewing a task click 'Forward Task'.
Select a faculty member to forward the task to.
Confirm you choice by clicking 'Forward Task'.
You will get a success message and can click 'Close' to return to your list of Assessment Tasks.
The user the task was forwarded to will immediately see it in their Assessment Tasks list.
When logged in as a faculty member or program administrator, click the Assessment & Evaluation badge that appears in the top right.
Click on 'My Learners' from the tab menu.
Search for a learner as needed, and if you can't find someone, ensure that you are in the correct curriculum period using the dropdown menu on the right.
After finding the correct learner, click on Assessments on the learner card to view the learner's assessments page.
Multiple tabs are available on the Assessments page. Each tab displays a collection of assessment tasks. CBME specific forms are included on this page and so are any forms created through the Assessment and Evaluation module and sent to users through a distribution.
On each assessment card you will see a range of information which may include the form title, form type, delivery and completion dates, progress (e.g., 3 of 14 complete), who triggered the form , the target, and the assessor/evaluator (including their group and role). Not all of this information is included on every task card.
On each tab you can search for tasks, set a date range and apply filters. Click the down arrow beside the search tasks bar to select a filter type and drill down to the necessary filter. Select a filter and click the green Apply Filters button. Your applied filters will display on an Active Filters list.
These are tasks completed by assessors on the learner.
Each task can be downloaded or viewed. To download tasks, click the appropriate box at the bottom of the task card and then click Download PDF(s) at the top of the page. Note that there is a Select All tool available. To view a task click View Task at the bottom of the task card.
More tasks can be displayed by clicking Load More Tasks at the bottom of the page.
From this tab you can view all pending tasks on the learner this includes tasks that have been distributed but are not yet started and tasks that are in progress.
Tasks that have expired will not display on this tab. To remove a task from this list click Remove Task and provide a reason for the removal. To send reminders click the applicable tasks (or select all) and click Send Reminders in the top right. To download a task select the appropriate tasks (or select all) and click Download PDF(s) in the top right. To view a task click View Task at the bottom of the task card.
This tab displays scheduled distributions where the learner is the target.
To remove a task from this list click Remove Task and provide a reason for the removal. To download a task select the appropriate tasks (or select all) and click Download PDF(s) in the top right. To view a task click View Task at the bottom of the task card.
This tab displays active distributions where the learner is an assessor/evaluator.
To remove a task from this list click Remove Task and provide a reason for the removal. To send reminders click the applicable tasks (or select all) and click Send Reminders in the top right. To download a task select the appropriate tasks (or select all) and click Download PDF(s) in the top right. To view a task click View Task at the bottom of the task card.
This tab shows tasks scheduled through a distribution where the learner is an assessor/evaluator. Tasks can be removed from this list by clicking Remove Task and providing a reason for the removal.
From the Tasks Completed on Learner tab, users can access Reports for this Learner. This gives you access to aggregated reports on a learner for each form used. Note that these reports are available for forms managed via distributions, not those triggered by learners and faculty.
Set a report date range if desired.
From the Options dropdown menu you can: 1. Choose to generate the report with or without comments (both can then be downloaded as a PDF); 2. Click View This Form to open a new tab that shows the form; and 3. Click View Assessments to open a tab that lists all completed assessments for this form and provides links to view each one.
Clicking the 'Group by distribution' checkbox will reorganize the list of forms to reflect completion based on distribution and add a column to the display to show distribution description information.
