Booking Learners into Slots

New in ME 1.20!

• Ability to book course groups into rotation slots

How to assign individual learners to rotations by booking learners into slots

• Click on the name of a schedule.

  • Note that Staff:Pcoor users will only have access to their affiliated courses/programs.

  • For multi-course rotation schedules, assigned Program Coordinators will be able to create bookings for their course, but not others.

• Mouse over the block where you want to book a learner and click.

• The system will identify all available rotations and slots with start dates in the block you clicked on. When you complete a booking the resulting card will fill the exact dates of the slot within the associated blocks.

• Select a rotation from the drop down menu.

  • Any off service rotations available to the learner will be displayed at the bottom of the list.

• Indicate a block span if you wish to book the learner in multiple consecutive blocks.

• Select a block from the dropdown menu. If you indicated a block span, additional blocks will automatically be displayed.

• Select a slot (on service or off service) for each slot.

• You may customize the dates for a slot booking if needed, which will impact the display of the rotation in both the admin view and learner view of the rotation schedule. Click the checkbox and adjust the start and end dates for the slot.

Please note that distributions set to deliver tasks based on a rotation schedule will not respect the custom dates that you identify for the slot; instead, the distribution will refer to the start and end dates of the block that you first selected. Therefore, custom dates may be most useful if you only need to extend or shorten a rotation by just a few days.

Elentra ME 1.20 has been updated so that custom bookings are now respected in the distribution engine and tasks will send at the appropriate time.

• Add a site or preceptor for the slot as needed.

• Click 'Save'.

• You can add a learner to multiple slots within a block. To do so, click anywhere on booking and then click '+ New Booking'.

How to book individual learners into rotations using a csv

You can import a csv to assign learners to a rotation, however the system can only support adding learners to one rotation per block, and will automatically assign them to the longest block length possible. Additionally, up to and including ME 1.19 the csv import can support learners and rotations but not sites or preceptors.

• Navigate to Admin > Clinical Experience.

• Filter by course or cohort as needed.

• Click on Rotation Schedule.

• Click on the title of an existing rotation schedule.

• You will land on the Learners tab. Stay on that tab and click 'Export CSV' on the right hand side. This will generate a csv file populated with institutional number, learner first and last name, and the block dates for the curriculum period.

• Complete the csv by adding the rotation using the 'course code:rotation shortname' in each applicable cell. For example, SURG:ENT, SURG:MSK

  • Remember, you can only upload learners to the longest provided block structure.

• Click 'Import CSV'.

• Click 'Import CSV' again and select your file.

• Click 'Next.'

• You will be prompted to confirm your next steps - either replace the existing schedule, or merge your file with the existing schedule. Make your choice and click 'Next'.

• You will see a schedule preview. Review it.

• Click 'Import Schedule'.

• You will see the relevant rotations display for each learner.

• Remember that learners are now scheduled into a generic slot for the rotation. If you need to define a site, preceptor, etc. you can now do so.

How to assign learners to rotations by booking course groups into slots (New in ME 1.20!)

Prerequisite: You must have course groups created in order to book course groups into rotation slots.

After a rotation schedule and rotation(s) have been built and you return to the Learners tab, you will see the option to toggle between Learners and Course Groups. Click on Course Groups to change the view.

After clicking Course Groups you'll see a list of the course groups down the left. Click anywhere on the calendar to book a course group into a slot using the same steps you would for an individual.

It is important to note that booking by course group works as a shortcut to schedule the group members only at the time you make the booking. If you change the make up of a course group AFTER completing a course group booking, the individual learner rotation schedules will need to be manually updated.

Similarly, deleting a booking from an individual's schedule has no impact on the course group booking and will not impact the schedule of other learners.

How to delete a course group booking

• Click on the existing booking.

• Click Delete.

• Confirm your choice.

• Note that currently this will remove the course group booking from view but will not impact the schedules of the individual learners. You will need to delete the booking for each individual if you made a mistake when booking a course group.

How to edit an existing booking

• Click anywhere on a filled booking to reopen it.

• Click 'Edit' in the bottom right corner.

• Make changes as necessary on the Edit Booking card and then click 'Save.'

Please note that there is a database setting to optionally allow program coordinators associated with courses to delete slots that have off-service learners in them and make changes to the slot spaces (setting: allow_program_coordinator_manage_booked_slots). This setting is enabled by default. If you wish to prevent program coordinators from being able to do these things you should speak to a developer about changing the setting.