New in ME 1.19!
The Reciprocal Distribution method allows an administrator to set up a distribution that delivers tasks based on the status of tasks delivered by another distribution. Reciprocal tasks can be delivered either when the corresponding distribution tasks are delivered (i.e., the corresponding distribution tasks don't have to be completed in order for corresponding tasks be be delivered by the reciprocal distribution) or when the corresponding distribution tasks are completed (i.e., the corresponding distribution tasks must be completed in order for the reciprocal distribution tasks to be delivered).
The distribution off of which the reciprocal distributions is based must be either a date range-based or rotation-based distribution. (Support for delegation distributions will come in a future release.)
An example of a reciprocal distribution might be that you set up a Learner Assessment distribution that delivers tasks to an assessor to assess learner performance; when those are delivered, you'd also like the learners being assessed by the assessors identified in the Learner Assessment distribution to automatically receive an Evaluation task to complete on their assessor.
Build the distribution off of which you would like the reciprocal distribution to run; note that this distribution must use either a date range or rotation-based distribution method.
E.g., an admin wants a faculty evaluation task sent to the target of an assessment so that the learner can evaluate to the assessor, first set up the assessment distribution.
Build a second distribution that will look at the first distribution in order to deliver tasks
E.g., in the example given above, the next step would be to set up the evaluation distribution.
When building the second distribution, select the distribution method of Reciprocal Distribution on Step 2: Method
When Reciprocal Distribution is chosen, the admin can then select the corresponding distribution they want the current distribution to be based on.
The next step allows the admin to select either "I want this distribution to deliver a task each time the corresponding distribution delivers a task" or "I want this distribution to deliver a task each time a task from corresponding distribution is completed".
Step 3: Targets: allows the admin to select "The targets of this distribution will be determined by the corresponding distribution."
Step 4: Assessors/Evaluators: allows the admin to select "The assessors (or evaluators) of this distribution will be determined by the corresponding distribution."
Step 5: the selections available on Step 5 of the distribution will be determined by the type of distribution (assessment or evaluation) that was selected in Step 1.
After you have created your first distribution, based on which you would like tasks delivered by a reciprocal distribution, create a corresponding reciprocal distribution.
In this particular example, a faculty evaluation distribution is being created to deliver tasks based on a previous learner assessment distribution; i.e., the first distribution will ask faculty to assess a learner; based on that distribution, this reciprocal distribution will ask the learner to complete an evaluation of the faculty who assessed them.
Enter a Distribution Title and make it as descriptive as possible.
The optional Distribution Description allows you to clarify the intention of the task and will appear on the task card on the assessor/evaluator’s My Assessments page.
Select Assessment or Evaluation from the Task Type dropdown (depending on the type of distribution you to create). This selection is important; it will determine available settings in the Distribution Wizard going forward.
In this case, Evaluation is selected.
Leave the Disable Target Release checkbox unticked if you would like the evaluator to be able to choose to release their completed evaluation to the target.
Leave the Assessment/Evaluation Mandatory checkbox ticked if the assessment/evaluation is considered mandatory.
Leave the Disable Reminders checkbox unticked if you would like the tasks in this distribution to be included in the weekly reminder summary email notification. If you place a tick in this checkbox, initial task creation email notifications will be sent, but weekly reminder summary emails will be disabled.
Select a form using the Browse Forms dropdown.
Select a curriculum period from the Browse Curriculum Periods dropdown.
Select a course/program from the Browse Programs dropdown.
Click Next Step to move on to Step 2: Method.
Note: the ‘Previous Step’ button allows you to navigate back to Step 1. You can cancel out of the distribution on any page; it will only be saved once you complete all 5 steps.
Select a Distribution Method from the dropdown: choose Reciprocal.
Select the Corresponding Distribution: from the list of distributions that you have access to, select the distribution whose tasks you want your reciprocal distribution's task delivery to be based on.
Specify when the new task should be delivered: identify when you would like the tasks generated by your reciprocal distribution to be delivered based on the corresponding distribution.
On previous task delivery: tasks will be delivered by the reciprocal distribution when the corresponding tasks are delivered, regardless of whether or not they are actually completed.
On previous task completion: tasks will be delivered by the reciprocal distribution only when the associated tasks on the corresponding distribution are completed.
Task Expiry: If you check this box, the tasks generated by the distribution will automatically expire; i.e., they will disappear from the evaluator’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. When in doubt, leave this field blank.
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.
Click Next Step to move on to Step 3: Targets.
Targets are the object of the assessment: those learners whose academic performance is being assessed.
Target option: select the target will be the assessor/evaluator of the previous task.
Target attempt options: (always select the first choice, the second choice is for peer assessments). Leave the default setting of: Assessors can assess each target a minimum of (1) times and a maximum of (1) times.
Click Next Step to move on to Step 4: Assessors/Evaluators.
Select an Assessor/Evaluator Option: select the assessor/evaluator will be the target of the previous task.
Click Next Step to move on to Step 5: Results.
The Results settings are optional. If you do not wish to edit them, simply click the Save Distribution button. Otherwise, click on a heading to toggle a section open.
Authorship:This allows you to add individual authors or set the distribution to be accessible and editable by everyone with A&E access in a program/course or organization. This may be useful if you have multiple users who manage distributions or frequent staffing changes.
Choose an Author Type from the dropdown: Individual, Organization or Course (Program)
Individual Author names can be added using the Distributions Authors search box.
Target Release: This option was created for Undergraduate Medicine and can be skipped over by Postgraduate Medicine programs. This option allows you to specify whether the targets of the distribution can see the aggregated results of completed forms. Note: completed evaluation tasks are automatically hidden from target view by the system.
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 own 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 badge, 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. They can decide to forward the form to the target or to hide the form from the target.
Check off the box to enable a reviewer.
Click Browse Reviewers and select a name from the list. Note: This list will be generated based on the course/program’s contacts (e.g., director, curriculum coordinator) stored on the course Setup page.
Prompted Response Notifications can be enabled to send selected individuals an email message when evaluators choose a response that has been flagged on the form as a ‘prompted response’. E.g., 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, a notification can be delivered to the individual(s) you identify in this step. You can optionally select to email the Evaluation Reviewers, Program Coordinators, Program/Course Directors, or Distribution Authors.
Click Save Distribution. The distribution will be ‘live’ as of the next day. It will be triggered when a learner is on the rotation and forms will be sent out on the date defined by the rules you set up.
When tasks are created, if the criteria for delivering the task has not yet been met, you'll see that detail in the distribution progress report.
